Presented by: Louise Sylvain 216-204-7127 Louise.Sylvain@dfas.mil Director Accounts Payable

1. Defense Finance & Accounting Service Center Accounts Payable Operations Cleveland, Ohio Presented by: Louise Sylvain 216-204-7127 Louise.Sylvain@dfas.mil Director Accounts Payable Integrity - Service - Innovation

2. Agenda • DFAS Cleveland Organization • Account Payable Operations overview • Manual processing • Electronic processing Integrity - Service - Innovation

3. Cleveland Accounts Payable ACCOUNTS PAYABLE DIRECTORATE (JAQ) DIRECTOR Louise Sylvain Louise.Sylvain@dfas.mil AP OPERATIONS DIVISION (JAQB) Karen Cline Karen.Cline@dfas.mil AP SUPPORT DIVISION (JAQA) Charisse Hogan Charisse.Hogan@dfas.mil CERTIFICATION / AUDIT BR (JAQBC) Karen Hammond Karen.Hammond@dfas.mil AP ENTITLEMENT BR (JAQBA) Angela McIntyre Angela.McIntyre@dfas.mil AP MAINTENANCE BR (JAQBD) Gwen Hurd Gwen.Hurd@dfas.mil FUNDS REQUIREMENT BR (JAQBE) Thomas Benson Thomas.Benson@dfas.mil DOC CONTROL BR (JAQAA) Barry Phillipy Barry.Phillipy@dfas.mil PAY QUAL SUPT BR (JAQAB) Currently Vacant PAY QUAL BR, ELECT ENT SEC (JAQABA) Process being moved to AP entitlement group PAY QUAL, CCR/CEFT SEC (JAQABB) Kathryn Lemmeier Kathryn.Lemmeier@dfas.mil PAY QUAL, ERRON DUP SEC (JAQABC) Mari Hopkins Mari.Hopkins@dfas.mil PAY QUAL, DCAS SEC (JAQABD) Raquel Deguzman Raquel.Deguzman@dfas.mil PAY QUAL, CUST SVC SEC (JAQABE) Dawn Tincler Dawn.Tincler@dfas.mil Integrity - Service - Innovation 3

4. Cleveland Accounts Payable Support Division – Charisse Hogan Document Control – JAQAAA – BARRY PHILIPPY # 216-204-3279 • The Document Control Center is the starting point for most invoices and documents that need to be scanned into the Electronic Document Management (EDM) system. This department consists of various sections including scanning, tiering, and voucher request retrieval. In Tier One, documents are sorted into the appropriate category, processed, and scanned into EDM. In Tier Two, documents are indexed using certain criteria and then forwarded to the appropriate region of One Pay or ERP. The voucher requests section is responsible for helping DFAS personnel and customers find vouchers and verify payments that have been disbursed by the AP operations department. • Documents may also be submitted via EFR upload. If you would like more information regarding this process please contact Barry Philippy. His email address is Barry.Philippy@dfas.mil CCR/CEFT & Vendor ID establishment – JAQABB – KATHRYN LEMMEIER # 216-204-6811 • The overall mission of the Central Contractor Registration/Central Electronic Funds Transfer (CCR/CEFT) section is to support the Entitlements Branch by maintaining vendor addresses. This section is responsible for keeping address files current to support payment to the correct vendor using Electronic Funds Transfer (EFT) methods. In addition, this section is responsible for ensuring address files are populated with proper Tax Identification Numbers (TIN) for all payments as well as ensuring year-end 1099 processing accuracy. They perform this function for both manual and electronically processed invoices. Integrity - Service - Innovation

