B08 Attachment 0009 - Purchasing and Invoicing Guide.pdf

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ENHANCED ARMY GLOBAL LOGISTICS ENTERPRISE (EAGLE) PURCHASING AND INVOICING GUIDE

This guide details how the United States Government (USG) will oversee a Contractor’s other direct cost (ODC) purchases and invoicing of labor costs and ODCs.

Guide is comprised of eight (8) sections:

1. Defining the course of action detailed in this guide

2. Purchasing process

3. Temporary duty travel process

4. Overtime process

5. Invoice process

6. Government responsibilities

7. Summary

8. Appendices

1) DEFINING THE COURSE OF ACTION DETAILED IN THIS GUIDE

a) In order to best utilize Army Sustainment Command (ASC) funds, the Contractor shall obtain written approval for any supplies / expendable goods, equipment / durable goods, repair parts, temporary duty assignments, travel, and training costs utilizing a contract line item number (CLIN) for reimbursement. The Contracting Officer Representative (COR) will concur on all Purchase Requests (PRs) (Appendix A), regardless of dollar value.

b) The Contractor shall utilize each separate reimbursable customer’s labor, overtime, and/or ODC CLINs for reimbursement of services and/or purchases.

c) Any purchase made without gaining the appropriate approval(s) is at the Contractor’s own risk. Separate invoices for labor and ODC CLINs are highly recommended and encouraged to avoid delaying the approval of invoices. Additionally, the Contractor should consider invoicing ASC funded efforts separately from reimbursable customer funded efforts, in order to avoid potential blocks in DFAS processing. Reference FAR 52.216-7, Allowable Cost and Payments.

d) No purchase shall be made unless there is adequate funding on the CLIN that will be utilized to reimburse the Contractor.

e) If the contract’s period of performance crosses fiscal years, the contractor shall fully invoice against the previous fiscal year CLIN before invoicing against the current fiscal year CLIN.

· For example, if the period of performance is 1 June 2018 – 31 May 2019, and Basops Maintenance CLIN 0003AA is funded with FY18 funds and Basops Maintenance CLIN 0003BA is funded with FY19 funds, the contractor must fully invoice the FY18 CLIN 0003AA down to zero before invoicing against the FY19 CLIN 0003BA.

· To determine which FY funding is on a CLIN, find the 3rd digit in the PRON number. For example, M28XXXXXXX = FY18 funding, M29XXXXXXX = FY19 funding, M20XXXXXXX = FY20 funding.

f) The purchase request and invoice review process will be managed via e‐mail. E‐mail communications will allow the Contractor, COR, and Procuring Contract Officer (PCO) to communicate freely and effectively.

2) PURCHASING PROCESS

a) The Contractor shall follow CCMD Form PR001 – Oct 2019 for purchase request

i) All repair part purchases must be made for a specific job order. If bulk purchases or bundling of repair parts are required, the purchases shall be traceable to an equipment job order. Reference 18c. of CCMD Form PR001 – Oct 2019

ii) Under no circumstance will the Contractor reserve ODC funds for any agreements or purchases (i.e., blanket purchase agreements (BPAs) / orders against BPAs) with other suppliers.

iii) The PR package shall consist of the following, to justify price reasonableness of item(s) required:

1. Completed PR

2. Minimum of three competitive quotes are required for any purchase greater than $3,500.00 for any supplies / parts / equipment / services. When requesting three quotes, the Contractor is required to submit documentation showing they requested a quote from a vendor, even if they did not receive a vendor’s response.

3. The Contractor shall submit a justification for any sole source item for purchases greater than $3,500.00.

iv) ODC items excluded from utilizing any ODC CLIN funding are (list is not all inclusive):

1. Subcontract labor (unless otherwise approved by the PCO)

2. Capital equipment

3. Non-expendable equipment

4. Durable equipment

5. Security clearance verification costs

6. Employee training (except certain Government required training that is normally provided on-the-job or in some cases requires off-site travel for an extended time).

7. Any program management costs

8. Pre-employment drug screening.

9. Class I (food/water)

10. Individual comfort items

11. Fringe costs (Health & Welfare Benefit, Worker’s Compensation, etc.)

12. Uniforms including coveralls, unless Contract Bargaining Agreement (CBA) specifically requires the USG to reimburse Contractor for uniform costs

13. Government facility repair or upgrades

14. Passenger cars

b) The below table depicts the different thresholds for all PRs. Refer to the corresponding blocks on the PR for PR submittal, validation authority, and the final approval authority:

THE CONTRACTOR SHALL NOT SPLIT PURCHASES TO REMAIN BELOW CERTAIN THRESHOLDS.

