CMC 200 FEES FINANCING AND PAYMENTS Module 4

CMC 200 FEES, FINANCING, AND PAYMENTS Module 4: Reconciliations

Module Summary Graphic: US map, MOCAS screenshot, pages of a contract, red circle slash symbol with text, ‘NO MATCH’. Module 4: Reconciliations 42

Module 4 Learning Objectives § TLO: Given a Government contract and/or modification(s) with funding issues, correctly describe the actions necessary for reconciliation. § ELOs: – Correctly identify the resources available for reconciliation. – Given a scenario of a Government contract with funding issues, explain the DCMA Administration actions necessary for reconciliation. Module 4: Reconciliations 3

What’s In It For Me (WIIFM) This module will aid the Contract Administrator in identifying the resources available and describe the actions necessary for reconciliation. ? Graphic: Contract cartoon character with thought bubble and question mark. Module 4: Reconciliations 4

MOCAS MOCs: General Boundaries Graphic: map of continental United States divided into MOCAS general boundaries. Module 4: Reconciliations 5

What is a Reconciliation? Reconciliation can occur when: § Obligation - funding on contract or modification does not match MOCAS § Disbursement - payment in MOCAS does not match invoice or voucher in WAWF Graphic: three pages of a contract, MOCAS screenshot, excerpt from WAWF, red circle horizontal slash symbol with text, ‘CONTRACT’, ‘MOCAS’, ‘WAWF’, and ‘NO MATCH’. Module 4: Reconciliations 6

MOCAS Reconciliation Requests Obligation ▪ ACO is responsible for determining correct obligated amount ▪ Perform obligation recap ▪ Request corrections/adjustments Disbursement ▪ DFAS is responsible for disbursement records ▪ For readily identifiable errors, a limited scope CAR reconciliation ▪ For unidentifiable errors, a full scope reconciliation ▪ Request corrections/adjustments via DCMA Form 1797 Module 4: Reconciliations 7

DCMA Form 1797 Process ▪ ▪ ▪ Use a DCMA Form 1797 to request corrections/adjustments Clearly describe what is needed Prepare an obligation recap but do not send it to DFAS until Graphic: Screenshot of DCMA Form 1797 requested N 00019 -11 -D-6255 Module 4: Reconciliations 8

DCMA Form 1797 Process, Cont. § The subject line of the email to mail log should include something similar to: MOCG - SOUTH – N 00019 -11 -D-0010/0014 1797 ORDER OF ESCALATION For ACCOUNTS PAYABLE – DFAS COLUMBUS MOCAS RECONCILIATION/CONTRACT CLOSEOUT § ORGANIZATION MAILBOX - MOCAS Contract Reconciliations and MOCAS corrections (adjustments) Module 4: Reconciliations 9

MOCAS Coding Reconciliation actions in MOCAS: § Only DFAS can move a contract into and out of MOCAS section 4 payment adjustment § Excerpt from Trusted Agent Procedural Guide, “Trusted Agents are PROHIBITED from movement of contracts to section 4. ” Graphic: yellow warning tape, text: ‘SECTION 4 TRUSTED AGENTS PROHIBITED DFAS AUTHORIZATION ONLY’. Module 4: Reconciliations 10

Reconciliation Policy DCMA-INST 135, Contract Closeout 3. 1. 3. Within 60 days of physical completion, the ACO/Functional Specialist will conduct a review of all flexibly-priced contracts in MOCAS for data integrity. The ACO/functional specialist will check the unliquidated obligation (ULO) balances against the contract/order source documentation (payment records, modifications). Contractor invoices and payment records can be used to assist with validation of disbursements and reconciliation. Any data integrity errors found will be documented on a DCMA Form 1797, Request for MOCAS Action/Information (located on the Resource page of this instruction) and routed to the applicable party (identified in the DCMA Trusted Agent Procedural Guide) (Reference (h)) for correction. Module 4: Reconciliations 11

Reconciliations – Other Considerations Other indications when Reconciliation is needed: § § NULOs Historical payments to 1995 PP/PBP liquidation Canceling funds Graphic: individual looking up and to the left with finger on chin. Question marks all around. Module 4: Reconciliations 12

Knowledge Review According to DCMA policy, when should reconciliation be done? A. B. C. D. After the final delivery At the end of the Government Fiscal Year Throughout the life of a contract When the contract is moved to MOCAS section 2 Module 4: Reconciliations 13

Reconciliation Resources Graphic: screenshot from DFAS website. Module 4: Reconciliations 14

Reconciliation Resources, Cont. Tools to view obligation and disbursement data: § Modification log § MOCAS § SDW § e. Tools Graphic: screenshot of example modification log, MOCAS screenshot. Module 4: Reconciliations 15

Reconciliation Resources, Cont. A mod log should be filled upon receipt of first modification. There is not mandated format. Format varies by ACO team and type/complexity of contract. Graphic: screenshot of example modification log. Module 4: Reconciliations 16

