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Wide Area Workflow (WAWF). Aaron Oeken, CGFM, CDFM Lead Financial Management Analyst Navy WAWF Help Desk eSolutions August 15, 2011. Agenda. WAWF Overview Benefits of WAWF Roles Document Types (Navy) WAWF Miscellaneous Payments Overview Misc Pay Types CEFT check

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Wide area workflow wawf

Wide Area Workflow (WAWF)

Aaron Oeken, CGFM, CDFM

Lead Financial Management Analyst

Navy WAWF Help Desk

eSolutions

August 15, 2011

Integrity - Service - Innovation


Agenda

Agenda

  • WAWF Overview

  • Benefits of WAWF

  • Roles

  • Document Types (Navy)

  • WAWF Miscellaneous Payments Overview

  • Misc Pay Types

  • CEFT check

  • Suspended CEFT Transactions

  • STARS-FL Obligation Interface

  • Common Mistakes – Misc Pays

  • Misc Pay Walk-through

  • Researching STARS-FL Rejected Misc Pay

  • Navy WAWF Help Desk

  • Other POCs

  • Helpful Links

Integrity - Service - Innovation


Wawf overview

WAWF Overview

  • Department of Defense initiated WAWF to eliminate paper transactions from the acquisition process

  • WAWF is an interactive web-based application that allows vendors to electronically submit invoices and receiving reports, and the government to inspect, accept, receive, certify and pay electronically

  • Users can be:

    • Vendors

    • Government

  • Documents include:

    • Contracts

    • Invoices

    • Receiving Reports

Integrity - Service - Innovation


Benefits of wawf

Benefits of WAWF

  • Completely electronic process

    • No cost for paper

    • No postage to mail invoices

  • Quicker processing

    • Less interest paid

    • Less people needed to process invoices

Integrity - Service - Innovation


Roles

Roles

  • Vendor

    • Contractor or Supplier

    • Valid Cage Code and/or DUNS

      • Centralized Contractor Registration (CCR)

  • Initiator (Misc Pays)

    • Vendor entering Misc Pay (CAGE and/or DUNS)

    • Acceptor (Navy) entering Misc Pay

  • Inspector & Acceptor

    • Requiring Activity, Contracting Officer Representative (COR), Quality Assurance Reviewer (QAR)

  • Cost Voucher Reviewer/Approver

    • Defense Contract Audit Agency (DCAA)

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Roles1

Roles

  • Local Processing Office (LPO)

    • Role used in situations where documents must be certified by a local office before forwarding to DFAS

  • Pay Official

    • DFAS Paying Office

  • Group Administrator (GAM)

    • Role is used by an individual selected at the organization/location level, that is charged with the responsibility of maintaining the users of his/her assigned organizations

  • View Only

    • Can see documents in any status that have the Department of Defense Activity Address Code (DoDAAC) and corresponding role listed on them

Integrity - Service - Innovation


Routing in wawf

Routing in WAWF

  • Based on document type, payment office, inspection/acceptance terms, and DoDAACs listed on contract/entered into WAWF

  • If pay office is One Pay, there will be an LPO; all others do not have LPO

    • For Fast Pay Invoices going to One Pay pay office, the LPO is optional

  • Usual flow (Combos and 2n1s):

    • Vendor -> Inspector (if applicable) -> Acceptor -> LPO ->

      Pay Official

Integrity - Service - Innovation


Wawf document types navy

WAWF Document Types (Navy)

  • Invoice and Receiving Report (Combo)

  • Invoice as 2-in-1

  • Invoice (Fast Pay)

  • Cost Voucher

  • Navy Construction/Facilities Management Invoice

  • Grant and Cooperative Agreement Voucher

  • Navy Shipbuilding Invoice (Fixed Price)

  • Miscellaneous Payment

Integrity - Service - Innovation


Invoice and receiving report combo

Invoice and Receiving Report (Combo)

  • Generally used for billing for materials only or for materials and services

  • Two separate documents created at same time

    • Invoice

    • Receiving Report

  • Receiving Report

    • Inspector’s action (if applicable)

    • Acceptor’s action

    • LPO review

  • Invoice

    • LPO action

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Invoice as 2 in 1

Invoice as 2-in-1

  • Generally used for billing services contracts only

  • CANNOT use for Navy ERP Pay Offices

    • Use Combo or separate Invoice and

      Receiving Report documents instead

  • One Document

    • Invoice/Receiving Report

  • Acceptor & LPO Action

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Invoice fast pay

Invoice (Fast Pay)

