Defense Finance and Accounting Service (DFAS) - Cleveland ... · Defense Finance and Accounting...

Defense Finance and Accounting Service (DFAS) - Cleveland Accounts Payable

Customer Engagement and Collaboration Workshops April 17-21, 2017

Session 7

Defense Finance and Accounting Service

Integrity - Service - Innovation Integrity - Service - Innovation

Navy WAWF Miscellaneous Payment Guide

DFAS Columbus

Integrity - Service - Innovation

Agenda

This training will cover Self-Registration Miscellaneous Pay Roles in WAWF Miscellaneous Process Correcting Invoices Recalling/ Rejecting Invoices Helpful information

Integrity - Service - Innovation 2

Miscellaneous Payment Vouchers

The Miscellaneous Payment Voucher is a vehicle for Vendors and Government personnel who need to be reimbursed for miscellaneous payment expenditures, such as rewards, awards, fees, grants, honorariums, medical services, postage, training, clothing and education expenses. Only U.S. Dollar currency is accepted. Foreign currency is not accepted.

Examples of paper documentation for miscellaneous Payment type are the SF1034 and SF1164.


Roles in Misc Pay Process

Initiator (optional role) Creates the Misc Pay invoice Role can be occupied by anyone, as the this role simply performs the

initial data entry of the invoice DD-577 not required

Acceptor

Creates the CEFT record (external to IRAPT). Also can create Misc Payments The Acceptor approves the Misc Pay

• Will need active Acceptor access for the appropriate DoDAAC

Local Processing Official (LPO) The LPO certifies the Misc Pay

• Will need active LPO access for the appropriate DoDAAC • LPOs are certifying officers

• Need a DD577 card on file with DFAS (if not using an electronic SAAR) • Must meet all DoD FMR requirements for certifying officers


Process At a Glance - Navy Workflow

Acceptor and LPO cannot be the same user (separation of duties)


Process At a Glance – SABRS Workflow


Self-Registration

Before Self-Registration, Users Should: Know the appropriate role in which to register

• (Acceptor, LPO, View Only)

Be sure all external mandatory documentation is completed and saved to their computer in PDF under a file name that contains NO spaces or special characters • DD2875/SAAR-N (if not using the electronic SAAR) • All sections must be signed and completed • Any additional documentation required by your command


Self-Registration

Access WAWF at https://wawf.eb.mil At the Wide Area Workflow home page select “Register”


https://wawf.eb.mil/

Self-Registration

Select Government and select IRAPT (formerly known as WAWF)


Self-Registration

Enter Personnel information


Self-Registration

Enter Supervisor Information


Self-Registration

Select the role Enter DODAAC

Extension is not mandatory however if you will be working from a DODAAC extension please be sure to enter the correct one

If you need to attach documentation select view/add underneath justification


Self-Registration


To Add Additional Roles

Self-Registration

Select CAC registration (Mandatory)


Self-Registration

Upon selecting “Certificate Login” you will be prompted to select your DOD certificate and enter your CAC PIN

After successfully providing your certificate your information for registration you will be required to electronically sign a user agreement

The GAM will be responsible for review and activation of access request.


Self-Registration

After registration is complete an email notification will be sent to the command Group Administrator (GAM)

Accounts are only activated by the GAM This is not an automatic process

The GAM is responsible for

Account Activation/Deactivation Account Maintenance Maintaining all require Documentation


Self-Registration

After registration is complete an email notification will be sent to the command Group Administrator (GAM)

The GAM is responsible for Account Activation/Deactivation Account Maintenance Maintaining all require Documentation

Follow the steps on the next screens, if contacting your GAM is needed.


Identifying Your GAM


Click on the “Help/Training” button



Click on the “Group Administrator Lookup” link



Enter your Location Code (DoDAAC).



Your Group Administrator appears, including email and phone number.

