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Receiving Reports

TRICARE Management Activity. HEALTH AFFAIRS. Receiving Reports. Agenda. Responsibilities Guidance Acceptance / Rejection Contractor’s Corrective Actions Prompt Payment Act (PPA) Policy on Electronic Submission Wide Area Workflow-Receipt and Acceptance.

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Receiving Reports

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  1. TRICARE Management Activity HEALTH AFFAIRS Receiving Reports

  2. Agenda • Responsibilities • Guidance • Acceptance / Rejection • Contractor’s Corrective Actions • Prompt Payment Act (PPA) • Policy on Electronic Submission • Wide Area Workflow-Receipt and Acceptance

  3. COR ResponsibilitiesReceipt and Acceptance • Review and accept or reject contractor deliverables • Coordinate corrective action • Document receipt of goods and/or services • Forward documentation to paying office if so tasked under the terms of the contract/order

  4. Guidance • Ensure that required information is forwarded to paying office if so tasked under the terms of the contract/order • Use paperless processing unless there is a compelling reason not to • Adhere to Prompt Payment Act time limits- FAR 52.232-25

  5. Prompt Payment Act • Government must make payments on time in accordance with the contract or… • Pay interest penalties when payments are late • Clock starts ticking upon receipt by first Government official • Government may take discounts only when payments are made during the discount period

  6. Receiving Report Acceptance / Rejection • Receiving report documents Government acceptance of goods or services • Acceptance occurs when authorized Government representative examines provided products or services, compares to contract requirements, and is satisfied products or services conform to contractual requirements • Reasons for rejection must be provided to the contractor in writing

  7. Contractor’s Corrective Action • Significant discrepancies such as non-conforming products or services may require the contractor to submit a corrective action plan • When a corrective plan is required, KO consults with COR to consider contractor’s reply • COR provides advice on: • Appropriateness of contractor’s corrective action plan • Impact of accepting non-conforming products or services; or • Whether or not contractor’s rebuttal is valid

  8. Policy on Electronic Submission • Use paperless system if at all possible • DFARS 232.7002 provides limited exceptions where contractors may submit paper based documents: • Purchases paid for with Government-wide commercial purchase cards • Awards made to foreign vendors for work performed outside the U.S. • Classified contracts or purchases • Contracts awarded by deployed Contracting Officers in the course of military operations • Where contractor is unable to submit or DoD is unable to receive an electronic payment request and all parties agree to an alternate method

  9. WideArea Workflow Paperless Processing • Wide Area Workflow-Receipt and Acceptance (WAWF-RA) is the DoD preferred system • Electronic processing guidance found in DFARS 232.70 • WAWF-RA is the only DoD system that accommodates electronic receiving reports

  10. WAWF-RA – Purpose • What is WAWF-RA? • A transaction system, supporting a distinct part of the procurement lifecycle: • From submission of electronic invoice • Through receipt, inspection & acceptance action • To electronic payment • What does it do? • Allows global access to contract related documents via the World Wide Web • Eliminates paper from the invoicing, receipt and acceptance processes • Permits submission of electronic invoice & receiving report data via: • Web • Electronic Data Interchange (EDI) • File Transfer Protocol (FTP)

  11. WAWF-RA Background • Problem: Acceptance & Payment Process predominately supported by hard copy • Requirement: Electronically capture and coordinate the four basic items necessary to make a payment InputOutput Contract Disbursing Voucher Vendor Invoice Receiving Reports • Objective: Create an Electronic Commerce environment using existing tools

  12. Benefits of WAWF • Paperless System that requires no additional software or tools • Global Access supports integration of data • Enables Secure Transactions with Audit capability • Electronic Transactions and Real-Time processing enables accuracy and timely payment decreasing interest penalties and maximizing benefit of discounts • Permits both invoice & receiving report processing

  13. WAWF Functionality • Contractor submits documents • Document types selected via drop down box • Many fields populated automatically • Location Codes critical for proper routing • Supports Word, Excel, PDF attachments • Government officials can accept or reject • Comments explain basis of rejection • Vendor notified by e-mail of any rejection • Vendor makes revisions and resubmits

  14. Receiving Report Approval • In accordance with current TMA policy, TMA CORs are not authorized to approve Public Vouchers submitted for Cost-reimbursement, Time and Materials and Labor Hour contracts. • DCAA has sole authority to verify and approve interim vouchers and the Administrative Contracting Officer has sole authority to approve final vouchers. • Within WAWF, TMA CORs can view these documents for information purposes only. • TMA CORs perform interim approval for both contractor 2-in-1 format and COMBO format invoice/receiving reports using the WAWF Acceptor role.

  15. Invoice & Receiving Report DAAS CCR EDA How Does WAWF-RA Work?Payment Office Actions Electronic Payment Request Vendor Vendor EDI DEBX Entitlement Systems Vendor FTP Government Workflow Users - Inspectors - Acceptors - Certifiers Vendor web Vendor EDI Invoice & Receiving Report - SIGN - REJECT WAWF Payment Processing - Payment Clerks Invoice & Receiving Report View Accounting Systems UID Registry Email notice sent to workflow user

  16. WAWF System Support • DOD System, Maintained by DISA • Ogden Support Center • Help Desk 1-866-618-5988 • Web-Based Application • Web-Based Self Registration • Group Administrator (GAM) Activates/ Deactivates Accounts • Web-Based Training • “Test Drive” simulation web site

  17. WAWF Getting Started • What do I need to do before my office can process our first receiving report/voucher under WAWF? • Steps spelled out in WAWF On-Ramp Guide and Government User Checklist • Also see the TMA Acquisition Desk Top Reference and AM&S COD-FC Policy Memo webpage for additional WAWF information

  18. Questions ?

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