STANDARD OPERATING PROCEDURE (SOP)Pay+SOP+29JUL2013.pdf1.7.1 Ensure that an obligation is established, enter data into GFEBS entitlement screens, properly assemble and upload payment

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U.S. Army Financial Management Command Accounts Payable Operations

For Army, USAR, and ARNG Commands and Field Activities

STANDARD OPERATING PROCEDURE (SOP)

MISCELLANEOUS PAYMENT PROCESSING Prepared by: U.S. Army Financial Management Command/Army National Guard Bureau Effective Date: July 2013

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TABLE OF CONTENTS CHAPTER TITLE PAGE Chapter 1 General Introduction

1.1 Purpose 1.2 Scope/Applicability 1.3 Conflict Resolution

1.4 Exception to Policy General Misc Pay Information 1.5 Guidelines 1.6 Government Purchase Card 1.7 Army Activity’s Responsibilities 1.7.1 Establish the Obligation 1.7.2 DD Form 577 1.8 Misc Payment Processing Systems 1.8.1 GFEBS Automated Misc Pay 1.8.2 GFEBS Manual Misc Pay 1.8.3 CAPS-W 1.8.4 WAWF 1.8.5 IPAC 1.8.6 Small Package Express Shipments Chapter 2 GFEBS Misc Payment Processing Guidelines

2.1 Overview 2.2 Roles and Responsibilities 2.3 Process and functions 2.3.1 Automated Misc Payment - Army 2.3.2 Manual Misc Payment – Army 2.3.3 Advance Payments 2.4 Misc Payment Documentation 2.4.1 Misc Pay PO 2.4.2 Dates to Utilize 2.4.3 Invoices 2.4.4 Payment Review 2.5 Workflow 2.6 File Retention Guidelines

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Appendixes A – Misc Payment Processing Matrix B - Automated Misc Pay Overview and User Guide

a. Army b. ARNG

C – Manual Misc Pay Overview and User Guide a. Army b. ARNG D – Establishing Vendors in GFEBS E – Misc Pay Purchase Order Number Construction F – Vendor Invoice Number Construction G – Checklist for Misc Pay Processors and Approvers H - Attaching and Reinitiating Work Flow in GFEBS I – How to clear the Universal Work List (UWL) J - GRC Provisioning: Misc Pay Approver K - DD Form 577 L – Payment Date Calculations M – Advance Payment Job Aid N – Small Package Policy Memorandum O -- References

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General Introduction 1.1 Purpose. The purpose of standard operating procedures (SOP) is to provide additional information and clarify Army-unique processes and procedures related to miscellaneous payment processing in the General Fund Enterprise Business System (GFEBS). This document is intended to compliment and support the Department of Defense Misc Pay Guide. The SOP includes the standard method for processing miscellaneous payments. Standardization allows the Army and DFAS the ability to consistently process miscellaneous payments to achieve standard auditability requirements across all functional areas. 1.2 Scope/Applicability. The SOP applies to all Army, Army Reserve, Army National Guard, and Department of Finance and Accounting Services (DFAS) organizations processing miscellaneous payments. 1.3 Conflict Resolution. Deviations from and/or changes to this SOP are not authorized. Written approval must be submitted through Command channels, with specific details of the requested change, along with an endorsement from the Command to Commander, U.S. Army Financial Management Command (USAFMCOM). USAFMCOM will evaluate all deviation requests and coordinate with appropriate parties will determine if the deviation is to be approved. Distribution will be made through multiple sources. 1.4 Exception to Policy. Exceptions are published in various formats. Exceptions applicable to all activities operating in GFEBS are published as policy memorandum issued by Commander, U.S. Army Financial Management Command (USAFMCOM). Individual exceptions requested are responded to in writing from Commander, U.S. Army Financial Management Command (USAFMCOM) to requesting Command and/or activity. General Misc Pay Information 1.5 Obtaining goods and/or services from non-Government, including quasi-Government Agencies (TVA, UNICOR, etc) normally requires a formal contract, or authority to purchase using a Government Purchase Card method of procurement, or use of a MIPR when payments are to be made using IPAC or other similar type of entitlement process. Approving and External Certification Officials are advised to seek legal advice from their Agency or Unit Legal Counsel prior to entering into a purchase arrangement. The simple act of completing a Standard Form, DOD or Army Form does not constitute authority to procure or make a legal obligation for payment. It is incumbent upon the party desiring to obtain goods or services to ensure the act of Procurement meets standards for obtaining either goods or services without having to enter into a formal contractual arrangement. Your local contracting officer can advise in matters of acquisition, and along with your Legal Counsel will offer protection against matters involving illegal or irregular procurement activity. 1.6 Use of a Government Purchase Card (GPC) is recommended as the primary payment instrument for goods and services whenever authorized. Commanders and

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Heads of Agencies should review their procedures to determine if they are capitalizing on bill payment cost savings through use of Government Purchase Card capabilities. It is the responsibility of the Army preparing activity to ensure miscellaneous payments are prepared and properly entered into the entitlement system, along with adherence to the requirements issued from the Office of the Assistant Secretary of the Army, Financial Management Command and Comptroller. 1.7 Army activity responsibilities.

1.7.1 Ensure that an obligation is established, enter data into GFEBS entitlement screens, properly assemble and upload payment supporting documents into GFEBS (or manually forwarded when approved/authorized), see paragraphs 2.2. All payments require authorization by a document that gives authority for entitling the payment. This can be a receipt, an invoice, and/or a form such as a SF182 or DD Form 1556, etc. as defined both in the DOD Misc Pay Guide and further described in the Misc Pay Matrix (See Appendix A).

1.7.2 Ensure an updated DD Form 577 with the fund center information is identified for each Misc Pay Approver and is on file in EDA with DFAS (See Appendix J & K). A copy of the DD Form 577 must accompany the GRC request when assigning the Misc Pay Approver role. Failure to do so will result in the rejection of the request. A payment will not be processed without a valid DD Form 577.

1.8 GFEBS the primary Misc Payment entitlement system used by the Army.

1.8.1 GFEBS Automated Misc Payment – This process eliminates the requirement for submitting a certified SF1034, as required with the Manual Misc Payment process and legacy process. In the Automated Misc Pay transaction, the SF1034 certification of funds and payment are completed through the GFEBS funds obligation and Misc Pay Approver roles. The process utilizes three document types: MP – Misc Pay FM (Non-PPA) and RM – Misc Pay PO (PPA). These document types are designed to trigger a workflow process, routing invoices and attached supporting documentation to the Misc Pay Approver for review, approval and/or rejection. The process places a system generated “M” block on miscellaneous payments. The block is lifted when the Misc Pay Approver approves/certifies the invoice and supporting documentation for payment. Once the Misc Pay Approver completes the approval/certification, the supporting documents are locked from removal or additional attachments. Appendix B includes step-by-step instructions on how to perform automated misc payment processing in GFEBS.

1.8.2 GFEBS Manual Misc Payment – Use of the manual process requires an exception to policy from USAFMCOM. See section 1.4 for instructions on how to

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request exception. This process utilizes the SF1034 along with the required supporting documentation for payment. Non-PPA (KR document type) miscellaneous payments are processed in GFEBS using the FMZ1/FB60 transactions; payments subject to PPA utilize the PR-PO-MIGO-MIRO (RE document type) transactions; and Miscellaneous Payments for Morale, Welfare, and Rec (MWR) utilize the KF document type. Once transactions are completed by the activity, proper supporting documentation is faxed to DFAS for payment processing, certification and disbursement. See Appendix C for instructions.

1.8.3 Computerized Accounts Payable System-Windows (CAPS-W). This process utilizes the SF1034 along with the required supporting documentation for payment. Misc payments are processed using the Non-Contract Pay Module. All supporting documentation must be retained locally by the site processing the transaction within CAPS-W. Refer to the CAPS-W Student Guide for instructions on payment processing; training materials are available on the DFAS website.

1.8.4 Wide Area Work Flow (WAWF) is not utilized in conjunction with miscellaneous payment processing.

1.8.5 Intra-Governmental Payment and Collection (IPAC) payments are not processed by Army activities as misc payments. All government to government transactions must go through the IPAC process. IPAC are processed, paid, and cleared by DFAS. For help with IPAC issues contact [email protected]. 1.8.6 Small package express shipments, including Federal Express and United Parcel Service, must be paid by PowerTrack or Government Purchase Card (GPC) as per Office of the Secretary of Defense Policy Memorandum, dated 24 January 2007.

Chapter 2 GFEBS Misc Payment Processing Guidelines 2.1 GFEBS is the Army’s Miscellaneous Payment processing system. With limited exception, all miscellaneous payments are entitled through the GFEBS Automated Misc Payment processing function in GFEBS. 2.2 Roles and responsibilities. In order to perform misc payment transactions in GFEBS, the following roles must be assigned to users within your fund center or location:

PR Processor PO Processor Site/Invoice Processor Misc Payment Approval

mailto:[email protected]

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o Misc Payment Approvers are certifying officials and must have a valid DD Form 577 on file with GRC and in EDA with DFAS. Instructions are contained in Appendixes J & K.

o Miscellaneous Pay Approvers can be held accountable and liable for misc payments they approve and certify.

o The Misc Pay Approver must ensure all data entered into GFEBS is valid and supported by appropriate and authorized documents.

o A checklist for validating payments is located in Appendix G. 2.3 Process and functions associated with the GFEBS misc payment process. Refer to the DOD Misc Pay Guide and Annex A Misc Payment Processing Matrix for specific document classifications.

2.3.1 Automated Misc Payment – Supporting documentation is uploaded and attached within GFEBS (FB02).

Process Function T-Code Document Type Non-PPA Obligation FMZ1 F9 Non-PPA Invoice FB60 MP PPA Commit ME51N (PR) MR PPA Obligation ME21N (PO) MP PPA Goods Receipt MIGO PPA Invoice MIRO RM Note: The ARNG currently uses the 103/105 process with PPA payments.

2.3.2 Manual Misc Payment – (requires exception to policy) Supporting documentation must be faxed to DFAS for payment processing. Process Function T-Code Document Type Non-PPA Obligation FMZ1 F9 Non-PPA Invoice FB60 KR PPA Commit ME51N (PR) MR PPA Obligation ME21N (PO) MP PPA Goods Receipt MIGO PPA Invoice MIRO RE Note: The ARNG currently uses the 103/105 process with PPA payments.

2.3.3 Advance Misc Payment processing. When an advance payment is required, the document type used is KA. See appendix M for the Job Aid. 2.4 Misc Payment Documents. 2.4.1 Miscellaneous Purchase Orders (PR/PO/MIGO/MIRO). In order to create a purchase order, the vendor must be active in GFEBS. The process for establishing vendors in GFEBS is available in Appendix D. After the Misc Pay PR is created, a Misc

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Pay PO will follow. Refer to Appendix F for more detailed information on how to construct the Misc Pay PO PIIN in GFEBS. 2.4.2 All documents received by the Army activity must be properly date stamped at the time of receipt. Failure to date-stamp invoices by the first Government Office designated to receive the invoice will result with using the Invoice’s date as the “start date for Prompt Payment Interest purposes.” Protect your unit/activity’s funds by date stamping Invoices. Receipts that do not have an encoded date must be date stamped to avoid unnecessary expenditure of a unit/activity’s funds for Prompt Pay Interest. Supporting documentation must include date and signature by receiving activity.

Invoice Date: The actual date of the invoice.

Invoice Received Date: The date stamped date showing when the invoice was received in the government office responsible for processing the payment in GFEBS. It must be recorded on the invoice by the activity designated in the contract to receive the invoice immediately upon receipt. For additional guidance see, DoDFMR Vol 10, 7000.14-R, Section *070204.

Received and Acceptance Dates: The dates the authorized government office

receives and accepts the merchandise or service, as described in the DOD Misc Pay Guide and further expanded in Appendix A Misc Payment Processing Matrix.

Acceptance is typically the same date as receipt or within 7 days of the received date, but never earlier than the received date.

Supporting documentation will include the following statement,

“Mdse/Svc Recd Date:____________; Mdse/Svc Accpt Date:_____________

_______________________________:______________________________ Signature Signature “ This statement may be hand written, typed, or stamped onto the supporting documentation. Support documentation not containing this statement and corresponding dates are returned to the processing activity for correction.

Note: The above conditions apply equally to an invoice, receipt, or other supporting document such as a SF 182, DD Form 1556, and etc.

2.4.3 Always use the invoice or account number provided by the Vendor or Individual when processing a misc payment. However, when the payment information does not contain an actual invoice or account number, one must be constructed and placed in the GFEBS “Reference Field.” See Appendix F for instructions.

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2.4.4 It is the responsibility of both the Site Invoice Processor and Misc Pay Approver to review and ensure the supporting documentation matches the GFEBS transactional data. Site Invoice Processors must upload supporting documentation for automated misc payments or fax documentation when making manual misc payments. See Appendix G. Invoice(s) must match and align with GFEBS transactional data. Multiple invoices will not be consolidated into one single GFEBS line item payment. 2.5 Workflow is central to the GFEBS Automated Misc Pay process. Both the Misc Pay Invoice Processor and Misc Pay Approver must monitor the Misc Pay workflow, ensuring the latest workflow data is approved and those “In Process” are either approved or removed from the workflow to avoid the potential for duplicate payments and/or the inability to place the approved payment on a payment run. In many instances it is necessary to reinitiate the workflow in order to move the payment process along. 2.6 File copies of all miscellaneous payment documents must be maintained in accordance with DoDFMR requirements. Records management requirements must be followed, regardless of the type of storage utilized. Retain all records of OPEN-ACTIVE procurement files until closed. Records cannot be disposed of until the statute of limitations (six years and three months from the date the final payment is made) has expired.

