WAWF-RA
In accordance with Department of Defense Federal Acquisition Regulations Supplement (DFARS) 252.232-7003, all Contract payments (with limited exception) are mandated to process through Wide Area Workflow - Receipt and Acceptance (WAWF-RA). As a result, all contracts issued to US Contractors includes the DFARS clause 252.232-7003 and added detailed instructions for Contractors to submit invoices to WAWF-RA for RCO-FE contracts. A link to the WAWF-RA site is below. Additional links and information are also provided. For further questions related to the Regional Contracting Office Far East, please contact the RCO-FE.
Wide Area WorkflowManual payments through DFAS-Japan
As the RCO-FE conducts business with foreign vendors, an exception applies for foreign vendor invoice payment requests. Foreign Vendors are to submit payments and invoices shall be paid in accordance with the contract. In the majority of circumstances, submission of invoices are for delivery to Marine Accounting Branch (MAB) Vendor Pay located on Camp Foster, Okinawa Japan. Invoices for supplies delivered / services rendered are subject to the Prompt Payment Act. In order for processing of payments against invoices, the invoice must be proper. A description of a proper invoice may be found in the DOD FMR Volume 10:
- 0702 Invoices
- 070201 Proper Invoice, FAR 52.232-25(a)(4) and DFARS 252.211
The regulations related to invoices are provided and summarized as follows:
DoD Financial Management Regulation 7000.14-RFederal Acquisition Regulation (FAR)Defense Federal Acquistion Regulation Supplement (DFARS)Prompt Payment Act ReferenceDFAS Policy Memo FY10-AP-09To be considered a proper invoice,
FAR 52 and DFARS 252 mandate that it must contain specific information. If there is a discrepancy between the FAR (FAR and DFARS) and the DoD FMR, the FAR takes precedence. A proper invoice must contain the following:
Name and address of the contractor.
Invoice date.
Contract number or other authorization for supplies delivered or services performed (including order number and contract line item number).
Description, quantity, unit of measure, unit price, and extended price of supplies delivered or services performed.
Shipping and payment terms, (e.g., shipment number and date of shipment, prompt payment discount terms). Bill of lading number and weight of shipment will be shown for shipments on government bills of lading.
Name and address of contractor official to whom payment is to be sent (must be the same as that in the contract or on a proper notice of assignment).
Name (where practicable), title, phone number, and mailing address of person to be notified in event of a defective invoice.
Any other information or documentation required by the contract, such as evidence of shipment. It is not necessary for an invoice to be totally free of defects in order to be proper and to create a valid demand upon the government. Although individual circumstances vary, in general, the activity approving or making the payment must be able to determine that:
The goods or services being billed were in fact properly ordered under a specific contractual document, and received from the business concern designated in the order.
Payment is being requested by the same business concern.
DEFECTIVE INVOICESThe Disbursing Office is required to notify the Contractor in the event an invoice is considered defective (not proper). The notice to the Contractor must be within seven (7) calendar days after the date of invoice receipt. In addition, the notice to the Contractor must be in writing and is considered effective as of the date mailed. Disbursing Personnel shall maintain a record of the mailing date since timely notification prevents the payment clock from starting (in accordance with the Prompt Payment Act).
If there is doubt as to whether payment to the invoicing business concern would be proper, the Disbursing Office should consider the invoice materially defective and must be returned to the Contractor. If the notification is not made within the number of days stated (in most cases seven), the payment clock will continue to run until the Contractor is formally notified. In these instances where corrective actions have been made by the Contractor, the payment due date will be reduced by the number of days between the return of the defective invoice and the expiration of the applicable time period.
ErrorsErrors in Contractual documents must be corrected by a formal modification to the contract. Contracting personnel will make any necessary changes through the modification process. Disbursing (Payment office) personnel do not have authority to make changes to contracts.