NAVY JROTC JOINT AREA 11/AREA13 IN-SERVICE MAY 6 THROUGH MAY 8 2008

NAVY JROTCJOINT AREA 11/AREA13 IN-SERVICE

MAY 6 THROUGH MAY 8 2008

DEFENSE FINANCE ACCOUNTING SERVICE

WIDE AREA WORKLFLOW (WAWF)



WAWF Work….#&$#*#

SNSI

Brenda Hinson NETPDTC




What is it? For NJROTC purposes, it replaces the previous 1034 process

Why are we doing it? Because the 1034 process costs DFAS $21.00 per 1034 transaction -vs - WAWF, which costs DFAS

$3.00 per transaction

What in the heck am i supposed to do? File for travel, clothing alterations/ maintenance, and orientation claims using WAWF; - Organization and Clothing purchases will continue to be done through JUMS

I have to do what - with what - by when? Working with your School and/or District Financial/accounting offices, first establish your WAWF account with NETC through the https://wawf.eb.mil web site, Using your DUNS number and school EIN. Once registered, you can access the WAWF website through NETC’s training.navy.mil web site.

Why can’t i just submit a 1034? DFAS is no longer accepting them, and they will be rejected by the Area Managers.

Are you kidding me? Nope! It’s here to stay.




This brief will cover

1. how to file a claim for your Uniform Maintenance, professional NJ travel or orientation reimbursements;

2. How to track the status of your claim through the “MyInvoice” web site.




General Notes on WAWF Submissions:

1. You must submit WAWF claims within 10 days of travel; You should file WAWF claims for uniform and orientation purposes within a brief period of time as well

2. Submit receipts for travel, invoices, orientation expenses that you incurred during the present fiscal year. If you submit receipts from a previous fiscal year, your WAWF claim will be declined either by Gloria at NETPDTC or DFAS. Usually Gloria catches these and disapproves them.

3. In order to file any claim in WAWF, you will want to have a scanner. Although a scanner poses additional work or initial cost on the unit’s part compared to a fax machine, it will make processing time for the Area manager, NETPDTC and DFAS go much faster; in turn, you and/or your financial/accounting office will get their (or your) money faster.

4. You must forward to the Area Manager All required receipts (for travel), all invoices/contracts for cleaning, hemming, etc, and all invoices for orientation from your school or district transportation office.

5. The AM will forward them on to NETPDTC for payment processing through WAWF and DFAS.




General Notes on Scanning

Step 1: Ensure that any receipt or invoice you plan on using to make a claim reflects the name, address, phone number, point of contact and amount paid.

Step 2: Scan your invoice or receipt and save it preferably as a PDF file on your computer. You can also fax it to the Area manager, however, this increases the AM’s office workload and slows the process down considerably.

When scanning your invoices/receipts, select a conventional way to name your files. Examples I use include the letters of my high school and NJ: Example

For Clothing:1st invoice of fiscal year 2008: AVHSNJ_WAWF_CLOTHMAINT_0801

For professional NJ Travel:1st receipt of FY 2008: AVHSNJ_WAWF_TVL_IT_0801 (for it conference)

Step 3: At the appropriate time as demonstrated in this brief, attach your scanned PDF receipts to your WAWF claim.

Step 4: Save your original receipts in case you are audited in the future.



WIDE AREA WORKLFLOW (WAWF) – filing claims

Where do I start?

This step assumes you have already registered in WAWF through the CCR web site, and have established your process with your School/ District Financial / accounting offices.)

Step 1:Sign into the NETC training.navy.mil web site;

https://www.training.navy.mil




Step 2:

Click on the Wide Area Work Flow Homepage;




Step 3:

Once on the WAWF home page, you must scroll down to see the Logon Icon;

SCROLL DOWN




Step 4:

Click on Logon ;




Step 5

Click on “OK”;




Step 6

Click on “OK”; again




Step 7

sign in:

Your WAWF sign-in and Password are created during the self-registration process.

If you haven’t registered in WAWF and set up your school/district information, you will not be able to sign in.




Step 8

Once you have signed in, Click on the Plus “(+)” sign next to Vendor to expand the list:




Step 9

Click on “Create New document”:




Step 10

Type in your current year’s contract number and select your Cage Code from the pull down menu; Then click “Continue”

Your contract number will be the letter “N”, followed by your UIC, followed by the two numbers of the current fiscal year, followed by the letters “MJRTC”.

Ex: N3605A08MJRTC




Step 11

Click “OK”




Step 12

Type in the Pay DoDAAC, Then click on “Continue”

Note: it will always be

“N68566”




Step 13

Select the “Invoice as 2 - in -1 (Service Only)

Then click on the “Continue” radio button after scrolling down to the bottom of the page. To see “Continue”,

scroll down




Step 14

Input the following fields:

A. Issue Date (2007/10/01)B. Admin DoDAAC

Area 11 - N35109Area 13 - N35111

C. Service Acceptor:Area 11 - N35109Area 13 - N35111

D. LPO DoDAAC Always N3560A

E. EXT Always JROTC

Then click on “Continue”




Step 15input the following fields:

A. Invoice NumberUse the voucher number

you have locally created for orientation, personal travel or uniform maintenance claims. Note: this is not the receipt or invoice number you scanned and saved to your computer earlier

B. Invoice Date (2007/05/06 format)or you can simply press the plus sign “+” and the Tab key to enter date automatically.

