Certification What Is Required

1. CertificationWhat Is Required Charlene Perl Brad Lavoie

2. Contents • Introduction • Purpose Of Certification • Types Of Documents Certified • Conclusion • Questions

3. Introduction The Air Force must abide by the regulations set by the Appropriation Committee in Congress. The Appropriation committee consists of lawyers representing both the Air Force and Congress. This committee will set the standards for how each appropriation can be used. Each appropriation has requirements for Purpose, Time, and Amount. It is the certifier who will confirm that all the requirements have been satisfied and are legal on all funding documents which commits or obligates amounts.

4. Purpose of Certification

5. Types Of Documents Certified • Purchase Request • AF Form 9 • 9L • Project Order • FCA • 4009 • Accounting MORD • Vendor Pay MORD • Funding MORD • Reimbursable MORD • Syncada MORD • Zero Balance MORD • MIPR

6. Purchase RequestAFMC Form 36Presented By Brad Lavoie • Request funding for products and services associated with a contract • Digital signatures of at least 2 people • Is the document a basic or amendment? • Basic documents require the creation of a DSR • Amendments generally require changes to be made to existing DSR’s, or are administrative • POC information must be on the document • Check fund code and fiscal year for verification of the POP. • PC Codes B, G and S used most often.

7. Purchase RequestAFMC Form 36Presented By Brad Lavoie • The description section will show the purpose of the Document. • Verify the PC code in the contract • PC code represented in the PSR must match that of the Contract • Check POP information to ensure the timeframe is legal. • Refer back to the Fund Code and Fiscal Year being used

8. Purchase RequestAFMC Form 36Presented By Brad Lavoie The Multi Year Statement The Multi Year Statement is required when using a multi year fund code and any Fiscal Year other than the Current one.

9. AF Form 9 Request For PurchasePresented By Brad Lavoie • To request funds to purchase products and services • At least 2 digital signatures required • POC information • Fund Code and Fiscal Year • Multi-Year Statement required if Fiscal year is anything other than the current year. • Inspector/Acceptor • IAW FAR Clause • Ozone clause • Check FSR • Check PSR • PC code S used most often

10. AF Form 9 Request For PurchasePresented By Brad Lavoie IAW FAR Clause: The Agency head or designated requirements official has determined that no inherently governmental functions are required for this purchase request.”

11. AF Form 9 Request For PurchasePresented By Brad Lavoie The Ozone Clause “I have reviewed the requirement including available technical documentation and believe that it does not require the contractor to use Class 1 ozone depleting substances (ODS) identified in AF policy nor is it written so that it can only be met by the use of a Class 1 ODS. “

12. AF Form 9LRequest For PurchasePresented By Brad Lavoie • Amendment for Form 9 “Letter of Change” • Used to make any changes needed on a form 9 • Fund Code and Fiscal Year • Multi Year Statement • FSR for funds availability • DSR for LOA • Process the document

13. Project OrderAF Form 185Presented By Brad Lavoie • Used to Order the Manufacture of Materials, supplies, equipment, goods or Services. • Document must be digitally signed by at least 2 people. • Is the document a Basic or an Amendment? • Basic Documents require a DSR to be made. • Amendments are used to increase or drop funds, or are administrative. • Document must have a purpose. • Check the fund code and fiscal year to make sure the POP is correct. • POC information is required. • Check FSR for funds availability • Check PSR for LOA accuracy • PC Codes G or N

14. Project OrderAF Form 185Presented By Brad Lavoie • If document is using multi-year Fund Code, and a fiscal year other than the current one, a Multi-Year Statement is required. • The Statement “Order is placed per 41 USC 23 and DoD 7000.14-R. It is not subject to the Economy Act (31 USC 1535)” Is required on all form 185’s

15. FCAFund Cite Authorization Presented By Brad Lavoie • Generally used when it is not practical to route each request for certification of funds through the FSO. For example, a FCA may be issued to on base activities (Transportation, Travel, and Education Services etc.), tenant organizations, geographically separated units or operating locations, and activities providing support services. A FCA may not be issued to an activity outside the Government or to an individual who is not a Government employee or military member. (See DFAS-DE 7200.1-R Para. 17) • Make sure the document is digitally signed by at least 2 people. • Individual Administering block can only be for Hanscom or Hill AFB. • Accounting and Finance Office block should have the amount, and POP Dates. • Make sure the POP Dates match with what’s in the purpose block • POC information should appear in the Purpose block. • Look at Fund Code and Fiscal Year • If using any fiscal year other than the current one, a Multi-Year Statement is required. • Check FSR for funds availability • Check PSR for LOA accuracy • PC Codes B,G and S

16. 4009Government Purchase Card Fund Cite AuthorizationPresented By Brad Lavoie • Used to add or subtract money from a GPC card • Document number and Master Account must match • Card Holder and Approver must be on the document with phone numbers and email addresses • Prior Quarterly Amount, Increase/Decrease, and New quarterly amount should be in agreement • FSR for funds availability • PSR to verify LOA • DSR for amendments • PC Code SX

