NAVY JROTC JOINT AREA 11AREA 13 INSERVICE MAY

NAVY JROTC JOINT AREA 11/AREA 13 IN-SERVICE MAY 6 THROUGH MAY 8 2008 DEFENSE FINANCE ACCOUNTING SERVICE WIDE AREA WORKLFLOW (WAWF)

NAVY JROTC JOINT AREA 11/AREA 13 IN-SERVICE MAY 6 THROUGH MAY 8 2008 Brenda Hinson NETPDTC WAWF Work…. #&$#*# SNSI

NAVY JROTC JOINT AREA 11/AREA 13 IN-SERVICE MAY 6 THROUGH MAY 8 2008 WIDE AREA WORKLFLOW (WAWF) ØWhat is it? For NJROTC purposes, it replaces the previous 1034 process Why are we doing it? Because the 1034 process costs DFAS $21. 00 per transaction -vs - WAWF, which costs DFAS $3. 00 per transaction 1034 What in the heck am i supposed to do? File for travel, clothing alterations/ maintenance, and orientation claims using WAWF; - Organization and Clothing purchases will continue to be done through JUMS I have to do what - with what - by when? Working with your School and/or District Financial/accounting offices, first establish your WAWF account with NETC through the https: //wawf. eb. mil web site, Using your DUNS number and school EIN. Once registered, you can access the WAWF website through NETC’s training. navy. mil web site. Why can’t i just submit a 1034? DFAS is no longer accepting them, and they will be rejected by the Area Managers. Are you kidding me? Nope! It’s here to stay.

NAVY JROTC JOINT AREA 11/AREA 13 IN-SERVICE MAY 6 THROUGH MAY 8 2008 WIDE AREA WORKLFLOW (WAWF) This brief will cover 1. how to file a claim for your Uniform Maintenance, professional NJ travel or orientation reimbursements; 2. How to track the status of your claim through the “My. Invoice” web site.

NAVY JROTC JOINT AREA 11/AREA 13 IN-SERVICE MAY 6 THROUGH MAY 8 2008 WIDE AREA WORKLFLOW (WAWF) General Notes on WAWF Submissions: 1. You must submit WAWF claims within 10 days of travel; You should file WAWF claims for uniform and orientation purposes within a brief period of time as well 2. Submit receipts for travel, invoices, orientation expenses that you incurred during the present fiscal year. If you submit receipts from a previous fiscal year, your WAWF claim will be declined either by Gloria at NETPDTC or DFAS. Usually Gloria catches these and disapproves them. 3. In order to file any claim in WAWF, you will want to have a scanner. Although a scanner poses additional work or initial cost on the unit’s part compared to a fax machine, it will make processing time for the Area manager, NETPDTC and DFAS go much faster; in turn, you and/or your financial/accounting office will get their (or your) money faster. 4. You must forward to the Area Manager All required receipts (for travel), all invoices/contracts for cleaning, hemming, etc, and all invoices for orientation from your school or district transportation office. 5. The AM will forward them on to NETPDTC for payment processing through WAWF and DFAS.

NAVY JROTC JOINT AREA 11/AREA 13 IN-SERVICE MAY 6 THROUGH MAY 8 2008 WIDE AREA WORKLFLOW (WAWF) ØGeneral Notes on Scanning Step 1: Ensure that any receipt or invoice you plan on using to make a claim reflects the name, address, phone number, point of contact and amount paid. Step 2: Scan your invoice or receipt and save it preferably as a PDF file on your computer. You can also fax it to the Area manager, however, this increases the AM’s office workload and slows the process down considerably. When scanning your invoices/receipts, select a conventional way to name your files. Examples I use include the letters of my high school and NJ: Example For Clothing: 1 st invoice of fiscal year 2008: AVHSNJ_WAWF_CLOTHMAINT_0801 For professional NJ Travel: 1 st receipt of FY 2008: AVHSNJ_WAWF_TVL_IT_0801 (for it conference) Step 3: At the appropriate time as demonstrated in this brief, attach your scanned PDF receipts to your WAWF claim. Step 4: Save your original receipts in case you are audited in the future.

