Sect J Atch 5 Invoicing

SECTION J, ATTACHMENT 5

FA4407-11-R-0006

INVOICING INSTRUCTIONS

Central Contractor Registration System (CCR) and Wide Area Work Flow Receipt and Acceptance (WAWF-RA) Vendor Instructions Installation and Registration Checklist

Completion of all instructions contained in this checklist must be accomplished prior to activation of the firm and user accounts

1. Check Central Contractor Registration System (CCR) (www.ccr.gov) to see if your company is registered.

• If you are registered in CCR, please go to Step 3 below.

• For help with registration in CCR, contact the CCR Help desk, 888-227-2423 or e-mail

CCR@dlis.dla.mil or see the CCR Handbook at http://www.ccr.gov/handbook.cfm.

2. Register with Central Contractor Registry (CCR).

• All vendors desiring to quote on goods or services in support of the Department of Defense (DOD) must be registered in the CCR at http://www.ccr.gov/.

• Ensure that all mandatory fields are completed in your new CCR account (i.e., Telephone/Fax number, Data Universal Numbering System (DUNS) and/or Commercial and Government Entity (CAGE) codes, North American Industry Code Systems (NAICS) codes, etc).

• Note: All contractors are required to update their CCR registration annually. Failure to do so will result in suspension of the account, which will prevent or delay awarding DOD contracts and payments to your firm.

3. Establish an Electronic Business Point of Contact (EB POC).

• The next step is to ensure that you have identified an EB POC for your company. You are required to establish both a primary and alternate EB POC for each CAGE/DUNS code assigned to the firm.

• To see if an EB POC is listed for your company, go to http://www.ccr.gov/ and click on “Search CCR”. Where prompted, enter the DUNS, CAGE, or Company Name and click “Submit Query”.

If you are presented with a list of DUNS numbers, you will need to pick the specific location and click on the DUNS.

• Scroll to the bottom of the Inquiry Results page. There you can see if anyone is listed as the EB POC. If no one is listed, your company has not identified an EB POC yet. If you see that there is no one listed as your company’s EB POC, you need to click on “Update or Renew Registrations Using TPIN” to add it.

• Each vendor organization may establish up to two EB POC’s (primary and alternate) for each CAGE/DUNS combination.

• The EB POC will be responsible for authorizing access to employee(s) of the vendor’s organization to view and/or modify data submitted on behalf of the vendor.

• Update NAICS codes developed by the Census Bureau, which replaced the Standard Industrial Classification (SIC) codes. Until NAICS codes are updated, update will not be complete. For more info on NAICS codes, visit: http://www.census.gov/epcd/www/naics.html

4. Establish a group in WAWF-RA associated with your cage code(s).

This can be done by calling DISA-Ogden Customer Support at 1-800-392-1798 or by e-mailing cscassig@ogden.disa.mil

5. Determine if your organization will designate a Group Administrator (GAM). (Proceed to paragraph 6 if you are not going to designate a GAM).

• In medium to large sized companies, there may be need to establish more than one GAM.

• A GAM determines who has access to the WAWF-RA vendor account.

• The initial GAM shall be the person designated as the EB POC. To appoint additional GAM’s each vendor must submit an official appointment letter signed by the EB POC.

• The appointment letter should be faxed to the WAWF-RA Customer Support Center.

http://www.ccr.gov/ mailto:CCR@dlis.dla.mil http://www.cdr.gov/ http://www.ccr.gov/ http://www.census.gov/epcd/www/naics.html

• The Group Administrator’s Manual is available for reviewing to all WAWF-RA registered users.

• The GAM Manual can be found in the Software Users Manual link within the WAWF-RA application.

6. Establish an organizational e-mail address

• All records created in WAWF-RA are stored in a virtual file folder and as status is updated or changes, the system generates an e-mail notification to applicable individuals identified in the firm’s organizational e-mail account.

• The GAM or EB POC shall provide the organizational e-mail to the WAWF-RA Customer Support Center.

• Ensure that your firm’s organizational e-mail address is operational and can receive e-mail from WAWF-RA prior to registering your e-mail address with the WAWF-RA Customer Support Center.

• Note: If you do not set up an organizational e-mail address, the personal e-mail address of the first person who self-registers from your firm (CAGE/DUNS code), will be designated as the organizational e-mail address for your firm.

7. Set up PCs to access WAWF-RA

• Set up the PCs of your organization’s users to access WAWF-RA.

• Select the “Setting Up Your Machine” link on the WAWF-RA home page. For more information:

https://wawf.eb.mil select accept, select Machine Setup.

8. Have all users self-register on the WAWF-RA website

• Every user for your firm must self-register on the WAWF-RA website by completing the on-line registration form.

• Select the “Self Register” link on the WAWF-RA home page and follow the instructions.

• Users may access WAWF-RA with either a User ID/Password combination or a PKI certificate.

Users who want to use a PKI certificate must obtain it before self-registering.

• PKI Certificates may be obtained from one of the approved Interim External Certificate

Authorities: Operation Research Consultants Inc. http://eca.orc.com, Digital Signature Trust Co.

http://www.digsigtrust.com/home.html, or Verisign: http://www.verisign.com. The web sites provide the instructions needed to acquire a PKI Certificate.

• If further assistance is needed, contact the WAWF-RA Customer Service Center.

• Note: Registrations will not be activated until the WAWF-RA Customer Support Center receives an e-mail from the EB POC/GAM as registered in the CCR database.