Checkpoint


Process Flow – STARS-FL (Navy)

Process Flow Creation of Misc Pay in WAWF Acceptance of Misc Pay in WAWF Certification of Misc Pay in WAWF WAWF holds the Misc Pay in “Certified” status, awaiting

acknowledgement from STARS-FL STARS-FL attempts to post the obligation

• If STARS-FL posts the 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 WAWF gets a positive acknowledgement from STARS-FL, WAWF

forwards the Misc Pay to One Pay and changes the status of the Misc Pay to “Processed”

• If STARS-FL fails in its attempt to post the obligation, it sends a failed acknowledgement to WAWF • If WAWF gets a failed acknowledgement from STARS-FL, WAWF resets the

Misc Pay invoice to “Accepted” status and returns the Misc Pay to the LPO’s Certification Folder


Process At a Glance - Navy Workflow

Acceptor and LPO cannot be the same user (separation of duties)


Process Flow – SABRS (USMC and Navy)

Process Flow Creation of Misc Pay in WAWF Acceptance of Misc Pay in WAWF WAWF holds the Misc Pay in “Submitted” status,

awaiting positive (commitment and obligation) acknowledgement from SABRS

Certification of Misc Pay in WAWF Processed Status in IRAPT

• Entitled in CAPS-W • Navy/SABRS transactions entitled in Onepay


Process At a Glance – SABRS Workflow


CEFT - Validation

Prior to creating the Miscellaneous Payment Voucher in IRAPT, All payment requests have to be validated against CEFT. Identified as either: Federal Entity: e.g., Federal Employee or Military Member,

including Retirees Non-Federal Entity: Non-SAM - Business (EIN) Non-Federal Entity: Non-SAM - Individual (SSN)

If the vendor has a valid CAGE Code, then payment information will

pull from the System for Award Management System (SAM), and a CEFT record does not need to be created. Non-Federal Entity: SAM - Business (CAGE)


CEFT - Validation

Valid CEFT/Vendor Records must include the following four data fields: Payee Name Bank Routing Number Bank Account Number Bank Account Type

If all 4 CEFT Data fields are found, the Payee Address tab

will be auto-populated with all CEFT data retrieved for the SSAN/EIN and the Misc Pay can be submitted as usual.


CEFT – No Records Found

If any of the 4 data fields are missing in the CEFT record for the Payee SSAN/EIN entered, or if a CEFT record is not in existence, a warning will be displayed letting the Government initiator know that CEFT Data was not found and the Misc. Pay will be put in 'Suspended - CEFT' status until data is updated.

Requests to establish or update CEFT/vendor records processed by DFAS-CL should follow the attachment included on this invite.

Once CEFT/vendor records are established or updated appropriately, the Misc. Pay will be available for reprocessing via the Suspended - CEFT Transactions Folder.


Acceptor Role – Gather Information

Acceptor Must Have: Determine reimbursement type: Then gather the EIN or SSN/TIN or CAGE Code (Whichever one pertains)

A valid CEFT record (if a CAGE Code is not used)

Supporting documentation (i.e. receipts, tickets and

invoices) must accompany each payment request.

Required DoDAACs (to route the Misc Pay Voucher) • LPO DoDAAC • Pay Office DoDAAC • AAI DoDAAC (for the accounting station)

4/12/2017 Integrity - Service - Innovation 30

Acceptor Role – Logon to WAWF eBusiness Suite (Using CAC)


Click on the Certificate Login, to Logon to WAWF

Acceptor Role – Submission (Logon to IRAPT Module)


Click on the IRAPT module

Acceptor Role – Helpful Resources (Misc Pay Types)

To find the abbreviations and Entity type of the reimbursement. Click on the “Lookup” button, on the menu bar.


A B

C

D E

F

G H


Then Select Misc Pay Types.


A B

C

D E

F

G H



A B

C

D E

F

G H

Move the bottom scroll bar to the right, tells if the Payee is Federal or Non-Federal.