  • Must be authorized for Fast Pay

    • Contract Clause 52.213-1

  • Vendor can enter LPO DoDAAC or enter accounting information themselves

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Cost voucher

Cost Voucher

  • Cost Reimbursable Contract

    • 52.216-7

    • 52.216-13

    • 52.216-14

    • 52.232-7

  • Interim

    • DCAA action

    • LPO action

    • Service Approver View Only

  • Final

    • Service Approver action

    • LPO action

    • DCAA View Only

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Cost voucher direct submit authority

Cost Voucher – Direct Submit Authority

  • Between the Vendor and DCAA

  • Not listed on contract

  • Can look up authorized vendors in Direct Bill Authority section under Lookup

  • All Cost Vouchers will be direct until authority is terminated

  • LPO action

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Navy construction facilities management invoice

Navy Construction/Facilities Management Invoice

  • Navy Construction Invoices

  • Indicators for Construction and Final Payment

    • Net 14

      • Yes to Construction + No to Final

    • Net 30

      • No to Construction

      • Yes to Construction + Yes to Final

  • Acceptor enters SLINs and funding information

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Grant and cooperative agreement voucher

Grant and Cooperative Agreement Voucher

  • Universities

  • Office of Naval Research

  • Grant Approver role

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Navy shipbuilding invoice fixed price

Navy Shipbuilding Invoice (Fixed Price)

  • Ship Acquisition Invoices

  • Restricted to Navy’s Supervisors of Shipbuilding (SUPSHIPs)

  • SUPSHIP Major Programs

    • New Construction

    • Nuclear Submarines

    • Maintenance/Repair/Modernization

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Wawf misc pay overview

WAWF Misc Pay Overview

  • Used for Non-ContractualPayments

    • Mostly created by the Navy on behalf of service members, employees, and non-government entities

    • Can be created by vendors with valid CAGE codes or DUNs numbers

    • Mortuary claims, utilities, training, etc.

    • The Misc Pay Type has tax reporting implications

  • Single Document

  • Always use N68732 as Pay Office for Navy Misc Pays

  • Payee must be in CEFT

  • Obligation interface with STARS-FL

  • Once Processed in WAWF, will pay in 1-2 business days if no errors

  • No interest paid if paid late

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Wawf misc pay overview1

WAWF Misc Pay Overview

  • Separation of Duties

    • Initiator and Acceptor can be same user

    • Acceptor and LPO cannot be same user

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Wawf misc pay overview2

WAWF Misc Pay Overview

  • 4 types of WAWF Misc Pay payees

    • Federal Entity: (Federal Employee or Military Member, including Retirees)

    • Non-Federal Entity: CCR - Cage Code

    • Non-Federal Entity: Non-CCR - Business (EIN)

    • Non-Federal Entity: Non-CCR - Individual (SSN)

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Wawf misc pay types

WAWF Misc Pay Types

  • For full list, when logged into WAWF, go to Lookup -> Misc Pay Types

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Wawf misc pay types1

WAWF Misc Pay Types

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Wawf misc pay types2

WAWF Misc Pay Types

  • The Misc Pay Type has tax reporting implications so it’s very important to choose the correct type

    • Use OTHE type ONLY for prizes, settlements, and the Troops to Teachers program

    • For more information on which type to use, consult the DoD Misc Pay Guide at: http://www.acq.osd.mil/dpap/ebusiness/Department_of_Defense_Misc_Pay_Guide.doc

  • 1099-MISC

    • Used to report miscellaneous income

    • Generated on income earned as a non-employee including awards, fees, commissions, rents, or royalties paid during the tax year

    • 1099 is issued when the amount paid within the

      tax year is $600 or more

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Wawf misc pay types3

WAWF Misc Pay Types

  • Misc Pay Types that generate a 1099-MISC:

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Wawf misc pay types4

WAWF Misc Pay Types

  • Misc Pay Types that do NOT generate a 1099-MISC:

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Ceft check

CEFT Check

  • Payee must be in CEFT prior to processing a Misc Pay in WAWF

    • When an Initiator creates a Misc Pay, WAWF goes out and checks CEFT to see if the payee is in the CEFT database

      • If the payee is in CEFT, the Misc Pay goes on to the Acceptor

      • If the payee is not in CEFT, the Misc Pay will suspend until the payee is added - 'Suspended - CEFT' status

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Ceft check1

CEFT Check

  • Corporate Electronic Funds Transfer (CEFT)

    • Provides DFAS a means to collect vendor payment information and to store that information in a centralized database to be used by appropriate parties and payment systems