THE CONTRACTOR WILL NEED TO SUBMIT A REVISED PR PACKAGE IF THERE ARE ANY CHANGES FROM THE ORIGINAL PR SUBMITTAL. IF THERE IS A 5% OR LESS CHANGE FOR TRAVEL, THE CONTRACTOR DOES NOT HAVE TO RESUBMIT A REVISED PR PACKAGE.

PR Overall Dollar Amount

PR submitted to

Validation Authority

Approval Authority

Sole Source Justification Required

<=$500.00

PR block 20

PR block 20, 21

PR block 20,21

NO

>=$500.01 – $5,000.00

PR block 20

PR block 20, 21

PR block 22

YES – if single purchase

>= $3.5K

>=$5,000.01 – $10,000.00

PR block 20

PR block 20, 21, 22

G4 validation needed if purchase is for equipment

PR block 23

YES

>=$10,000.01

PR block 20

PR block 20, 21, 22, 23

PR block 24

YES

Property book item(s)

PR block 20

See above for thresholds

See above for thresholds

YES

IT purchases – printers, copiers, network services, leases, etc.

PR block 20

PR block 19c

See above for thresholds

YES

Any dollar value for training, travel, leases, and/or subcontracts

PR block 20

See above for thresholds

See above for thresholds – PR block 24 approves all training, travel

YES

i) Upon receipt of the purchased item(s), the Contractor shall coordinate with the on‐site COR and Property Book Officer to ensure all items approved are documented appropriately in the property book system.

ii) Any repair parts, supplies or Petroleum/Oil/Lubricant (POL) purchased outside of GCSS-A in support of a job/work order, Contractor shall enter the item(s) into the GCSS-A system using the Change Work Order - Add External Material Non-Standard Costs (Appendix D).

iii) The Contractor shall attach the written concurrences from the COR and PCO/ACO, the PR approved package, to include the required backup data to support cost invoices, and CD-01 (Excel format) via upload into WAWF when submitting an invoice for reimbursement.

3) TEMPORARY DUTY TRAVEL (TDY) PROCESSING

a) The Contractor shall take the following action during the TDY process:

i) All travel requests, regardless of dollar value, utilizing a CLIN for reimbursement, must be validated by on-site COR, AFSB and approved by the PCO via the PR, unless PCO delegates approval authority to the Administrative Contracting Officer (ACO) in writing.

ii) Travel requests must be approved before travel commences.

iii) Only travel absolutely necessary to accomplish the USG mission effectively and economically will be authorized for payment.

1. For travel in emergency circumstances where the COR and PCO/ACO are unable to provide approval(s), request(s) must be approved, in writing, by the PCO/ACO within 72 hours after travel begins.

2. The Contractor shall document the necessity for the emergency travel and submit in writing, along with the COR concurrence, to the PCO/ACO for approval.

3. PCO/ACO will provide retroactive approval in writing for travel performed which has been justified appropriately.

4. Only travel costs complying with the Joint Travel Regulation (JTR) will be approved.

b) If the Contractor is non-compliant with the JTR, they must provide a written explanation and obtain PCO/ACO approval prior to travel.

i) Unless pre-approved exceptions are determined allowable by the PCO/ACO, the following will apply to all travel costs submitted to the USG for reimbursement (not an inclusive list).

ii) Per Diem only authorized to the maximum amounts allowed by JTR.

1. Lodging costs above the per diem rate will not be approved.

2. Per Diem rates must be computed to comply with the reduced rate on travel days as broken out by JTR.

iii) All travel costs must be documented in accordance with JTR.

iv) Adequate supporting documentation: receipts, COR and PCO/ACO written approval must be submitted to the USG prior to submitting an invoice into Wide Area Work Flow (WAWF) for reimbursement.

4) OVERTIME (OT) PROCESSING

a) The Contractor shall take the following action during the OT process:

b) OT hours will only be approved for emergencies or unforeseen circumstances that will affect the health and safety of the workforce or work area.

c) If circumstances indicate the need for OT, prior to working OT, the Contractor shall:

i) Flex the current man hours to reduce OT or prevent OT.

ii) Complete an Overtime Approval Request (Appendix C) and submit to the COR for concurrence and to the PCO for approval. The Overtime Approval Request shall clearly articulate the justification for the services requested.

iii) If the COR concurs OT is necessary, request form will be sent to PCO for written approval.

d) For emergency circumstances where the COR and PCO are unable to provide approval(s), request(s) must be approved, in writing, by the PCO within 72 hours of OT worked.

e) Adequate supporting documentation: Overtime Approval Request and COR concurrence and PCO approval must be submitted to the USG prior to submitting an invoice into WAWF for reimbursement.

