Part 32 -- CONTRACT FINANCING
TABLE OF CONTENTS
SUBPART 32.4 -- ADVANCE PAYMENTS FOR NON-COMMERCIAL ITEMS
SUBPART 32.7 – CONTRACT FUNDING
32.703-90 Solicitations issued without funding.
SUBPART 32.9 -- PROMPT PAYMENT
32.905 Payment documentation and process.
SUBPART 32.11—ELECTRONIC FUNDS TRANSFER
32.1106 EFT mechanisms.
32.1110 Solicitation Provision and Contract Clauses.
SUBPART 232.70 – ELECTRONIC SUBMISSION AND PROCESSING OF PAYMENT REQUESTS AND RECEIVING REPORTS
232.7004 Contract clause.
(c)(1)(iii) The HCA is the “designee.”
(d) The HCA is the “designee.”
(a) Except for solicitations issued in accordance with procedures at FAR 32.703-2, a Request for Proposal (RFP) or Request for Quote (RFQ) may be released, conditioned on the availability of funds only, when using the procedures described in subparagraphs (b) and (c) below.
(1) When the resulting contract is to be funded by Procurement or Research, Development, Test, and Evaluation Appropriations, and the program/requirement has been included in the
President’s budget as submitted to Congress. In these instances, the program manager shall provide the contracting officer a written statement (coordinated with RM) that these funds will be used for the proposed acquisition and although not presently available, a reasonable expectation exists that funding will be authorized and available upon enactment of the Authorization and Appropriations Acts.
(2) DISA Directorates shall submit a commitment letter within their requisition package when
the intention is to release a solicitation prior to the funds being available. The commitment letter shall state the following and signed by their Resource Management Team Chief:
The goods and/or services are legitimate and represent a bona fide need for FY(insert fiscal year). Funds have been programmed or committed but are not yet currently available for $(insert amount) of the commitment amount. The funds are expected to be released on or about (insert availability date).
**(Program Management Representative name and signature block)
(Financial RMO Chief name and signature block)
**NOTE: If there are issues with the Program Management Representative signing, notify your COCO, HCO, or HCA, if the COCO or HCO cannot resolve the issue.
(b) Solicitations for such contracts may be issued so long as potential offerors are appraised of the current lack of funding to award the contract and you have written assurance from PM rep at the O6/GS15 level that this is a legitimate requirement that will be funded.
(c) The Subject to the Availability of Funds Clause (SAF), FAR 52.232-18, is used to issue the Request for Proposal/solicitation. However, if the SAF clause was not included in the RFP/solicitation, you must either amend the RFP or execute a bilateral award/mod.
(S-90) When an order is placed or a contract awarded against an existing telecommunications tariff, the terms of the tariff prevail regarding prompt payment. Normally the tariff addresses the late payment period and the calculation of the interest charge. Where the tariff is silent, the Prompt Payment Act terms and conditions apply. Contracts containing tariffed rates specially filed for the Government shall be subject to the Prompt Payment Act.
(d) Billing office. The designated billing office responsible for annotating the invoice with the actual date of receipt shall also clearly identify its organization/office code (e.g., DITCO- Scott/PL82, DITCO-Pacific/PL7) on the invoice.
(S-90) Delivery Ticket Invoicing (DTI). The Delivery Ticket Invoice (DTI) contract payment method may be applied against firm fixed price contracts or Communication Service Authorization (CSA) orders for telecommunications services in which the receiving document, when combined with the contract/order, contains sufficient information to determine a contractor's payment entitlement, without requiring the contractor to submit an invoice. A Contracting Officer who determines to implement the DTI contract payment method in a contract or order shall follow the DTI procedures located at
(S-90) Insert DARS clause 52.232-9003 in IDIQ contracts, BPAs, and BAs when the DTI contract payment method will be utilized.
(S-91) Insert DARS clause 52.232-9004 in all eligible orders under IDIQ contracts and calls under BPAs when the DTI contract payment method will be utilized.