NOTE: DO NOT select the “Create document” button yet.

C. Click on “LINE ITEM”




Step 16

Click on the lower File Folder Icon to create a new contract line item or “CLIN”




Step 17

Input the following fields:

A. Item Number: 0001B. Stock Part No: NoneC. Type: Always “SV”:D. Qty Shipped: 1E. Unit: EA F. Unit Price:

The price of your claimG. Description:

Write a brief description of what you are claiming

Then scroll down to the bottom and click on:

“Save CLIN/SLIN”




Step 18

A summary of the CLIN (or Contract Line Item Number), will appear on the screen. If you need to make changes, click on the pen icon.

If no changes are needed, then click on the “Header” tab.




Step 19

Once on the Header Tab, scroll to the bottom of the page and click on “Create Document”.




Step 20

A summary of your invoice will be displayed.

Click on the “Misc Info Tab”

This is where you will attach your scanned PDF receipts or uniform maintenance invoice/ contract




Step 21

Click on the File folder icon next to the Pull-Down menu box which will allow you to attach your scanned documents




Step 22

Click on the browse button to select the scanned receipts, or uniform cleaning invoices saved earlier to your computer.

Attach every document you need to support the total expense of your claim.

Note: If you forward a receipt for an expense you incurred in the prior fiscal year, it will not be accepted!

area manager and/or NETPDTC will reject the claim.




Step 23

Select each document in turn and click on “Continue”

In this example, I have five (5) documents needed to support my travel claim.

Therefore, I will select each document in turn. They cannot all be selected at one time.

Remember to select only documents which you incurred an expense for in the current fiscal year.




Step 24

Use the pull-down arrow to Review and ensure you have attached all supporting receipts/ invoices needed to substantiate your claim.

Be sure to retain your receipts/ invoices for future audits.

Once you have ensured all receipts are attached, then click on the “Header Tab” to review your claim.




Step 25

Once you have clicked on the “Header Tab” and reviewed your claim, scroll to the bottom of the header page and click on “Submit” button.

After submitting, you will receive three (3) email notifications:

1. Submitted2. Accepted by the Area manager3. Accepted by NETPDTC.

Once your claim has been accepted by NETPDTC, DFAS will usually turn your claim around and deposit monies into your school or district’s bank account.




Step 26

After submitting your claim, you will receive three (3) email notifications (See examples):

1. Submitted2. Accepted by the Area manager3. Accepted by NETPDTC.

Once your claim has been accepted by NETPDTC, DFAS will usually turn your claim around within 2 to 5 working days and deposit monies into your school’s or district’s bank account, whichever you set up with DFAS.

Note: The following slides will demonstrate how to check the “MyInvoice” link in WAWF to check for status of your claim.




how to check the “MyInvoice” link in WAWF to check for status of your claim.




Before you can use the NETC Training Network to go to the MyInvoice web site, you must first register with MyInvoice.

https://myinvoice.csd.disa.mil/index.html

From this site, select the Instructions button and follow along to register.




Select the U.S. Vendor button




After selecting the U.S. Vendor button, you will be presented with a PDF document which guides you through the process.

You must have registered in WAWF and received your CAGE Code and DUNS number through the CCR web-site.

If you encounter an issue with registration, the following may be of help:

ASSISTANCE: For assistance contact the help desk at

[email protected]

-or call us; we’ll do our best to assist where possible




Step 1:

Once you have registered in MyInvoice, you can proceed directly to MyInvoice via the NETC Training Network.

Sign into the NETC training.navy.mil web site;

https://www.training.navy.mil




Step 2:

Click on the Wide Area Work Flow Homepage;




Step 3:

Scroll down as before to Logon;

SCROLL DOWN




Step 4:

Click on Logon ;




Step 5

Click on “OK”;




Step 6

Click on “OK”; again




Step 7

sign in:

Your WAWF sign-in and Password are created during the self-registration process.

If you haven’t registered in WAWF and set up your school/district information, you will not be able to sign in.




Step 8

Instead of clicking on the plus (+) sign next to the “vendor” sign, as you would to create a new claim, scroll all the way to the bottom of the left section SCROLL DOWN




Step 8

Click on the

“Pay Status (myInvoice – External Link) “

You will be directed to an external secure site, which will require you to sign in




Step 9

Input your User ID and PIN which you created when you registered with the MyInvoice web site. then click on “Submit”.




Step 10

Click on the “Status and Date” radio button and click on “Submit”




Step 11

Select your CAGE Code and then click on the top arrow to move your CAGE Code from the “CAGE” column over to the “Report List” Column




Step 12

Once you have moved your CAGE Code to the “Reports List” Column, click on the “Detailed Report” button at the bottom




Step 13

Print off your Report and deliver to your school or district financial or accounting office to demonstrate proof of payment .

Request your travel reimbursement if you do not receive advance payment.

see next slide




Step 14

or, You can select the “Summary Report” button and receive a shorter version of your approved transactions.




Documents

NAVY JROTC JOINT AREA 11/AREA13 IN-SERVICE MAY 6 THROUGH MAY 8 2008