APPENDIX A

Non-Interest Bearing InvoicesDoc Type: MP (Automated) or KR (Manual)

FMZ1-FB60 Non-PPA Process"Exclude from PPA" box checked

**CAPS-W may be utilized for early entry contingency operations. See note 2 below.

Payment Type

Category Description Example AbbrvSubj

to PPAPmt

TermsSupporting Documentation Dates to Utilize

AAFES payments

Non-Federal

Payment for items purchased through AAFES.

Uniforms

AAFES No Net 7

Invoice associated with service members authorized purchases.

Invoice submitted: Date of Invoice; Invoice received: date stamp when invoice was received by activity. CAPS ONLY: Rec'd and Accpt Date: Date invoice received by activity.

Acquisition Cross-Servicing Agreements

Foreign Government

Reimbursement

Payments for goods/services to eligible countries and international organizations that provide logistical support, supplies, and services during exercises, training, or emergency situations.

Includes but not limited to: food, water, billeting, transportation, laundry services.

ACSI No Net 7

CC Form 35 Standard Order/Receipt for Reimbursable International Support Transactions (ACSA) or (STANAG) AE Form 1-3A Standardization Agreement 3381, Annex B, NATO Standard Form for Request, receipt, return, invoice.

Invoice submitted: Date of Invoice; Invoice received: date stamp when invoice was received by activity. CAPS ONLY: Rec'd and Accpt Date: Date invoice received by activity.

Adoption Expenses

Employee Reimbursement

Provides for reimbursement of adoption expenses incurred by a service member when the adoption is finalized (if adopted child is under 18). May reimburse up to $2,000 per adoption with maximum of $5,000 per calendar year. Travel is not reimbursed.

Service member adopts child through qualified agency and adoption is finalized, Member completes DD Form 2675, attaches receipts, and submits IAW service procedures. Certified 2675 forwarded to servicing DFAS Center for review/payment.

ADPE No Net 7

DD Form 2675, reimbursement request for adoption expenses, additional supporting documents required in accordance with service specific regulations (final court order, receipts marked paid, cancelled checks). All documents must be certified as true copies of the original by the member's legal office or commanding officer.

Invoice date is the date of the DDForm2675; Invoice received is the date stamp activity received the DD2675. CAPS ONLY: Rec'd and Accpt Date: Date DD 2675 received by activity.

Agents (used with disbursing vouchers are processed)

Non-Federal

Payments for purchases as a result of an emergency situation or contingency operation when GPC cannot be used.

Include but not limited to blood/water (in emergency situations) as well as solatium payments.

AGNV No Net 7

SF44 certified by Certifying Officer and receipts

Invoice date is the date of the SF44; Invoice received is the date stamp the payment office received the SF44. CAPS ONLY: Rec'd and Accpt Date: Date goods/services received by activity.

Awards Made to Bid Protestors

Non-Federal

Payment of awards made to successful bid protesters under the Competition of Contracting Act of 1984 (CICA); Comptroller General may decide that protesting party is entitled to payments.

Payments for bid and proposal preparation and attorney's fees when awarded to the bid protestor by the Government Accountability Office (GAO). AMBV No Net 7

Federal court order, Comptroller General decision, or settlement agreement.

Invoice submitted: Date of Invoice; Invoice received: date stamp when invoice was received by activity. CAPS ONLY: Rec'd and Accpt Date: Date court order/CG decision or agreement received by activity.

Apprehension Reimburse-ments and Confinement Costs

Non-Federal

Reimbursed expensed for apprehension and return of prisoners, deserters, and military AWOL.

Meal, transportation costs, telephone costs, damage to property, and other reasonable and necessary expenses.

ARCV No Net 7

Proof of apprehension/certificate from absentee's organization/written notification from military or federal law enforcement stating absentee's return was desired, DD 553/receipts/itemized statement/See Misc Pay guide for list of what is not allowed.

Invoice date is the date of the DD553; Invoice received is the date stamp the activity received the supporting documentation or the receipt of prisoner return date. CAPS ONLY: Rec'd and Accpt Date: Date DD553 received by activity.

As of 17 April 2013




Payment Type


to PPAPmt


Apprehension Awards

Non-Federal

Awards for apprehension and return of prisoners, deserters, and military AWOL.

Reward paid for apprehension and delivery, to military control, of a member who is AWOL

ARWV No Net 7

Proof of apprehension/certificate from absentee's organization/written notification from military or federal law enforcement stating absentee's return was desired, DD 553/receipts/itemized statement

Invoice date is the date of the DD553; Invoice received is the date stamp the activity received the supporting documentation or the receipt of prisoner return date. CAPS ONLY: Rec'd and Accpt Date: Date DD553 received by activity

Attorney's Fees (including judgments and settlements paid to the attorney)

Non-Federal

Payment of attorney fees and other expenses awarded by a court, arbitrator or administrative board to the party prevailing in a civil action against DoD.

No fault settlement, informal adjustment, arbitrator, federal court, and other expenses for expert witnesses and for any study, analysis, report, test, or project necessary for preparation of prevailing party's case.

ATTV No Net 7

Invoice/settlement agreement (exclude sensitive information related to the settlement/judgment ONLY include pages showing payee, amount to be paid and final page with authorizing signature)/court order. Application for payment must be supported when required by an itemized statement from attorney, agent, or expert witness.

Invoice date is the date of the order, decision or settlement agreement; Invoice received is the date stamp the activity received the supporting documentation. CAPS ONLY: Rec'd and Accpt Date: Date agreement received by activity.

Civilian Clothing Allowance **SEE CLTV**

Employee Reimbursement/

Entitlement

Allowance for civilian employee job-related clothing or uniforms; payment is approved for civilians to complete job-related functions and for civilian uniform allowances.

Fire fighters, security personnel.

CCAE No Net 7

SF50 or memorandum from authorizing official. Memo must include payee name, redacted SSN and amount to be paid.

Invoice date is the date of the SF50/memo; Invoice received is the date stamp the activity received the SF50/memo. CAPS ONLY: Rec'd and Accpt Date: Date SF 50/memo received by activity.

Cooperative Agreement Payments

Non-Federal

Payment for reimbursable and advance cooperative agreements.

Billing statement and/or invoice from the state.

COOP No Net 7

Completed SF 270 and billing statement/invoice from the state.

Invoice date is the date of the SF270; Invoice received is the date stamp the activity received the SF270. CAPS ONLY: Rec'd and Accpt Date: Date SF270 received by activity.

Demurrage Fees

Non-Federal

Freight payments to local or short haul carriers when there is a delay caused by failure to load or unload. If payable by DoD-approved 3rd party payment service/contract, this should not be handled as a miscellaneous payment.

Government unforeseen delays for loading and unloading carrier/vessel shipments.

DEMV No Net 7

Invoice or receipt Invoice submitted: Date of Invoice; Invoice received: date stamp when invoice was received by the activity. CAPS ONLY: Rec'd and Accpt Date: Date invoice received by activity.

Miscellaneous Expenses to Defense Security Service (DSS) Agents


Reimbursement of miscellaneous expenses to DSS agents for investigative costs.

Parking fees, police and court record checks, transcripts, photographs, or miscellaneous investigative fees. DSSE No Net 7

SF 1164 signed by Approving Official and invoice or receipts.

Invoice submitted: Date of Invoice; Invoice received: date stamp when invoice was received by the activity. CAPS ONLY: Rec'd and Accpt Date: Date invoice received by activity.

As of 17 April 2013




Payment Type


to PPAPmt


Contingency funds for Investigative Expenses and Confidential Military Purposes

Non-Federal

Payments of expenses for non-confidential or classified and confidential military investigations; includes miscellaneous expenses for investigations.

Payments to the Criminal Investigative Organization for use as part of criminal and/or undercover operations and payments to local governments for transcripts, court records, photographs, etc.

DSSV No Net 7

Receipts to support non-classified expenses. DD Form 281 must be used for classified or confidential investigation expenses.

Invoice date is the date of the receipts or DD Form 281; Invoice received is the date stamp the activity received the receipts or DD281. CAPS ONLY: Rec'd and Accpt Date: Date receipts or DD 281 received by activity.

Employment Related Judgments and Settlements


Payment for employment-related judgments and settlements (compensatory damages, costs incurred in processing complaint. Attorney fees and other costs may be awarded).

Costs incurred in processing discrimination complaints to employees may include attorney fees, other attorney expenses, and a potential expense of up to $300,000 compensatory damages liability for claims of intentional discrimination.

EEOE No Net 7

Invoice/settlement agreement (exclude sensitive information related to the settlement/judgment ONLY include pages showing payee, amount to be paid and final page with authorizing signature)/court order. Application for payment must be supported when required by an itemized statement from attorney, agent, or expert witness.

Invoice date is the date of the order, decision or settlement agreement; Invoice received is the date stamp the activity received the supporting documentation. CAPS ONLY: Rec'd and Accpt Date: Date of order, decision or agreement received by activity.

Funeral, Interment, and Mortuary Expenses


Payment of funeral, interment, and mortuary expenses incurred by a military member's next of kin and is an allowable reimbursement expense prescribed by Military Service Regulation.

Mortuary benefits, specific amounts payable for reimbursable items, and appropriate funding sources that are to be used in determining reimbursable costs. Commanders/Certification Officials should adhere to provisions of Service Regulations for guidance prior to authorizing and/or approving reimbursements.

FIME No Net 7

DD Form 1375 and invoice or receipts. Invoice date is the date of the DD Form 1375; Invoice received is the date stamp the activity received the DD1375. CAPS ONLY: Rec'd and Accpt Date: Date DD 1375 received by activity.

Fees, Licenses, and Permits


Claims by employees for fees, licenses, and permits. May request reimbursement for authorized expenditures required for the performance of employee duties which were paid from personal funds.

Expenses for employees to obtain professional credentials and certifications, state-imposed and professional licenses, medical personnel professional specialty board exams, and notary public license fees.

FLPE No Net 7

SF 1164 signed by Approving Official and invoice or receipt.


GiftsEmployee

Reimbursement

Reimbursement to an employee for expenses associated with the purchase of an official gift using personal funds.

Reimbursing an employee who purchased an official gift.

GIFE No Net 7

Approval memorandum to utilize ORF funds and invoice or receipts.


As of 17 April 2013




Payment Type


to PPAPmt


Grants Non-Federal

Several types of payments are authorized for grants (for research and education), cooperative agreements, and other assistance transactions; type is prescribed in award documents.

Advance payment, reimbursements, working capital advance, payable milestone payment.

GRNV No Net 7

SF 270, or 271 certified by Certifying Office and documents as required by the grant.

Invoice date is the date of the SF270/271; Invoice received is the date stamp the activity received the SF270/271. CAPS ONLY: Rec'd and Accpt Date: Date SF270/271 received by activity.

Hospital Accreditation

Non-Federal

Non-routine payments for accreditation surveys for medical programs, services, and/or equipment. If required, payment for any part or the entire initial or reaccreditation surveys may be made in advance.

Non-routine payments for accreditation surveys for medical programs, services, and/or equipment. HSPV No Net 7

Binding agreement and invoice or receipt. Invoice submitted: Date of Invoice; Invoice received: date stamp when invoice was received by the activity. CAPS ONLY: Rec'd and Accpt Date: Date invoice received by activity.

Legal ClaimsEmployee

Reimbursement

Payment of claims approved by a settlement authority under any one of a variety of claims acts.

Payment of claims approved by a settlement authority under any one of a variety of claims acts.

LGLE No Net 7

SF95, or claim form and DA Form7500 (Tort Claim Payment Report), or settlement agreement, court order and/or memorandum, invoice, binding agreement, receipts, and approved purchase.

Invoice date is the date of the SF95 or DA 7500; Invoice received is the date stamp the activity received the SF95 or DA7500 and court order or other settlement document. CAPS ONLY: Rec'd and Accpt Date: Date SF95 or DA 7500 received by activity.

Legal Claims (Non-Federal Entity)

Non-Federal

Payment of approved claims under various statutes; interest awarded contractor by the armed services board of contract appeals, payment to contractor when contracting officer approves claim under contract disputes act, payment to contractor based on decisions of board of contract appeals or court of federal claims, payments to reimburse treasury for payments in settlement of contractor claims.

Includes but not limited to: payment to contractor when contracting officer approves claim, payment to contractor based on decision by Board of Contract Appeals, payment to reimburse Judgment Fund upon receipt of a bill from the Treasury Department for payments in settlement of contractor claims.

LGLV No Net 7

Invoice, settlement agreement, court order, and/or memorandum, certification of funds, binding agreement, approved purchase.

Invoice date is the date of the order, decision or settlement agreement; Invoice received is the date stamp the activity received the supporting documentation. CAPS ONLY: Rec'd and Accpt Date: Date order, decision or settlement received by activity.

Medical Services Provided by Civilian Non-Federal Source


Reimbursement for medical services provided by civilian non-federal sources for examinations to determine an employee’s fitness for duty as authorized by commanding officer or military MTF approving authority.

Reimbursement for payments provided by civilian non-federal sources for examinations to determine an employee's fitness for duty.

MEDE No Net 7


Invoice date is the date of the invoice or receipts; Invoice received is the date stamp the activity received the invoice or receipts. CAPS ONLY: Rec'd and Accpt Date: Date invoice received by activity.

As of 17 April 2013




Payment Type


to PPAPmt


Miscellaneous Payment - Vendor

Non-Federal

Payment requests for which there are no applicable "Abbreviated Payment Code." These requests may be service/DoD agency specific with infrequent use.

Payments request may cite MOUs/MOAs.