Acceptor: Administrative Contracting Officer (ACO), Contracting Officer (KO), Contracting Officer’s Representative (COR), or other government acceptance official as identified in the contract/order. The Administrative Contracting Officer (ACO) has the sole authority for approving final payment requests for cost-reimbursement type contracts.
Pay Official: Defense Finance and Accounting Service (DFAS) payment office identified in the contract/order.
SHIP To/Service Acceptor DoDAAC: Acceptor DoDAAC or DCMA DoDAAC (as specified in the contract/order).
DCAA Auditor DoDAAC: Used when DCAA interim cost voucher approval is required by the contract/order and the field is marked as mandatory in WAWF-RA. (Click the DCAA Audit Office Locator Link in WAWF and enter zip code of your CAGE code address).
Invoice and Voucher Document Types in WAWF:
Invoice and Receiving Report (Combo): Use if billing for Materials Only or a combination of Materials and Services. The Invoice and Receiving Report Combo enables a Vendor to create two documents from the same data entry session. The Vendor inputs contract and item data once. Two separate documents - an Invoice and a Receiving Report - are generated in the WAWF system. The Receiving Report will flow to inspection and acceptance. The Invoice will flow to payment approval (via the Local Processing Office if required). The Combo is a time-saving document type that also reduces data entry error.
2-n-1 (Services Only): Use if billing for Services Only. The Invoice 2-in-1 (Services Only) document is normally submitted for service contracts with no supply deliverables. It is similar to a COMBO, used any time a contract for services requires invoice acceptance prior to submission for payment. The 2-in-1 creates a single Invoice/Receiving Report from one data entry session. The document is routed from the Vendor to the Acceptor, then to the LPO if there is one, before it ends at the Payment Office.
Cost Voucher: Use for Cost Type Contracts (Cost-Reimbursement, Time-and-Materials, and Labor Hour- Contracts). The Cost Voucher is used for fees and costs incurred during contract performance. There may be multiple Interim vouchers preceding a Final voucher. There are two kinds of Interim vouchers: Direct Bill and Non-Direct Bill
Direct Bill: Interim cost vouchers that are routed directly to the payment office. A copy is routed to the Acceptor’s history folder. In some cases DCAA can grant Vendors authority to bill direct for interim vouchers and perform an audit only on the final payment. The Direct Bill is routed directly to the Payment Office (via an LPO for One Pay, if required).
Non-direct Bill: Interim cost vouchers that are routed to DCAA for provisional approval of payment. A copy is routed to the Acceptor’s history folder. This interim voucher is submitted to the DCAA Auditor for inspection before going to the Payment Office (via an LPO for One Pay, if required). The Service Approver/Acceptor does not take action.
(**Interim Cost Vouchers are to be sent to DCAA for verifying claimed costs and approving interim payment requests, therefore a DCAA DoDAAC is required. A letter of “DCAA Approval for Direct Invoice Submittal” is required to be attached to all Direct-Bill Cost Vouchers.**)
Final Cost Voucher: The last cost voucher that is routed to the ACO for approval. A copy is routed to the DCAA history folder. The Service Approver/Acceptor takes action before it is routed to the Payment Office (via an LPO for One Pay if required). The DCAA Auditor may view the document, but has no role in processing it.
(S-90) Use the clause at DFARS 252.232-7006, wide area workflow payment instructions, in section g for solicitations and contracts/orders that include DFARS clause 252.232-7003 and neither DFARS 232.7003(b) nor (c) apply. See DFARS and PGI 232.7004 (DFARS/PGI VIEW) for instructions on completing the clause. Do not use the clause at DFARS 252.232-7006 in solicitations and contracts/orders for telecommunications services that will result in contractor payment requests and government disbursements against communication service authorizations (CSAS).
(S-91) Use the clause at DARS 52.232-9002 in Section G for solicitations and contracts/orders that are for Telecommunication services not utilizing the DTI contract payment method.