17. Accounting MORDMiscellaneous Obligation/Reimbursement DocumentAF Form 406Presented By Brad Lavoie • MORD’s are a temporary obligating document or, in rare cases, a document in lieu of an actual obligating document. It is used to temporarily record known obligations or reimbursements when the required documents to support the obligation/ reimbursable transactions are not immediately available. • Used as a “catch-all” for all MORD’s that don’t fall into any of the other MORD catagories. • Should Clearly state “Accounting Mord” on the document in the Description Section • FSR for funds availability • PSR to verify LOA • PC code G

18. Accounting MORDMiscellaneous Obligation/Reimbursement DocumentAF Form 406Presented By Brad Lavoie • Document requires a purpose and Amount. • Should Clearly state “Accounting Mord” on the document in the Description Section • Check Fund Code and Fiscal Year • If FY is other than Current Year, the Multi-Year Statement is needed

19. Vendor Pay MORDF2B3AQ9035MD01_00Page 1 Presented By Charlene Perl • All MORDs will include the letter M in the 11th position. • This is a basic document which means that a new DSR has to be created. • There is no line of accounting in the Accounting Classification field. This is because on the third page there are three lines of accounting to be processed.

20. Vendor Pay MORDF2B3AQ9035MD01_00Page 2Presented By Charlene Perl • All MORDs need to state the type of MORD it on the basic as well as on the amendments. • A MORD cannot change it’s type within a MORD. • All Vendor Pay MORDs require a DUNs number and a Cage code.

21. Vendor Pay MORDF2B3AQ9035MD01_00Page 3Presented By Charlene Perl • We only certify the document after confirming that the funds are available and that the elements in the three lines of accounting are accurate. It is DFAS who will process the three transactions after receiving the certified document.

22. Funding MORDMiscellaneous Obligation/Reimbursement DocumentF2BTBL7019ME01_00 - AF Form 406 – Page 1Presented By Charlene Perl • Funding MORDs will be used when making miscellaneous payments but will not include utility payments, telecommunications payments, and Facilities Operations & Maintenance Activities (FOMAs) which will be used on Vendor Pay MORDs. • PC code S, ST, or N and TV code 4 or 5 are required for Funding MORDs.

23. Funding MORDMiscellaneous Obligation/Reimbursement DocumentF2BTBL7019ME01_00 - AF Form 406 – Page 2Presented By Charlene Perl

24. Reimbursable MORDMiscellaneous Obligation/Reimbursement DocumentAF Form 406Presented By Charlene Perl All Reimbursable MORDs are used in cases where a customer order without a document number is received.

25. Reimbursable MORDMiscellaneous Obligation/Reimbursement DocumentAF Form 406Presented By Charlene Perl • PC Code R, N (FMS) and V (Civpay) • Fund Code and FY • If Fiscal Year is anything other than the current one, a Multi-Year Statement is required on the document. • FSR for funds availability • PSR for LOA verification • DSR for Amendments

26. Syncada MORDMiscellaneous Obligation/Reimbursement DocumentF2BDED8318NP01_00 - AF Form 406 - Page 1Presented By Charlene Perl • Requirements: • SyncadaMORDs are used for shipment of household goods and shipment of freight. • PC code ST and TV code 5 are required for Syncada MORDs.

27. Syncada MORDMiscellaneous Obligation/Reimbursement DocumentF23BDED8318NP01_00 - AF Form 406 - Page 2Presented By Charlene Perl

28. Zero Balance MORDMiscellaneous Obligation/Reimbursement DocumentF2B0AE8271M002AF Form 406 – Page 1Presented By Charlene Perl • A Zero Balance MORD is processed when a discrepancy is identified when RBA (Reimbursable Budget Authority) and DBA (Direct Budget Authority) are not in balance. One reason RBA and DBA may not be in balance is because of expenditures not being posted accurately.

29. Zero Balance MORDMiscellaneous Obligation/Reimbursement DocumentF2B0AE8271M002AF Form 406 – Page 2Presented By Charlene Perl • PC code S, ST, or N and TV code 4 or 5 are required for Funding MORDs.

30. MIPR F2BDAZ8183G101 Page 1Presented By Charlene Perl • All MIPRs will include the letter G in the 11th position. • At least two signatures are required before it arrives at the certification level. • Attachments that are required include the Business Rules and MIPR Checklist. Most of the time the Business Rules are attached but can be included in the description section. • Blocks 7 and 8 help determine what footnotes to use.

31. MIPRF2BDAZ8183G101 Page 2Presented By Charlene Perl • A MIPR can be accepted as Category I (reimbursable) or Category II (direct cite). This MIPR represents both Category I and II. • This is a detailed page listing the purpose, POCs, period of performance, etc. • A contract number is not always known but this page does list a contract number which helps determine what PC code to use.

32. MIPR F2BDAZ8183G101 Page 3Presented By Charlene Perl • The first line of accounting represents Category II. PC codes B or S with TV code 5 are required. • The second line of accounting represents Category I. PC codes G or N. A Buyer Side Code is also required except when it is Air Force to Air Force.

33. Conclusion The purpose of the Appropriation regulations is to prevent a Anti-Deficiency Act from taking place such as over obligating, obligating an amount beyond the period of performance, or performing a service using an inappropriate appropriation.

34. Questions