  • Interface Systems

    • Central Contract Registration (CCR)

    • DoD Military and Civilian Payroll Systems

  • Payment Systems

    • One Pay (Navy)

    • Computerized Accounts Payable System (CAPS - Army)

    • Integrated Accounts Payable System (IAPS – Air Force)

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Ceft check2

CEFT Check

  • CEFT is the DFAS authoritative source for vendor payment data

    • Allowing the manual input of WAWF data to flow to the payment systems without verification would generate a material weakness

  • Internal Review Service (IRS) validation is performed

    • Audit finding – DFAS and other Federal government agencies were making payments with missing or invalid Taxpayer Identification Numbers (TIN)

    • DFAS is using CEFT to verify the TIN with the IRS

  • Personal Identification Information (PII)

    • Access to CEFT isbased on job responsibilities

    • Ability to add vendors to CEFT database is limited to appropriate Accounts Payable technicians

Integrity - Service - Innovation


Ceft check3

CEFT Check

  • 4 types of WAWF Misc Pay payees and CEFT

    • Federal Entity: (Federal Employee or Military Member including Retirees)

      • DoD military and civilian payroll systems feed CEFT

      • Payee must have received first paycheck

    • Non-Federal Entity: CCR - Cage Code

      • Vendor with CAGE code

      • CCR feeds CEFT

    • Non-Federal Entity: Non-CCR - Business (EIN)

      • Vendor with no CAGE code

      • Info must be added to CEFT by DFAS first time paid

    • Non-Federal Entity: Non-CCR - Individual (SSN)

      • Individual that is not a Federal employee, military member, or retiree

      • Info must be added to CEFT by DFAS first time paid

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Wawf suspended ceft transactions

WAWF Suspended CEFT Transactions

  • Initiator (one who created the Misc Pay)

    • Send an email with payment office DoDAAC on the subject line to email address in error message in WAWF

    • Payment office will contact you if any additional information is needed

  • DFAS Payment Office

    • Receive emails

    • Access CEFT to add the record

    • Contact the Initiator with further instructions if needed

  • Attempt to prevent Suspension

    • Prior to input in WAWF, email the CEFT input form to:

      [email protected]

    • DFAS will enter the information in CEFT and notify you when complete

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Stars fl obligation interface

STARS-FL Obligation Interface

  • After an LPO enters LOA info on the LLA tab and then certifies the Misc Pay, WAWF goes out to STARS-FL and attempts to systematically post the obligation.

  • This systematic interface is intended to replace the need to manually obligate funds in STARS-Field Level (FL) for Miscellaneous Payments. Interface processing is relevant to all WAWF Misc Pay invoices targeted for a One Pay pay office and a STARS-FL Routing Authorized Accounting Activity (AAA).

  • Users that manually obligate funds within STARS-FL to cover Misc Pay invoices entered into WAWF should discontinue doing so.

    • Otherwise, duplicate obligations may be posted

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Stars fl obligation interface1

STARS-FL Obligation Interface

  • Processing Flow

    • Creation of Misc Pay in WAWF

    • Acceptance of Misc Pay in WAWF

    • Certification of Misc Pay in WAWF

    • WAWF holds Misc Pay invoice in “Certified” status, awaiting acknowledgement from STARS-FL

    • STARS-FL attempts to post obligation

    • If STARS-FL posts obligation successfully, it sends a positive acknowledgement to WAWF

    • STARS-FL may bypass obligation posting of certain documents. If so, STARS-FL sends a positive acknowledgement to WAWF

    • If STARS-FL fails in attempt to post obligation, it sends a failed acknowledgement to WAWF

    • If WAWF gets a positive acknowledgement from STARS-FL, WAWF forwards the Misc Pay invoice to One Pay and changes the status of the invoice to “Processed”

    • If WAWF gets a failed acknowledgement from STARS-FL, WAWF resets the Misc Pay invoice to “Accepted” status and returns the invoice to the Certification Folder

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Stars fl obligation interface2

STARS-FL Obligation Interface

  • Certification Guidance

    • The LPO certifier must assign a valid standard document number (SDN), accounting classification reference number (ACRN) and AAA via the Long Line of Accounting (LLA) tab of the Misc Pay.

    • If the SDN, ACRN and AAA entered on the LLA tab screen point to a new document that has not been previously obligated within STARS-FL, the LPO certifier must also enter a valid job order number / expense element (JON/EE) into the Cost Code field. If the JON/EE entered is invalid, or does not exist within STARS-FL, the transaction will be rejected.

