Attachment 2 10162023 TSOW 1 - Accounts Payable.pdf

Enterprise Services Center (ESC)

FINANCIAL SUPPORT SERVICES

Task Statement of Work (TSOW)

Administrative Payments Branch

ATTACHMENT 2

October 16, 2023

Version 1

Statement of Work Administrative Payments Branch, AMK-310

Financial Services Support Contract October 16, 2023

Introduction and Overview The Financial Services Division of the Enterprise Services Center (ESC) excels in providing financial management services within the Government. Currently, we provide these services for the entire Department of Transportation (DOT) as well as five non-DOT agencies. The Administrative Payments Division (AMK-310) of the Enterprise Services Center (ESC) excels in the performance of accounts payable transaction processing. Transaction services offered include: interfacing with travel systems; processing electronic payments; processing credit cards; invoice validation; scanning services; and grant payments. In addition, ESC offers centralized services that include conducting system and internal controls testing to ensure program compliance; providing level 2 operational support for electronic invoicing and integrated procurement transaction processing; and maintaining the global supplier table.

The Administrative Payments Division (AMK-310) of the Enterprise Service Center (ESC), provides transactional processing for various federal agencies that includes, but is not limited to, all US Department of Transportation (DOT) agencies, Commodity Futures Trading Commission (CFTC), Institute of Museum and Library Services (IMLS), National Credit Union Administration (NCUA), National Endowment for the Arts (NEA), the Securities and Exchange Commission (SEC), and the Office of Personnel Management (OPM).

Scope General: The contractor shall provide all personnel, management, supervision and other items or services as necessary to perform financial support related to administrative and accounting services as identified in the statement of work below. Please reference the contract SOW for general requirements. The contractor will work tasks as assigned for

AMK-310.

Description of Work:

Accounts Payable Accounting Clerk Process accounts payable transactions. Payables transactions include, but are not limited to:

commitments, obligations, accruals adjustments, reclassifications and payments for services, supplies, and materials. Processing of these transactions will be in accordance to ESC’s standard operating procedures and OMB metrics. Identified activities include:

• Review financial transactions (commitments, obligations, invoices, adjustments, reclasses, rejections) and perform data entry or routing to approvers within two (2) business days upon receipt from customer or vendor

• Perform quality check on received financial transactions to ensure accuracy and completeness and take actions as appropriate, verify supplier and payment information in SAM.gov, verify referenced obligation information contains sufficient funding for matching and invoiced items are matched to correct contract line item

• Send invoices for approval prior to payment. Process invoices according to documented procedures

• Perform data entry accurately within two (2) business days upon receipt of final approval for invoices requiring approvals and/or acceptances

• Assist with 1098 processing

• Maintain invoice log for accrual calculations

• Process month end and quarter end accruals

• Perform weekly follow up on all outstanding financial transactions to ensure timely posting and prevention of interest penalties

• Escalate aged suspense items of concern to federal leads

• Provide clear communication, timely responses, and great customer service to all ESC customers

• Interpret pertinent laws and ensure compliance of financial transactions, including but not limited to Prompt Pay Act (PPA)

• Perform reconciliations on obligations or accounts to ensure records are in balance

• Perform and assist with system/paper-based records management activities

• Perform and assist with internal and external audits, including but not limited to providing supporting documentation for audit samples

• Train incoming Accounting Clerks.

• Level III Accounting Clerks will examine, classify, record and process financial transaction commitments, obligations, accruals, and payment for services, supplies, and materials.

• Level III Accounting Clerks will examine supporting documentation for financial transaction for assurance that the transactions are legal and in compliance with all pertinent laws and administrative regulations.

• Level III Accounting Clerks will provide technical guidance and may act as a lead to lower-level accounting clerks on various issues related to Accounts Payable transactions.

Accounts Payable General Clerk

• Scan invoices and supporting documentation for invoice processing.

If initial scan is not legible, a re-scan may be necessary for clarity.

• Process mail.

Open and distribute mail within in 1 business day of receipt.

• Assist with prepping records for NARA shipment.

Verify the documentation condition and order, identify contents of boxed files, maintain list of boxed files, and transport files to/from temporary locations.

Because of the nature of the task requirements, this assignment does not qualify for teleworking. All activities are to be performed at MMAC. In addition, the first mail run is expected at 9 am. Resources should not report to work prior to 8 am.