5) INVOICE PROCESSING

a) The Contractor shall take the following actions during the invoice process:

· The Contractor shall upload a separate labor and ODC invoice at least once every 30 days. The USG does not object if a Contractor invoices more than once within a 30 day period.

b) If the contract’s period of performance crosses fiscal years, the contractor shall fully invoice against the previous fiscal year CLIN before invoicing against the current fiscal year CLIN.

· For example, if the period of performance is 1 June 2018 – 31 May 2019, and Basops Maintenance CLIN 0003AA is funded with FY18 funds and Basops Maintenance CLIN 0003BA is funded with FY19 funds, the contractor must fully invoice the FY18 CLIN 0003AA down to zero before invoicing against the FY19 CLIN 0003BA.

· To determine which FY funding is on a CLIN, find the 3rd digit in the PRON number. For example, M28XXXXXXX = FY18 funding, M29XXXXXXX = FY19 funding, M20XXXXXXX = FY20 funding.

c) The Contractor shall submit an invoice package to the COR and PCO for concurrence prior to submitting invoice into the WAWF system. The invoice package will consist of the following for PCO concurrence:

i) The Contractor shall provide COR concurrences with its invoice package(s) to the PCO for review/approval.

ii) COR and PCO Overtime Concurrence.

iii) ODC packages will reference PR number associated with the purchase line item.

iv) Invoice Support Data tracker - CD-01 (Appendix B in Excel format which allows sorting and filtering) or PCO Approved Contractor formatted Excel spreadsheet.

d) PCO will review invoice package(s) and concur or non-concur on package(s).

e) PCO will document any invoice corrections that will made on future invoice submittals.

f) Upon the PCO concurrence email, the Contractor shall generate in WAWF either a “Cost Voucher” for cost type invoices (e.g., labor/fee and ODC CLINs) or a “2-in-1 Services Only” for firm fixed price type invoices (e.g., Transition-in).

g) The Contractor shall upload the email concurrences from both the PCO and COR, the PR approved package, and the DCAA required backup data to support cost invoices and CD-01 (Excel format) into WAWF.

h) The Contractor shall enter all invoices as an “Interim Cost Voucher,” except for the last cost invoice for the performance period in which the Contractor shall label the last cost invoice as a “Final Cost Voucher.”

i) DCAA is the approval authority for interim cost vouchers.

6) GOVERNMENT RESPONSIBILITIES

CORs shall perform surveillance activities to ensure the contractor is in compliance with terms and conditions of the contract.

a) PR Package Processing:

i) The COR will be the first person Contractor approaches with a new PR package.

ii) The COR will review the PR package to make sure it is complete and accurate. If the package does not contain all the necessary documentation, the COR will return the package to the Contractor with comments.

iii) If the COR determines PR request is necessary, they will sign the PR (written or electronic signature) and either approve the purchase (<= $500.00) or continue routing package (see table in Section 2(b) for validation and approval routing).

NOTE: Validation does not financially obligate the USG nor does it give the Contractor direction to purchase.

iv) Once all necessary signatures are obtained, the COR will send the approved PR package via e‐mail back to the Contractor, who will then acquire the items as stated on the PR.

v) The COR will be responsible for maintaining and submitting the monthly Site ODC tracker to ASC Headquarters by the 5th of every month. The ODC tracker will include all purchases / services / travel / training, etc. that will utilize an ODC CLIN to reimburse the Contractor.

vi) The COR and the Property Book Officer will ensure items received match the items on the PR and will ensure items are properly tracked in the property system.

vii) Once all the PR items have been received, properly documented and recorded, the COR will sign PR, stating all items received and in acceptable conditions, input invoice number(s) Contractor submitted for reimbursement, notify the PCO.

b) Invoice Processing:

i) The COR must confirm receipt of services and supplies submitted by the Contractor in their invoice(s), along with the backup documentation submitted with each invoice.

ii) The COR will be allowed seven (7) working days to review and concur on the invoice and backup documentation. The COR must notify the PCO, within two (2) working days of receipt of invoices if they unable to meet this suspense.

iii) The COR will provide its concurrence (through e-mail or SharePoint) to the Contractor’s site manager and PCO.

iv) The Contractor shall provide the COR’s validated invoice to the PCO for review (through e-mail or SharePoint).

v) Unless notified by the PCO, after eight (8) working days, invoice is deemed to be authorized by the COR for payment if the COR has not taken a position on the invoice.