    • If the SDN, ACRN and AAA entered on the LLA tab screen point to a pre-existing document that’s already obligated within STARS-FL, the LPO certifier does not need to enter any other values on the LLA tab screen. STARS-FL will use the JON/EE associated with the existing document within STARS-FL. Consequently, any value entered into the Cost Code field will be ignored by

      STARS-FL.

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Common mistakes misc pays

Common mistakes – Misc Pays

  • Choosing incorrect Misc Pay Type

    • Has tax reporting implications

    • Use OTHE type ONLY for prizes, settlements, and the Troops to Teachers program

  • Payee not in CEFT

    • If Federal employee, military member, or retiree, need to wait until they receive first paycheck before creating Misc Pay

    • If a non-CCR vendor or an individual that doesn’t fit into the above category and you know the payee has never been paid by DFAS before, need to send CEFT input form to [email protected] before creating Misc Pay

  • Payee’s ZIP Code does not match state

    • One Pay checks that the ZIP Code in the payee’s address matches the state

    • Can verify at: http://zip4.usps.com/zip4/citytown.jsp

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Common mistakes misc pays1

Common mistakes – Misc Pays

  • Do not enter correct LOA info on LLA tab

    • If SDN has been used before, only need to enter SDN, AAA, and ACRN

    • If SDN hasn’t been used before, need to enter SDN, AAA, ACRN, and valid job order number / expense element (JON/EE) into Cost Code field

  • Incorrect/invalid dates used

    • Invoice Date ≤ Misc Pay Creation Date

    • Date Received (entered by Acceptor when Accepting) ≤ Acceptor Signature Date (entered by Acceptor when Accepting) ≤ LPO Signature Date (entered by LPO) ≤ Date Processed in WAWF

Integrity - Service - Innovation


Misc pay walkthrough non federal entity ccr cage code

Misc Pay Walkthrough - Non-Federal Entity: CCR - Cage Code

Log in as Acceptor. Go to Government -> Acceptor -> Create Document.

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Misc pay walkthrough non federal entity ccr cage code1

Misc Pay Walkthrough - Non-Federal Entity: CCR - Cage Code

Change Contractual? drop down menu selection to N (for No). Select Misc. Pay as the Document Type to create. Choose the Service Acceptor DoDAAC using the Service Acceptor drop down menu. Click Next.

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Misc pay walkthrough non federal entity ccr cage code2

Misc Pay Walkthrough - Non-Federal Entity: CCR - Cage Code

For this example, we are paying a vendor with a CAGE code so we select Non-Federal Entity: CCR – CAGE Code as the Voucher Flow. Click Next.

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Misc pay walkthrough non federal entity ccr cage code3

Misc Pay Walkthrough - Non-Federal Entity: CCR - Cage Code

Enter the Pay Official (pay office) DoDAAC in the Pay Official field. For Navy Misc Pays, the Pay Official DoDAAC will always be N68732. Click Next.

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Misc pay walkthrough non federal entity ccr cage code4

Misc Pay Walkthrough - Non-Federal Entity: CCR - Cage Code

Enter the vendor’s CAGE Code or DUNS number in the 1st box of the CAGE Code/DUNS/DUNS+4/Extension field (if there is an extension, it would go in the 2nd box). Enter the AAI (Agency Accounting Identifier). The AAI is the AAA in Navy fiscal terms. Enter the LPO DoDAAC for the Navy LPO who will be certifying the Misc Pay. Select the appropriate Misc Pay type in the Misc. Type drop down box. The Admin DoDAAC and Invoice Number are optional fields to fill out. Click Next.

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Misc pay walkthrough non federal entity ccr cage code5

Misc Pay Walkthrough - Non-Federal Entity: CCR - Cage Code

Enter the quantity being billed for in the Qty. Invoiced field. Enter the unit of measure being used in the Unit field (for full list of available units of measure, go to Lookup -> Units of Measure Table). Enter the unit price in the Unit Price field. Enter a description of the item being billed in the Description field.

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Misc pay walkthrough non federal entity ccr cage code6

Misc Pay Walkthrough - Non-Federal Entity: CCR - Cage Code

Go to the Addresses tab and check all the info to make sure it is correct.

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Misc pay walkthrough non federal entity ccr cage code7

Misc Pay Walkthrough - Non-Federal Entity: CCR - Cage Code

Go to the Comments tab and enter comments if you would like.

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Misc pay walkthrough non federal entity ccr cage code8

Misc Pay Walkthrough - Non-Federal Entity: CCR - Cage Code

Go to the Attachments tab and add attachments if you would like.

To add an attachment, click on Browse.