MISV No

Invoice or receipt and binding agreement. Invoice submitted: Date of Invoice; Invoice received: date stamp when invoice was received by the activity .CAPS ONLY: Rec'd and Accpt Date: Date invoice received by activity.

Military Training Service Support

Non-Federal

Housing rental/hotel bill for reserve component members who must travel over 50 miles to perform inactive duty training, providing they aren't otherwise entitled to travel/transportation allowance.

Payments to local hotel (when transient Government housing is not available).

MTSV No Net 7

Invoice and entitlement authorization. Invoice submitted: Date of Invoice; Invoice received: date stamp when invoice was received by the activity. CAPS ONLY: Rec'd and Accpt Date: Date invoice received by activity.

Morale, Welfare, Recreation, and General Entertainment Expenses


Reimbursement of approved expenses for morale and welfare functions.

PSC lodging expenses paid to employee for personnel and/or dependents because on-base housing was not available upon arrival. MWRE No Net 7


Invoice date is the date of the invoice/receipt; Invoice received is the date stamp received the activity received the invoice or receipt. CAPS ONLY: Rec'd and Accpt Date: Date invoice received by activity.

Non-Temporary Storage (NTS) of Household Goods (HHG)


Reimbursement to employees for expense incurred in conjunction with permanent change of station (PCS), military retirement, or a contingency operation for the storage of military or civilian HHG. NTS is associated with storage that exceeds 120 days.

Mostly used for military/civilian members going overseas who cannot take goods with them, those sent to temporary duty station, or for military service members leaving service who have not decided where their new residence will be.

NTSE No Net 7

Invoice or receipt and binding agreement. Invoice submitted: Date of Invoice; Invoice received: date stamp when invoice was received in by the activity. CAPS ONLY: Rec'd and Accpt Date: Date invoice received by activity.

Patents, Copyrights, and Designs


Claims by employees for patents, copyrights, designs, processes, and manufacturing data which were developed prior to employment. Appropriated funds may be used when it benefits the department.

An employee has the copyrights, prior to employment, for a systems related training manual to be used by various components.

PATE No Net 7

Invoice or receipts and binding agreements (patents, copyrights, designs, processes, and manufacturing data.

Invoice submitted: Date of Invoice; Invoice received: date stamp when invoice was received in by the activity. CAPS ONLY: Rec'd and Accpt Date: Date invoice received by activity.

Prepaid Postage

Non-Federal

Purchase of pre-paid postage for use with metered mail or traditional mailing services. For authorized mail products and services outside the DOD defined small parcel GPC and/or PowerTrack required payment.

Pre-paid postage.

POSV No Net 7

Memorandum by authorized official requesting replenishment of postage funds.

Invoice submitted: Date of the Memorandum; Invoice received: date stamp when memo received by activity. CAPS ONLY: Rec'd and Accpt Date: Date memo received by activity.

As of 17 April 2013




Payment Type


to PPAPmt


Professional Liability Insurance (employee reimburse-ment)


Payments to qualified individuals for reimbursement of professional liability insurance.

Agency employee whose position is that of a law enforcement officer, supervisor, or management official, including members of Senior Executive Service.

PRLE No Net 7

SF 1164 signed by Approving Official and documentation to support the total annual premium.

Invoice date is the date of the supporting documents; Invoice received is the date stamp the activity received the supporting documents. CAPS ONLY: Rec'd and Accpt Date: Date invoice received by activity.

Professional Liability Insurance (non-federal)

Non-Federal

Payments to insurance company for qualified individuals for professional liability insurance.

Agency employee whose position is that of a law enforcement officer, supervisor, or management official, including members of Senior Executive Service, may submit a claim for payment to insurance providers.

PRLV No Net 7

binding agreement and invoice or receipts. Insurance providers must register in System for Award Management (SAM).


Reimburse-ments and Stipends Paid

Non-Federal

Payments for authorized expenses (e.g. military uniform alterations). Such reimbursements are for services and items not routinely acquired by GPC. Stipends paid to military veterans performing funeral honors.

Training courses, training conferences, instructional services and related books, library fees, laboratory services, military funeral honors.

REIM No Net 7

SF1164 and invoice for fees or services provided.

Invoice date is the date of the SF 1164; Invoice received is the date stamp the activity received the SF1164. CAPS ONLY: Rec'd and Accpt Date: Date SF1164 received by activity.

Lease and Rental Agreements


Reimbursement to federal employees for lease or rental property and/or equipment locally for a few hours by or for the Government using personal funds, if there was an urgent and unforeseen public necessity and if the claim is legally payable.

Reimbursing an employee who leased or rented a backhoe to facilitate the emergency repair of a water main leak that interrupted services to base housing facilities. RENE No Net 7

SF 1164 signed by Approving Official and invoice or receipt.


Room and Board for Dependent Children


Reimbursement of the cost of room and board to sponsors of dependent children when they require room and board away from their domicile (not within commuting distance).

When DODEA has authorized a dependent child to attending a boarding school because there aren't DoD schools or adequate English-speaking schools within commuting distance.

RERE No Net 7

Certificate of performance: (for receipt covering actual payment of room and board) and a signed statement from the school superintendent or principal that room and board charge was reasonable for the area and there was not a less expensive alternative available, invoice or receipts.


Utility Reconnections Fees


Reimbursement to authorized personnel for reconnection fees associated with a directed move between government housing or local off-base housing.

Member is directed to move and has personal phone/cable service in their room. The move to the new dormitory incurs charges from phone/cable company. Member is authorized reimbursement.

REUE No Net 7

SF 1164 signed by Approving Official and invoice.


As of 17 April 2013




Payment Type


to PPAPmt


Respite CareEmployee

Reimbursement

Provide for payment of rest periods for family members caring for those with disabilities. Exceptional Family Member Program (EFMP) provides up to 40 hours of respite care monthly for enrolled families.

Service member is enrolled in EFMP and approved to receive medical related services for special needs during assignment and will be reimbursed for allowed expenses related to this program.

RSPE No Net 7


Invoice date is the date of the SF 1164; Invoice received is the date stamp the activity received the SF1164. CAPS ONLY: Rec'd and Accpt Date: Date SF 1164 received by activity.

Award for Suggestions


Award payments for suggestions, inventions, and achievements.

Payments to employees as authorized.

SUGE No Net 7


Invoice date is the date of the SF 1164; Invoice received is the date stamp the a activity received the SF1164. CAPS ONLY: Rec'd and Accpt Date: Date SF 1164 received by activity.

Transportation Incentive Program (TIP)


Payments to employees for transit costs incurred in their local commute to and from the workplace or designated work center. TIP program applies to DoD employees to help reduce their daily contribution to traffic congestion and air pollution, as well as expand commute alternatives.

Reimbursing DoD employee who commutes to and from work/designated telework center using a qualified means of mass transportation (ex. Bus, light rail, van pool) and transit fare media (passes, tokens, fare card).

TRAE No Net 7

DD Form 1164 signed by Approving Official and one of the following: transit vouchers, van pool receipts or invoice. Approved DD Form 2845 will retained by Approving Official.

Invoice date is the date of the SF 1164; Invoice received is the date stamp activity received the SF1164. CAPS ONLY: Rec'd and Accpt Date: Date SF 1164 received by activity.

Training/Education Expenses (Non-Contract)


Head of an agency may (1) pay all or part of pay (except overtime, holiday, night differential) of employee assigned to training, (2) pay/reimburse training expenses.

Payments made to employees, civilian or military, who attend training.

TRNE No Net 7

SF 182 and invoice or receipts. Invoice date is the date of the SF 182; Invoice received is the date stamp the activity received the SF182. CAPS ONLY: Rec'd and Accpt Date: Date SF 182 received by activity.

Utility Payments

Non-Federal

Payment of cable, gas, water, sewage, and electric billing statement. NOTE: When local tariffs are applicable, late-payment fees/charges must be paid when payment is made after payment due date. In this situation use FMZ1/FB60 Process.

NOT A FEDERAL REGULATED UTILITY Payment of cable, gas, water, sewage, and electric billing statements to Co-ops or private entities. UTIV No Net 30

Utility bill or invoice. Invoice submitted: Date of Invoice; Invoice received: date stamp when invoice was received by the activity. CAPS ONLY: Rec'd and Accpt Date: Date invoice received by activity.

Veterinary Services


Reimbursement to individuals for personal funds used to obtain veterinary health services, to include the complete veterinary medical care for all DOD-owned, Government-owned animals.

Reimbursement to individuals who are tasked to obtain non-routine veterinary services for animals in their charge that includes presentation of disease throughout all DOD components.

VETE No Net 7



As of 17 April 2013




Payment Type


to PPAPmt


Witness Fees Non-Federal

Witness fees are paid to non-federal employees who are paid fees and allowances while serving as a witness in court or administrative/legal proceedings.

Non-federal employee subpoenaed for any legal proceedings shall be paid an attendance fee for rate allowed per guidance per day. Travel allowance/travel by common carrier will be paid via witness travel claim.

WITV No Net 7

SF1164 signed by Approving Official and invoice or receipts.

Invoice date is the date of the SF1164; Invoice received is the date stamp the activity received the SF 1164. CAPS ONLY: Rec'd and Accpt Date: Date SF 1164 received by activity.

Note 1: There are Two Categories of Miscellaneous Vendors.They are "Non-Federal" and "Employee Reimbursement". Some types of payments will appear in both categories and therefore could be subject to PPA or not. When choosing the process to use, be conscious of whether you are reimbursing a government employee who does not get interest or whether you're paying a commercial business. For example, an employee can either be reimbursed for an authorized alteration to his uniform in which case there is no interest due. Or, he can submit the bill to his Commanding Officer and the business will be paid in which case interest would be due if paid late.

Note 2: Due to limited internet capabilities during early entry contingency operations, the use of GFEBS may not be an available option. The use of CAPS-W (Deployable) may be authorized by USAFMCOM

As of 17 April 2013

Interest Bearing Invoices Pymt Doc type: RM (Automated) or RE (Manual)

PR-PO-MIRO-MIGO PPA Process

Payment Type

Category

Description Example

AbbrvSubj

to PPA

Can be paid w/

GPC

Subject to Tax

Withhold

Pymt Terms

Supporting Documentation

Dates to Utilize

Child Care (Non-Contractual)

Non-Federal

Payments to individuals providing non-contractual childcare services.

Payments to individuals for providing non-contractual childcare services.

CHCV Yes No Yes Net 30

binding agreement and invoice. Invoice submitted: Date of Invoice; Invoice received: date stamp when invoice was received in the payment office; Mdse received & Mdse Accepted; date stamp when invoice was received in the payment office.

Civilian Clothing Allowance

Non-Federal (usually

more appropriate for payment by GPC or contract)

Allowance for civilian employee job-related clothing or uniforms.

Fire Fighters/Security.

CLTV Yes Yes No Net 30

binding agreement and invoice or receipt.

Invoice submitted: Date of Invoice; Invoice received: date stamp when invoice was received in the payment office; Mdse received & Mdse Accepted; date stamp when invoice was received in the payment office.

Contingency Funds for Entertaining Dignitaries

Non-Federal

Payments for official representation by local commanders or other official authorized purposes using contingency funds.

Varied entertainment of dignitaries.

CONV Yes Yes No

Net 30 (Pay as soon as

feasible; interest does not accrue

until after 30 days)

binding agreement and invoices. All expenditures of contingency funds for official representation specifically must be approved before the event by the applicable commander or designee.


Funeral, Internment, and Mortuary Expenses

Non-Federal

Mortuary expenses for deceased military personnel; covers services and expenses associated with care and disposition of deceased personnel, or related expenses incurred by next of kin.

Primary expenses for active-duty military can be provided under contract to local mortuary. Secondary expenses (supplies, transportation, expenses incurred by next of kin) may be assigned to a mortuary or made as reimbursements directly to the individual.

FIMV Yes Yes No




Invoices or receipts. DD 1300 (Report of Casualty) will be retained locally to support the payment but WILL NOT be uploaded into GFEBS.

Invoice date is the date of the DDForm1300; Invoice received is the date stamp the payment office received the DD1300. Mdse received & Mdse Accepted; date stamp when the Command Agency signed the DD1300.

Fees, Licenses, Permits (does not include MIPRs)

Non-Federal (generally


Payments for permits and other official documents.

EPA permit, hunting & fishing licenses for game wardens.

FLPV Yes No No






Gifts & Speaker Fees

Non-Federal (generally


Payment for expenses associated with the purchase of an official gift or speaking fees paid to individuals outside the government.

Guest speakers at official functions.

GFTV YesGifts

Yes/Speakers No

No Net 30



As of 20 March 2013



Payment Type

Category

Description Example

AbbrvSubj

to PPA

Can be paid w/

GPC

Subject to Tax

Withhold

Pymt Terms


Dates to Utilize

Medical Services Provided by Civilian Non-Federal Sources

Non-Federal

Military treatment facility (MTF) authorized payments for medical services provided by civilian non-federal sources.

Includes referral by military MTF to civilian healthcare providers for care that is beyond the MTF's capability, and emergency care of foreign military members and their dependents on invitational orders.

MEDV Yes Yes No Net 30



Morale, Welfare, Recreation & General Entertainment Expenses

Non-Federal (may be


Payment to non-federal entity for goods or services provided by morale, welfare, and recreation operation.

PSC lodging expenses paid to MWR for personnel and/or dependents because on-base housing was not available upon arrival; Event Tickets/entertainment at installations.

MWRV Yes Yes No Net 30



Non-Temporary Storage (NTS) of Household Goods (HHG)

Non-Federal

Payments for storage of military and civilian HHG in conjunction with PCS/military retirement, etc. NTS is long-term storage in lieu of transportation and exceeds 120 days.

