MOCAS Entitlement Overview
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1 MOCAS Entitlement Overview Defense Finance and Accounting Service Pamela Giesy Supervisor, AP MOCAS Entitlement January, 31, 2018 Integrity - Service - Innovation Integrity - Service - Innovation
2 Agenda Entitlement Process Overview Invoicing Requirements PGI Tips For Successful Invoicing Common Reasons for Invoice Rejection 1/31/2018 Integrity - Service - Innovation 2
3 Payment Process: Invoice Entitlement Contract Invoice Acceptance Valid Payment Request Payment Initiated G-Coded Invoices Entitlement Accounts Payable Prevalidation Verify Obligations G-AREQ Invoices Disbursement MOCAS Payment F-Coded Invoices Problems? Research J-Coded Invoices Reconciliation 1/31/2018 Integrity - Service - Innovation 3
4 Payment Process MOCAS Generated Entitlement Data (API) Manual Payment Process - Technician Review of irapt Invoice and MAAPR Entitlement Division Research Division OK Prevalidation of Disbursements to Obligations EAS Non-API Payment Package Disapproved Approved Reconciliation Directorate Payment Summary Advice of Payment Invoice Document MAAPR Cash Management MAAPR Material Acceptance And Accounts Payable Report (MAAPR) Contractor Payment Notice (CPN) EFT/Checks Prepared
5 Requirements for a Proper Invoice Vendor s Name As stated on contract Invoice Date -Calculate discounts Government Contract Number Shipment Number Description of Goods / Services (CLIN, QTY, Unit Price) Registered in SAM - Taxpayer ID - Banking Info irapt/ WAWF Shipping Terms (if included in Contract) Contact Name and Phone Number, where practical Payment Terms (Including Discount, if Offered) 1/31/2018 Integrity - Service - Innovation 5
6 PGI Special Payment Instructions Changes The DFARS (Procedures, Guidance and Instructions (PGI) ) was updated effective December 1, 2017 to streamline the number of codes and better align payments with the value received by the reporting entities. Updated PGI codes are based on the invoicing type. IE: Cost vouchers, Progress Payments, etc. Existing contracts will maintain the current PGI code. PGI will be required when the follow contract conditions exist: multi-funded line items cost-reimbursement time-and-materials/labor-hour line items, or authorize financing payments 1/31/2018 Integrity - Service - Innovation 6
7 Why PGI Special Payment Instructions Improved Auditability Promotes Systemic Payment Processing Reduced Errors Simplifies complex payment terms Structured Terms Contract Financing, Multi-funded CLINs Drives Consistency Supports Funds Execution Goals Assists Contracting Officer and Resource Managers 1/31/2018 Integrity - Service - Innovation 7
8 Payment Process: Helpful Hints Acceptance Process Understand contractual acceptance terms Request irapt acceptor acknowledgement Ensure SHIP TO in section B and WAWF instructions matches Proper Invoice Submission Bill gross invoice amount *** Note withhold exception Adhere to Special Pay Instructions Use proper CLIN Structure 1. Contract Section B 2. Informational CLINS (i.e ) are not billable Be aware of Canceling Funds 1/31/2018 Integrity - Service - Innovation 8
9 Top 5 Reasons for Returned Invoices Invoice Not Billed IAW Contract (E-11) Item Information/ACRN missing/incorrect. The contractor must review contractual terms and submit a corrected invoice for payment. Non-Distribution of Receiving Report (E-12) The contractor must ensure proper distribution of the DD250 is made to the CAO terminal prior to resubmitting the invoice for payment. Invoice Returned per request (E-09) Invoice returned per request from Contractor, ACO/PCO instructions and/or DCAA. Item Number Requires Verification (E-10) Review the contract to verify if billing a funded line item. Missing Documentation(E-19) The contractor must ensure required documentation such as release of withhold letters, etc. are attached in irapt. 1/31/2018 Integrity - Service - Innovation 9
10 Top Payment Challenges Complex contracting arrangements Increased Erroneous Payments Increased Processing Costs No API Destination Acceptance Currently 389 overage B codes. Currently 52% of overage Destination Acceptances are Small Vendors FMS Funds Availability Canceling funds $4.2B in canceling funds As of Oct.1st Canceled Funds/ D-MACT invoices Currently 1,345 invoices in D-MACT status awaiting replacement funds, 1,228 are overage Small $ value submissions Waiver Process 1/31/2018 Integrity - Service - Innovation 10
11 Questions Integrity - Service - Innovation
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