Getting Paid by DFAS

Defense Finance and Accounting Service

Ms. Cassandra McDuff

Director, Accounts Payable MOCAS

Small Business Symposium

May 16, 2017

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Agenda

DFAS Overview
Payment Process Overview
Payment Process Challenges

On the Horizon
Helpful Resources
DFAS Overview: Who we Are and What we Do

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DFAS Overview: Who we Are and What we Do

Our #1 Goal
Support the men and women who fight for our freedom the War
Fighters

Our Mission
To lead our customers in finance and accounting by ensuring the
delivery of efficient, exceptional quality pay and financial information.

Our Vision
To be a recognized leader in financial management by consistently
delivering first-class service and products.

Our Core Values

Integrity: Doing what is right
Service: Striving to be a trusted financial partner
Innovation: Creating new ways to do business

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DFAS Overview Our Business

Pay MOCAS
Disbursing
Services Operations
373,801 Active
Paid 6.4 Million Contracts
People 19,559 Active
Contractors
721,251 Invoices
$534.5 122.4 Million Processed
Billion Transactions $2.15 Trillion Total
Obligation
$3.26 Trillion Total
Paid 11.7 Million Contract Value
Commercial $154 Billion Amount
Invoices Disbursed

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DFAS Overview: Vendor Pay

Payment Office Assignment

Contract Block 15 - Payment Will Be Made By

Contract Payments
Contracts are usually less complex
Should NOT have Contract Financing

Miscellaneous Payments
Should follow the DOD and/or Air Force
Miscellaneous Pay Guide

Entitlement Systems
CAPS-W, IAPS, GFEBS, DEAMS, One Pay, Navy ERP, SAVES,
DAI, EBS

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DFAS Overview: MOCAS

WHAT IS MOCAS?
MECHANIZATION Integrated system supporting post-award administration

WHO USES MOCAS?

OF
CONTRACT DCMA DFAS
Procurement Offices

ADMINISTRATION
Funding Stations

SERVICES DCAA DTRA WHS

WHY MOCAS?
Pays More Complex Contracts
High Dollar
Multi-Year Contracts
Multiple Deliverables
Foreign Currency
Foreign Military Sales
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Makes Financing Payments
Progress Payments
Performance-Based Payments
Commercial Item Financing
Interim Cost Payments
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 DFAS Payment Process

Vendor
DoD DoD
Provides Goods and Services
Awards contract to Vendor Submits receiving report for the goods and Receives goods and
Forwards contract to DFAS services to DoD services
Can also submit the invoice along with the Forwards signed receiving
receiving report (Combo and Invoice 2 in report to DFAS
1)

DFAS Entitlement Disbursing office

Vendor Using a 3-way match between the
Sends Check/EFT to
Submits Invoice to DFAS if not Contract, invoice, and Receiving
Vendor
already submitted with the Report, validates, entitles and then
prevalidates the invoice Updates MyInvoice
receiving report. Sends disbursement data
Sends payment file to Disbursing
office back to the Accounting
systems.
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DFAS Payment Process Proper Invoice

Invoice Date

Name and Address of the vendor

Invoice number, Account number, and/or any other

identifying number agreed to by contract

Contract Number or other authorization for delivery

A proper Description, Price and Quantity

invoice Shipping, Payment, and Discount Terms

must have
the Taxpayer Identifying Number (TIN), unless agency
procedures provide otherwise
following:
Contact Name (where practicable) of person to be
notified in event of a defective invoice

Banking information, unless agency procedures

provide otherwise, or except in situations where
the EFT requirement is waived under 31 CFR
208.4

Other substantiating documentation or information

required by the contract

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DFAS Payment Process Prompt Payment Terms

Net 30 Days = Normal Payment Terms

Net 7 Days
Meat, Meat Food Products, including Poultry,
Fresh Eggs, Seafood or Shellfish
Net 10 Days
Perishable Agricultural commodities, Fresh
Baked Goods, Dairy Products, Fats and Oils
Net 14 Days
Construction Contracts
Fast Pay 15 Days
Contractual Provision - FAR 52.213-1
Contract Financing 14 Days
Progress Payments, Performance Based,
Commercial Financing, Cost Vouchers
Quick Pay Policy
Per OMB extension - January 1, 2017
Pay within 15 days

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 OMB Quick Pay Policy

DCMA
Acceptance/
Approval
Contractor Contractor
Performance Submit Invoice & WAWF

Receiving Report
WAWF DCAA Cost
Approval
Invoice
WAWF

Approval/
DFAS Receives Acceptance
Documentation
Pay accelerate payments
System
paying them within 15
days
DFAS Entitlement
Manual & Electronic
Pay
System

DFAS and
Services Perform
Prevalidation
EUD

Includes: FMS Approval, Federal Reserve

DFAS Contractor Bank
Balancing, Improper Pay Bank Receives
Review, Certification Disbursement Receives Funds
Pay
Funds 11
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System
Payment Process Challenges

Missing Goods Receipts or Government Acceptance

Know/understand acceptance terms
Be mindful of overseas acceptance terms
Short Pay (as a result of partial or missing GR)
Freight Balance Due
Did you attach a copy of your freight bill to your WAWF invoice
submission?
Improper Billing Submission
Know contractual billing requirements
Use proper CLIN/SLIN structure and correct QTY/Unit Price/Unit of
Measure
Expired SAM registration
Annual requirement. If expired/suspended, you will NOT get paid!
https://www.sam.gov/portal/SAM/#1

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On the Horizon

2017 NDAA Fiscal Yearend

Contract Closeout Cancelling
Funds

Business Environment
Modernization

Treasury Direct
Disbursing
PGI Revision (SL4701)

Audit
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Helpful Resources

Important Websites/Links
DFAS Home Page
One-Stop Shop for ALL your payment questions and links to valuable resources
http://www.dfas.mil/contractorsvendors.html

iRAPT/WAWF
Invoice, receipt, acceptance, property transfer & Wide Area Workflow (your electronic invoicing tool)
https://wawf.eb.mil/
Includes training tutorials, how to, and additional reference material
http://www.dfas.mil/contractorsvendors/irapt/TrainingLinks.html
MyInvoice Tutorial (YouTube) (Payment Status Online)
https://www.youtube.com/watch?v=sbYi85oRH5o

System for Award Management (SAM)

https://www.sam.gov

Prompt Payment Act

http://comptroller.defense.gov/Portals/45/documents/fmr/current/10/10_07.pdf

United States Treasury Prompt Payment Calculator

https://www.fiscal.treasury.gov/fsservices/gov/pmt/promptPayment/promptPayment_home.htm

Pay.gov
https://www.pay.gov

Social Media
Facebook: @DefenseFinanceandAccountingService
YouTube: @WePayDoD
LinkedIn: DFAS

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Customer Care Centers

DFAS COLUMBUS DFAS INDIANAPOLIS

1-800-756-4571 1-888-332-7366

DFAS ROME DFAS CLEVELAND

1-800-553-0527 1-855-608-3975

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Questions

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Special Payment Instructions

2016 Army DFAS Customer Workshop

Appropriation Life Cycle
Current/Available Expired Cancelled

Available for Obligation Must Obtain New

Available for Payment
and Payment Funding

Appropriation Types

Available Expired Cancellation Date

O&M = 1 Year + 5 Years = Sept. 30th of the 6th year

R&D = 2 Year + 5 Years = Sept. 30th of the 7th year

PROC = 3 Year + 5 Years = Sept. 30th of the 8th year

MILCON = 5 Year + 5 Years = Sept. 30th of the 10th year

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