1. In this instance, the Contractor shall submit invoice to the PCO for concurrence to submit into WAWF without the COR’s concurrence stating the COR review time had expired.

c) OT Processing:

i) The COR shall validate ALL OT requests ensuring OT is necessary due to an emergency or unforeseen circumstance that will affect the health and safety of the workforce or work area.

ii) If the COR rejects the OT request, the COR must document the reason why and submit the request and justification for rejection back to the Contractor. Rejected requests must be clearly marked “Rejected.”

iii) If the COR concurs and confirms there is funding available on the current CLIN, COR will submit OT request and justification as to why OT is necessary to the PCO for their review and approval.

PCO

a) PR Package Processing:

i) For purchases equal to/greater than $10,000.00, the PCO will receive a PR package from the COR consisting of:

1. A minimum of three competitive quotes (or single source vendor justification).

2. ASC G4/G6 approvals – if applicable.

3. Justification as to why Contractor did not utilize Army Supply System, DLA and/or GSA.

ii) Any line item change will require the Contractor to submit a revised PR package before the PCO will conduct a review; with the exception of a 5% change in travel costs.

iii) For purchases equal to/greater than $10,000.00, the PCO will review the PR package for appropriateness regarding price reasonableness and to ensure the Contractor is following the proper purchasing process.

iv) For purchases equal to/greater than $10,000.00, the PCO will provide a signed copy of the PR (via e‐mail or SharePoint) to the Contractor as well as to the COR for their records.

v) If the PR package is deemed unacceptable, the PCO will return the package to the Contractor with constructive comments and the formal disapproval.

b) Invoice Processing:

i) The PCO will receive an invoice from the Contractor via email prior to entering into WAWF.

ii) Once the PCO receives the COR validation of the invoice, the PCO will concur on the invoice and provide concurrence to the Contractor for input into WAWF.

iii) The PCO has three (3) working days to provide concurrence for submission after receipt of the COR validation of the invoice.

iv) If a firm fixed price CLIN is being invoiced (2-in-1 Service Only), the PCO will review and approve the Contractor’s invoice for payment in WAWF.

v) If a cost CLIN is being invoiced (Cost Voucher), the PCO is not required to take any action in WAWF as DCAA reviews and ultimately approves / disapproves in WAWF.

c) OT Processing:

i) The PCO will receive the Contractor’s request for OT, once the COR validates OT is necessary.

ii) The PCO will ensure work is within scope, funding is available, will sign the OT request and send to the Contractor.

DCAA is an independent USG auditor of Contractor invoices.

a) DCAA reviews vouchers to provide reasonable assurance the amounts claimed are not in excess of what the Contractor is entitled to.

b) DCAA validates that the Contractor is in accordance with the terms of the contract prior to approval of provisional payment.

c) DCAA ensures contract overpayments are identified promptly and that any amounts due to the USG are refunded in a timely manner or properly offset.

d) DCAA shall not process any invoice in WAWF it reviews if it does not have the PCO’s email concurrence. The PCO’s email concurrence serves as confirmation that the COR and PCO have completed their reviews prior to submission in WAWF.

a) Invoice Processing:

· DCAA performs a random sample of cost invoices (Cost Vouchers) prior to approval to Defense Finance and Accounting Services (DFAS) authorizing payment, in accordance with DCAA established parameters.

7) SUMMARY

Functional experts having archival responsibilities will keep records readily accessible.

This document provides a detailed description of the initiation, validation, approval, and archiving of financial documentation expected on an EAGLE Task Order. As the effort progresses, it is expected that the PCO and CORs will recognize opportunities for efficiency improvements in the purchasing and invoice process. As those efficiencies are identified, it is the responsibility of those parties to re‐evaluate this guide as appropriate.

NOTE: DCAA is the final Approver of all Cost Invoices. The COR and PCO only approve the requirement to be invoiced

8) APPENDICES

a) Purchase Request form

b) CD-01 Invoice Support Data Tracker or PCO Approved Contractor formatted Excel spreadsheet

c) Overtime Approval Request

d) Change Work Order - Add External Material Non-Standard Costs

PIG.v2 10/2019 12

LABOR

ODC MONTHLY TRACKER FOR (LRC/APS/LOG CAP LOCATION) _____________________________________

REPORT DATE RANGE: From _________________ to ______________________

REPORT COMPLETED BY: ___________________________________________________________

TRACKER MUST BE SUBMITTED WITH EACH LABOR INVOICE SUBMITTAL FOR (EAGLE or LOGCAP LOCATION) _________________________________________________

CONTRACTOR NAME: ____________________________________________ REPORT COMPLETED BY: _______________________________________ DATE: _______________________

TRACKER MUST BE UPLOADED INTO WAWF AS AN EXCEL SPREADSHEET

ODC

TRACKER MUST BE SUBMITTED WITH EACH OTHER DIRECT COST INVOICE SUBMITTAL FOR (LRC/APS/LOG CAP LOCATIONS) _______________________________________________

CONTRACTOR NAME: ____________________________________________ REPORT COMPLETED BY: _______________________________________ DATE: _______________________

TRACKER MUST BE UPLOADED INTO WAWF AS AN EXCEL SPREADSHEET

Include lease agreements/contracts

Copyright 2018 United States Government, as represented by the Secretary of the Army. All rights reserved.

