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 • 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 • 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 • 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 • 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) Integrity - Service - Innovation

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 • 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) • 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) • 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 Integrity - Service - Innovation

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 Integrity - Service - Innovation

Invoice (Fast Pay) • Must be authorized for Fast Pay • Contract Clause 52.213-1 • Vendor can enter LPO DoDAAC or enter accounting information themselves Integrity - Service - Innovation

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 Integrity - Service - Innovation

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 Integrity - Service - Innovation

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 Integrity - Service - Innovation

Grant and Cooperative Agreement Voucher • Universities • Office of Naval Research • Grant Approver role Integrity - Service - Innovation

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 Integrity - Service - Innovation

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 Integrity - Service - Innovation

WAWF Misc Pay Overview • Separation of Duties • Initiator and Acceptor can be same user • Acceptor and LPO cannot be same user Integrity - Service - Innovation

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) Integrity - Service - Innovation

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

WAWF Misc Pay Types Integrity - Service - Innovation

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 Integrity - Service - Innovation

WAWF Misc Pay Types • Misc Pay Types that generate a 1099-MISC: Integrity - Service - Innovation

WAWF Misc Pay Types • Misc Pay Types that do NOT generate a 1099-MISC: Integrity - Service - Innovation

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 Integrity - Service - Innovation

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) Integrity - Service - Innovation

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 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 Integrity - Service - Innovation

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: CCL-CCR-CEFT@DFAS.MIL • DFAS will enter the information in CEFT and notify you when complete Integrity - Service - Innovation

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 Integrity - Service - Innovation

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 Integrity - Service - Innovation

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. Integrity - Service - Innovation

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 CCL-CCR-CEFT@DFAS.MIL 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 Integrity - Service - Innovation

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

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. Integrity - Service - Innovation

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. Integrity - Service - Innovation

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. Integrity - Service - Innovation

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. Integrity - Service - Innovation

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. Integrity - Service - Innovation

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. Integrity - Service - Innovation

Misc Pay Walkthrough - Non-Federal Entity: CCR - Cage Code Go to the Comments tab and enter comments if you would like. Integrity - Service - Innovation

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. Integrity - Service - Innovation

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. Integrity - Service - Innovation

Misc Pay Walkthrough - Non-Federal Entity: CCR - Cage Code Click Upload Integrity - Service - Innovation

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. Integrity - Service - Innovation

Misc Pay Walkthrough - Non-Federal Entity: CCR - Cage Code Go to Preview Document and review all the information before submitting. Integrity - Service - Innovation

Misc Pay Walkthrough - Non-Federal Entity: CCR - Cage Code Click Submit to submit the Misc Pay. Integrity - Service - Innovation

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. Integrity - Service - Innovation

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. Integrity - Service - Innovation

Wide Area Workflow (WAWF)