Acceptor Role – Helpful Resources (To Find The AAI Station Nbr)


A B

C

D E

F

G H

Click on the Lookup link (on the menu bar) Then select Misc Pay Pay Office/AAI Crosswalk

Acceptor Role – Helpful Resources (To Find The AAI Station Nbr)


A B

C

D E

F

G H

Find your Pay Office DoDAAC to match and identify your AAI Station Nbr

Acceptor Role – Helpful Resources (Misc Pay Guide Book)


A B

C

D E

F

G H

The Misc Pay Guide Book helps you determine Reimbursement types, and detailed information regarding the reimbursement.



A B

C

D E

F

G H

This screen takes you to the DFAS page. Click on the “Guidebook for Miscellaneous Payments” hyperlink.



A B

C

D E

F

G H

The “Guidebook for Miscellaneous Payments” appears

*Each Misc Pay Type has Specific tax reporting and Cash management rule. To Determine the appropriate Misc Pay Type. Here is Another link to access: https://www.dfas.mil/contractorsvendors/ Miscpaymentguide.html

https://www.dfas.mil/contractorsvendors/



A B

C

D E

F

G H

It provides background information regarding the reimburseable. Examples.. The Abbreviation Code. If it’s Federal or Non Federal. Description of when to use. If it is subject to Prompt Pay.

Acceptor Role – Submission (Create Document)


Under the Government menu, select Accepter, then select Create Document


Acceptor Role – Submission (Select Misc Pay)

Fields with Asterisks are mandatory fields to be completed. Contractual Field: Select “N”. Ship To Code: Enter the Acceptors DoDAAC Document Type: Select Misc Pay Click the Next button.

Acceptor Role – Submission (Federal or Non-Federal Entity)

Select the Payee type Be careful to select the appropriate type as each type pulls from a different side of CEFT (FOR THIS EXAMPLE ONLY, WE WILL USE THE SSN)

Acceptor Role – Submission (Federal or Non-Federal Entity)

Federal Entity Employee Service Member Retired

Non-Federal Entity : SAM All Cage codes

Non-Federal Entity : Non-SAM- EIN Non Contractual Businesses

Non-Federal Entity : Non SAM-SSN Non Contractual

Reimbursements to Non Federal Individuals


Acceptor Role – Submission (Pay Office DoDAAC)

Enter the Pay Office DoDAAC: (DFAS-CL is N68732) Click the Next button.

Acceptor Role – Submission (Routing Screen)

SSN/EIN or CAGE code field: Please be sure to enter correctly (no dashes)

Confirm field: must match the first entry (SSN/EIN only)

AAA/AAI field: Will be used for the LOA

LPO DODAAC: Entry is mandatory field

Admin DoDAAC: (not mandatory field)

Invoice Number: (not mandatory and if not entered invoice number will become the misc pay control number)

Misc Type: (See the Next Slide)


A B

C

D E

F

G H

Acceptor Role – Submission (Misc Pay Type)

In the Misc Type field, Click the drop down arrow. Find and select the appropriate match for the reimbursement.


A B

C

D E

F

G H

Acceptor Role – Submission (Routing Screen)


A B

C

D E

F

G H

After the Misc Type is Selected, Click The Next button

Acceptor Role – Submission (Voucher Tab - CEFT Suspension)


A B

C

D E

F

G H

If the CEFT record is not valid, a “Suspended” record will occur. If this occurs, you can still create the voucher, but cannot submit until a valid record is recorded.

Acceptor Role – Submission (Voucher Tab)


A B

C

D E

F

G H

All fields with asterisks are required fields.

