DFAS Commercial Pay Overview
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VENDOR PAY
•
Pays contracts that are locally administered
•
Typically does not pay contracts with financing
•
Pays both contract and non-contract payments
•
Less complex contracts
Vendor Pay Locations / Customers Supported
DFAS Columbus: Air Force, Army, USMC, DLA, and
Defense Agencies
DFAS Indianapolis: Army and Defense Agencies
DFAS Rome: Army (Operational Commands)
DFAS Limestone: Air Force (Operational
Commands)
DFAS Cleveland: Navy
CONTRACT PAY
•
Pays contracts administered by DCMA
•
Financing payments (progress, performance
based, commercial item financing, Interim Cost)
•
Complex, multi-year, high dollar contracts
Contract Pay Locations / Customers Supported
DFAS Columbus (Primary): All DoD Customers
DFAS Limestone: All DoD Customers
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Contract
Valid
Invoice
Funds Validation
(Prevalidation)
Active SAM
Registration
Receipt &
Acceptance
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DFAS Receives
DFAS entitles invoice for
payment
DFAS and DoD customers
perform funds prevalidation
DFAS Disburses
DCAA Cost Approval
If applicable
Acceptance / Approval
DCMA or COR
Contractor Submits Invoice
& Receiving Report
Contractor Performance
Certification, Improper
Pay Review, Balancing,
File transfer/upload,
etc.
Commercial Payment Process
Contract is awarded and
Issued
The physical contract document is sent to iRAPT/EDA
Contract data is sent to the applicable pay system
Electronically received by
the pay system, or DFAS
manually inputs
IRAPT/WAWF
iRAPT/WAWF
iRAPT/WAWF
Pay System and iRAPT/EDA
Pay System
Pay System
Systemic/manual
Customers Contract Writing System
Disbursing system or Treasury Direct
Performs 3-way match
•
Contract
•
Accepted Invoice
•
Receiving report
FPDS
Federal Procurement Data System
Contract information / Demographics
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Submitting invoices within days of new contractual documents
Most entitlement systems need as least 10 days to process
Contract Deficiency Report – CDR
CLIN structure, Line of Accounting, Payment instructions, Pay Office correction
Your invoice has not been accepted, receiving report required
Understand your contracts acceptance terms
Be mindful of overseas acceptance terms
Required before the invoice can start the payment process
Improper billing submission
Know contractual billing requirements
Use proper CLIN/SLIN structure and correct QTY/Unit Price/Unit of Measure
Submit to the correct payment office
Invoice is waiting on prevalidation approval
Funding must be verified with the accounting station for every item billed, to include
ZERO amount CLIN.
SAM registration is expired
Updating registration is an annual requirement
The pay systems link with SAM and will prevent payment if the account is expired
2/19/2025
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Where
to find pertinent information in your contract:
Section B: outlines the items of your contract
Section E: outlines where inspection and acceptance takes place and by who
Section F: provides your delivery information
Section G: outlines the funding on your contract
Section H: outlines special contract requirements
Section I: outlines Contract Clauses - contains the FAR and DFAR clauses
pertinent to your contract. Did you know you can Google them?
Special Clauses:
FAR
252-232-7003 Electronic Submission Of Payment Requests and Receiving Reports
•
means electronic invoice submission is required
252.232-7006 Wide Area Workflow Payment Instructions
•
provides specific invoicing information and POC’s
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Know who your contracting officer is
Understand the terms of your contract, and invoice in accordance to them
SAM registration
Requests to reject an invoice MUST be submitted via AskDFAS
Know who your DFAS payment office is
Simplify: The more complex your contract, the more risk of delays
Prompt Pay
Use self help tools
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Read your contract
Know who your Contracting Officer is. They are in the
“issue by block” on the contract or they are the one that
signed it.
Keep a copy handy when billing
Provide the product or service
Submit invoice via WAWF (Wide Area Workflow) in PIEE
Check wawf to make sure It has been processed by the
Acceptor
Check MyInvoice for status of payment
If not paid within 15 days, contact your pay office
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Defense Finance and Accounting Service's Commercial Pay Overview, highlighting payment processes, requirements, and common reasons for delays in payments. Includes details on contracts, vendors, and payment validation. Learn about the necessary steps for making payments efficiently within the defense sector.