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Misc pay walkthrough non federal entity ccr cage code9

Misc Pay Walkthrough - Non-Federal Entity: CCR - Cage Code

Browse your computer files to find the file you want to attach. Once you have it selected, click Open.

*Be sure the attachment is less than 2MB and does not contain spaces in the filename.

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Misc pay walkthrough non federal entity ccr cage code10

Misc Pay Walkthrough - Non-Federal Entity: CCR - Cage Code

Click Upload

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Misc pay walkthrough non federal entity ccr cage code11

Misc Pay Walkthrough - Non-Federal Entity: CCR - Cage Code

The attachment will now appear under the Attachments Name column. You can click on View Attachment to open the attachment or Delete Attachment to delete the attachment.

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Misc pay walkthrough non federal entity ccr cage code12

Misc Pay Walkthrough - Non-Federal Entity: CCR - Cage Code

Go to Preview Document and review all the information before submitting.

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Misc pay walkthrough non federal entity ccr cage code13

Misc Pay Walkthrough - Non-Federal Entity: CCR - Cage Code

Click Submit to submit the Misc Pay.

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Misc pay walkthrough non federal entity ccr cage code14

Misc Pay Walkthrough - Non-Federal Entity: CCR - Cage Code

If there are errors, they will be displayed on the screen. If there are no errors, it should take you to this screen which says the Misc Pay was successfully submitted. This screen will show where all the automated emails were sent to (based on the DoDAACs entered). If you need to send additional email notifications, use the Send Additional Email Notifications link. Otherwise, you can click Return or one of the tabs at the top to navigate away from the page.

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Misc pay walkthrough non federal entity ccr cage code15

Misc Pay Walkthrough - Non-Federal Entity: CCR - Cage Code

Now it is the Acceptor’s responsibility to accept the Misc Pay. The Acceptor can be the same as the Initiator or a different user. The Acceptor would start by going to Government -> Acceptor -> Acceptance Folder.

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Misc pay walkthrough non federal entity ccr cage code16

Misc Pay Walkthrough - Non-Federal Entity: CCR - Cage Code

On the search screen, choose your Acceptor DoDAAC from the drop down box, enter any other criteria you want to limit the search (using the CAGE code of the Vendor (Payee) in this example), and make sure the dates in the Create/Update Date and Create Update Date End will give you the results you want.

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Misc pay walkthrough non federal entity ccr cage code17

Misc Pay Walkthrough - Non-Federal Entity: CCR - Cage Code

You will see the results in your Acceptance Folder.

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Misc pay walkthrough non federal entity ccr cage code18

Misc Pay Walkthrough - Non-Federal Entity: CCR - Cage Code

Scroll to the right to see the Invoice Number.

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Misc pay walkthrough non federal entity ccr cage code19

Misc Pay Walkthrough - Non-Federal Entity: CCR - Cage Code

Click on the Invoice Number to open the Misc Pay (can also click on Shipment Number).

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Misc pay walkthrough non federal entity ccr cage code20

Misc Pay Walkthrough - Non-Federal Entity: CCR - Cage Code

The Misc Pay is displayed. Review everything on the Voucher tab to make sure it is correct.

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Misc pay walkthrough non federal entity ccr cage code21

Misc Pay Walkthrough - Non-Federal Entity: CCR - Cage Code

Go to the Addresses tab and review all the information to make sure it is correct.

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Misc pay walkthrough non federal entity ccr cage code22

Misc Pay Walkthrough - Non-Federal Entity: CCR - Cage Code

Go to the Misc. Info tab and enter comments if desired.

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Misc pay walkthrough non federal entity ccr cage code23

Misc Pay Walkthrough - Non-Federal Entity: CCR - Cage Code

Go to the Preview Document tab and review all the information one last time.

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Misc pay walkthrough non federal entity ccr cage code24

Misc Pay Walkthrough - Non-Federal Entity: CCR - Cage Code

Go back to the Voucher tab. If everything looks good and you want to accept the Misc Pay, you will check the Accepted box. If something is wrong and needs to be fixed by the Initiator, check the Reject to Initiator box (then click Submit).

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Misc pay walkthrough non federal entity ccr cage code25

Misc Pay Walkthrough - Non-Federal Entity: CCR - Cage Code

To accept the Misc Pay, you would check the Accepted box, enter the date the goods/services were received in the Date Received box, enter the date you are signing the Misc Pay in WAWF in the Signature Date box, then click on Signature.