CLIN will auto populate in sequential order,

Note: a Misc Pay Control Number has been system assigned. Then proceed to the Address tab

Acceptor Role - Misc Pay Control Number

Anatomy of a Misc Pay Control Number 17 digits First two positions represents

the payment office • N68732=CL

Next four represents the misc pay type always BANV

Next two represents the Calendar year

Ninth position will always be “D”

Next five is the Cage code or the last five of the SSN/EIN

Last three are a sequential number


Appears in WAWF as Control Number

Appears in One Pay as PIIN/SPIIN

Acceptor Role - Submission (Address Tab)

Payee information is populated from CEFT/SAM (ex. Phone number which is mandatory) • Information cannot be changed

All other address data is populated from WAWF • Information can be changed by correction will not apply to future invoice Proceed to Attachments Tab

Acceptor Role - Submission – Attachments

Attachments are mandatory for all government initiated Misc Pays File name cannot contain any spaces or special characters 2MB per attachment and 5MB max per invoice

Accepter Role – Submission (Saving a Draft Document)

You have the OPTION of Saving A document. If you save a Document, you Have up to 7days To complete Submission. To Do so, just Click the Submit Button.

Accepter Role – Submission (Retrieving a Saved Document)

To retrieve a Saved Document, Go to the Saved Documents Folder.


Enter Search Criteria. You can just select the DoDAAC in the drop down menu to make an easier search. Click Submit


This example show us, that he Purge column displays 2 days are left before the saved document is purged from WAWF. Click on the Shipment number or Invoice number to open the document. Once the document is opened, make any additional edits, then Click submit.

Accepter Role – Submission (Retrieving a CEFT Suspended Voucher)

To resubmit a Voucher that suspended because of a CEFT Suspension: Go to the SUSPENDED CEFT TRANSACTION FOLDER

Accepter Role – Submission (Retrieving a CEFT Suspended Voucher)

Enter Search Criteria. You can just select the DoDAAC in the drop down menu to make an easier search. Click Submit

Accepter Role – Submission (Resubmitting a CEFT Suspension)

The Status shows us it is currently Suspended due to CEFT. Click on the Reprocess Invoice column, to open the voucher, and resubmit.

Accepter Role – Submission

Click on Submit button, when ready for submission.


WAWF submits system generated email notifications. Additional emails can be sent from the users own distribution list. Click on the Send Additional Email Notifications link


Your distribution list appears. You can enter a new name to your list, or select a name already listed.


Use the arrows to select a name. Then click the submit button. This person will also receive a WAWF email of your voucher submission.

Checkpoint


Acceptor Role – Acceptance Process

Verify the proper payment This will have to be performed outside of WAWF

Access the Acceptance Folder Enter Search Criteria to Locate the Appropriate Invoice Once the Invoice is Located

Click on the Invoice or Shipment Number Review the Invoice information Place a checkmark in the box next to “Accepted” Enter the Date Received and Signature Date

• Received Date should be the date the service was rendered or material was received

• Signature Date= Acceptance Date should be the current days date Select Signature

• Will be prompted to enter CAC card PIN, will also have the option to preview with signature or submit without preview.



The follow slides show a screen-by-screen walkthrough of a Misc Pay being processed through the system

All data contained within these slides and screenshots are

for training purposes only DO NOT use any of the data on these slides for your documents

(unless coincidentally it is the same)



Acceptor Role - Acceptance Process

Step-by-Step Guide of the Acceptance Process



Select either Shipment Number or Invoice Number


Date Received = Evidence of when Goods Tendered & Services Rendered Acknowledgement Date. Signature Date = Same day, or within 7days of Date Received Date.

LPO Role - Certification

Prep Work Pre-Submission

Input into WAWF &

Verify Receipt

Submission &

Acceptance

Add LOA based on funding

Certification

Verifies obligation is

posted in Accounting

System

Processing


LPO Role

The LPO may be required to enter accounting data into the Long Line of Accounting (LLA) form.

The LPO has the ability to break the Line Item into Sub-Line Items prior to certification.

The LPO and Pay Office have the capability in iRAPT to recall the Misc. Pay Voucher so that the Vendor or Acceptor can correct and resubmit.