Used when civilian/military go overseas and cannot take all their goods with them, those sent to temporary duty station, or military leaving service that haven't decided where their permanent residence will be.

NTSV Yes Yes No Net 30

DD Forms 1164 or DD Form 1299 and invoice.

Invoice date is the date of the DDForm1164 and/or DD Form 1299; Invoice received is the date stamp the payment office received the DD1164/1299. Mdse received & Mdse Accepted; date stamp when the Certifying Officer signed the DD1164/1299.

Patents, Copyright, and Designs

Non-Federal

Appropriated funds for acquiring copyrights, patents, designs, and manufacturing data.

Copyrights, patents, and applications for patents. Licenses under copyrights, patents, and applications for patents. Designs, processes, and manufacturing data. Releases, before suit is brought, for past infringement of patents.

PATV Yes

Patents NO/Copyrig

hts & Designs

YES

No Net 30



Ancillary Charges Associated with Fuel Cards

Non-Federal

Payments for non-fuel charges associated with the FLEET, AIR, and SEA Cards.

Servicing of aircraft, cleanup of fuel spillage, egress to aircraft, callout fees, flowage fees, taxes, aircraft housekeeping, landing fees, fueling services, ground equipment fees, and other products/services directly related to aircraft support and associated mission requirements.

POLV Yes Yes No Net 30



Purchase of Metered Mail Paid to Private Entity (not including small parcels)

Non-Federal

Purchase of metered mail services from a private entity. (Does not include small parcels, as customers will use the DoD-approved third-party payment service for transportation [currently PowerTrack®] process to pay for these shipments.)

Equipment rental and postage for metered mail.

POSV Yes Yes No Net 30



As of 20 March 2013



Payment Type

Category

Description Example

AbbrvSubj

to PPA

Can be paid w/

GPC

Subject to Tax

Withhold

Pymt Terms


Dates to Utilize

Purchase and Transportation of Special Items (Blood)

Non-Federal

Payment for purchases and transportation of blood for persons entitled to medical treatment at government expense or for blood banks or for other scientific purposes in connection with care of any person entitled to treatment at government expense.

Purchase of blood from approved sources.

PSBV Yes Yes No Net 30



Purchase of Special Items (Drinking Water)

Non-Federal

Payment for purchases of drinking water when it is necessary from the Government's standpoint.

Special drinking water may be purchased only when necessary from the Government's standpoint (public water is unsafe for consumption, water source fails, no drinking water is available within a reasonable distance, there is no water fit for drinking without cost to the individual).

PSWV Yes Yes No Net 30



Lease and Rental Agreements

Non-Federal

Federal entity payment for lease or rental of equipment by or for the Government; if there was an urgent and unforeseen public necessity and if the claim is legally payable.

Payment to vendor for leased/rented backhoe to facilitate the emergency repair of a water main leak that is interrupting services to base housing facilities.

RENV Yes Yes No Net 30


Invoice submitted: Date of Invoice; Invoice received: date stamp when invoice was received by the activity; Mdse received & Mdse Accepted; date stamp when invoice was received by the activity.

Respite Care Non-Federal

Payments to civilian caregivers to military members or their family members.

Payments to Home Health Nurses.

RESV Yes Yes No Net 30



Rewards for Recovery of Lost DoD Property

Non-Federal

Rewards for recovery or information leading to recovery of DoD property; commanders may offer rewards.

Payment of award to civilian individual or organization who reported the location of the lost property.

RLPV Yes No No Net 30

A copy of the offer of reward, a statement by the Commanding Officer or designated representative that the conditions for payment of reward are met, invoice, binding agreement, receipts.


Transporta-tion for Local Move or Local Delivery out of HHG Only (In/Outbound Local Moves)

Non-Federal

Payment for local movement of personal property/HHG and/or local delivery out from storage-in-transit (SIT). These payments are for transportation services other than Government bill of lading (GBL) or commercial bill of lading (CBL).

Payment to local carrier to move personal property out from SIT.

THHV Yes Yes No Net 30



As of 20 March 2013



Payment Type

Category

Description Example

AbbrvSubj

to PPA

Can be paid w/

GPC

Subject to Tax

Withhold

Pymt Terms


Dates to Utilize

Training & Education Expenses (paid to non-federal entity (non-contract))

Non-Federal

Payments to a vendor for training and education expenses. Training must be regularly scheduled, off-the-shelf course, training conference, or instructional service available to the general public and priced the same for everyone.

Training courses, training conferences, instructional services, and related books, library fees, and laboratory services. TRNV Yes Yes No Net 30

SF 182 and invoice or receipt. Invoice date is the date of the SF 182; Invoice received is the date stamp the activity received the SF182. Mdse received & Mdse Accepted; date stamp when the Approving Official signed the SF182.

Utility Payments

Non-Federal

Payment of cable, gas, water, sewage, and electric billing statement. NOTE: When local tariffs are applicable, late-payment fees/charges must be paid when payment is made after payment due date. In this situation use FMZ1/FB60 Process.

NOT A FEDERAL REGULATED UTILITY Payment of cable, gas, water, sewage, and electric billing statements to Co-ops or private entities. UTIV Yes Yes No Net 30



Veterinary Services for Contingency and/or Emergency Conditions

Non-Federal

Payment for non-routine veterinary services performed in support of public health for contingency and/or emergency conditions.

Veterinarians who are tasked to perform non-routine public health inspections or direct animal medicine in support of public health.

VETV Yes Yes No Net 30



Unit Travel Card

Non-Federal

Credit card payments that do not come through AXOL.

Card used to pay for group travel.

UTCV Yes NA No Net 30

Billing Statement. Invoice submitted: Date of Invoice; Invoice received: date stamp when invoice was received by the activity; Mdse received & Mdse Accepted; date stamp when invoice was received by the activity.

Note: There are Two Categories of Miscellaneous Vendors.They are "Non-Federal" and "Employee Reimbursement". Some types of payments will appear in both categories and therefore could be subject to PPA or not. When choosing the process to use, be conscious of whether you are reimbursing a government employee who does not get interest or whether you're paying a commercial business. For example, an employee can either be reimbursed for an authorized alteration to his uniform in which case there is no interest due. Or, he can submit the bill to his Commanding Officer and the business will be paid in which case interest would be due if paid late.

As of 20 March 2013

APPENDIX B

ARMY

GFEBS Invoice Processes(Non-Contractual/Non-PPA Miscellaneous

Payments: MP Document Type )

United States Army Financial Management Command(USAFMCOM)

Operational Support Team1

2

Miscellaneous Payments:

Non-Contractual Payments

(FMZ-

FB60: MP Doc. Type)

Vendor Master

must exist

Doc Type = F9

Doc type = MP “Misc Pay FM”

T-Code = FB02

Exclude PPA box should be checked on FB60 screen, because this is Non PPA Misc Invoice

Non-

PPA Process (FMZ/FB60)

3

4

Funds Commitment and Obligation

Research

FMZ3

FMZ3 - Display Funds Commitment

500000349

5

11 Enter the correct Document Number and press EnterEnter the correct Document Number and press Enter

FMZ3 - Display Funds Commitment (Cont’d)

22 Ensure the document is postedEnsure the document is posted

6

44

33Verify the “Grand Total“

amount is sufficient to cover the amount of

the Miscellaneous Payment

Verify the “Grand Total“

amount is sufficient to cover the amount of

the Miscellaneous Payment

Scroll to the right and verify that all data matches the

proposed payment, especially the Vendor utilized

Scroll to the right and verify that all data matches the

proposed payment, especially the Vendor utilized


Click the “Detail Line Item”

button

Click the “Detail Line Item”

button

The “Open Amount”

displays the amount of money currently available under this

Commitment/Obligation. A lesser amount than the “Overall Amount”

indicates payments have already been posted against this obligation

The “Open Amount”

displays the amount of money currently available under this

Commitment/Obligation. A lesser amount than the “Overall Amount”

indicates payments have already been posted against this obligation

7


If the “Open Amount”

differs from the “Overall Amount”

Click the “Consumption”

button to view the Obligation history. If there is no history,

the button will not display any data

If the “Open Amount”

differs from the “Overall Amount”

Click the “Consumption”

button to view the Obligation history. If there is no history,

the button will not display any data

88

Research the history by clicking on the individual

documents that created the difference between the Overall

and Open Amounts

Research the history by clicking on the individual

documents that created the difference between the Overall

and Open Amounts

8

9

Miscellaneous Pay Vendor Invoice

ProcessesMP Document Type

Misc Pay Workflow Process

4 Main Items needed for Misc Pay Workflow:

Misc Pay Invoice Doc Type : MP for FB60

New “M” Payment Block for Misc Pay

Supporting Documentation attached to invoice

Misc Pay Approver set up on “Misc Pay Approver Table”

10

Misc Payment Documentation

11

A Miscellaneous Payment Invoice transaction should not be processed in GFEBS unless correct and complete supporting documentation is received.

In general, the existing paper-based process relies on expenses being claimed via their supporting documentation (Invoice and Order or Agreement).

Misc Payment Documentation (Cont’d)

12

Types of acceptable Miscellaneous Pay forms:

DD FORM 1375, Request for Payment of Funeral and/or Interment Expenses.

SF 182, Authorization, Agreement, and Certification of Training.

SF 270, Request for Advance or Reimbursement

SF 1157, Claims for Witness Attendance Fees, Travel, and Miscellaneous Expenses

SF 44,

Purchase Order, Invoice-Voucher

Appropriate Memorandums per Army Misc Pay SOP

Note: See the Department of Defense Miscellaneous Pay Guide, Appendix B for further details regarding Obligating Documents, Payment Request Documents and Supporting Documentation for all types of Miscellaneous Payments. Also see DoDFMR Vol. 10,

Chapter 8 for Disbursement Voucher guidance.

http://www.dtic.mil/whs/directives/infomgt/forms/eforms/dd1375.pdf

http://www.opm.gov/forms/pdf_fill/SF182.pdf

http://www.whitehouse.gov/omb/grants/sf270.pdf

http://www.uscg.mil/ccs/cit/cim/forms1/FORMS/SF_1157.pdf

http://www.acquisition.gov/far/current/html/FormsStandard13.html

FB60- To Display Doc Type

If the Document Type is not visible, click on Editing Options and change the doc type option to “Document type ready for input” and click Save/Back.

13

FB60- Enter Vendor Invoice

14

Enter the Invoice receipt and Invoice

date

Enter the Invoice receipt and Invoice

date

Enter or locate the appropriate “Vendor”

codeEnter or locate the appropriate “Vendor”

code

Utilize the Invoice/Account Number as the “Reference”

Utilize the Invoice/Account Number as the “Reference”

01AQ401/02/201301/02/2013 5164

44500.00Enter the

payment amount and currency

Enter the payment amount

and currency

55Partial paymentEnter an applicable

comment regarding the payment

Enter an applicable comment regarding the

payment

Place a check mark on the “Exclude

from PPA”

option

Place a check mark on the “Exclude

from PPA”

option6


15

66

Click on the “Document Type”

option. This code will establish if the transaction will be processed and approved manually (will not need to be approved by a second party in GFEBS -

Misc. Pay Approver) or if it will initiate the GFEBS Workflow for the Miscellaneous Pay Approver to certify the transaction prior to payment. The main two types utilized for this type of transaction (FB60-

Miscellaneous Pay Non-PPA) are:

MP-Doc Type: this option will trigger the workflow process by automatically blocking the invoice (M-

Block) until it is certified by the Miscellaneous Pay Approver and ultimately paid.

KR-Doc Type: this option will allow the transaction to be paid without certification in GFEBS but a manually certified SF 1034 will have to be submitted to the paying office prior to payment.

Click on the “Document Type”

option. This code will establish if the transaction will be processed and approved manually (will not need to be approved by a second party in GFEBS -

Misc. Pay Approver) or if it will initiate the GFEBS Workflow for the Miscellaneous Pay Approver to certify the transaction prior to payment. The main two types utilized for this type of transaction (FB60-

Miscellaneous Pay Non-PPA) are:MP-Doc Type: this option will trigger the workflow process by automatically blocking the invoice (M-

Block) until it is certified by the Miscellaneous Pay Approver and ultimately paid.KR-Doc Type: this option will allow the transaction to be paid without certification in GFEBS but a manually certified SF 1034 will have to be submitted to the paying office prior to payment.


16

77 Click on the “Payment”

tab

Click on the “Payment”

tab

88

Select the appropriate payment terms.

Consult the DoD Miscellaneous Payment

Guide for the applicable terms

Select the appropriate payment terms.

Consult the DoD Miscellaneous Payment

Guide for the applicable terms

99Select the appropriate Payment

method based on the Vendor Master Record (XK03). EFT (“T”) or Check

(“C”) are the preferred methods

Select the appropriate Payment method based on the Vendor Master Record (XK03). EFT (“T”) or Check

(“C”) are the preferred methods

1010Ensure the correct “Payment Method Supplement”

is reflected. This code is “Location Based”

and is utilized for reporting and disbursing purposes

Examples: 00 ADS

01 DDS02 P2P

Ensure the correct “Payment Method Supplement”

is reflected. This code is “Location Based”

and is utilized for reporting and disbursing purposes

Examples: 00 ADS01 DDS02 P2P


17

1111Enter the Commitment

Item utilized in the Commitment/

Obligation (FMZ3).

It should be part of the line of accounting used on the

payment document

Enter the Commitment Item utilized in the

Commitment/ Obligation (FMZ3).