NAVY JROTC JOINT AREA 11/AREA 13 IN-SERVICE MAY 6 THROUGH MAY 8 2008 WIDE AREA WORKLFLOW (WAWF) – filing claims Where do I start? This step assumes you have already registered in WAWF through the CCR web site, and have established your process with your School/ District Financial / accounting offices. ) Step 1: Sign into the NETC training. navy. mil web site; https: //www. training. navy. mil

NAVY JROTC JOINT AREA 11/AREA 13 IN-SERVICE MAY 6 THROUGH MAY 8 2008 WIDE AREA WORKLFLOW (WAWF) Step 2: Click on the Wide Area Work Flow Homepage;

NAVY JROTC JOINT AREA 11/AREA 13 IN-SERVICE MAY 6 THROUGH MAY 8 2008 WIDE AREA WORKLFLOW (WAWF) Step 3: Once on the WAWF home page, you must scroll down to see the Logon Icon; SCROLL DOWN

NAVY JROTC JOINT AREA 11/AREA 13 IN-SERVICE MAY 6 THROUGH MAY 8 2008 WIDE AREA WORKLFLOW (WAWF) Step 4: Click on Logon ;

NAVY JROTC JOINT AREA 11/AREA 13 IN-SERVICE MAY 6 THROUGH MAY 8 2008 WIDE AREA WORKLFLOW (WAWF) Step 5 Click on “OK”;

NAVY JROTC JOINT AREA 11/AREA 13 IN-SERVICE MAY 6 THROUGH MAY 8 2008 WIDE AREA WORKLFLOW (WAWF) Step 6 Click on “OK”; again

NAVY JROTC JOINT AREA 11/AREA 13 IN-SERVICE MAY 6 THROUGH MAY 8 2008 WIDE AREA WORKLFLOW (WAWF) Step 7 sign in: Your WAWF sign-in and Password are created during the selfregistration process. If you haven’t registered in WAWF and set up your school/district information, you will not be able to sign in.

NAVY JROTC JOINT AREA 11/AREA 13 IN-SERVICE MAY 6 THROUGH MAY 8 2008 WIDE AREA WORKLFLOW (WAWF) Step 8 Once you have signed in, Click on the Plus “(+)” sign next to Vendor to expand the list:

NAVY JROTC JOINT AREA 11/AREA 13 IN-SERVICE MAY 6 THROUGH MAY 8 2008 WIDE AREA WORKLFLOW (WAWF) Step 9 Click on “Create New document”:

NAVY JROTC JOINT AREA 11/AREA 13 IN-SERVICE MAY 6 THROUGH MAY 8 2008 WIDE AREA WORKLFLOW (WAWF) Step 10 Type in your current year’s contract number and select your Cage Code from the pull down menu; Then click “Continue” Your contract number will be the letter “N”, followed by your UIC, followed by the two numbers of the current fiscal year, followed by the letters “MJRTC”. Ex: N 3605 A 08 MJRTC

NAVY JROTC JOINT AREA 11/AREA 13 IN-SERVICE MAY 6 THROUGH MAY 8 2008 WIDE AREA WORKLFLOW (WAWF) Step 11 Click “OK”

NAVY JROTC JOINT AREA 11/AREA 13 IN-SERVICE MAY 6 THROUGH MAY 8 2008 WIDE AREA WORKLFLOW (WAWF) Step 12 Type in the Pay Do. DAAC, Then click on “Continue” Note: it will always be “N 68566”

NAVY JROTC JOINT AREA 11/AREA 13 IN-SERVICE MAY 6 THROUGH MAY 8 2008 WIDE AREA WORKLFLOW (WAWF) Step 13 Select the “Invoice as 2 - in -1 (Service Only) Then click on the “Continue” radio button after scrolling down to the bottom of the page. To see “Continue”, scroll down

NAVY JROTC JOINT AREA 11/AREA 13 IN-SERVICE MAY 6 THROUGH MAY 8 2008 WIDE AREA WORKLFLOW (WAWF) Step 14 Input the following fields: A. Issue Date (2007/10/01) B. Admin Do. DAAC Area 11 - N 35109 Area 13 - N 35111 C. Service Acceptor: Area 11 - N 35109 Area 13 - N 35111 D. LPO Do. DAAC Always N 3560 A E. EXT Always JROTC Then click on “Continue”

NAVY JROTC JOINT AREA 11/AREA 13 IN-SERVICE MAY 6 THROUGH MAY 8 2008 WIDE AREA WORKLFLOW (WAWF) Step 15 input the following fields: A. Invoice Number Use the voucher number you have locally created for orientation, personal travel or uniform maintenance claims. Note: this is not the receipt or invoice number you scanned and saved to your computer earlier B. Invoice Date (2007/05/06 format) or you can simply press the plus sign “+” and the Tab key to enter date automatically. NOTE: DO NOT select the “Create document” button yet. C. Click on “LINE ITEM”