5. Cleveland Accounts Payable Support Division – Charisse Hogan Erroneous/Duplicate Pay Team – JAQABC – Mari Hopkins # 216-204-2348 • The erroneous/duplicate pay team is responsible for researching possible erroneous or duplicate payments and overpayments. They perform these tasks through utilization of the Business Activity Monitoring (BAM) tool, Charleston Query, and email correspondence received from Customer Service and external customers alike. The BAM and Charleston Query is utilized daily in an effort to eliminate erroneous/duplicate payments prior to disbursement or initiate collections if the invoice has been disbursed. They research short pay invoices, process credit memos, process interest only payments, research bankruptcies, and review invoices in EDM to alleviate potential duplicate payments. Defense Cash Accountability System (DCAS) – JAQABD – Raquel Deguzman # 216-204-4643 • The DCAS team inputs supplemental accounting data after payments have been disbursed. The Defense Cash Accountability System (DCAS) normally processes and feeds expenditure data electronically to the multiple accounting systems that are owned and operated by DFAS and the Navy. However, due to current system limitations, data attributed to transactions for others require supplemental accounting data to be input by the DCAS team. Customer Service – JAQABE – DAWN TINCLER # 216-204-3556 • The primary responsibility of this section is to provide customer service to all customers on payments disbursed by the DFAS Cleveland Accounts Payable department. They can be reached at: CCL-ACCT-PAYABLE-CUST-SVC@dfas.mil or 1-866-206-7628 and provide information on manually processed invoices, as well as those invoices processed electronically. • The Navy has also established a WAWF help desk to assist customers with questions and concerns that are WAWF specific. hey can be reached at : 1-877-251-9293 or CCL-EC-NAVY-WAWF-HELPDESK@DFAS.MIL Integrity - Service - Innovation

6. Cleveland Accounts Payable Operations Division- Karen Cline Entitlements Branch – JAQBA – Angela McIntyre # 216-204-7827 • The primary function of this section is to perform entitlement/computation actions necessary to generate payments to vendors and/or individuals for services performed and/or goods received by customers. The invoice packages entitled by these individuals are certified by the Navy prior to entry into STARS One Pay. Personnel in this section process payments into the One Pay entitlement system using EDM workflows. This section is divided into groups of processing technicians depending on the type of entitlement. Electronic Entitlements group • Electronics Entitlements processing section is responsible for the research, analysis, and resolution of invoices that failed to process through to disbursement via the electronic interface process. Electronic Entitlement Processing technicians research error codes on suspended invoices to determine proper action. Although the majority of the invoices that we receive electronically are submitted via WAWF, that are still other electronic initiatives that are being utilized until such time as they are transitioned to WAWF. Those methods are: WInS (Web Invoicing System), Batch Files and CIMAGE. ERP Processing Group • The ERP section processes payments for NAVSUP, SPAWAR, and NAVSEA General Fund. The processing of these transactions requires DFAS personnel to perform the three way match, i.e. contract, invoice, and receipt; for invoices submitted. They are also responsible for the certification of these packages ensuring they are correct and proper for payment. Integrity - Service - Innovation

7. Cleveland Accounts Payable Operations Division- Karen Cline Funds Requirements (Prevalidation) – JAQBE – Thomas Benson # 216-204-7098 • The Funds Requirement Branch researches, analyzes, and processes transactions that are awaiting proper matching with a valid obligation prior to disbursement to vendors. The Branch is divided into teams which support Navy and Marine Corps prevalidation functions for accounting obligations recorded in (or passed to) STARS-FL, SABRS, DIFMS, and Navy ERP. The team initiates communication with customers to notify them of the absence of or insufficiency of obligations. As necessary, authorized, and supported by documentation, obligations are recorded to allow processing of valid payments to vendors . Integrity - Service - Innovation

8. Manually Certified Packages and SF 1034 A standard form 1034 can be used as a manual invoice for processing at DFAS Cleveland. This document serves a variety of purposes for our customers. It can be used as an invoice, in addition to a certification and receiving report. The elements of an SF-1034 include: • Voucher Number • Date Voucher Prepared • Contract Number and Date • Requisition Number and Date • Payee Name and Address • Date Invoice Received • Invoice Number and Invoice Date • Total Invoice Amount • Certifying Official Signature • Accounting Classification Integrity - Service - Innovation

