NETFOCUS Unit Supply Binder - Tab 3-25

Transcription

1 Updated 12DEC17 NETFOCUS Unit Supply Binder - Tab 3-25 SUBJECT: Common DD1155 Discrepancies & Tuition Payment Process Map PURPOSE: To inform NROTC Unit Supply Technicians of the process for paying tuition illustrate examples of common completion discrepancies on the DD Form 1155, Order for Supplies or Services. OVERVIEW: The process map examples contained in this tab provide detailed information for the proper completion of orders for tuition placed on DD Form 1155, Order for Supplies or Services, under the unit s Educational Service Agreement(s) (ESA(s)). This information is based on Naval Supply (NAVSUP) Fleet Logistic Center (FLC) Procurement Performance Management Assessment Program (PPMAP) results reviews by NSTC N4. ACTION REQUIRED: NROTC Unit Supply Technicians should follow the below procedures to properly process tuition payments comply with acquisition policy. See next page. 1

2 Start Process Map: Compute tuition estimate ensuring instate out-of-state tuition costs are verified at state supported Universities. Request OMN semester/ quarter funding from NSTC via NSTC Receive funds from NSTC via FASTDATA. Ensure tuition amounts are reasonable estimates of expected actual invoice following coordination between University Bursar Unit. Note otherwise with explanation. Verify signed SF1402 on file. Verify access to WAWF irapt Acceptor Role in WAWF. Verify University in SAM¹. Create DD1149 via FASTDATA, (committing document) DD1155 (obligating document) within 10 days of the start of the semester/ quarter². No NETPDC verifies WAWF/iRAPT invoice data elements match DD1155. Review accept or reject generated invoices in WAWF/iRAPT. Invoice data elements must match DD1155 elements must reference the ESA Order Number. Forward executed DD1155 to Bursar s Office. Report action in FPDS-NG in 3 work days upload DD1155 to EDA in 2 work days. Report to FLC for CPARS if over $1M³. University signs Blk 16, Supply Tech as Contracting Officer signs Blk 24 Unit CO signs Blk 36 of DD1155 certifying amounts are correct proper for payment. Submit DD1149 to NSTC Comptroller for signature IAW the NROTCU Funding Document Matrix. Match¹*? Yes Certified invoice routes to DFAS for payment/ disbursement. Prepare SF30 to modify tuition obligation from the original estimated DD1155 amount to the final invoice amount. Comptroller signs Blk 14, University signs Blk 15 Supply Tech signs block 16. Provide copy to University. Report action in FPDS-NG in 3 work days upload SF30 to EDA in 2 work days. Retain signed copies of the DD1149, DD1155, SF30 documents along with the list of qualifying midshipmen invoice for 10 years. Submit invoice to the Unit HRA for completion of NSTC 1533/50 filed in students admin files. End 2

3 Notes: Note 1: SAM (System for Award Management). Verify University for eligibility to receive government contract award. Print retain. Note 2 (applicable before 1OCT16): DD1155 order number was comprised of the ESA number plus 4 unique digits determined by the Ordering Officer (the Unit Supply Tech). For example: N G or N G-0003-L9F0. Educational Service Agreement number. Does not change unless FLC Norfolk Philadelphia Office issues a new ESA. Unique number assigned from the Supply Tech s manual Delivery Log. This number is never repeated does not start over by Fiscal Year. Note 3: All tuition payments $1M over require reporting in CPARS (Contractor Performance Assessment Reporting System). Karen Morris at karen.morris@navy.mil to report ESAs over $1M in cumulative value. Note 1*: In accordance with the Fleet Logistics Center Procurement Performance Management Assessment Program (FLC PPMAP) Delegation of Authority Letter, Naval Education Training Professional Development Center (NETPDC) will only certify for payment those tuition invoices for which the DD1155 is correctly completed uploaded in Electronic Data Access (EDA). See succeeding pages for further details. Note 2 (applicable starting 1OCT16): DD1155 order number is comprised of the Unit DoDAAC, the Fiscal Year in which the order is placed, the letter F, four alphanumeric characters excluding I O. A P are prohibited in the first position is not an acceptable value. For example: N F-R001 Unit DoDAAC Fiscal Year Remains Constant Unique number assigned by FASTSITE according to the numbering scheme above. General order number discussion: In approximately 2006 an order number scheme that identified each Unit was distributed to the NROTCUs. An example is L9F_ for NROTCU Auburn. The fourth digit to be assigned by the Unit Supply Tech could be numerals 0-9 or letters A-Z except O I. Although some parts of this procedure may have had merit at the time, the entire why of it has been lost it limits the total number of order numbers to 34, which is not sustainable over the life of the ESA since order numbers cannot be repeated/duplicated in FPDS-NG or EDA. 3

4 Common DD1155 Completion Discrepancies see next page for descriptions. Correctly Completed Sample Continuation page not shown 4

5 Common DD1155 Completion Discrepancies see previous page for illustration. Block 2 13 digit number obtained from FASTSITE (prior to 1Oct16 this was a four digit number) Blocks 6 & 7 - the Unit address (occasionally reversed with Block 9) & missing DoDAAC. Block 9 - the address (occasionally reversed with Block 14) Block 14 - the Unit address (occasionally reversed with Block 9) & missing DoDAAC Block 15 - missing DFAS address DoDAAC Block 17 LOA /or amount are incorrect /or do not match invoice. Block 19 (continuation page) - missing the WAWF e-clause. Point of Contact: Kevin Robinson NSTC Contract Administrator x447 kevin.g.robinson@navy.mil Jerry Long N4 Logistics Director x454 jerry.e.long@navy.mil 5