When Resolution Specialists Get Involved: Delays in Being Paid
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1 DEFENSE LOGISTICS AGENCY AMERICA S COMBAT LOGISTICS SUPPORT AGENCY When Resolution Specialists Get Involved: Delays in Being Paid
2 OVERVIEW Why are Resolutions Specialists Involved? Top 10 Reasons for Payment Delay Suggestions Helpful Websites Points of Contact 2 2
3 WHY ARE RESOLUTION SPECIALISTS INVOLVED? Normal Payment Timeline Payment is made based on the latter date of the receipt of a valid invoice or Government acceptance (unless fast payment procedures are authorized). 3 3
4 WHY ARE RESOLUTION SPECIALISTS INVOLVED? Acceptance is based on: Why Don t I Get Paid Material Quantity Price Receipt Location Shipping, Packaging, Marking Requirements Receiving Documents Everything must match the contract When there s a problem, the Resolution Specialist Investigates! 4 4
5 TOP 10 REASONS FOR PAYMENT DELAY Non-conformance to heat treatment requirement for wood packing materials (since 2007, all wood packing materials require a stamp certifying heat treatment (DLAD clause ). Incorrect item received. Wrong CLIN on shipping documents or invoice 5 5
6 TOP 10 REASONS FOR PAYMENT DELAY Material not received in acceptable condition (i.e. damaged, other quality issues) Quantities on shipping documents or the invoice do not match quantities in shipment. Material shipped to the wrong depot. 6 6
7 TOP 10 REASONS FOR PAYMENT DELAY No documentation received with shipment (MIL-Std-129R requires a copy of the receiving report be sent with the shipment unless otherwise noted in contract) or without Government inspection and acceptance for I&A Source contracts. Electrostatic Device received in noncompliant ESD packaging (not meeting QPL 81705) Incorrect Quantity Unit Pack or Unit of Issue 7 7
8 TOP 10 REASONS FOR PAYMENT DELAY Reason Why Payments Are Delayed: Material received without/or incorrect MIL- STD129R labels (Missing Shelf Life, Unit of Issue, Contract Number or other required information) 8 8
9 SUGGESTIONS Contact your Contract Administrator address is in Block 6 of your Award document. Vendors may create Post Award Request (PARs) on Maintain up-to-date point of contact information in the System for Awards Management (SAM.gov) Retain and make available Proof of Delivery (Carrier Tracking) information 9 9
10 SUGGESTIONS cont d Recommend placing shipment commercial tracking numbers in Wide Area Work Flow (WAWF) Receiving Report RFID tags- DO NOT DUPLICATE!!!! They will always be assigned to the first contract you put them in under Duplication causes misidentification of material/losses in transit within depots
11 HELPFUL WEBSITES - copies of Military Standards including MIL-STD-129R and MIL-STD D, MIL-PRF 81705E and QPL for approved ESD requirements and materials information on DOD s Radio Frequency Identification marking requirements online training for WAWF 11 11
12 POINTS OF CONTACT Michael (Mike) Eby 12 12
13 CONCLUSION 13 13
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