Accounts Payable Accountant Tasks may include (but not limited to) the following:

• Maintain accounting operations for accounts payable activity, transfers of costs, and adjustments

• Identify and analyze problems that may occur in the processing of recording transactions

• Collect and analyze data by applying accounting policies and procedures to record routine transactions

• Review transactions posted by Accounting Clerks and recommend changes necessary to ensure proper accounting and reporting of funds

• Assist and/or prepare routine and/or special reports on a monthly, quarterly, and yearly basis on a national level

• Monitor appropriations and analyze financial transactions to ensure data is correct and compliant with regulations

• Assist with Delphi Quarterly Release Testing in various test instances as it relates to job function specific tasks to ensure system viability and reliability.

• Assist with patch migration testing and BPI new feature testing as needed for Delphi system and BPI improvements

• As the level of Accountant increases, provide written explanation to auditors, managements, program managers, and others who review the statements concerning the complex data contained in the reports

• Level III AP Accountants may serve as Team Leads and assist with large financial services-related projects.

• Level III AP Accountants may identify ways to improve costs, quality and timeliness of financial services activities through business process re-engineering or other methods

Accounts Payable Financial Specialist

• Analyze data

• Test software changes

• Participate in business process reengineering projects

• Utilize automation for workload

• Work with interfaces, iSupplier troubleshooting, etc.

• Assist Accounting Clerks with workload as needed

ESC standard operating procedures will be provided by ESC. These are living documents and may require periodic updates and/or changes.

Metrics Processing AP transactions Each accounting clerk will process a minimum of 200 transactions a month and up to 2,200 per month depending upon the payment desk assignment and the procedure of invoice entry.

Prevent duplicate payments Following ESC’s SOP, contractor shall prevent duplicate payments. In the event a duplicate payment occurs, contractor shall work with federal staff to obtain funds paid in error. ESC prefers ZERO duplicate payments; the acceptable level is less than 0.01% of total paid invoices are duplicate payments.

Prevent utility disconnect/cutoffs

Following ESC’s SOP, contractor shall prevent utility disconnect/cutoffs. Upon research/investigation it is determined that service disconnection is a result of ESC’s failure to process utility invoices timely, contractor management will be notified of the severity of the deficiency and government recommendation – remedial training or removal.

In addition, all utility information must be kept in the proper shared files. Failure to comply will result in immediate removal from the contract. Random sweeps will be conducted by the ESC Quality Assurance Staff.

Reject improper invoices 100% of improper invoices must be rejected timely. Upon receipt of an improper invoice or rejection from the contracting officer (CO), process the rejection notice in accordance with ESC’s SOP.

Provide quality customer service Treat customers courteously.

Respond to customer requests within 3 days following ESC SOP guidelines.

Respond to customers written and telephone inquiries accurately and in a timely manner.

Provide consistent customer follow-up with minimal assistance.

Take responsibility to resolve customer complaints.

Provide status reports and progress updates to customers, after federal (lead or manager) review, as necessary.

Seek customer feedback and ensure needs have been fully met before closing out action item(s).

OMB monthly metrics. These metrics include:

Commercial Invoice Payment Timeliness – the % of commercial invoices (non-credit card) paid by Treasury within 30 calendar days after receipt by the customer accounting office.

SPPA deliverable: 98% of total paid invoices are entered timely.

ESC stretch target: 99% of total paid invoices are entered timely.

Commercial Invoice Payment Interest Paid – the % dollar amount of late payment interest penalties for paid commercial invoices.

SPPA deliverable: less than 0.02% of the total dollar amount of all invoices is paid in interest/penalties.

ESC stretch target: 0.01% of the total dollar amount of all invoices is paid in interest/penalties.

Grants Payment Processing – the % of grant payments entered into the financial management system within 7 government workdays of receipt by the service provider through the grants system interface.

SPPA deliverable: more than 95% of the grant payments are processed within 7 government workdays.

ESC stretch target: more than 97.5% of the grant payments are processed within 7 government workdays.

Commercial Payment Electronic Funds Transfer (EFT) Usage – the % of EFT commercial payments

SPPA deliverable: more than 96% of total payments are paid via EFT.

ESC stretch target: more than 98% of total payments are paid via EFT.

Reporting

All labor expended shall be substantiated by a summary sheet for the invoiced period listing employee name, date, labor category, number of hours actually worked and supported by the information/report from CMIS. The summary should also include a narrative describing the work performed during the month and description of issues or difficulties.

Travel

Travel is not required for this task.

