D-PACOM Retail Brief

8/9/2019 D-PACOM Retail Brief

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RETAIL MANAGEMENTRETAIL MANAGEMENT

Presented To:PACOM FUELS CONFERENCE

22-24 OCT 02


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Retail FuelsRetail FuelsManagementManagement

Air Force Working Capital Fund Office (Det 3, WR-ALC) Transition to DESC on 1 Oct 01

New Office Designated Retail Management Division(DESC-RR) Under Resources Management, DESC-R,Ft. Belvoir, VA

DESC-RR Provides Financial and Program Supportfor Worldwide Retail Aviation, Ground and MissileFuels Requirements.

DESC-RRF Responsibilities


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Review and ChallengeReview and Challenge

WEB-Based Application Provides CustomerWith Opportunity to Review and ChallengeFuel Transactions Prior to Billing

DESC-RRF Responsibilities Monitor the Program

Provide Single POC Customers (Miguel Puga, DSN945-8894/Al Morgan, DSN 945-2438

Assist in Resolving Challenged Transactions Provide Oversight to Minimize Loss to DWCF


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Customer Should Challenge Prior to theBilling Cutoff If Not Challenged, Transaction is Billed

If Billed, Challenged Under MILSBILLS

Off-station Purchases Comprise Majority ofChallenges Purchases Processed by AVCARD and DESC-RRF

Challenged Transactions (1Oct 01-30 Sep 02)

1768 Aviation 1311 Ground Fuels

Problems - Wrong Quantity and/or DODAAC

As Customers Obtain WEB Access They CanConvert to Pre-billing Validation


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DESC-RRF Monitors Challenge File Daily

Hourly Monitoring Occurs Last 3 DutyDays of Business Month Close Coordination with Seller and Buyer

Valid Challenges Will be Resolved BeforeEOM

Abnormal and/or Mass Challenges Will beBilledThoroughly Researched Prior to Next Billing Cycle

Corrective Action as Necessary


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Credit ManagementCredit Management(Non-DoD)(Non-DoD)

New Business Rules in Coordination DESC-RR Single POC for Fuel Purchase

Application/Agreement for Commercial Carriers One Standard Application

Available by WEB, Hardcopy, Fax, Email

Utilize DESC Database/TRANSCOM Survey and Analysis Officeand Dunn and Bradstreet

Approves/Disapproves

Establishes Financial Limitations and PaymentTerms With Some Carriers

Assist DFAS in Resolving Billing Problems


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RIK/FEA AgreementsRIK/FEA Agreements

Background Country to Country Agreements Outlines

Procedures for Reciprocating Fuel Support andReimbursement Support Limited to Fuel Products That are Normally

Available at Military Installations Reimbursement is Normally on Cash Basis or By

Other Special Agreements Replacement-in-Kind or Exchange Agreements May be

Consummated When in Best Interest of Countries Involved


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Responsibilities Defense Energy Support Center (DESC)

Finances RIKs/FEAs on Behalf of DoD Managing Offices:

DESC-FG (Ft. Belvoir, VA) Protocol Format

Initiates and Coordinates Legal Review

Administrative Oversight

DESC-RR (San Antonio, TX)

Retail Management Oversight of RIK/FEA Reconciliation

Balancing of Agreements and Cross-Servicing

Repayment and Settlement Terms


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Responsibilities (Continued)DESC-RR (CONTINUED)

Transaction Processing and Validation of Invoices

Coordinates Repayment with DESC Regions, DoD Service

Control Points and DFAS-ColumbusDefense Finance Accounting Service (DFAS)

Columbus, OH (DFAS-AIFEG/CA) Processes Accounting Functions

Transactions Posted Monthly

Prepares RIK/FEA Credit and Debit Invoices

Processes Collection/Cash Repayments

Reconciliation of RIK/FEA Accounts


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RIK Administrator Responsibilities DESC Fuel Region

Focal Point Within Area of Responsibility

Direct Link Between DoD customers and RIK/FEACountries

Mediate Problems

Review Documentation

Coordinates RIK/FEA Financial Issues with DESC-RR

Attends RIK Meetings/Conferences

Coordinate/Monitor Repayments


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RIK AgreementsRIK Agreements

DIRECT BILL

DESCDESCDESCDESCPACAF/ DESC

Defense Working Capital Fund (DWCF)Finances all AF agreements as of FY02

Country AdministratorCanada -

Greece -Italy -

Turkey -Korea -

Japan -


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Settlement Criteria RIKs Greece/Italy/Turkey

Joint Agreement (incl. USA and USN)

Ground Fuels (MOGAS/Diesel Included in FY02)

HQ AIRSOUTH Chairs Semi-Annual Accounts Balancing

Conferences Conference Location Alternated Between Member Nations

Korea/Japan 5AF Reconciles Monthly with JASDF

DESC Korea Reconciles Quarterly with ROKAF

DFAS Columbus Invoices RIK Countries Monthly Invoice Reflects Credits/Debits

USA/USN RIKs/FEAs Under Review by DESC/DFAS Tiger Focus Group


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Argentina

Australia

Canada

Chile

EcuadorFrance

Indonesia

Japan - Navy

Korea - NavyPakistan

Peru

Singapore

TurkeyUnited Kingdom

Current NavyFEAs


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Future FEA Financial Process Cont Fuel Issued From Non-Oilers to FEA Country

Vessel Sends FEA Message to DESC-RR and DFAS-Columbus (Message Currently Goes to DFAS Norfolk)

DESC Credits Vessel Expected Transaction Volume is Low

Long Term Process Similar to Oiler Reporting Process

USN Vessel Receives Fuel From FEA Country USN Vessel Sends Message to DESC-RR and DFAS