Effective Date: 01 January 2018 | Version: 3

GCSS-Army Transaction Guide

Change Work Order - Add External Material Non-Standard Costs

(/N/ISDFPS/DISP_EQU_SIT)

Business Purpose

Use this transaction to change a work order by adding the non-standard costs for materials that were purchased outside of GCSS-Army.

Business Trigger

Perform this transaction when you need to add the non-standard costs for materials that were purchased outside of GCSS-Army to a work order.

Navigating to the Transaction

To navigate to the transaction, type /N/ISDFPS/DISP_EQU_SIT in the SAP Easy Access screen Command field and press Enter.

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Equipment Situation Report

The Equipment Situation Report is used to display a list of equipment for which a Unit is responsible.

The Equipment Category fields default to only include reportable equipment, which reduces the run time for the Equipment Situation Report. You can change these values to include other equipment categories when required. You can also enter additional search criteria to narrow the scope of the search and to limit the output results.

Complete the following step(s):

1. Type your entry in the Force Element field (for example, WFJ4E0).

Perform one of the following:

To display the equipment at the Unit level, enter the Unit Identification Code (UIC) or enter the Force Element (FE) number associated with the Unit.

To display the equipment at the Brigade or Battalion level, enter only the first four characters of the UIC or enter the FE number associated with the Brigade or Battalion.

2. Click the Execute button to run the report.

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Maintenance Level

This screen displays the equipment information associated with the FE and the search criteria entered in the previous screen.

3. Click the Admin No. row selector button to select a piece of equipment.

4. Click the Orders button to display the open work orders for the selected piece of equipment.

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Copyright 2018 United States Government, as represented by the Secretary of the Army. All rights reserved.

Change Maintenance Order 1XXXXXXXXX: Order Data

Depending on the data that exists in GCSS-Army, one of the following occurs:

The Change PM Orders: List of Orders screen displays when more than one work order is open for the equipment that was selected in the previous screen.

The Change XXXX Order XXXXXXXXXX: Order Data screen displays when a single work order is open for the equipment that was selected in the previous screen.

The status bar displays the message No objects were selected if no work orders are open for the equipment that was selected in the previous screen.

5. Click the Non Standard Cost button to add non-standard costs to the work order.

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Copyright 2018 United States Government, as represented by the Secretary of the Army. All rights reserved.

Change Maintenance Order 1XXXXXXXXX: Order Data (Dialog Box 1)

6. Click the Insert Row button to add a row for entering the non-standard cost.

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Copyright 2018 United States Government, as represented by the Secretary of the Army. All rights reserved.

Change Maintenance Order 1XXXXXXXXX: Order Data (Dialog Box 2)

7. Click the Category search help button to display the category selection options.

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Copyright 2018 United States Government, as represented by the Secretary of the Army. All rights reserved.

Selection (X) X Entries (Dialog Box)

8. Always double-click the MATERIAL Category list item to select it.

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Copyright 2018 United States Government, as represented by the Secretary of the Army. All rights reserved.

Change Maintenance Order 1XXXXXXXXX: Order Data (Dialog Box)

Complete the following fields when entering non-standard costs for materials that were purchased outside of GCSS-Army:

Part/Material Number - Enter the vendor's part or material number.

CLIN - Enter the vendor's contract line item number (CLIN), if applicable.

Description - Enter a text description of the material that was purchased.

Vendor Name - Enter the vendor's name.

Quantity - Enter the quantity of the material that was purchased.

UoM - Enter the material's unit of measure (UoM) or measurement unit (MU).

9. Type your entry in the Part/Material Number field (for example, EM9849387).

Enter the vendor's part or material number.

10. Type your entry in the Description field (for example, Seat Fabric).

Enter a text description of the material that was purchased.

11. Type your entry in the Vendor Name field (for example, Chrome Company).

Enter the vendor's name.

12. Type your entry in the Quantity field (for example, 1).

Enter the quantity of the material that was purchased.

13. Click the UoM field.

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14. Click the UoM search help button to display the UoM selection options.

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Copyright 2018 United States Government, as represented by the Secretary of the Army. All rights reserved.

Base Unit of Measure (X) XXX Entries found (Dialog Box)

15. Click the space directly below the Vertical scroll bar to display the additional unit of measure selection options.

16. Click the space directly below the Vertical scroll bar again to display more unit of measure selection options.

17. Double-click the MU list item to select it.

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Copyright 2018 United States Government, as represented by the Secretary of the Army. All rights reserved.