Misc Pay cannot be accepted and certified by the same user You will receive a system error upon entering the document as a

certifier

Certification can be done at the document level or line level

Document level - same LOA for all line items on the invoice Line Level - multiple LOA’s for all line items

The LPO certifier must assign a valid SDN, ACRN and AAA

via the LLA tab at the detail level of the Misc Pay invoice



Determine if the Funding Information (SDN, AAA/AAI, ACRN) will be a newly established Obligation or Adding funds to an Existing Since these payments are PCARD they will more than likely

already be obligated

Access the Certification Folder Enter Search Criteria to Locate the Appropriate Invoice Once the Invoice is Located

Click on the Invoice or Shipment Number Review the Invoice information for accuracy Add Sub- line items on the invoice (if necessary)

• Only used if multiple LOA’s need to pay for a single line



Enter the appropriate accounting information on the LLA tab • Select appropriate certification level

• Document= One LOA for entire invoice • Line= One LOA for each CLIN/sub-CLIN on invoice

• SDN, AAA/AAI, ACRN if using a previous obligation • SDN, AAA/AAI, ACRN & JON/EE if establishing new obligation

• Further details of the auto obligation process to follow • All non STARS_FL funding will require full LOA entered and Obligation

in the appropriate accounting system • Funding for Travel may NOT be used

Select Signature • Will be prompted to enter CAC card PIN, will also have the option to preview

with signature or submit without preview. Invoice will reflect a status of “Certified” until WAWF receive a

positive acknowledgement from STARS_FL • Processed= Extracted to pay office • Accepted after certification = Error in LOA data document will appear in

certification folder ( please correct)


Process Flow - Marine


LPO Role - Certification Process

The follow slides show a screen-by-screen walkthrough of a Misc Pay being processed through the system

All data contained within these slides and screenshots are

for training purposes only DO NOT use any of the data on these slides for your documents

(unless coincidentally it is the same)




Step-by-Step Guide of the Certification Process


LPO Role - Certification Process (Cntd)



Select either Shipment Number or Invoice Number

LPO Role - Certification Process (LLA Tab)

SDN, ACRN and AAA should be entered on the LLA tab screen. Pre-Existing Obligation

• Obligation will be systematically validate to the DOC # in STARS-FL. • Leaving the Cost Code field blank will validate the correct DOC # is

entered in WAWF New Obligation

• Only add the JON/EE in the cost code field to add new obligation



LPO Role - Certification Process (Voucher Tab)

LPO Role - After Certification

WAWF will place the invoice status in “Certified” Invoice accounting information is validated against

Accounting systems (ex: STARS_FL, SABRS) Pass- Accounting System will signal positive acknowledgement,

triggering extraction of the data to the entitlement system (ex: One Pay)

Fail- Accounting System will signal negative acknowledgment, triggering reversal of certification • Invoice will be in the certification folder

Invoice will convert to an “Extracted” Status Invoice will download in One Pay the next business day

after accounting validation Status change will be (process, suspended or Recall available)

• Recall available means invoice was sent back to activity for action. Please see the comments on the misc pay information page for details


LPO Role - Certification Process with Pre-Pop Accounting Data

Accounting Data From Template Using a existing processed/paid document LOA to certify

For miscellaneous Payment Invoice, the system will consider a sub-

set of the entire Misc Pay control number as the basis for an identical match

Display 10 latest invoices Line Item entries on the target document that match entries on the

selected template document will be pre-populated.



Only the LOA for matching CLINS will populate All others will be left blank The information can still be edited and the amount must be added

LPO Role - LLA Tab

SDN, ACRN and AAA should be entered on the LLA tab screen. New Obligation

• A valid JON/EE should be entered into the Cost Code field for new obligations.

• If the JON/EE entered is invalid, or does not exist within STARS-FL, the transaction will be rejected.

Pre-Existing Obligation • Obligation will be systematically validate to the DOC # in STARS-FL. • Leaving the Cost Code field blank will validate the correct DOC # is

entered in WAWF.