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Misc pay walkthrough non federal entity ccr cage code26

Misc Pay Walkthrough - Non-Federal Entity: CCR - Cage Code

Enter your password or your CAC PIN to sign the document then click Next. If you leave the Submit Without Preview box checked, you will accept the Misc Pay when you click Next. If you uncheck that box, it will give you one last time to review the Misc Pay before you accept it.

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Misc pay walkthrough non federal entity ccr cage code27

Misc Pay Walkthrough - Non-Federal Entity: CCR - Cage Code

This screen will display which says the Misc Pay was successfully accepted. This screen will show where all the automated emails were sent to (based on the DoDAACs entered). If you need to send additional email notifications, use the Send Additional Email Notifications link. Otherwise, you can click Return or one of the tabs at the top to navigate away from the page.

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Misc pay walkthrough non federal entity ccr cage code28

Misc Pay Walkthrough - Non-Federal Entity: CCR - Cage Code

Now it is the LPO’s responsibility to certify the Misc Pay. The LPO cannot be the same as the Initiator or Acceptor. The LPO would start by going to Government -> Local Processing Office -> Certification Folder.

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Misc pay walkthrough non federal entity ccr cage code29

Misc Pay Walkthrough - Non-Federal Entity: CCR - Cage Code

On the search screen, choose your LPO DoDAAC from the drop down box, enter any other criteria you want to limit the search (using the CAGE code of the Vendor (Payee) in this example), and make sure the dates in the Create/Update Date and Create Update Date End will give you the results you want.

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Misc pay walkthrough non federal entity ccr cage code30

Misc Pay Walkthrough - Non-Federal Entity: CCR - Cage Code

You will see the results in your LPO Certification Folder.

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Misc pay walkthrough non federal entity ccr cage code31

Misc Pay Walkthrough - Non-Federal Entity: CCR - Cage Code

Scroll to the right to see the Invoice Number.

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Misc pay walkthrough non federal entity ccr cage code32

Misc Pay Walkthrough - Non-Federal Entity: CCR - Cage Code

Click on the Invoice Number to open the Misc Pay (can also click on Shipment Number).

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Misc pay walkthrough non federal entity ccr cage code33

Misc Pay Walkthrough - Non-Federal Entity: CCR - Cage Code

The Misc Pay is displayed. Review everything on the Voucher tab to make sure it is correct.

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Misc pay walkthrough non federal entity ccr cage code34

Misc Pay Walkthrough - Non-Federal Entity: CCR - Cage Code

Go to the LLA tab. This is where you will enter the funding/LOA info. First, you must choose whether you want to certify by Document Level or Line Level by selecting the appropriate one from the drop down box. Document Level means it will apply the funding/LOA info to all the items on the Misc Pay. Line Level will allow you to enter funding/LOA info for each item.

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Misc pay walkthrough non federal entity ccr cage code35

Misc Pay Walkthrough - Non-Federal Entity: CCR - Cage Code

After choosing which level you will certify at, you will enter the funding/LOA info. You will enter the funding document number in the Document Record Reference ID box, the AAA into the Agency Accounting ID box, and the ACRN in the ACRN box. If the document number, AAA, and ACRN point to a new document that has not been previously obligated within STARS-FL, you will also need to enter a valid job order number / expense element (JON/EE) into the Cost Code box.

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Misc pay walkthrough non federal entity ccr cage code36

Misc Pay Walkthrough - Non-Federal Entity: CCR - Cage Code

Go to the Addresses tab and review all the information to make sure it is correct.

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Misc pay walkthrough non federal entity ccr cage code37

Misc Pay Walkthrough - Non-Federal Entity: CCR - Cage Code

Go to the Misc. Info tab and enter comments if desired.

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Misc pay walkthrough non federal entity ccr cage code38

Misc Pay Walkthrough - Non-Federal Entity: CCR - Cage Code

Go to the Preview Document tab and review all the information one last time.

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Misc pay walkthrough non federal entity ccr cage code39

Misc Pay Walkthrough - Non-Federal Entity: CCR - Cage Code

Go back to the Voucher tab. If everything looks good and you want to certify the Misc Pay, you will check the Document Certified box. If something is wrong and needs to be fixed by the Acceptor/Initiator, check the Document Available for Recall box (and then click Submit to recall the Misc Pay back to the Acceptor for them to correct/reject to the Initiator).

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Misc pay walkthrough non federal entity ccr cage code40

Misc Pay Walkthrough - Non-Federal Entity: CCR - Cage Code

To certify the Misc Pay, you would check the Document Certified box, enter the date you are signing the Misc Pay in WAWF in the Signature Date box, then click on Signature.