Change Maintenance Order 1XXXXXXXXX: Order Data (Dialog Box 1)

18. Click the space directly to the right of the Horizontal scroll bar to display the additional entry fields.

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Copyright 2018 United States Government, as represented by the Secretary of the Army. All rights reserved.

Change Maintenance Order 1XXXXXXXXX: Order Data (Dialog Box 2)

Complete the following fields when entering non-standard costs for services that were purchased outside of GCSS-Army:

Unit Cost - Enter the material's cost per unit.

Ope... - Enter the material's work order operation number which can be found in the work order Operations tab.

Purchase D... - Enter the material's purchase date.

19. Type your entry in the Unit Cost field (for example, 20.59).

Enter the material's cost per unit.

20. Type your entry in the Ope... field (for example, 0010).

Enter the material's work order operation number.

21. Click the Purchase D... field.

22. Click the Purchase D... search help button to display the calendar.

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Copyright 2018 United States Government, as represented by the Secretary of the Army. All rights reserved.

Calendar (Dialog Box)

Double-click the purchase date to select it or click the Continue button to default the current date.

23. Click the Continue button to default the current date.

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Copyright 2018 United States Government, as represented by the Secretary of the Army. All rights reserved.

Change Maintenance Order 1XXXXXXXXX: Order Data (Dialog Box)

As required, repeat the steps that were provided in this dialog box to add another material non-standard cost. Refer to the following training materials on the EUM+ for the step-by-step instructions for entering non-standard costs for services and/or shipping services:

Change Work Order - Add External Non-Standard Service Costs Change Work Order - Add External Non-Standard Shipping Service Costs

24. Click the SAVE button to save the non-standard costs.

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Copyright 2018 United States Government, as represented by the Secretary of the Army. All rights reserved.

Change Maintenance Order 1XXXXXXXXX: Order Data

25.

Click the Save button to save the changes to the work order.

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Copyright 2018 United States Government, as represented by the Secretary of the Army. All rights reserved.

Maintenance Level

The status bar displays the message Order 1XXXXXXXXX saved with notification 2XXXXXXXX.

26.

Click the Back button to exit the transaction.

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Copyright 2018 United States Government, as represented by the Secretary of the Army. All rights reserved.

Equipment Situation Report

From this screen, you can do either of the following:

Display the Equipment Situation Report again.

Log off GCSS-Army.

27. You have completed this transaction.

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Copyright 2018 United States Government, as represented by the Secretary of the Army. All rights reserved.

Summary

You have changed a work order by adding the non-standard costs for materials that were purchased outside of GCSS-Army. These non-standard costs are also displayed in the Plant Maintenance (PM) Work Order Cost Details Report (ZPMWOCOST). Refer to the Display and Print PM Work Order Cost Details Report on EUM+ for the step-by-step instructions.

Table 1

OVERTIME APPROVAL REQUEST

INSTRUCTIONS:

1.) Contractor: Fill out blocks 1-11a. Request number will consist of first 3 - 4 letters of the Division and a sequential 4 digit number starting with 0001 {MAIN-0001). Submit request to Division Chief who then forwards to Program Manager (PM) to approve or disapprove. PM will then forward to Business Manager (BM) for review before sending to the government.

2.) Government LRC Director or APS ACO: Approve/Disapprove (block 12/12a.) and forward to Contracting Officer Representative (COR).

3.) COR will concur (block 13 -15) and forward to Contracting Officer (KO) for approval (block 16-16a).

4.) Contractor is authorized to execute overtime after the COR returns this form with all approvals received.

5.) Upon completion of overtime, contractor will complete blocks 17 ·20 and return completed form to the COR.

3. Req #:

4. Justification for Overtime:

5. Description of Workload: Estimated Number of Personnel/Hours/Cost Per Hour

Number of Employee(s):

Number of Hours:

Total Hours:

Cost Per Hour:

Total Estimated Cost:

6. Customer Requiring Overtime: 7. Date of Execution:

8. Total Estimated Cost: 9. Method of Payment:

10. Division Chief /Manager /Supervisor: 10a.Name:

Sign:

11. CTR PM / DPM: 11a. Name:

Sign:

14. CLIN approved: 15. Cost Approved:

Sign:

RECONCILIATION 17. Total Overtime Cost: 18. CLIN charged:

Sign:

20. Production accomplished:

Overtime Approval Request OCT 2019

PURCHASE REQUEST INSTRUCTIONS

1. Contracting Officer’s Representative (COR) will review each Purchase Request (PR) for bona fide need, funding availability, PR completed accurately and proper approval authorities given.