4/12/2017 98


Checkpoint


Correcting Documents

There may be times when you need to correct a document or have it corrected by another user

This can be accomplished by recalling the document or rejecting the document

Recalling can mean two different things: 1) To re-open a document you had previously worked (Acceptor

Only) • Accomplished by clicking on the hyperlinked R under the Recall column

in your History folder • Once open, you can make changes and then re-process the document

in the system 2) To send a document back to the previous user in the workflow

• Only the LPO can perform this function for Misc Pays • They would use the Document Available For Recall option on the

Voucher tab • Comments should be entered on the Misc. Info tab as to why the LPO is

recalling the document


Correcting Documents (Cntd)

LPOs cannot recall documents (re-open them from their History folder) they certified. If they certified a Misc Pay that went into Processed status and they realize something needs corrected, they would need to contact the pay office to request they make the Misc Pay available for recall. Sent the request to

• [email protected] –N68732 • [email protected] –HQ0248

After being made available for recall, the LPO would re-open it by clicking on

the hyperlinked R under the Recall column in their Recall – Action Required folder

Please note that since Misc Pays pay in 1-2 business days after being certified in WAWF, the pay office may not be able to make it available for recall • This iterates the importance of making sure the Misc Pay is correct to pay when the

LPO certifies it

Rejecting means to send a document all the way back to the Initiator Only the Acceptor can reject a Misc Pay To reject a document, enter comments on the Misc. Info tab and then check the

Reject to Initiator box on the Voucher tab and click Submit


mailto:[email protected]

mailto:[email protected]

Common mistakes (Cntd)

Certifying from the Wrong Role in WAWF Local Processing Official Reviewer role is set up like the LPO role

• Will allow entry of sub-line items and LOA data • Will not allow signature of document

It is unnecessary on a Misc Pay Make sure you are in the Local Processing Official Role

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

Adding too many characters to the SDN or JON Omitting characters to the SDN or JON

Incorrect/invalid dates used 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


Navy Customer Service - Ask DFAS

Customers can follow the instructions below for recall/reversal requests via askDFAS:

1. Click on the following link to request an action: https://corpweb1.dfas.mil/askDFAS/askAP.jsp

2. SELECT SUBMIT A TICKET 3. SELECT CATEGORY 4. SELECT SUB-CATEGORY - You should choose Electronic

Deletions/Reversals/Recalls 5. A BLANK FORM WILL APPEAR - fill in your name and contact info.

Fill in the box entitled QUESTION. Attach any pertinent or supporting documents by selecting ATTACH FILES. Click SUBMIT.

6. You should receive a confirmation email


Navy WAWF Help Desk

The DFAS Cleveland Accounts Payable Customer Service team can now be reached, via the web based customer service tool, AskDFAS, at the below link:

https://corpweb1.dfas.mil/askDFAS/askAP.jsp

The DFAS Cleveland Customer Service telephone numbers are 216-204-1073 or toll-free, 1-855--608-3975. To reach DFAS Cleveland Customer Service in AskDFAS:

click submit a ticket and choose the A/P Vendors Category or CNO. Our Subcategories are listed below:

Subcategory:

Payment Status WAWF Invoice Status ID of Payment Received Payment History Request

There are also Frequently Asked Questions (FAQs) available which may already have

an immediate answer to your inquiry.


https://corpweb1.dfas.mil/askDFAS/askAP.jsp

Navy WAWF Help Desk

Can assist with: How to create/process documents How to correct recalled/rejected documents Registration procedures New DoDAAC requests Payment issues

Cannot assist with: Password resets/other account issues – contact GAMs Recall/reject requests – email appropriate DFAS mailbox



WAWF Tutorials

Helpful Tutorials on Using WAWF/IRAPT can Be found by click on the “Help/Training link or By clicking on the Web- Based Training Tutorial.

Defense Finance and Accounting Service (DFAS) - Cleveland ... · Defense Finance and Accounting...

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