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Misc pay walkthrough non federal entity ccr cage code41

Misc Pay Walkthrough - Non-Federal Entity: CCR - Cage Code

Enter your password or your CAC PIN to sign the document then click Next. If you leave the Submit Without Preview box checked, you will certify the Misc Pay when you click Next. If you uncheck that box, it will give you one last time to review the Misc Pay before you certify it.

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Misc pay walkthrough non federal entity ccr cage code42

Misc Pay Walkthrough - Non-Federal Entity: CCR - Cage Code

This screen will display which says the Misc Pay was successfully certified. This screen will show where all the automated emails were sent to (based on the DoDAACs entered). If you need to send additional email notifications, use the Send Additional Email Notifications link. Otherwise, you can click Return or one of the tabs at the top to navigate away from the page.

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Misc pay walkthrough non federal entity ccr cage code43

Misc Pay Walkthrough - Non-Federal Entity: CCR - Cage Code

Once certified, WAWF will attempt to post the obligation in STARS-FL. This process can take anywhere from 5 minutes up to a few days. As the LPO, you need to go back to the certified Misc Pay at a later time to make sure the obligation correctly posted and the Misc Pay processed in WAWF. To check the Misc Pay later, go to Government -> Local Processing Office -> History Folder by DoDAAC.

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Misc pay walkthrough non federal entity ccr cage code44

Misc Pay Walkthrough - Non-Federal Entity: CCR - Cage Code

On the search screen, choose your LPO DoDAAC from the drop down box, enter any other criteria you want to limit the search (using the CAGE code of the Vendor (Payee) for this search), and make sure the dates in the Create/Update Date and Create Update Date End will give you the results you want.

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Misc pay walkthrough non federal entity ccr cage code45

Misc Pay Walkthrough - Non-Federal Entity: CCR - Cage Code

You will see the results in your LPO Certification Folder. Scroll to the right to see the Invoice Number. Click on the Invoice Number to open the Misc Pay (can also click on Shipment Number).

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Misc pay walkthrough non federal entity ccr cage code46

Misc Pay Walkthrough - Non-Federal Entity: CCR - Cage Code

Once the Misc Pay is open, scroll to the bottom to see the Misc Information section which shows all the actions taken in WAWF. You should always see the action that the LPO certified the Misc Pay. After that action, you will see the action showing whether the obligation successfully posted into STARS-FL allowing the Misc Pay to process. If it was successful, you will see the above action.

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Researching stars fl rejected misc pay

Researching STARS-FL Rejected Misc Pay

  • STARS-FL Rejection information

    • On failed acknowledgements, STARS-FL reports a generic error message to WAWF which displays on the Misc Info tab

    • The generic error refers users to the STARS-FL report LXF3310A available via CAView

    • All LPOs certifying Misc Pays should have access to the CAView reports so they can research what happened on the LXF3310A report when their Misc Pay gets a failed acknowledgement

    • For info on how to get access to the CAView reports, please contact the Navy WAWF Help Desk

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Researching stars fl rejected misc pay1

Researching STARS-FL Rejected Misc Pay

  • How to research a Misc Pay that received a failed acknowledgement from STARS-FL:

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Researching stars fl rejected misc pay2

Researching STARS-FL Rejected Misc Pay

  • Go to CA-VIEW for East Coast

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Researching stars fl rejected misc pay3

Researching STARS-FL Rejected Misc Pay

  • Make sure you are in mode ‘KCS’ – change by going to Command

    line and entering ‘mode KCS’ then hitting Enter

  • Enter LXF3310A* on Report ID line

  • Can search by other criteria in other fields if desired

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Researching stars fl rejected misc pay4

Researching STARS-FL Rejected Misc Pay

  • There is an LXF3310A-C generated every half hour and the info on

    each report gets rolled into the next report for that day – it does not

    reset until the next day

  • Open the most recent report to get all transactions that rejected that day

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Researching stars fl rejected misc pay5

Researching STARS-FL Rejected Misc Pay

  • Search for the first 12 characters of the Misc Pay Control Number in WAWF by entering f ‘ ‘ as in the above example– this is the PIIN number on the report

  • Need to make sure when the search takes you to the transaction that

    the SPIIN matches – last 4 of Misc Pay Control Number = SPIIN

    • If it does not, you can then search for the last 4 characters of the Misc Pay Control

      Number by entering f ‘ ‘ as we did for the first 12 – in this example (see next slide), the

      correct search would be for f ‘9D84’

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Researching stars fl rejected misc pay6