NAVY JROTC JOINT AREA 11/AREA 13 IN-SERVICE MAY 6 THROUGH MAY 8 2008 WIDE AREA WORKLFLOW (WAWF) Step 16 Click on the lower File Folder Icon to create a new contract line item or “CLIN”

NAVY JROTC JOINT AREA 11/AREA 13 IN-SERVICE MAY 6 THROUGH MAY 8 2008 WIDE AREA WORKLFLOW (WAWF) Step 17 Input the following fields: A. Item Number: 0001 B. Stock Part No: None C. Type: Always “SV”: D. Qty Shipped: 1 E. Unit: EA F. Unit Price: The price of your claim G. Description: Write a brief description of what you are claiming Then scroll down to the bottom and click on: “Save CLIN/SLIN”

NAVY JROTC JOINT AREA 11/AREA 13 IN-SERVICE MAY 6 THROUGH MAY 8 2008 WIDE AREA WORKLFLOW (WAWF) Step 18 A summary of the CLIN (or Contract Line Item Number), will appear on the screen. If you need to make changes, click on the pen icon. If no changes are needed, then click on the “Header” tab.

NAVY JROTC JOINT AREA 11/AREA 13 IN-SERVICE MAY 6 THROUGH MAY 8 2008 WIDE AREA WORKLFLOW (WAWF) Step 19 Once on the Header Tab, scroll to the bottom of the page and click on “Create Document”.

NAVY JROTC JOINT AREA 11/AREA 13 IN-SERVICE MAY 6 THROUGH MAY 8 2008 WIDE AREA WORKLFLOW (WAWF) Step 20 A summary of your invoice will be displayed. Click on the “Misc Info Tab” This is where you will attach your scanned PDF receipts or uniform maintenance invoice/ contract

NAVY JROTC JOINT AREA 11/AREA 13 IN-SERVICE MAY 6 THROUGH MAY 8 2008 WIDE AREA WORKLFLOW (WAWF) Step 21 Click on the File folder icon next to the Pull-Down menu box which will allow you to attach your scanned documents

NAVY JROTC JOINT AREA 11/AREA 13 IN-SERVICE MAY 6 THROUGH MAY 8 2008 WIDE AREA WORKLFLOW (WAWF) Step 22 Click on the browse button to select the scanned receipts, or uniform cleaning invoices saved earlier to your computer. Attach every document you need to support the total expense of your claim. Note: If you forward a receipt for an expense you incurred in the prior fiscal year, it will not be accepted! area manager and/or NETPDTC will reject the claim.

NAVY JROTC JOINT AREA 11/AREA 13 IN-SERVICE MAY 6 THROUGH MAY 8 2008 WIDE AREA WORKLFLOW (WAWF) Step 23 Select each document in turn and click on “Continue” In this example, I have five (5) documents needed to support my travel claim. Therefore, I will select each document in turn. They cannot all be selected at one time. Remember to select only documents which you incurred an expense for in the current fiscal year.

NAVY JROTC JOINT AREA 11/AREA 13 IN-SERVICE MAY 6 THROUGH MAY 8 2008 WIDE AREA WORKLFLOW (WAWF) Step 24 Use the pull-down arrow to Review and ensure you have attached all supporting receipts/ invoices needed to substantiate your claim. Be sure to retain your receipts/ invoices for future audits. Once you have ensured all receipts are attached, then click on the “Header Tab” to review your claim.

NAVY JROTC JOINT AREA 11/AREA 13 IN-SERVICE MAY 6 THROUGH MAY 8 2008 WIDE AREA WORKLFLOW (WAWF) Step 25 Once you have clicked on the “Header Tab” and reviewed your claim, scroll to the bottom of the header page and click on “Submit” button. After submitting, you will receive three (3) email notifications: 1. Submitted 2. Accepted by the Area manager 3. Accepted by NETPDTC. Once your claim has been accepted by NETPDTC, DFAS will usually turn your claim around and deposit monies into your school or district’s bank account.

NAVY JROTC JOINT AREA 11/AREA 13 IN-SERVICE MAY 6 THROUGH MAY 8 2008 WIDE AREA WORKLFLOW (WAWF) Step 26 After submitting your claim, you will receive three (3) email notifications (See examples): 1. Submitted 2. Accepted by the Area manager 3. Accepted by NETPDTC. Once your claim has been accepted by NETPDTC, DFAS will usually turn your claim around within 2 to 5 working days and deposit monies into your school’s or district’s bank account, whichever you set up with DFAS. Note: The following slides will demonstrate how to check the “My. Invoice” link in WAWF to check for status of your claim.