2. The Government and/or Contractor must utilize the following systems in the following order:

Order of Purchase

System

PR Required

YES/NO

Who initiates PR

GCSS - Army – Supply System

*FEDLOG will allow a crosswalk to determine NSN

NO

N/A

Defense Logistics Agency (DLA)

YES

Only if Contractor uses their credit card and reimbursement will be made utilizing a contract ODC CLIN

Contractor

General Service Administration (GSA)

YES

Only if Contractor uses their credit card and reimbursement will be made utilizing a contract ODC CLIN

Contractor

Government Credit Card (small buys)

YES

Government

Contract Other Direct Cost (ODC) CLIN

YES

Contractor

3. Any item purchased using the contracts ODC CLIN(s), MUST be included on the monthly ODC Tracker that is completed and submitted by the COR.

4. If purchase is for equipment buys greater than $5K, COR must contract ASC G-4 for approval prior to Contractor procuring item(s).

5. If purchase is for IT equipment and/or services, COR must contact ASC-G-6. Some items that are considered IT equipment and/or services include (not an all exclusive list, See ASC REG 25-4, ASC REG 25-8 and AFARS Part 5139):

Computers

Copiers

Printers

Multi-functional devices – Printers/scanner/copiers

Phones and/or Cell phones

Data services

Internet services/LAN/wireless

Leases for copiers, printers, etc.

Agreements/Contracts for internet services/LAN/wireless

Software and database development and/or maintenance

Server administration

Web site/page development

6. For any questions or concerns please contact the Contracting Officer and Contract Cost Management Division (CCMD) at usarmy.ria.asc.mbx.cdrl-cd02-work-breakdown-report@mail.mil or EAGLE Management Division (EMD) at usarmy.ria.asc.list.lce@mail.mil.

PURCHASE REQUEST

Contractor completes blocks 1 through 18m.

1. Contracted Site:___________________________________ Contract No./T.O.:__________________________

2. Purchase shipped to shop location/building: _____________________________________________________

3. USG Point of Contact (POC):________________________________ Title:_____________________________

4. USG POC Phone No.________________________________ Email:__________________________________

5. Contractor Company Name:__________________________________________________________________

6. Name of Contractor Completing PR: _____________________________ Title:_________________________

7. Contractor’s Program Manager:________________________________________________________________

8. Contractor’s Financial Manager:_______________________________________________________________

9. Vendor Name: _____________________________________________________________________________

Vendor POC:______________________________________________________________________________

Address: _________________________________________________________________________________

Phone #:__________________________________ Email Address: __________________________________

10. Request Date:

11. Special Instructions:

12. Purchase Request #: Site/YY/MM/Sequential # (i.e. FHTX1906123):

13. Justification why GCSS-Army supply system not utilized:

14. Justification why DLA system not utilized:

15. Justification why GSA system not utilized:

16. Sole Source Purchase:

16a. Justification why sole source was used:

17. 3 Bids Required for Single Purchases > $3.5K:

17a. Justification as to why 3 bids for purchase(s) >$3.5K cannot be obtained:

Special instructions for completing PR:

Number 17. List vendors who submitted bids for single purchases >$3.5K and their bid amounts:

Vendor #1

Vendor #2

Vendor #3

Submit bids with PR

Number 18b. See page 5 for a list of the different category numbers

Number 18d. Enter how item(s) are to be Purchased: (i.e. CC/A or KC/O)

B = Blanket Purchase Agreement (BPA) or Blanket Purchase Order(BPO) against BPA

KC = Ktr. Credit Card

CC = Gov. Credit Card

A = ASC Funding

O = Reimbursable Funding

Number 18f. Enter how items will be purchased/leased/number of people traveling/training:

EA = each

B = box(es)

C = case(s)

P = pallet(s)

M = monthly lease

Y = yearly lease

TL = number of people traveling

TR = number of people in training

18. DETAILED Description of Item(s) to Purchase, Lease, Travel or Training

- Include NIIN, NSN, Nomenclature

- If stock item, state stock item for M-S-T-DPW, etc.

18a.

CLIN #

18b.

Cat #

18c. Job and/or Work Order Number, item is shop stock or consumable

18d.

Pur/Fund

18e.

Qty.