9. Follow-Up (If necessary).

• If your (GAM or user) account hasn’t been activated within two business days of self-registering contact the WAWF-RA Customer Service Center: CONUS Only: 1-800-392-1798, Option 1 COMMERCIAL: 801-777-3282, Option 1

DSN 777-3282, Option 1 FAX Commercial: 801-605-7453, DSN: 388-7543 E-Mail: TBD Note: Reference “WAWF” in e-mail Subject line

Questions concerning payment should be directed to the Defense Finance Accounting Services (DFAS) Limestone at 1-866-724-0526. Please have your order number and invoice number ready when calling about payment status.

You can also easily access payment information using the DFAS web site at http://www.dfas.mil. Your purchase order/contract number or invoice will be required to inquire status of your payment. Go to DFAS on the web at http://www.dfas.mil/money/vendor.

Sales Taxes: The prices on this order do not include state or local sales taxes because the federal government, as a sovereign power, is not liable for most of these taxes. When preparing your report for these taxes, cite this order https://wawf.eb.mil/ http://eca.orc.com/ http://www.digsigtrust.com/home.html http://www.verisign.com/ mailto:cscassig@ogden.disa.mil number--it is your federal exemption certification for this sale. Scott AFB’s Missouri tax exemption number is 13378155 and the Illinois tax exemption number is E9978-5714-04.

Unilateral Modification: Unilateral modifications for the purpose of making administrative changes (such as changes in accounting codes, payment offices, and other administrative changes which do not affect the terms and conditions of this order) may be issued without prior notice to the contractor. The contractor shall receive copies of unilateral modifications for record keeping purposes.

Order Administration: After award has been made, 375 CONS/LGCA1 will administer this order. Any requests for information or clarification after award of order shall be referred to the Contracting Squadron.

Post Award Change to Order: After award has been made, all changes to the contract/order terms and conditions must be made through the contracting office.

Invoicing and Receiving Report Procedures: To expedite payment of this order, you are required to submit your invoice through Wide Area Workflow-Receipt and Acceptance (WAWF-RA). For commodity purchases such as this, vendors are required to create a Construction invoice within the WAWF-RA system. Please see attached documentation for instructions on how to submit your invoice and/or DD250. Should you experience problems receiving payment of this order, please contact DFAS Limestone Customer Service Vendor Pay 1-866-724-0526

Technical and Inspection/Acceptance Administration: The Point of contact (POC) listed below is designated as technical representative of the contracting officer for the purpose of performing technical administration and inspection/acceptance of the work performed under this order. This inspection and acceptance will be performed in the new online system, WAWF-RA.

POC: To be determined per Task Order.

WIDE AREA WORK FLOW – RECEIPT AND ACCEPTANCE (WAWF-RA) - ELECTRONIC RECEIVING

REPORT AND INVOICING INSTRUCTIONS

Effective 1 April 2004 it is mandatory that all invoices is processed via WAWF. There are no costs involved to get you started, registration and software are provided FREE of charge. To get started your company will need a user ID and password for accessing the WAWF-RA system. This can be obtained by visiting the WAWF-RA web site at https://wawf.eb.mil/ and follow the instructions under Help with registration for access to WAWF-RA. The order number must appear on your invoice. Under About WAWF-RA, you will also find links for Functional Information, Setting Up Your Machine, Accessing Web Based Training, and Frequently Asked Questions. Should you have questions about the WAWF-RA system or the website, please don’t hesitate to contact a DISA customer support representative toll-free at 1-866-724-0526.

WIDE AREA WORKFLOW – RECEIPT AND ACCEPTANCE (WAWF-RA)

ELECTRONIC RECEIVING REPORT AND INVOICING INSTRUCTIONS

IN ACCORDANCE WITH DFARS 232.7002, USE OF ELECTRONIC PAYMENT REQUESTS IS

MANDATORY. USE OF WAWF WILL SPEED UP YOUR PAYMENT PROCESSING TIME AND

ALLOW YOU TO MONITOR YOUR PAYMENT STATUS ONLINE. THERE ARE NO CHARGES OR

FEES TO USE WAWF.

Requests for payments must be submitted electronically via the Internet through the Wide Area WorkFlow – Receipt and Acceptance (WAWF-RA) system at https://wawf.eb.mil.

Questions concerning payment should be directed to the Defense Finance Accounting Services (DFAS) Limestone Customer Service Vendor Pay 1-866-724-0526. Please have your order number and invoice number ready when contacting DFAS about payment status. You can also access payment information using the DFAS Vendor Pay Inquiry System (VPIS) web site at http://www.dod.mil/dfas/money/vendor.

THE FOLLOWING CODES WILL BE REQUIRED TO ROUTE YOUR RECEIVING REPORTS,

INVOICES AND ADDITIONAL E-MAILS CORRECTLY THROUGH WAWF.

CONTRACT NUMBER: To be determined

TYPE OF DOCUMENT: Construction Invoice

CAGE CODE: To be determined

ISSUE BY DODAAC: FA4407

ADMIN DODAAC: FA4407

INSPECT BY DODAAC: F3S352

CONTRACTING OFFICER DoDAAC: F3S356

PAY OFFICE DODAAC: F88700

SEND MORE E-MAIL NOTIFICATIONS:

CONTRACT ADMINISTRATOR: To be determined

CONTRACTING OFFICER: To be determined

INSPECTOR/ACCEPTOR: To be determined