It should be part of the line of accounting used on the

payment document

6100.251B

1212Enter the Payment Document dollar

amount

Enter the Payment Document dollar

amount

500.00

Scroll to the right and locate the “Earmarked Funds”

column

Scroll to the right and locate the “Earmarked Funds”

column

Enter the FMZ3 (Commitment/ Obligation) document number and press “Enter”. Will auto-populate the

applicable accounting data

Enter the FMZ3 (Commitment/ Obligation) document number and press “Enter”. Will auto-populate the

applicable accounting data

500000349


18

Click “Simulate”

to verify all input data. Although not a requirement (the user may Click “Post”

and bypass this option) it is a function that allows the user to view the

effects and accuracy of the input

Click “Simulate”

to verify all input data. Although not a requirement (the user may Click “Post”

and bypass this option) it is a function that allows the user to view the

effects and accuracy of the input

1616 Click “Post”

to ensure the transaction is saved and that it is posted against the Obligation.

Click “Post”

to ensure the transaction is saved and that it is posted against the Obligation.

Ensure to record the document number

Ensure to record the document number

FB03- Invoice Blocked after Posted

Block Types“R”

Missing GR“B”

Manual“J,” “ K” and “L” FMS“X”

Foreign Currency“Z”

TFO“M”

System generated based on doc types MP and RM

Block Types“R”

Missing GR“B”



TFO“M”


An “M” Block is systematically placed on Misc Pay document types RM and MP. The block is removed after the invoice is approved by the “Misc Pay Approver”


19

FB02- Workflow Process

For the Automated Misc Pay process the “Site Invoice Processor” will scan and upload the required supporting documentation for all MIRO transactions.

20

***Upload/create the attachment immediately after you access the invoice in FB02 (at the header level). Do NOT click on the line items to upload the invoice. Workflow will not

recognize documents attached within a line item

Workflow Process

21

Workflow is triggered by blocking the invoice and will check for an attachment. If no attachment is found the invoice will be routed to the Site Invoice Processor to add the attachment. The invoice will then be routed to the Misc Pay Approver based on fund center.

**Note – The blocking extension may be adding the M block at the same time the Site Invoice Processor is uploading the documentation/attachment. If this happens, a notification is sent to the Site Invoice Processor to create an attachment and reinitiate workflow even if the attachment has been uploaded to the invoice. Notification will not route to the Misc Pay Approver until the workflow has been reinitiated. Therefore, it is advised that the Site Invoice Processor periodically check their UWL for any workflow notifications.

Workflow Process Cont’d

22

Misc Pay approvers must be established in the “Misc Pay Approver Table”: ZSSC_MISPAY_APRV, for the applicable fund centers before the invoices are created. If not, the Site Invoice Processor will receive an error message in their UWL: “Misc Pay Approvers not found for Fund Center XXXXX”. Once the Approvers are added in the table, the Site Invoice Processor must reinitiate workflow from the UWL notification

Misc Pay Review and Certification

23

(UWL) Rejection Reason is given

If the invoice is rejected, the block remains on the invoice. Notification is sent to the Site Invoice Processor’s UWL. Once the corrections are made the Site Invoice Processor will confirm the changes In their UWL.



If the invoice is approved, the approver EDIPI is systematically added in the Document Header Reference Key field and the M block is removed. Approval notification is sent to the Site Invoice Processor’s UWL.

24

**Note – The invoice can be displayed by the Approver before approving the invoice by clicking on the Accounting document in the Decision Step in Workflow.

GFEBS Invoice Processes(Non-Contractual/ PPA Miscellaneous Payments:

RM Document Type)

United States Army Financial Management Command(USAFMCOM)

Operational Support Team 1

2

Interest-Bearing Misc. Pay Invoice Input Processes

(PR/PO-

MIGO/MIRO: RM Doc. Type)

** Note - The Site Invoice Processor will have access to MIRO with restricted

access only to the Miscellaneous Pay document type.

Vendor Master

must exist

T-Code = ME21N

Doc type = MP “Misc Pay PO”

T-Code = ME51N

Doc type = MR “Misc Pay PR”

T-Code = MIGO

T-Code = MIRO

Doc type = RM “Misc Pay PO”

T-Code = FB02

** Exclude PPA box should NOT be checked on MIRO screen, because this is PPA Misc Invoice

NOTE: MIGO (GR) should be entered before MIRO, this is what sets up the interest timeline

Manual Process

PPA Process (PR/PO/MIGO/MIRO)

3

4

Receiving Report Input Processes

*Physical copy of RR

5

Example “Movement Type- 101” (Cont’d)

It is the responsibility of the user processing the Goods Receipt (GR) to ensure the “Receiving Report”

was completed for Goods specified on the Purchase Order (PO). Ensure unit of measure and unit price match the

set up of the PO. The user must also verify the documentation to determine if the receipt was partial, final or if it exceeds what was agreed

upon in the Contract.

It is the responsibility of the user processing the Goods Receipt (GR) to ensure the “Receiving Report”

was completed for Goods specified on the Purchase Order (PO). Ensure unit of measure and unit price match the

set up of the PO. The user must also verify the documentation to determine if the receipt was partial, final or if it exceeds what was agreed

upon in the Contract.

MIGO- Enter Goods Receipt (GR)

MIGO- Enter Goods Receipt (GR) (cont’d)

MIGO

6

11Enter “Movement Type”

Enter “Movement Type”

101-

Movement Type (Same GR and GA dates)101-

Movement Type (Same GR and GA dates)


103 and 105 -

Movement Types (Different GR and GA dates)

103 and 105 -

Movement Types (Different GR and GA dates)


Note: 2 separate MIGO Transactions will have to be processed in order to report both 103 and 105 “Movement Types”.

7

22

The user has the option to input the GFEBS-generated PO number or to select any

other known PO info to locate the correct PO

The user has the option to input the GFEBS-generated PO number or to select any

other known PO info to locate the correct PO

W91B4K12P0191 33Enter the desired search string

Enter the desired search string

44


MIGO- Enter Goods Receipt (GR) (Cont’d)

4502007074

Example “Movement Type- 101”

55

Enter Receipt/ Acceptance Date

Enter Receipt/ Acceptance Date

11/14/2012

66Required field that allows the user to add explanations or notes which apply to the document as a whole (not only certain line items.) Examples: •Final Shipment (1F, 10F)•Partial Shipment (1P, 10P)

Required field that allows the user to add explanations or notes which apply to the document as a whole (not only certain line items.) Examples: •Final Shipment (1F, 10F)•Partial Shipment (1P, 10P)

8

1st

Final Shipment


Enter vendor invoice/account info

Enter vendor invoice/account info

7

9

88 Double-Click on the Line Item you want to record as “Received”.

Double-Click on the Line Item you want to record as “Received”.

99 Select the “Quantity”

TAB

Select the “Quantity”

TAB

1010 Click OK (first ensure the “Qty in Unit of Entry”

matches the Receiving Report

Click OK (first ensure the “Qty in Unit of Entry”

matches the Receiving Report




10


1111 Select “Where”

TAB

Select “Where”

TAB

All Goods Received 1212

Required field must contain comments related to this Line Item Only.

Examples: •Partial Goods Received•All Goods Received•CLIN Exhausted

Required field must contain comments related to this Line Item Only.Examples: •Partial Goods Received•All Goods Received•CLIN Exhausted

1313If the Receiving Report contains items received for

multiple Contract Line Items, the user can navigate to the applicable Line Item by entering it in the “Line”

field or

may also Double Click on the next Line Item. (See example to the right)

If the Receiving Report contains items received for multiple Contract Line Items, the user can navigate to the applicable Line Item by entering it in the “Line”

field or

may also Double Click on the next Line Item. (See example to the right)


11


1414After verifying all information is correct, Click the “Check”

button.

After verifying all information is correct, Click the “Check”

button.

These are “Warning”

messages notifying the user that all ordered Goods are yet to be received (applies to this partial receipt scenario).

These are “Warning”

messages notifying the user that all ordered Goods are yet to be received (applies to this partial receipt scenario).

1515

Click the Checkmark to continue.Click the Checkmark to continue.



After all the input has been made for the incoming Receiving Report, ensure the Quantities are accurate and that all applicable items are checked as “OK”

prior to continuing.

After all the input has been made for the incoming Receiving Report, ensure the Quantities are accurate and that all applicable items are checked as “OK”

prior to continuing.



12

13


All Goods have been ReceivedOnly partial Goods have been ReceivedMore Goods than ordered have been Received (will not process)

All Goods have been ReceivedOnly partial Goods have been ReceivedMore Goods than ordered have been Received (will not process)

1616Click “Post”

to save your work and record the Receipt against the Purchase Order

Click “Post”

to save your work and record the Receipt against the Purchase Order

System Notification to alert the user the transaction was successfully saved. This number is permanently assigned to the MIGO transaction. Must be used to query and identify it in the future.

System Notification to alert the user the transaction was successfully saved. This number is permanently assigned to the MIGO transaction. Must be used to query and identify it in the future.

Note: Writing the GFEBS number on the document will ensure great audit trail.


5000005720


14

Contractual Invoice Input

Processes – RM Document Type

Misc Pay Workflow Process

4 Main Items needed for Misc Pay Workflow:

1) Misc Pay Invoice Doc Type : RM for MIRO

2) New “M” Payment Block for Misc Pay

3) Supporting Documentation attached to invoice

4) Misc Pay Approver set up on “Misc Pay Approver Table”

15

MIRO- Enter Incoming Invoice

MIRO

Date the document was received in billing office (Date Stamp)Date the document was received in billing office (Date Stamp)

Vendor’s Invoice DateVendor’s Invoice Date

11/21/2012

11/19/2012

Vendor’s Invoice/account NumberVendor’s Invoice/account Number

65498

16

Note: MIRO transactions are designed to be subject to the PPA (Prompt Payment Act)

MIRO- Enter Incoming Invoice (Cont’d)

17

444502007074

Enter Purchase Order (PO) number or query by other search criteria

Enter Purchase Order (PO) number or query by other search criteria

*Physical copy of PO

If a Receipt was processed, the dollar value of the received Goods will appear as

a “Balance”

and the receipt data will appear under “PO Reference”

(Note: only if the MIGO was processed first)

If a Receipt was processed, the dollar value of the received Goods will appear as

a “Balance”

and the receipt data will appear under “PO Reference”

(Note: only if the MIGO was processed first)

Once the PO data populates the screen, ensure it is the correct PO, the correct vendor and that money is available to

process the Invoice (utilize the documentation on hand and PO History).

Once the PO data populates the screen, ensure it is the correct PO, the correct vendor and that money is available to

process the Invoice (utilize the documentation on hand and PO History).


55Enter Invoice Total Amount

(the currency Type will populate from the PO)

Enter Invoice Total Amount (the currency Type will populate from the PO)1061.67

*Physical copy of Invoice

Must enter foreign currency code if payment is being made in foreign currency. Example: EU-EUR

Must enter foreign currency code if payment is being made in foreign currency. Example: EU-EUR

May be utilized for processing Invoices with errors in order to hold until corrections are

made and re-processed

May be utilized for processing Invoices with errors in order to hold until corrections are

made and re-processed 18


1919

Ensure the Correct Payment method is

reflected in this field based on the Master Record (XK03). (i.e.,

EFT=T, Treasury Check = C, etc.)

Ensure the Correct Payment method is

reflected in this field based on the Master Record (XK03). (i.e.,

EFT=T, Treasury Check = C, etc.)

The user can verify if the Payment Due Date is correct in accordance to the terms of the contract. The Payment Terms may

be changed here only if necessary or applicable

The user can verify if the Payment Due Date is correct in accordance to the terms of the contract. The Payment Terms may

be changed here only if necessary or applicable

Ensure the correct “Payment Method Supplement (PMS)”

is utilized. This code is utilized for reporting and

disbursing purposes and for the FTF Leadership to track Invoice Documents

processed at their locations only.

Ensure the correct “Payment Method Supplement (PMS)”

is utilized. This code is utilized for reporting and

disbursing purposes and for the FTF Leadership to track Invoice Documents

processed at their locations only.

First main item needed for workflow

process. RM document type.

First main item needed for workflow

process. RM document type.


20


21

After all the input has been made for the incoming Invoice, ensure the Quantities and information are accurate prior to continuing.

After all the input has been made for the incoming Invoice, ensure the Quantities and information are accurate prior to continuing.

*Physical copy of Invoice


22

Although not a requirement prior to Posting the Invoice, the user may select “Simulate”

to view the effects (mostly on G/L Accounts) of posting the transaction. Once finished viewing the simulation, the user

may elect to “Post”

at that point)

Although not a requirement prior to Posting the Invoice, the user may select “Simulate”

to view the effects (mostly on G/L Accounts) of posting the transaction. Once finished viewing the simulation, the user

may elect to “Post”

at that point)

66Ensure the Balance Reads “0”

Ensure the Balance Reads “0”


77Click “Post”

to save your work and record the Invoice against the Purchase Order

Click “Post”

to save your work and record the Invoice against the Purchase Order

System Notification to alert the user the transaction was successfully saved. This number is permanently assigned to the MIRO transaction. Must be used to query and identify it in the future.

System Notification to alert the user the transaction was successfully saved. This number is permanently assigned to the MIRO transaction. Must be used to query and identify it in the future.



5105602465

23

MIRO input. Click to view saved transaction.

MIRO input. Click to view saved transaction.

PO Status after MIRO InputPO Status after MIRO Input

24

ME23N- PO Status After Invoice input

FB03- Invoice Blocked after Posted

25



Block Types“R”

Missing GR“B”



TFO“M”


Block Types“R”

Missing GR“B”



TFO“M”


FB02- Workflow Process

For the Automated Misc Pay process the “Site Invoice Processor” will scan and upload the required supporting documentation for all MIRO transactions.