18f. Unit

18g. Unit Price

18h. Net Cost

19. COR validates total amount of request and completes blocks 19 through 20 and block #25:

19a. Items requested for reimbursable customer(s): Yes ____ No ____

19b. If yes, has funding been received from customer: Yes _____ No ____

(IF 19b is NO, CANNOT ORDER ITEM(S) UNTIL FUNDING HAS BEEN RECEIVED)

19c. If an IT item(s) is requested: ASC G-6 approver:____________________

19d. Justification for IT item/service: _________________________________

19e. If an item is greater than $5K, ASC G-4 approver:___________________

19f. Justification for item >$5K:______________________________________

18i. Subtotal

18j. Shipping

18k. Misc. Costs (G&A, Other misc. costs)

18l. Sales Tax

18m. Total

20. ____________________________________________________ Date:__________________________

COR Approval for ALL Purchase Requests Purchased by Contractor; if the on-site COR is not available, the contractor shall provide the PR directly to the PCO

21. ____________________________________________________ Date:__________________________

Property Book Officer Approval for ALL Property Book Purchase Requests

22. ____________________________________________________ Date:__________________________

AFSBn Commander or LRC Director for DRU LRCs Approval for ALL Purchase Requests where the overall total (18m. above) is greater than or equal to $500.01

23. ____________________________________________________ Date: _________________________

AFSB Commander Approval for ALL Purchase Requests where the overall total (18m. above) is greater than or equal to $5,000.01

24. ___________________________________________________ Date: __________________________

Contracting Officer Approval for ALL Purchase Requests where the overall total (18m. above) is greater than or equal to $10,000.01 – Unless Contracting Officer requests a lower approval amount

25. ___________________________________________________ Date:__________________________

Before PR can be closed out, COR confirms receipt of all items purchased received and in acceptable conditions, list invoice number(s) used to reimburse Contractor below and sign line 25 above.

Invoice #’s ________________________________

Disclaimer: The list below is not an all-inclusive list nor do the examples listed below provide authorization to purchase. If in doubt on how to categorize a request item, contact CCMD and/or EMD.

Category #

Category Description

Category #

Category Description

Water

IT Items

Ice

Computers

Uniforms

Copiers

Individual hand tools

Printers

Gloves

Cell Phones

Logo's for Uniform

Data Services

Certain Coveralls

Internet Services/LAN

PPE

Office Supplies

Hearing Protection

Paper

Hard Hats

Toner

Goggles

Ink

Safety Glasses

Shipping Costs

Steel Toed Shoes

Cleaning Supplies/Non-Hazardous

Tyvek Suits

Brooms

Reflective Vest

Bleach

Oils/Lubricants

Mops

Petroleum

Drug testing

Cleaning Supplies/Hazardous

Medical Costs

Propane

Leases

Antifreeze

Vehicles

Lumber

Housing

Construction Materials

Subcontracts/Services other than M-S-T

Doors

Travel - per JTR

Hardware/Fasteners

Training

Nuts/bolts/Nails

Subscriptions

Rivets

Certifications

Washers

Manuals

Screws

Federal Taxes

Repair Parts – Tactical

Excise Taxes

Repair Parts – Tracked Vehicles

Misc. w/ACC and ASC Approval

Electronics

Repair Parts – Non-Tactical

Lawn Care Equip

Snow and Fire Equip

GFE/GFP

Hand Carts

Scales

Fork Lifts

Fork Trucks

Cranes/RTCH

Disclaimer: The list below is not an all-inclusive list of missions/workload ASC CCMD has identified as ABOVE BASELINE SERVICES (BLS). As ASC CCMD identifies additional missions/workload that is considered above BLS, the below list will be updated. If in doubt if a mission/workload is considered above BLS, please contact CCMD and/or EMD.

Missions/Workload

As of Date

Fire Extinguisher Services and Real Property Affixed Auxiliary Generators

See Information Paper dated 27 July 2018

Supplying parts or funding for procuring parts for Units

See Information Paper dated 27 July 2018

Fixed facility real property repairs

See Information Paper dated 27 July 2018

Dining Facility (DFAC) equipment repairs

See Information Paper dated 27 July 2018

Repairs of MTOE equipment from units supported by MDEP WSUS

See Information Paper dated 27 July 2018

Maintenance and repair of installation tenant unit equipment (un-programmed/100% reimbursable)

See Information Paper dated 27 July 2018

Equipment funded with non-appropriated funds (un-programmed/100% reimbursable)

See Information Paper dated 27 July 2018

Army Safety Program and Legal costs

See Information Paper dated 27 July 2018

Repair of NTV or N-SE is not authorized if maintenance cost exceeds 60% of current acquisition value.

See Memorandum dated 25 Feb 2019

Certain shop stock – Sites will retain equipment shop stock (class IX, II and non-standard materiel repair parts) for LRC/IMCOM IAW with current ASC program guidance and MOA between supported activities. All other shop stock will be consumed and NOT replenished.

See Memorandum dated 27 July 2018

CCMD Form PR001 – Oct 2019 6