Columbus DESC Goal Minimize USN Role in Accounting For Fuel

Received From Foreign Govt

Accounting Burden Bourne By Issuing Country


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Summary Future FEA Financial Process

DESC Will No Longer Bill USN Working CapitalFund (BP-38) For Fuel Issued Under FEAs

FEA Accounting Moves From USN and DFAS

Norfolk to DESC and DFAS Columbus Reconciliation and Settlement Meeting Held Semi-

Annually Between DESC and FEA Countries

Direct Bill Countries in Pacific

Australia, China, India, Indonesia, Japan, Korea,Malaysia, New Zealand


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Local PurchaseLocal PurchaseAF Form 315 SF Form 44AF Form 315 SF Form 44

New Business Rules on WEB DESC funds Local Purchase

Vendor Receives AF315/SF44 From Aircrew (Looking atoptions to replace these forms)

Billing Address DESC AIR Card Contractor

Vendor Forwards Invoices/Forms to AVCARD

Merchant Agreement Required

AVCARD Processes Invoices/Forms

Pays Vendor

Provide DESC File of the Fuel Transactions

No Agreement Invoices Sent to DESC-RRF/ Ground ServiceInvoices Sent to Unit RDO/RA

AVCARD bills DESC For Fuel Charges/DoD Unit For GroundServices


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Local PurchaseLocal PurchaseAF Form 315 SF Form 44AF Form 315 SF Form 44

Commercial Vendor/ForeignGovernment Invoices Sent to AmEmbassy/Defense Attach Office

AMEmbassy/DAO forwards CommercialVendor Invoices to AVCARD

Foreign Government Fuel InvoicesForwarded to DESC-RR

Validate/CertifyForward to DFAS Columbus

Process Transaction in FES


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Local PurchaseLocal Purchase(Cash)(Cash)

New Business Rules in Coordination

Aircrew Obtains Cash at Home StationTreasury Suspense Account

Cash Payment Made to Vendor

Aircrew Complete AF Form 315/SF44 After Mission

Forms Must be Properly Filled Out

Completed AF315/SF44 Submitted to Local

Finance POC

Finance POC Submits to DESC-RRF

DESC-RRF Reviews for Accuracy/

Validate


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Local PurchaseLocal Purchase(Cash)(Cash)

DESC-RRF Assigns DWCF Fund Citeand Certifies

Paperwork Returned to Finance POCFinance POC Prepares Disbursing

Document

Submits to DFAS Columbus

Advance Copy to DESC-RRFLocal Treasury Account Reimbursed

DESC-RRF Process Transaction in FES


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Non-DoD Master SalesNon-DoD Master SalesReportReport

New Business Rules ApprovedOn DESC WEB

PurposeProvide DFAS Columbus Necessary

Backup Documentation to Bill &Collect for Fuel Sales to Non-DoDCustomers


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Process Non-DoD Sales Report Generated at EOM (FAS

Enterprise Server)

Service Issue Documents (DD Form 1898, DD Form

791, etc) Attached to Report Report Due DESC-RRF by 5th Work Day

DESC-RRF (Accounts Receivable Section) PreparesBuyer Report Forward to DFAS-Columbus

DFAS-CA Generates Manual 1080 Bill to Non-Customer Foreign Governments/Commercial Companies Require Hard

Copy of Issue Document


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Guidance for Process: http://www.desc.dla.mil

Go to Fuels Automated System (FAS)

Go to Non-DoD Fuel Customer Information

DESC Assigned TDoDAACs

TDoDAAC Request and Information

AIR Card Program Customers

Commercial Purchase Agreement Customers

Cash Sale Customers

Local Purchase Agreement Customers

MWR/NAF Credit Customers

State Purchase Agreement Customers

Foreign Commercial Customers Foreign Government Customers

RIK/FEA Customers

FMS Case Customers


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Concerns/Problems:

Incorrect T-DoDAAC Used Bills Incorrect Customer (if not caught)

DESC-RRF Notify Service Control Points of Errors

Service Control Points Notifies Applicable Units

Cause Billing and Collection Delays

Specific T-DoDAAC Assigned for RIK Agreements

Canada and UK are Billed by Unit

Each Unit Has its Own T-DoDAAC

Missing Documents

Timeliness in Receiving Documents


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Inflight Refueling/PDAInflight Refueling/PDAInitiativeInitiative

Transactionsare capturedduring themission andstored in the

Handheld

The PC validates thetransactions and creates afile that is emailed to Base

Fuels

Base Fuels

imports the fileand processesthe transactions

to the FuelsEnterprise

System (FES)via the Fuels

Control Center

(FCC)

During the Mission De-brief, the transactionsare uploaded to the PC

The FES processes the transactions. If errors areencountered, Base Fuels works/coordinates withOperations to correct any rejects or challenged

transactions

Inflight Transaction ProcessingInflight Transaction Processing


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Handheld Functionality

Tanker and Receiver DataProvided During In-brief MayBe Entered Into Handheld Prior

to Mission

Dropdown Selection of BuyerNames, Locations, Vehicle

Types, and Tail Numbers

Accepts 5-digit Tail Number forAir Force Aircraft


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Handheld Main Form

Enter Mission Data

Select Customers

Review Missions andTransactions

Delete/ModifyMissions and/orTransactions

Add AdditionalTransactions to aMission


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Receiver DataElements

Completed

Transaction


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Test Locations

ANG Salt Lake City IAP UT

McGuire AFB NJ

Miramar Marine Station, San Diego, CA

Very Favorable/Positive Feedback

Program Management ReviewCompleted on 17 Oct 02

Deployment to PACOM TBD


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Retail ManagementRetail Management

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D-PACOM Retail Brief

Documents

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