Reconciliation Resources: YCPM – Contract Payment Modernization in MOCAS Check YCPM in MOCAS for PGI instructions on disbursements. Graphic: MOCAS screenshot. N 00019 11 D 6255 Module 4: Reconciliations 17

Reconciliation Resources: YINV – Invoice Inquiry in MOCAS Graphic: MOCAS screenshot. N 00019 11 D 6255 Module 4: Reconciliations 18

Reconciliation Resources: REVEAL Graphic: REVEAL screenshot. Module 4: Reconciliations 19

Reconciliation Resources: REVEAL, Cont. Graphic: REVEAL screenshot. Module 4: Reconciliations 20

Reconciliation Resources: Shared Data Warehouse (SDW) Graphic: screenshot from Shared Data Warehouse website. Module 4: Reconciliations 21

Reconciliation Resources: SDW – Contract Payment Obligation History Graphic: screenshot from SDW Obligation History screen. Module 4: Reconciliations 22

Reconciliation Resources: SDW – Contract Payment Disbursement History Graphic: screenshot from SDW Obligation History screen. Module 4: Reconciliations 23

Reconciliation Resources: COGNOS 10 Graphic: screenshot from COGNOS 10. Module 4: Reconciliations 24

Knowledge Review Resources for reconciliation include: (Select all that apply. ) A. B. C. D. MOCAS SDW COGNOS 10 WAWF Module 4: Reconciliations 25

Reconciliation Resources: e. Tools Contract Workload Obligation Report Graphic: screenshot of Workload Obligation Report. Module 4: Reconciliations 26

Reconciliation Resources: e. Tools Contract Workload Disbursement Report Graphic: screenshot of Workload Obligation Report. Module 4: Reconciliations 27

Simple Reconciliation Actions Graphic: screenshot of example contract, Section G; screenshot of excel spreadsheet showing total amount, $107, 095. 14 Module 4: Reconciliations 35

Obligation Reconciliation Scenario Example Graphic: screenshot of excerpt from contract (section G). Module 4: Reconciliations 29

Obligation Reconciliation Scenario Example, Cont. Graphic: Screenshot of example obligation reconciliation data. Module 4: Reconciliations 30

Obligation Reconciliation Scenario Example, Cont. Request reconciliation § Summary: − N 00019 -11 -D-6255/0014 modification 10 de-obligates: • $2, 561. 91 on CLIN 0206 ACRN AK § Instead: − N 00019 -11 -D-6255/0014 MOCAS de-obligation: • § $3, 561. 91 on CLIN 0206 ACRN AK Requires DCMA Form 1797 to DFAS to correct Module 4: Reconciliations 31

Request Reconciliation Scenario Example, Cont. Graphic: screenshot of request for MOCAS action/information. Module 4: Reconciliations 32

Disbursement Reconciliation Scenario Example Graphic: screenshot of WAWF. N 00019 -11 -D-6255/0014 BVN 0008 in WAWF N 0002922 D 6255 Module 4: Reconciliations 40

Disbursement Reconciliation Scenario Example, Cont. Graphic: screenshot of WAWF. Compare WAWF to Disbursement § N 00019 -11 -D-6255/0014 BVN 0008 Disbursement in MOCAS BVN 0008 Module 4: Reconciliations 34

Disbursement Reconciliation Scenario Example, Cont. Request reconciliation § Summary: − − − § N 00019 -11 -D-6255/0014 BVN 0034 bills: $305. 68 on CLIN 0207 ACRN AB $58. 20 on CLIN 0210 ACRN AF Instead: − − − N 00019 -11 -D-6255/0014 BVN 0034 was disbursed: $363. 88 on No CLIN ACRN AA Requires DCMA Form 1797 to DFAS to correct Module 4: Reconciliations 35

Disbursement Reconciliation Scenario Example, Cont. Graphic: screenshot of DC<A Form 325 Module 4: Reconciliations 36

Knowledge Review When is it most beneficial to do a comparison reconciliation? A. B. C. D. Before contract closeout Before work begins In the middle of the contract During acceptance of contract deliverables Module 4: Reconciliations 37

Reconciliation: Task § § § Open: – Reconciliation Scenarios Group – Student – Blank DCMA Form 1797 Complete the assignment in the time provided. Discuss with the class. Module 4: Reconciliations 38

Reconciliation: Task § § § Open: ‘Reconciliation Scenarios Individual– Student’ from Blackboard. Complete the assignment in the time provided. Discuss with the class. Module 4: Reconciliations 39

Questions? Graphic: two large red dice, with text, ‘Q & A’. Module 4: Reconciliations 40

Module Summary Graphic: US map, MOCAS screenshot, pages of a contract, red circle slash symbol with text, ‘NO MATCH’. Module 4: Reconciliations 42

Course Summary Graphic: Screenshot from FAR website, cover of Do. D FAR Supplement Desk Reference, screenshot of MOCAS, text, ‘WITHHOLD’. Module 4: Reconciliations 42