9. Example of a Completed SF 1034 Integrity - Service - Innovation

10. Prompt Payment Certification Form In December 2004, a mutual collaboration between the Office of the Navy Comptroller and Defense Finance and Accounting Service resulted in an Interest Reduction Project. One of the outcomes from the project produced a standard form, the Prompt Payment Certification and Deduction Form, which was created to be utilized for the submission of all Navy invoice payment packages. The most prevalent challenges identified for the use of this form were: • Incomplete preparation of invoice package submissions. • Late receipt of certified invoice packages. • Unclear certification information; handwritten in stamps on the invoices. • Improper certification contributing to erroneous payments to the Navy vendors. Integrity - Service - Innovation

11. Example of a Prompt Payment Certification Form Integrity - Service - Innovation

12. Submission Errors • Approximately 10% of all 1034 and prompt payment submissions are returned for errors. • Missing Certifying UIC • Incorrect PIIN/SPIIN • Missing Invoice Date • Gross Amount/Certified Amount Does Not Match • Incorrect Certifying Official’s Signature Integrity - Service - Innovation

13. So, what can we do about all of this manual processing? GO WAWF!! Integrity - Service - Innovation

14. WAWF Overview • Wide Area Work Flow (WAWF) is a web based application that allows DOD vendors and government officials to submit and track invoices, receipts, and acceptance documents, as well as certification data, electronically. • In the traditional DOD business method, three documents are required to make a payment – the contract, the receiving report/acceptance, and the invoice. Integrity - Service - Innovation

15. WAWF Overview Continued… • The Navy requires the above documents, i.e. invoice, receiving report and contract, to be manually “matched and batched”, certified, and then submitted to the paying office for payment. WAWF allows you to perform these same tasks, via an electronic method. • Using WAWF, electronic documents are shared. The contract is always available through a seamless interface with an application called Electronic Document Access (EDA). • Contractors and vendors have electronic options for submitting invoices and receiving documents. They can submit documents on the internet, through File Transfer Protocol (FTP) or via Electronic Data Exchange (EDI). Integrity - Service - Innovation

16. WAWF Overview Continued… • Once the vendor completes their process, WAWF notifies the government official automatically of the document submission. • The government official then performs the receipt and acceptance process and the Local Processing Office (LPO) is notified of the document submission. • Upon certification by the Navy official (LPO) the invoice, receipt, and contract information as well as the certification data, such as lines of accounting, are electronically submitted to the entitlement system. Integrity - Service - Innovation

17. WAWF Overview…. • The entitlement system (One Pay) then receives this information, via an electronic file, and processes the information for payment. • The One Pay system processes these payments in the same manner as if they were manually entered. • Upon completion of the One Pay edit checks, such as duplicate invoice, or obligation processing, the invoice is placed in the cash management queue to await the payment due date. Integrity - Service - Innovation

18. WAWF Benefits • As you can see, there are many benefits to utilizing WAWF • Global accessibility of documents • Eliminates need for re-keying • Real-time processing • Secure transactions with audit capability • Potentially reducing interest penalties • Reduction of lost or misplaced documents • Save time by submitting the invoice and receiving report through a single entry • Operating costs are reduced which results in reduced Navy billing for DFAS services Integrity - Service - Innovation

19. Roles do not change, just the method of submission! • Vendor • Contractor or Supplier. • Inspector & Acceptor • Activity that receives or accepts goods and services, such as Contracting Officer Representative (COR), and the Quality Assurance Reviewer (QAR). • Cost Voucher Reviewer/Approver • Defense Contract Audit Agency (DCAA). • Local Processing Office (LPO) • Role utilized where documents must be certified by a local office before forwarding to DFAS. Integrity - Service - Innovation

20. Roles • Pay Official • DFAS Paying Office, DFAS Cleveland. • Group Administration (GAM) • This role used by an individual selected at the organization/location level. This person holds the responsibility of maintaining the users of their assigned organizations. • View Only • Individuals that hold this role can see documents in any status that have the Department of Defense Activity Address Code (DoDAAC) and corresponding role authorized to them by their GAM. Integrity - Service - Innovation