26

***Upload/create the attachment immediately after you access the invoice in FB02 (at the header level). Do NOT click on the line items to upload the invoice. Workflow will not

recognize documents attached within a line item

Workflow Process

27

Workflow is triggered by blocking the invoice and will check for an attachment. If no attachment is found the invoice will be routed to the Site Invoice Processor to add the attachment. The invoice will then be routed to the Misc Pay Approver based on fund center.


Workflow Process Cont’d

28

Misc Pay approvers must be established in the “Misc Pay Approver Table”: ZSSC_MISPAY_APRV, for the applicable fund centers before the invoices are created. If not, the Site Invoice Processor will receive an error message in their UWL: “Misc Pay Approvers not found for Fund Center XXXXX”. Once the Approvers are added in the table, the Site Invoice Processor must reinitiate workflow from the UWL notification


29

(UWL) Rejection Reason is given

If the invoice is rejected, the block remains on the invoice. Notification is sent to the Site Invoice Processor’s UWL. Once the corrections are made the Site Invoice Processor will confirm the changes In their UWL.


If the invoice is approved, the approver EDIPI is systematically added in the Document Header Reference Key field and the M block is removed. Approval notification is sent to the Site Invoice Processor’s UWL.

30


ARNG

ARNG Comptroller ARNG Comptroller

Unclassified - FOUO

Automated Miscellaneous Payment Process

Description: Automated Misc Pay Overview

GFEBS Spending Chain Business Process Overview

8 July 2013

http://www.gfebs.army.mil/


Automated Misc Pay Process

Automated Misc Pay Process

• Automated Misc Pay document types that will route Misc Pay documents for Approval and eliminate the SF1034 (in most cases) and allow for upload of supporting documentation in GFEBS:

– MP: “Misc Pay FM” (NON PPA)

– RM: “Misc Pay PO” (PPA)

• Invoice Approval Workflow routes all Misc Pay Invoices with attached vendor invoice and/or supporting documentation for Approval.

• ‘M’ BLOCK for all Miscellaneous Pay invoices in order for them to route for approval.

• Invoices are locked from removal or additional attachments post Invoice.

• Approval by Misc Pay Approver through UWL.


Automated Misc Pay Training

Training is necessary for the transition to the GFEBS Automated Misc Pay enhancement. A recorded DCO Training Session is available at: https://connect.dco.dod.mil/p61463038/.

Please note a DCO account is required to access DCO recordings. Users may register for a DCO account on the main DCO site, https://www.dco.dod.mil/

Supporting documents related to Miscellaneous Pay can be found in the ARNG Smartbook https://www.us.army.mil/suite/files/30134293. Please review all the documents contained in the folder. Pay close attention to the supporting documents excerpt. This document clearly identifies the supporting documents necessary for each Misc Pay type. You will no longer submit a SF 1034 with your Misc Payments.

https://connect.dco.dod.mil/p61463038/

https://www.dco.dod.mil/

https://www.us.army.mil/suite/files/30134293


New Non-PPA Process (FMZ/FB60)

Vendor Master

must exist

Doc Type = F9

Doc type = MP “Misc Pay

FM”

T-Code = FB02

Exclude PPA box should be checked on FB60 screen, because this is Non PPA Misc Invoice

T-Code FB03will remove B Block and

place M Block


New PPA Process (PR/PO/MIGO/MIRO)

** Note – ARNG Voucher Examiners must be provisioned with the Invoice Processor Role. The Site Invoice Processor role will have access to MIRO with restricted access only to the Miscellaneous Pay document type.

Vendor Master must

exist

T-Code = ME21N

Doc type = MP “Misc Pay PO”

T-Code = ME51N

Doc type = MR “Misc Pay PR”

T-Code = MIGO

With a 103 Movement

Type

T-Code = MIRODoc type = RM “Misc Pay PO”

T-Code = FB02

Exclude PPA box should not be checked on MIRO screen, because this is PPA Misc Invoice

NOTE: MIGO (GR) should be entered before MIRO, this is what sets up the interest timeline

Manual Process

105 Performed

GA Processor ARNG Business Process 20 NOV 12


Misc Pay Process

Misc Pay Workflow. The Misc Pay workflow has 4 key elements:

1) Misc Pay Invoice Doc Type is required for workflow.

– MP “Misc Pay FM” for FB60 (NON PPA)

• The “Reference Field” in GFEBS must contain Vendor Invoice Number or Account Number

– RM “Misc Pay PO” for MIRO (PPA)

2) “M” Payment Block for all Misc Pay routes the payment to the Misc Pay Approver and is removed upon approval/rejection.

• Do not place manual blocks when using the Automated process.

3) Supporting Documentation attached to invoice and supporting documentation as defined by DOD Misc Pay Guide, Annex B, and Misc Pay SOP.

4) Misc Pay Approver Role approved in the MPA Table for invoice Funds Center (GRC Provisioned in GFEBS). Without an Approver in GFEBS with identified fund centers, payments will not route.


Misc Pay Process

1) Misc Pay Invoice Doc Type

– MP “Misc Pay FM” for FB60 (NON PPA)

– RM “Misc Pay PO” for MIRO (PPA)


Misc Pay Document Types

Document Type - Not Subject to PPA (FB60)

• FB60 doc type – MP – Misc Pay FM

**Note - If the Document Type is not visible, click on Editing Options and change the doc type option to ready for input and click Save/Back.

Reference field must contain the Vendor Invoice or Account Number


Misc Pay Document Types

The Document Type Subject to PPA (MIRO)

• MIRO doc type – RM – Misc Pay PO


Misc Pay Process

2) “M” Payment Block for all Misc Pay

NOTE:Do not manually add blocks when using the Automated Misc Pay process


• Block is systematically placed on Misc Pay doc type invoice by Invoice Blocking Extension

• Invoice will go through various blocking routines (R, Z, X, B, J) before determining whether an M block is required.

**Note – Invoice Processors have the ability to manually add/remove the “M” block when they remove and reattach documents.

Workflow Process Continued

R block invoices are missing GR X block is for Foreign currency Vendors

B block is for an invoices processed through an upload tool that some installations use – Use FB03 to remove.

J block is for FMS Expenditure Authority invoices Z block has to do with TFO invoices


Misc Pay Process

3) Supporting Documentation attached to invoice as defined by DOD Misc Pay Guide, Annex B.


Workflow Process

• FB60 or MIRO invoice is created with the Misc Pay document type

• Site Invoice Processor will scan and upload documentation via the FB02 transaction

• Make sure to upload/create the attachment immediately after you access the invoice in FB02 (at the header level). Do NOT click on the line items to upload the invoice. Workflow will not recognize documents attached within a line item.



• Workflow is then triggered by the blocking of the invoice

• The workflow will check for an attachment to the invoice

• Workflow will be routed to Site Invoice Processor if there is no attachment. Once the attachment is created, the Site Invoice Processor will reinitiate workflow.

**Note – The blocking extension may be adding the M block at the same time the Site Invoice Processor is uploading the documentation/attachment. If this happens, a notification is sent to the Site Invoice Processor to create an attachment and reinitiate workflow even if the attachment has been uploaded to the invoice. Notification will not route to the Misc Pay Approver until the workflow has been reinitiated. Therefore, it is advised that the Site Invoice Processor periodically check their UWL (see next page) for any workflow notifications.

Sample UWL notifications



UWL (your GFEBS email box) is located on the GFEBS Main Screen – SAP Business Workplace


Misc Pay Process

4) Misc Pay Approver Role approved in the MPA Table for invoice Funds Center – GRC Provisioned in GFEBS



• Workflow is then triggered by the blocking of the invoice (cont.)

• Invoice is then routed to Misc Pay Approver based on the fund center (on the invoice) in the Approver table

• The Approver Table is maintained by the Misc Pay Approver. In order to add approvers to the table, the maintainer must first be in the table for the specified fund center

Misc Pay Approver Table – ZSSC_MISPY_APRV

Make sure that you have approvers in the table for your fund centers used on your invoices before the invoices are created. If there are no approvers in the table, the Site Invoice Processor will receive the following error message in their UWL: “Misc Pay Approvers not found for Fund Center XXXXX”. Once the Approvers are added in the Approver table, the Site Invoice Processor will reinitiate workflow from the UWL notification.



• Invoice is approved or rejected by Misc Pay Approver

• If the invoice is rejected, the block remains on the invoice. Rejection notification is sent to the Site Invoice Processor’s UWL. Once the invoice is corrected, the Site Invoice Processor will confirm the changes from the rejection notification that was received in their UWL.

(UWL) Invoice is Rejected (UWL) Rejection Reason is given



• Invoice is approved or rejected by Misc Pay Approver (cont.)

• If the invoice is approved, the approver EDIPI is systematically added in the Document Header Reference Key field and the M block is removed. Approval notification is sent to the Site Invoice Processor’s UWL.

(FB03) Payment Block is removed. (UWL) Invoice is Approved. Approver EDIPI is recorded.


Please see FAQs at the end of this deck for highlights on Payment Certification


Lockdown of Supporting Documents

• Once the invoice is approved by the Misc Pay Approver, no attachments can be created, changed or deleted from the approved invoice.

**Note – The Create Attachment button is gone.

**Note – The New, pencil and trash can buttons are grayed out within the Attachment List

Unblocked invoice is then

routed to DFAS for placement

on a payment proposal for

disbursement .


Re-initiate/ Workflow

If approval had occurred

• the M block will be put back on the invoice

• Attachments can be added/updated/changed

• All Approvers for fund center will receive notification to approve invoice


Misc Pay Approver Provisioning

Provisioning Users with the

Misc Pay Approver Role



• The Miscellaneous Pay Approver is a restricted role that requires users to have completed and submitted an updated version of Form 577.

• DD Form 577 must contain full social security with both wet and digital signatures of the certifying official.

– Original Forms are mailed to:Defense Finance and Accounting Services – Indianapolis

ATTN: Disbursing Operations (DD577)

Mail Room (339W-1)

8899 East 56th Street

Indianapolis, IN 46249

– Scan and attach copy to GRC Provisioning Request- Blackout the first five digits of the SSN on the form (e.g. xxx-xx-1234)

- Scan document and save it using the following naming convention: D577_{Users EDIPI.pdf} (e.g. DD577_1234567899.pdf)



If you remain unable to get your Misc Pay Approvers provisioned in GFEBS because you continue to receive error messages in GRC stating you are not approved to approve the request or other similar messages, it is likely because as the GRC Approver you are not provisioned to approve Misc Pay Approvers yourself.

Below are the steps to add "Restricted Misc Pay Role Approvers" to GRC:

1. Create a Remedy Ticket

2. In the Summary Line of the Remedy ticket place the following, "Update GRC Restricted Misc Pay Approver for the State of XX."

3. Complete the required template and attach it to the remedy ticket. (see email, “GFEBS Automated Misc Pay - GRC Restricted Misc Pay Approver roles - When your GRC can't get your Misc Pay Approvers provisioned” dated 11/12/2012.

Once the Help Desk has processed your remedy ticket and updated your state's "Restricted Misc Pay Role Approvers", ONLY THEN can you submit GRC tickets to provision individuals for the "Misc Pay Approver" user role.


Misc Pay Approvers Table

Adding Users to the Misc Pay Approvers table


Process to add EDIPI to MPA Table

1. Execute Misc Pay Approver Table T-Code in GFEBS = ZSSC_MISPY_APRV

Step 2

In order to add approvers to the table, the Misc Pay Approver Maintainer must first be in the table for the specified Fund Center

Step 1

Once you execute the Approvers table, enter your Fund Center to view current approvers for your Fund Center


Step 3 Step 4

Process to add EDIPI to MPA Table Cont.


Misc Pay Approver Table

Misc Pay Approver Table – ZSSC_MISPY_APRV

This screen shows 2 Approvers for this Fund Center


Frequently Asked Questions

Q: What if I created an FB60 with the wrong document type? A: Invoice doc types cannot be changed once the invoice is saved.

If you created an invoice with an incorrect doc type, use T-Code FB08 to reverse the invoice and recreate with proper doc type.

Q: What if I’m creating an FB60 and I do not know the Vendor # but I know the Vendor name? A: Use T-Code XK03 to search for Vendor number

Q: I’m creating the FB60 and I cannot see the doc type A: On enter vendor invoice screen click on editing options, and then click on document type ready for input, then go back and re-execute the t-code FB60 and the document type section will appear

Q; I don’t have access to a scanner, is it that important? A: Yes, a scanner is required for this process to support uploading supporting documentation for invoices. Adding the document as an attachment to the invoice is what will trigger the invoice approval workflow and also it gives you the legal basis to creating this invoice.

Q: I created the FB60 but realize that I don’t have an approver A: Without an MPA listed in the approver table corresponding to the invoice Funds Center, the workflow will be unable to route to an authorized approver. The Site invoice Processor will receive a message in their UWL stating “Misc Pay Approvers not found for Fund Center XXXXX”. Work within your command to identify the Misc Pay approver and add them to the Misc Pay approver table by following the procedures in this deck. Once the MPA has been added to the table, the Site Invoice Processor should Re-Initiate the workflow from the message in their UWL.

Q: We only have 1 Misc Pay Approver (MPA) and she is out on vacation and we need to create an FB60? A: There is a requirements to have a minimum of 2 MPAs per site to provide continual support for approving and certifying Miscellaneous Payments. Work within your organization to identify additional MPAs needed and get them provisioned. Invoices will not be unblocked for payment until an authorized MPA approves the invoice.

Q: How can I differentiate if a Misc Payment is PPA or Non PPA? A: Review the Department of Defense Guide Book for Miscellaneous Payments.