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Presentation Transcript
DFAS Commercial Pay Overview Defense Finance and Accounting Service Devona Mathis Branch Chief, Customer Care 1
DFAS COMMERCIAL PAY DFAS COMMERCIAL PAY CONTRACT PAY VENDOR PAY Pays contracts that are locally administered Typically does not pay contracts with financing Pays both contract and non-contract payments Less complex contracts Pays contracts administered by DCMA Financing payments (progress, performance based, commercial item financing, Interim Cost) Complex, multi-year, high dollar contracts Vendor Pay Locations / Customers Supported Contract Pay Locations / Customers Supported DFAS Columbus: Air Force, Army, USMC, DLA, and Defense Agencies DFAS Columbus (Primary): All DoD Customers DFAS Limestone: All DoD Customers DFAS Indianapolis: Army and Defense Agencies DFAS Rome: Army (Operational Commands) DFAS Limestone: Air Force (Operational Commands) DFAS Cleveland: Navy
Requirements Needed to Make Payment THREE WAY MATCH Valid Invoice Receipt & Acceptance Contract Funds Validation (Prevalidation) Active SAM Registration Integrity - Service - Innovation 2/19/2025 3
Commercial Payment Process 2 1 Electronically received by the pay system, or DFAS manually inputs Pay System and iRAPT/EDA Contract is awarded and Issued The physical contract document is sent to iRAPT/EDA Contract data is sent to the applicable pay system Customers Contract Writing System Federal Procurement Data System Contract information / Demographics FPDS Acceptance / Approval DCMA or COR 3 Contractor Submits Invoice & Receiving Report iRAPT/WAWF Contractor Performance 4 DCAA Cost Approval If applicable IRAPT/WAWF iRAPT/WAWF DFAS Receives Performs 3-way match Contract Accepted Invoice Receiving report Pay System 5 DFAS entitles invoice for payment Certification, Improper Pay Review, Balancing, File transfer/upload, etc. Pay System 6 7 DFAS and DoD customers perform funds prevalidation DFAS Disburses Systemic/manual Disbursing system or Treasury Direct
Common Reasons for Payment Delays Submitting invoices within days of new contractual documents Most entitlement systems need as least 10 days to process Contract Deficiency Report CDR CLIN structure, Line of Accounting, Payment instructions, Pay Office correction Your invoice has not been accepted, receiving report required Understand your contracts acceptance terms Be mindful of overseas acceptance terms Required before the invoice can start the payment process Improper billing submission Know contractual billing requirements Use proper CLIN/SLIN structure and correct QTY/Unit Price/Unit of Measure Submit to the correct payment office Invoice is waiting on prevalidation approval Funding must be verified with the accounting station for every item billed, to include ZERO amount CLIN. SAM registration is expired Updating registration is an annual requirement The pay systems link with SAM and will prevent payment if the account is expired Why hasn t DFAS paid me? Integrity - Service - Innovation 2/19/2025 5
Contract Basics Continued Where to find pertinent information in your contract: Contract Number, Deliver Order: Block 1 and 2 Date of Order: Block 3, this date is important to keep in mind when invoicing within 10 days of this date. Issued By: Block 6, typically contains the POC that wrote the document Administered by: Block 7, this is who oversees that the Issued By office and contractor both are in compliance of the contract and terms Mark If Business Is: Block 11, if you are a small business there should be something selected. Ship To: Block 14, provides who you are shipping your items to Payment Will Be Made By: Block 15, provides the pay office information and code associated with that office Block 24: contains the signature of the Contracting/Ordering Officer. This can be the same person stated in Block 6, or it can be someone different. Integrity - Service - Innovation 2/19/2025 6
Contract Basics Continued Where to find pertinent information in your contract: Section B: outlines the items of your contract Section E: outlines where inspection and acceptance takes place and by who Section F: provides your delivery information Section G: outlines the funding on your contract Section H: outlines special contract requirements Section I: outlines Contract Clauses - contains the FAR and DFAR clauses pertinent to your contract. Did you know you can Google them? Special Clauses: FAR 252-232-7003 Electronic Submission Of Payment Requests and Receiving Reports means electronic invoice submission is required 252.232-7006 Wide Area Workflow Payment Instructions provides specific invoicing information and POC s Integrity - Service - Innovation 2/19/2025 7
Self Help SAM registration https://www.sam.gov Google FAR & DFAR Clauses Either type the clause in the search bar or utilize https://gpo.gov AskDFAS Required to reject invoices. Can inquire about invoices as well. https://www.dfas.mil myInvoice Check status of your invoice. Requires PIEE (Procurement Integrated Enterprise Environment) know as WAWF suite. https://piee.eb.mil Integrity - Service - Innovation 2/19/2025 8
Key Take Aways and Things You Should Know Know who your contracting officer is Understand the terms of your contract, and invoice in accordance to them SAM registration Requests to reject an invoice MUST be submitted via AskDFAS Know who your DFAS payment office is Simplify: The more complex your contract, the more risk of delays Prompt Pay Use self help tools Integrity - Service - Innovation 2/19/2025 9
I have my contract, Now What Read your contract Know who your Contracting Officer is. They are in the issue by block on the contract or they are the one that signed it. Keep a copy handy when billing Provide the product or service Submit invoice via WAWF (Wide Area Workflow) in PIEE Check wawf to make sure It has been processed by the Acceptor Check MyInvoice for status of payment If not paid within 15 days, contact your pay office Integrity - Service - Innovation 2/19/2025 10