21. 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

22. Routing in WAWF • Based on document type, payment office, inspection/acceptance terms, and Department of Defense Activity Address Code (DoDAACs) listed on contract entered into WAWF, the transaction flows through the various roles and into the entitlement system. • If paying office is One Pay, an LPO is required, except for Fast Pay invoices, in those instances the LPO is optional. Integrity - Service - Innovation

23. Complete visibility – Invoice Status • Submitted- The vendor has created and submitted the document. • Navy In-Process- The document has an Acceptor DoDAAC that is on theIndustrialLogistics Support Management Information System (ILSMIS) or Navy ERP Acceptor DoDAAC list. • Inspected- The Inspector has inspected the goods/ services. Integrity - Service - Innovation

24. Who has my invoice? • Accepted- The Acceptor has received and accepted the goods/services. • In-Process- Cost Voucher has been reviewed by the DCAA Reviewer. • Approved- The DCAA Approver has approved the Cost Voucher for payment. • Pre-Certified- The document has been reviewed by a Local Processing Office Reviewer (LPOR). Integrity - Service - Innovation

25. Why have I not yet been paid? • Certified- The LPO has performed certification but the document was not yet been received and or processed within the entitlement system. • This status is only applicable to invoices that are processed via the Misc. Pay document type. The document will stay in this status until it receives a success/failure obligation notification from STARS-FL. • Processed- The document has been certified and has been transmitted to the appropriate entitlement system/payment office. Processed documents are archived after 120 days. • Recall Available- Document has been recalled by the pay office to the LPO for correction or further action. Integrity - Service - Innovation

26. Oops! Mistakes still happen. • Void- Vendor has voided the document and no user can take action on this document. Voided documents are archived after 30 days. • Hold- Document has been placed in the Hold Folder and action must be taken by the user who put it on hold. It is recommended to NOT put documents on hold. • S “ ” or Draft- Document has been saved by a user. If it was you who saved the document, you can retrieve it from the working folder you opened it up from prior to saving or from your Saved Documents Folder if you have one. Integrity - Service - Innovation

27. DFAS Cleveland Paying Office • Closed (BRAC) DFAS Paying Offices • N45924 – Pacific • N68892 – Charleston • N68566 – Pensacola • N68688 – San Diego Ashore • N60957 – San Diego Fleet • All contracts and payments being processed, via WAWF for payment, should indicate N68732-DFAS Cleveland as the paying office, • Closed DFAS Pay Offices DoDAACs should be not listed as a payment office. Integrity - Service - Innovation

28. Navy WAWF Help Desk • 1-877-251-9293 • CCL-EC-NAVY-WAWF-HELPDESK@DFAS.MIL • Open 0700-1700 EST Monday-Friday(Excluding Federal Holidays) Integrity - Service - Innovation

29. Navy WAWF Help Desk • Will ALWAYS try to resolve the issue ourselves. • We 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 • Other help and where to get it: • Password resets/other account issues – Contact GAMs • Payment status – MOCAS and Navy ERP – Contact pay office • Expediting payment/interest penalties – Contact pay office • Invoice hardship issues – Contact contracting officer Integrity - Service - Innovation

30. Other POCs • DISA Ogden Help Desk • Systems issues • Vendor account issues (if no GAM) • CAGE code activations • 1-866-618-5988 • cscassig@csd.disa.mil • Army WAWF Help Desk • Army WAWF issues • 1-877-232-9293 • CCO-EC-ARMY-WAWF-HELPDESK@DFAS.MIL • Marine Corps WAWF Help Desk • Marine Corps WAWF issues • 540-658-2611 • susan.dibianca@taic.net Integrity - Service - Innovation

31. 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.html • DAASINQ (DoDAAC Query) • https://www.daas.dla.mil/daasinq/ Integrity - Service - Innovation

32. More 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 (inc. info on Vendor WAWF training) • http://www.dfas.mil/dfas/ecommerce/wawf/info.html • 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/ Integrity - Service - Innovation

33. Thank you! Integrity - Service - Innovation