Researching STARS-FL Rejected Misc Pay

  • Look at the error and try to figure out what is wrong with the LOA info

    you entered in WAWF

  • If you cannot figure out what the error is telling you to correct, please

    contact the Navy WAWF Help Desk

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Navy wawf help desk

Navy WAWF Help Desk

  • 1-877-251-9293

  • [email protected]

  • Open 0700-1700 EST M-F (excluding federal holidays)

  • Aaron Oeken – Lead Financial Management Analyst

  • Barbara Harper – A/P Team Lead currently on developmental assignment on help desk

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Navy wawf help desk1

Navy WAWF Help Desk

  • Will ALWAYS try to resolve ourselves first

  • CAN assist with:

    • How to create/process documents

    • How to correct recalled/rejected documents

    • Registration procedures

    • New DoDAAC requests

    • Payment status – One Pay invoices only

  • CANNOT assist with:

    • Password resets/other account issues – contact GAMs

    • Systems issues – contact DISA or local IT support

    • Payment status – MOCAS and Navy ERP – contact pay office

    • Expediting payment/interest penalties – contact pay office

    • Invoice hardship issues – contact contracting officer

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Other pocs

Other POCs

  • DISA Ogden Help Desk

    • Systems issues

    • Vendor account issues (if no GAM)

    • CAGE code activations

    • 1-866-618-5988

    • [email protected]

  • Army WAWF Help Desk

    • Army WAWF issues

    • 1-877-232-9293

    • [email protected]

  • Marine Corps WAWF Help Desk

    • Marine Corps WAWF issues

    • 540-658-2611

    • [email protected]

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Other pocs1

Other POCs

  • Air Force WAWF Help Desk

    • Air Force WAWF issues

    • [email protected]

  • DCMA WAWF Help Desk

    • DCMA Administered Contracts WAWF issues

    • 888-576-3262

    • [email protected]

  • DLA WAWF Help Desk

    • DLA WAWF issues

    • 703-767-1915

    • [email protected]

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Other pocs2

Other POCs

  • Group Administrators (GAMs)

    • Approve/disapprove users

    • Reset passwords/certificates

      • You will need to contact them to get a certificate reset if you get a new CAC card

    • Update organizational email address for DoDAAC

    • Can locate using the Group Administrator Lookup option

      • If logged in, under the User menu

      • If not logged in, on the WAWF homepage under Help

      • If you still cannot locate your GAM, contact the Navy WAWF Help Desk

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Other pocs3

Other POCs

  • Pay Offices

    • Payment status/issues

    • Can find contact info once logged into WAWF

      • Pay DoDAACs under Lookup tab

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Helpful links

Helpful Links

  • WAWF Production

    • https://wawf.eb.mil/

  • WAWF “Sand Box” Training Site

    • https://wawftraining.eb.mil/

  • WAWF Web-Based Training Site

    • https://wawftraining.eb.mil/xhtml/unauth/web/wbt/WbtMainMenu.xhtml

  • WAWF Software User’s Manual (SUM)

    • https://wawf.eb.mil/SUM_RoboHelp_Web_Help/WAWF_SUM.htm

  • DAASINQ (DoDAAC Query)

    • https://www.daas.dla.mil/daasinq/

  • DoDAAD Committee (add, modify, delete DoDAACs)

    • http://www.dla.mil/j-6/dlmso/Programs/Committees/DoDAAD/dodaad.asp

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Helpful links1

Helpful Links

  • Electronic Document Access (EDA)

    • http://eda.ogden.disa.mil/

  • Navy WAWF Site

    • https://acquisition.navy.mil/content/view/full/99

  • DFAS WAWF Site (including info on Vendor WAWF training)

    • http://www.dfas.mil/dfas/ecommerce/wawf/info.html

  • DFAS Electronic Commerce Site

    • http://www.dfas.mil/dfas/ecommerce.html

  • Navy College Program Tuition Assistance Site

    • https://www.navycollege.navy.mil/nta.cfm

  • DoD UID Information

    • http://www.acq.osd.mil/dpap/pdi/uid/index.html

    • http://iuidtoolkit.com/overview/

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Helpful links2

Helpful Links

  • DoD RFID Information

    • http://www.acq.osd.mil/log/rfid/index.htm

  • DoD Misc Pay Guide

    • http://www.acq.osd.mil/dpap/ebusiness/Department_of_Defense_Misc_Pay_Guide.doc

  • Central Contractor Registration

    • https://www.bpn.gov/CCRSearch/Search.aspx

  • MyInvoice

    • https://myinvoice.csd.disa.mil/

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Wide area workflow wawf

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