Q: My PPA or (Non PPA) invoice has been rejected, what is the reason? A: Go into your Universal Work List (UWL) inbox, find the rejected invoice, display the rejection message, review the message and make corrections accordingly, then re-initiate the workflow through the UWL Inbox. For MPA users: It is important to be diligent and thorough in your free text descriptions of why an invoice is rejected.

FAQs for Misc Pay Invoice FB60



Q: What if I created an MIRO with the wrong document type? A: Invoice doc types cannot be changed once the invoice is saved.

If you created an invoice with an incorrect doc type, use t-codes MR8M and F-44 to reverse the invoice and recreate with proper doc type.

Q: What if I’m creating an MIRO and I do not know the Vendor # but I know the Vendor name? A: Use T-Code XK03 to search for Vendor number

Q: I’m creating the MIRO and I cannot see the doc type A: On enter incoming invoice screen click on the details tabs to find doc type location

Q: I created the MIRO but realize that I don’t have an approver A: Without an MPA listed in the approver table corresponding to the invoice Funds Center, the workflow will be unable to route to an authorized approver. The Site invoice Processor will receive a message in their UWL stating “Misc Pay Approvers not found for Fund Center XXXXX”. Work within your command to identify the Misc Pay approver and add them to the Misc Pay approver table by following the procedures in this deck. Once the MPA has been added to the table, the Site Invoice Processor should Re-Initiate the workflow from the message in their UWL.

Q: I created a PO with the wrong doc type A: As long as no PO History exists, the PO Processor can make changes to the PO Doc Type. If GRs/IRs already exist, they can be reversed as long as they have not yet been paid. (Use MBST to reverse GRs and either FB08 or MR8M/F-44 to reverse IRs). Once the PO history has been cleared, update the PO doc type and re-enter any GR/IRs that had to be reversed.

Q: I created the MIRO invoice and I have Misc Pay Invoice approvers setup properly with correct Fund Center and I have added and attachment and still the approver can see the MIRO in their UWL. A: Display the MIRO invoice by executing the T-Code FB03, click on Header icon (Hat) and view Doc Type, if Doc type is not Misc Pay PO (RM), then use T-Code MR8M and F-44 to reverse the MIRO, then re-create a NEW MIRO with proper Doc Type and attachment.

FAQs for Misc Pay Invoice MIRO



Q: What is a good resource if I need assistance with certifying invoices? Contact National Guard Bureau RMC-F Vendor Pay Spending Chain Team.

Q: What if I receive an invoice for approval with missing or incorrect Payment Terms? A: Reject the invoice back to the Site Invoice Processor with instructions on which payment terms are required. The vast majority of Misc Payments will require Net 30 Payment Terms (Z030 in GFEBS). Payment terms are regulated by the Prompt Pay Act and can be found by contacting National Guard Bureau RMC-F Vendor Pay Spending Chain Team for official regulations.

Q: What if I receive an invoice for approval with conditions that are inconsistent with the supporting documentation? A: Reject the invoice back to the Invoice Processor with instructions to either make corrections to the invoice, or attach additional supporting documentation.

Q: What do I do when I have a Misc Pay invoice that needs to be paid by check because the Vendor has a foreign bank?A: Process the payment as usual and then forward the following information to National Guard Bureau RMC-F Vendor Pay Spending Chain Team:

Request Payment By Check to Vendor with Foreign Bank.Vendor:Cage Code:Payment Date:Payment Amount:GFEBS PO/Document Reference Number:

Q: How do I pay a utility or other bill that includes a prior month missed payment and late fees?A: Process payments based upon current charges. Example billing statement includes a past due balance from prior month and current month charges with a late fee. Process each monthly payment separately and include the late fees with the month they were attributed to.

Please keep in mind that many of these elements cannot be changed once the invoice is saved, so an incorrect entry will result in the invoice needing to be reversed and re-entered by the Site/Invoice Processor in order to process a successful payment to the vendor.

For more specific information on Foreign Currency invoice and payment processing, please visit the ARNG Smartbook (https://www.us.army.mil/suite/files/30134293) and/or Milwiki for reference materials and job aides.

FAQs for Misc Pay Payment Certification



Questions/Comments

Lieutenant Colonel BiddisonNGB-RMC-F

[email protected]

APPENDIX C

ASA (FM&C)Unclassified - FOUO

ArmyManual Miscellaneous

Payment Process

20 March 2013


Manual GFEBS Misc Pay Process This process is used only by exception and when exception is granted by US Army Finance Command in writing.

Examples of approved exceptions:

• Multiple Fund Centers

• Direct Charge/Cite Payments (fund centers not in Misc Pay Approvers table, but where authority to pay exists.)

Fax supporting documentation to DFAS Operations Team

• Write GFEBS generated doc # on all supporting documentation and verify certifying official has valid DD form 577 on file with DFAS.

• FAX # 1-866-952-8596

Document Types: KR – Non PPA and RE – PPA

Manual GFEBS Misc Pay Process

DFAS Reviews and Processes the Payment in

accordance with the “GFEBS

Misc Pay Instructions.xls”

FMZ1 CreatedPO Processor(Obligation)

Fax Documentation to DFASInv Processor

(Write GFEBS generated doc # on all supporting documentation and verify certifying official has valid DD form

577 on file with DFAS)

FAX # 1-866-952-8596

Ensure the “EXCLUDE FROM PPA” box is checked when Invoice is NOT subject

to PPA

Invoice is “blocked” from INV Processor and Released

by Certifier using the Payment Warehouse to

“unblock”

Invoice Received from Vendor (FB60)

Site Invoice Processor

Manual Misc Pay Non-PPA Process

Terms should not be less than 7 days (Emergency cases must be coordinated with DFAS)

“KR” Document Type

DFAS inputs MIRO/MIGO for

Paymentin accordance

with the “GFEBS Misc

Pay Instructions.xls”

Fax Documentation to DFASInv Processor

(Write GFEBS generated doc # on all supporting documentation and verify certifying official has valid DD form

577 on file with DFAS)

FAX # 1-866-952-8596

PO CreatedPO Processor

Goods Acceptance105 transaction

(used when the GA date is different

than the GR date)

Goods Receipt

101 transactionwhen GR and GA dates are same

103 transactionwhen the GR date is different than

the GA date

Receive/Enter Invoice(Option to block)

Miscellaneous PR Created

in accordance with the “GFEBS Misc Pay Instructions.xls”

PR Processor

“RE” Document Type

Manual Misc Pay PPA Process

Questions/Comments

APPENDIX D

ESTABLISHING VENDORS IN GFEBS

As of 12 March 2013 Page 1

In order to commit and obligation funds in GFEBS, vendors must be established in GFEBS.

There are two means of establishing a vendor record in GFEBS:

1. All vendors, civilians, military retirees must establish a valid cage code in SAM (formerly CCR) https://www.sam.gov/.

2. Service members are issued a Vendor ID.

Vendors:

Vendors not populated in GFEBS are added to the GFEBS Vendor Master Data table by Help Desk Ticket. Create a help desk ticket and attach a print screen showing the Vendor’s valid registration in SAM. Make certain the print screen includes the Vendor’s name, cage code, and active status in SAM. Request the Vendor be added to the GFEBS Vendor Master Data Table.

Vendors whose records lapse, expire, or have recently updated their registration are systemically blocked in GFEBS. A help desk ticket is required to unblock Vendors. Create a help desk ticket and attach a print screen of the Vendor’s valid registration in SAM, showing the vendor’s name, cage code, and active status.

Service Members:

Army and USAR:

Forward to DFAS at 866-952-8596 a properly completed SF1034/SF1164 and a typed (not hand-written) SF 1199A completed within the last 30 days with the following information:

1. Annotate “GFEBS Vendor ID Request” on the top left of the SF1034/SF1164. Ensure the supporting documentation identifies the reason for the reimbursement and a redacted SSN.

2. Annotate the GFEBS Document Reference Number on the top right of the SF1034/SF1164.

3. Allow 48 hours for the Vendor Master record creation in GFEBS. Contact your DFAS support POC for assistance if the Vendor Master record is not created after 48 hours has passed.

4. Once the Vendor ID is established in GFEBS, the invoice can be entered.

ARNG:

Forward to RMC-F Vendor Pay Spending Chain team an email with a properly completed SF1034/SF1164 and a typed (not hand-written) SF 1199A completed within the last 30 days with the following information:

1. Annotate “Issue Vendor ID” on the top left of the SF1034/SF1164. Ensure the supporting documentation identifies the reason for the reimbursement and a redacted SSN.

2. Annotate the GFEBS Document Reference Number on the top right of the SF1034/SF1164.

https://www.sam.gov/

ESTABLISHING VENDORS IN GFEBS


3. Allow 24 hours for the Vendor Master record creation in GFEBS. Contact your RMC-F Vendor Pay Spending Chain team POC for assistance if the Vendor Master record is not created after 24 hours has passed.

4. Once the Vendor ID is established in GFEBS, the invoice can be entered.

APPENDIX E

MISC PAY PURCHASE ORDER


There is a specified process for constructing the purchase order PIIN in GFEBS. This process involves those payments subject to PPA Penalties, using the PR/PO/MIGO/MIRO process.

1. A miscellaneous PR is created in GFEBS

2. A PO is established using the following PIIN construction model:

a. First 4 positions: Fund Center code, dropping the leading “A”

b. Positions 5 and 6: PO processor may use to further define the origin of the obligation.

c. Positions 7 and 8: FY

d. Position 9: “V”, this indicates the payment is subject to PPA

e. Positions 10-13: Use Abbreviation from Misc Pay Guide payment matrix, Column E.

f. Positions 1-4 of SPIIN: available for use in local tracking of payment.

APPENDIX F

VENDOR INVOICE NUMBER CONSTRUCTION IN GFEBS

As Of 12 March 2013 Page 1

Always use the invoice or account number when provided. However, when no invoice or account number is available the following process is utilized to establish an invoice number.

The invoice/account number is always placed in the GFEBS “Reference Field”. This ensures the vendor payment details are properly transmitted to the vendor and a standardized methodology is used for constructing invoice numbers across Army activities.

Construct the invoice number:

1. Individuals – NO DASHES (16 character field)

a. Use Abbreviation from Misc Pay Guide payment matrix, Column E.

b. FY

c. First 4 digits of the Last Name

d. Last 4 digits of the SSN

e. Any additional information to identify the payment, such as “1Q” for first quarter clothing payments. This field has 2 digits available.

2. Vendors – NO DASHES (16 character field)

a. Use Abbreviation from Misc Pay Guide payment matrix, Column E.

b. FY

c. Vendor ID or Cage Code

d. Any additional information to identify the payment (Account Number, etc…)

APPENDIX G

MISC PAY CHECKLIST

As of 14 June 2013 Page 1

The below is provided as a checklist for Misc Pay Processors and Approvers to utilize when reviewing and approving miscellaneous payments. The list is not intended to be all inclusive, but to establish the primary items a Misc Pay Processor and Approver should review prior to payment approval.

Verify vendor is correct (cage code to support documentation) Banking Information is valid and in updated status per CEFT/BEIS Verify the line(s) of accounting and fund center and fiscal year PPA (PR/PO/MIRO/MIGO) or Non-PPA (FMZ/FB60) (correct document type)

Dates utilized. Compare all dates in the attachment to the dates entered into GFEBS to ensure proper payment date usage for payment date calculation

Reference field contains account or invoice number from Vendor's invoice

Supporting documentation is in accordance with the DOD Misc Pay Guidebook, Misc Pay SOP, and that it matches the payment requested Documents contain the required Recd and Accpt Dates and Signatures

Amount. If current charges are more than total amount due, bill only the total amount due (lesser amount) Payment Terms are correct (net 7, 14, 30…)

If approved for waiver/CHECK PAYMENT ensure the GFEBS Vendor Master reflects the correct mailing address

Verify correct Payment Method Supplement (PMS) If it is a foreign payment, ensure the "Text field" has the correct currency code

Ensure your (Misc Pay Approver) DD Form 577 is attached in GRC If any of this information is incorrect, the Misc Pay Approver will reject the payment back to the Invoice Processor with comments.

APPENDIX H

1

Invoice Document Attachments and Re- Initiating Workflow for Automated

Miscellaneous Payments

2

Automated Misc Pay FAQs

Until updated, all misc payments with multiple Fund Centers will

be processed using the GFEBS Manual Misc Pay process by faxing support documents to DFAS. This includes, but is not limited to: utility

payments, Visa bus bills, and cooperative agreements.

The Invoice Processor has 15 minutes from the time the invoice is created (FB60) to attach the supporting documents (FB02) in GFEBS. If the 15 minutes are exceeded, GFEBS requires that the GFEBS Workflow is re-

intitiated, by the Invoice Processor, through the GFEBS Business

Workplace (UWL).

Do Not place any manual blocks on automated Misc. Payments-

manual blocking by the user will interfere with Workflow and Routing.

All automated Misc Payments over $10k are subject to audit by DFAS

Ensure Misc Pay Approvers DD Form 577 is attached within GRC (check with your GRC coordinator).