Work Schedule

Contractor support shall report to duty or remote location Monday thru Friday. Contractor must be present during core hours – 9:30 am to 11:00 am and 1:00 pm to 2:30 pm daily.

Contractor shall neither report to work before 6 am nor work later than 6 pm unless approved in advance by COR.

Program requirements may dictate work to be performed at times and days other than those prescribed. Under these circumstances, the COR may authorize workload. In an instance where the work is “Over and Above” the CO may negotiate the change.

For Telecommuting, reference PWS Paragraph 2.10. These are the general requirements for teleworking. When task assignments require performance at the duty location; teleworking is not an option for the position. In this task, the Accounts Payable General Clerk cannot perform their work assignments in a remote location.

Communications Skills: Contractor personnel should be able to effectively communicate with other individuals at all levels within organizations and with differing economic, social, cultural or educational backgrounds. They should have skills in oral and written communications and the ability to exercise tact in dealing with others in a courteous and diplomatic manner.

Quality Assurance Government personnel may from time-to-time observe Contractor operations. These personnel will not interfere with Contractor performance.

At no time shall the Contractor’s personnel be supervised by FAA managers or other FAA or Government personnel. FAA will provide, as needed by the Contractor, limited assistance in the form of technical and policy guidance through the assigned COR.

Performance Requirements The contractor service requirements are summarized into Task Deliverables that relate directly to the mission. The acceptable quality levels (AQL) briefly describes the minimum acceptable quality levels of service required for each requirement. These thresholds are critical to mission success.

The Method of Surveillance and Corrective Actions/Disincentives shall be provided as an attachment in the QASP.

Task Deliverable(s) Applicable Standard(s) Acceptable Quality Levels (AQL) Process AP transactions AMKWI-310-00002

Agency Specific Invoice Processing Procedures (as applicable)

Invoice Routing Rules (as applicable)

Prepping Invoice Work Instructions (as applicable)

Desk Procedures (as applicable)

Naming Conventions (as applicable)

Each accounting clerk will process a minimum of 200 transactions a month and up to 2,200 per month depending upon the payment desk assignment and the procedure of invoice entry

Following ESC’s SOP, contractor shall prevent duplicate payments.

In the event a duplicate payment occurs, contractor shall work with federal staff to obtain funds paid in error. ESC prefers ZERO duplicate payments; the acceptable level is less than 0.01% of total paid invoices are duplicate payments.

Following ESC’s SOP, contractor shall prevent utility disconnect/cutoffs. Upon research/investigation it is determined that service disconnection is a result of ESC’s failure to process utility invoices timely, contractor management will be notified of the severity of the deficiency and government recommendation – remedial training or removal.

100% of improper invoices must be rejected timely. Upon receipt of an improper invoice or rejection from the contracting officer (CO), process the rejection notice in accordance with ESC’s SOP.

All non-ISP invoices are entered within 2-3 business days of receipt.

All RPA invoices are reviewed/validated within 2 business days of receipt.

All unmatched utility invoices have a paid date NLT the due date listed on the vendor invoice. If no due date indicated on the invoice, invoices are paid within 15 calendar days of receipt.

Utility disconnect notices are addressed within 24 hours of receipt date.

Any overpayments/underpayments are reported to the federal leads and manager within 1 business day of discovery. Resolution is started within 2 business days of discovery.

Provide quality customer service.

Commercial Invoice Payment Timeliness – 98% of commercial invoices (non-credit card) paid by Treasury within 30 calendar days after receipt by the customer accounting office.

Commercial Invoice Payment Interest Paid - less than 0.02% of the total dollar amount of all invoices is paid in interest/penalties.

Weekly follow up on outstanding items and escalate after third follow-up 100% of time

Process Mail FY22 GC DUTIES-WORK

INSTRUCTIONS 08242022

Mail is processed within 1 business day of receipt.

Scan Invoices FY22 GC DUTIES-WORK

INSTRUCTIONS 08242022

99% of invoices are scanned and available within 2 business days of receipt

99% of invoices are scanned accurately; rework not required

Accountants Accounts Payable Accountants 08252022

Reconciliations, Hierarchy updates, Audit participation, entry of reclasses and transactions, tax reporting, and software testing.

Financial Specialists Data Analysis, software testing, interface activity, workload optimization

Task COR: Cindy Drummond, cindy.drummond@faa.gov, 405 954-1877 mailto:cindy.drummond@faa.gov

Enterprise Services Center (ESC)