3

Automated Misc Pay FAQs (Cont’d)

4

Timeline for Attaching Documents

5

FB02 –Attaching Document

11

22Enter the Invoice document number assigned by GFEBS after entering and posting either the FB60 or MIRO

transaction

Enter the Invoice document number assigned by GFEBS after entering and posting either the FB60 or MIRO

transaction

6


(Cont’d)

44

Hover over the “Create…”

option then click on the “Create Attachment”

option

Hover over the “Create…”

option then click on the “Create Attachment”

option

Click the “Services for Object”

button to the far right of the screen


button to the far right of the screen

7

55 Select the location of the file to be attached

Select the location of the file to be attached

66Double Click the Appropriate

document or press “Open”

Double Click the Appropriate document or press “Open”

System notification of successful attachment

System notification of successful attachment


(Cont’d)

8


button


button

Double Click the desired file or Click the “Display”

button (glasses) to view the document

Double Click the desired file or Click the “Display”

button (glasses) to view the document

Select “Attachment List”Select “Attachment List”

MIR4/FB03-

Viewing a file attachment

3

9

MIR4/FB03-

Viewing a file attachment

10

Reinitiating the Workflow

Expend the “Inbox”

in order the to select

“Workflow”

Expend the “Inbox”

in order the to select

“Workflow”

2 Select the invoice that needs to be re-initiated

Select the invoice that needs to be re-initiated

3

This is performed by the “Site Invoice Processor”

or “Invoice Processor”

This is performed by the “Site Invoice Processor”

or “Invoice Processor”

11

Reinitiating the Workflow

(Cont’d)

Clicking the “Re-initiate Workflow”

button will restart the Workflow, locate the attachment, and route the

Invoice Document to the Misc Pay Approver.

Clicking the “Re-initiate Workflow”

button will restart the Workflow, locate the attachment, and route the

Invoice Document to the Misc Pay Approver.

12

Verifying Workflow Reinitiated

11Use T-Code FB03

to verify that workflow has

been reinitiated

Use T-Code FB03 to verify that workflow has

been reinitiated


button to the far left of the screen


button to the far left of the screen

Enter the invoice number to be verified

Enter the invoice number to be verified

Select “Workflow”

then “Workflow Overview”

Select “Workflow”

then “Workflow Overview”

2

3

4

13

Verifying Workflow Reinitiated

This screen displays all the steps that

have occurred in the Workflow process.

This screen displays all the steps that

have occurred in the Workflow process.

APPENDIX I

JOB AID NOT

AVAILABLE AT

THIS TIME

APPENDIX J

GRC – How to Attach Files to a GRC Request Purpose: The purpose of this job aid is to provide step-by-step procedures on how to attach files to a GRC request. Audience: GRC Approvers (Supervisors, Role Approvers, Security Managers and Training Coordinators) Reference Material: Please access the following AKO link to obtain support materials, including: https://www.us.army.mil/suite/files/20040697 o Glossary of Terms o GRC FAQs o GRC PowerPoint Course Material o Other GRC Job Aids, including How to Access GRC Form: The Misc Pay Approver Role – GRC Template is used in conjunction with requesting the Misc Pay Approver Role in GFEBS. Supporting Documents: A properly completed, signed, and redacted DD Form 577 for each Misc Pay Approver must accompany the GRC request when assigning the Misc Pay Approver role. Failure to do so will result in the rejection of the request. A payment will not be processed without a valid DD Form 577. Questions: If you have feedback or questions about this material, please send an email to [email protected]

Misc Pay Approver Role - GRC Template

Full Name EDIPI AKO Email address CMD POC Command Site Wave #

APPENDIX K

DD FORM 577

As of 17 April 2013 Page 1

SIGNATURE CARDS – The following information pertains to appointment and completion of DD Form 577 for Certification Officials:

Public Law (Certifying Officer Legislation “COL”), Commanders and Appointing Authorities are authorized to appoint individuals as Certification Officials. Appointments will be executed via DD Form 577, latest version, as directed in DODFMR Volume 5, Chapter 33. Blocks 1, 2, 3, 4, and 5 are self-explanatory and must be completed. The commander/appointing authority MUST sign Block 5 of the DD Form 577. Blocks 6, 7 (must contain a complete Social Security Number), 8, 9 (must identify the Component/Organization of the appointee), 10 (must contain a complete address), 11, 12, 13 must be completed by the appointing official. Block 13 must be marked as “certifying officer”. Block 14 shall specifically identify the types of payments to be certified. A sample statement, “Authorized to sign for GFEBS miscellaneous payments using various forms with appropriate supporting documentation through GFEBS ADS/Treasury and/or DDS”. In accordance with DODFMR Volume 5, Chapter 33, Paragraph 330501, block 15 is required and must detail the exact duties, responsibilities and limitations of the appointed position and the regulatory, statutory and SOPs that govern those duties.

Acknowledgment of Appointment will be accomplished by completing Block 16 – printed name of appointee (MUST BE LEGIBLE) and signing in. Block 17 – Signature of appointee and must be both digital and an original “wet” signature of the authorized certifying official; facsimile signatures are not authorized, DFAS 7000.8-1, Chapter 4.

Termination of Appointment will be accomplished by the Commander/Appointing Authority completing Blocks 18, 20, 21 and 22. The Commander/Appointing Authority MUST sign Block 22; facsimile signatures are not authorized, DFAS 7000.8-1, Chapter 4. DD Forms 577 are uploaded into the GRC with the first five characters redacted. The original is mailed to DFAS and a copy is retained locally. Mailing Address: Defense Finance and Accounting Services – Indianapolis ATTN: Disbursing Operations (DD577) Mail Room (339W-1) 8899 East 56th Street Indianapolis, IN 46249 Special Instructions: The GFEBS Miscellaneous Pay Approver is a restricted role that requires users to have completed and submitted an updated version of DD Form 577 to EDA prior to being approved for the role in GRC. DD Forms 577 will be attached in GRC for Miscellaneous Pay Approvers

• Redact the first five digits of the SSN on the form (e.g. xxx-xx-1234) • Scan document and save it using the following naming convention: D577_{Users

EDIPI.pdf} (e.g. DD577_1234567899.pdf)

APPENDIX L

GFEBS Payment Due Date Calculation

Unclassified - FOUO 1

Description: This guide will show you how the payment due date is determined in GFEBS.

5 MAR 2013



Use the Document Date, which is found using

the MB03 T-Code.

Use the Document Date, which is

found using the MB03 T-Code.

Use the Invoice Receipt Date

2



Write down the 103 and the 105 Material Document Number.

ME23N T-Code



Enter the 103 Material Doc. Number

Enter the Document YearPress the Enter Key after information is input

MB03 T-Code



Click on the Header Button

MB03 T-Code



Here is the Document Date, which you will use for the 103 date.

MB03 T-Code



Enter the 105 Material Doc. Number

Enter the Document YearPress the Enter Key after information is input

MB03 T-Code



Click on the Header Button

MB03 T-Code



Here is the Document Date, which you will use for the 105 date.

MB03 T-Code


2/22/2013 + 7 Days =3/1/2013

2/22/2013

Now Compare the 103 date + 7 days and the

105 date and the earlier date goes into this

block. In this case it is the 105 date.

The final date that we need is the Invoice

Receipt Date

10



Double-Click on the Invoice Material Doc.

Number

ME23N T-Code



Here is the date that you will use for the Invoice

Receipt Date

Note: We are now in T- Code MIR4 in the Basic

data Tab.


2/22/2013 + 7 Days =3/1/2013

2/22/2013

2/22/2013

2/13/2013

Select the later date from the previous

comparison 2/22/2013

The last step is to take the Later Date and add the terms to produce the due date for your payment.

Due Date = Later Date + Terms

= +



2/22/2013 30 Days Net

Note: If you don’t want to manually calculate the date you can use a Date Calculator, which is displayed on the next slide.

Due Date



Enter the Later Date here

Enter the terms here

Click the calculate button

This is the Website that I use for date calculation.http://www.timeanddate.com/date/dateadd.html

http://www.timeanddate.com/date/dateadd.html



This is your Due Date, but since it falls on a Sunday the payment won’t

be made until 3/25/2013

Note: If the payment due date is on a weekend or holiday,

GFEBS will push it out to the next business day

The last step is to take the Later Date and add the terms to produce the due date for your payment.

Due Date = Later Date + Terms

= +



2/22/2013 30 Days Net

Now you have your Due Date as it is calculated in

GFEBS

3/24/2013



How to Calculate the Payment Due Date for an FMZ/FB60

Description: This guide will show you how the payment due date is determined in GFEBS.



Enter The 1900# Document Number

Enter Fiscal Year. Press the Enter Key

FB03



Double Click on the negative Amount



Write down the Bline Date

Write down the Days/percent



Enter the Bline Date

Enter number of days from the Days/percent block

Once data is entered click on the Calculate new date

button



Here is your Payment Due Date



Unclassified - FOUO 245 MAR 2013


APPENDIX M

ADVANCE PROCESS IS NOT

CURRENTLY OPERATIONAL IN

GFEBS

APPENDIX N

OFFICE OF THE UNDER SECRETARY OF DEFENSE3000 DEFENSE PENTAGON

WASHINGTON. DC 20301.3000

JAN 2 4 2007ACQUISITIONTECHNOLOGY

AND LOGISTICS

MEMORANDUM FOR SEE DISTRIBUTION

SUBJECT: Billing and Payment of Commercial Small Package Express Shipments

In support of the Department of Defense (DoD) mandate to use electronicmeans for processing commercial vendor payments, this memorandum provides DoD' sapproved electronic methods for billing and payment of commercial small packageexpress and administrative shipments.

Effective immediately, the following two methods are approved for billingand payment ofcornrnercial small package express shipments: US Bank's PowerTracksystem and the Government Purchase Card (GPC). Most base transportation/trafficmanagement offic;es have PowerTrack accounts. This policy will be reviewed by thisoffice and the Director, Defense Procurement and Acquisition Policy, DUSD (A&T)annually or when related contract/policy changes occur.

In instances where the environment will not support the electronicprocesses above or business reasons preclude the use of these processes, a waiver may berequested from this office. Waiver requests must contain detailed justification as to whyelectronic means cannot be used and a proposed future date when the electronicrequirement will be met.

This policy has been coordinated with OSD Comptroller, Defense Financeand Accounting Service and the Director, Defense Procurement and Acquisition Policy,DUSD (A&T). My point of contact for this action is Mr. Fred Schutz at 703-601-4461extension 103.

--~;~~:ZX:~":J Assistant Deputy Under Secretary

(Transportation Policy)

JAN 2 4 2007

cc:DEPUTY CHIEF FINANCIAL OFFICER, OFFICE UNDER SECRETARY OF DEFENSE

(COMPTROLLER)DEPUTY DIRECTOR, DEFENSE FINANCE & ACCOUNTING SERVICEPROGRAM MANAGER, DOD PURCHASE CARD PROGRAM MANAGEMENTOFFICE

DISTRIBUTION:VICE DIRECTOR FOR LOGISTICS (J4), JOINT STAFFDIRECTOR, FORCE PROJECnON & DISTRIBUTION, DCS G-4, U.S. ARMYDEPUTY ASSISTANT SECRETARY OF THE ARMY (FINANCIAL OPERATIONS)DIRECTOR, SUPPLY, ORDNANCE & LOGISnCS OPERA nONS, DEPUTY CHIEF

OF NAVAL OPERATIONS (N41)DIRECTOR, OFFICE OF FINANCIAL OPERATIONS, ASSISTANT SECRETARY

OF THE NA VY (FINANCIAL MANAGEMENT & COMPTROLLER)DIRECTOR, LOGISTICS READINESS (A4-R), U.S.AIR FORCEDEPUTY ASSISTANT SECRETARY OF THE AIR FORCE (FINANCIAL

OPERATIONS)DIRECTOR, LOGISnCS PLANS, POLICIES & STRATEGIC MOBILITY

DIVISION (LP), HEADQUARTERS U.S. MARINE CORPSDIRECTOR, FISCAL DMSION PROGRAM & RESOURCES DEPARTMENT (P&R)

HEADQUARTERS U.S. MARINE CORPSDIRECTOR, STRATEGY, POLICY, PROGRAMS & LOGISTICS (J5/4)

U.S. TRANSPORTAllON COMMANDEXECUnVE DIRECTOR, DISTRIBUnON & REUTILIZA nON POLICY,

LOGISnCS OPERA nONS, HQ DEFENSE LOGISTICS AGENCYDEPUTY DIRECTOR, PRODUCT ASSURANCE, HQ DEFENSE CONTRACT

MANAGEMENT AGENCYDIRECTOR OF OPERA nONS (A3), AIR MOBILITY COMMANDCOMPTROLLER (AS), AIR MOBILITY COMMANDDEPUTY TO THE COMMANDER, SURF ACE DEPLOYMENT & DISTRIBUnON

COMMANDEXECUTIVE DIRECTOR, OPERA nONS, DEFENSE COMMISSARY AGENCYDIRECTOR, LOGISnCS SUPPORT DIRECTORATE, DOD INSPECTOR GENERAL

APPENDIX O


REFERENCES DOD Financial Management Regulations (Vols. 5, 7, 8, 10, 12) DOD Misc Pay Guide DODGARS 3210.6-R DODI 1338.18 DODI 1342.26 DODI 3210.6-R DODI 4525.6-M DODI 5105.42 DODI 6000.12 DODI 6010.19 DODI 6055.6 DODI 7250.13 FAR 13.306 DFARS 213.306 AR 1-100 AR 1-101 AR 20-1 AR 27-20 AR 37-1 AR 37-47 AR 40-3 AR 58-1 AR 210-1 AR 215-1 AR 340-3 AR 600-8-1 AR 600-25 AR 608-33 AR 608-10 AR 672-5-1 AR 700-84 AR 670-10 FM 22-5 NGR 5-1 ASA (FM) Policy Memorandums

Additional Sources for Job Aids:

USAFMCOM Site: http://asafm.army.mil/offices/FO/UsaFincom.aspx?OfficeCode=1500 USAFMCOM AKO Folder: https://www.us.army.mil/suite/files/39706118

ARNG SMARTBOOK: https://www.us.army.mil/suite/files/30134293

http://asafm.army.mil/offices/FO/UsaFincom.aspx?OfficeCode=1500