NAVY JROTC JOINT AREA 11/AREA 13 IN-SERVICE MAY 6 THROUGH MAY 8 2008 WIDE AREA WORKLFLOW (WAWF) how to check the “My. Invoice” link in WAWF to check for status of your claim.

NAVY JROTC JOINT AREA 11/AREA 13 IN-SERVICE MAY 6 THROUGH MAY 8 2008 WIDE AREA WORKLFLOW (WAWF) – filing claims Before you can use the NETC Training Network to go to the My. Invoice web site, you must first register with My. Invoice. https: //myinvoice. csd. disa. mil/index. ht ml From this site, select the Instructions button and follow along to register.

NAVY JROTC JOINT AREA 11/AREA 13 IN-SERVICE MAY 6 THROUGH MAY 8 2008 WIDE AREA WORKLFLOW (WAWF) – filing claims Select the U. S. Vendor button

NAVY JROTC JOINT AREA 11/AREA 13 IN-SERVICE MAY 6 THROUGH MAY 8 2008 WIDE AREA WORKLFLOW (WAWF) – filing claims After selecting the U. S. Vendor button, you will be presented with a PDF document which guides you through the process. You must have registered in WAWF and received your CAGE Code and DUNS number through the CCR web -site. If you encounter an issue with registration, the following may be of help: ASSISTANCE: For assistance contact the help desk at CCO-MYINVOICEHELP@DFAS. MIL -or call us; we’ll do our best to assist where possible

NAVY JROTC JOINT AREA 11/AREA 13 IN-SERVICE MAY 6 THROUGH MAY 8 2008 WIDE AREA WORKLFLOW (WAWF) – filing claims Step 1: Once you have registered in My. Invoice, you can proceed directly to My. Invoice via the NETC Training Network. Sign into the NETC training. navy. mil web site; https: //www. training. navy. mil

NAVY JROTC JOINT AREA 11/AREA 13 IN-SERVICE MAY 6 THROUGH MAY 8 2008 WIDE AREA WORKLFLOW (WAWF) Step 2: Click on the Wide Area Work Flow Homepage;

NAVY JROTC JOINT AREA 11/AREA 13 IN-SERVICE MAY 6 THROUGH MAY 8 2008 WIDE AREA WORKLFLOW (WAWF) Step 3: Scroll down as before to Logon; SCROLL DOWN

NAVY JROTC JOINT AREA 11/AREA 13 IN-SERVICE MAY 6 THROUGH MAY 8 2008 WIDE AREA WORKLFLOW (WAWF) Step 4: Click on Logon ;

NAVY JROTC JOINT AREA 11/AREA 13 IN-SERVICE MAY 6 THROUGH MAY 8 2008 WIDE AREA WORKLFLOW (WAWF) Step 5 Click on “OK”;

NAVY JROTC JOINT AREA 11/AREA 13 IN-SERVICE MAY 6 THROUGH MAY 8 2008 WIDE AREA WORKLFLOW (WAWF) Step 6 Click on “OK”; again

NAVY JROTC JOINT AREA 11/AREA 13 IN-SERVICE MAY 6 THROUGH MAY 8 2008 WIDE AREA WORKLFLOW (WAWF) Step 7 sign in: Your WAWF sign-in and Password are created during the selfregistration process. If you haven’t registered in WAWF and set up your school/district information, you will not be able to sign in.

NAVY JROTC JOINT AREA 11/AREA 13 IN-SERVICE MAY 6 THROUGH MAY 8 2008 WIDE AREA WORKLFLOW (WAWF) Step 8 Instead of clicking on the plus (+) sign next to the “vendor” sign, as you would to create a new claim, scroll all the way to the bottom of the left section SCROLL DOWN

NAVY JROTC JOINT AREA 11/AREA 13 IN-SERVICE MAY 6 THROUGH MAY 8 2008 WIDE AREA WORKLFLOW (WAWF) Step 8 Click on the “Pay Status (my. Invoice – External Link) “ You will be directed to an external secure site, which will require you to sign in

NAVY JROTC JOINT AREA 11/AREA 13 IN-SERVICE MAY 6 THROUGH MAY 8 2008 WIDE AREA WORKLFLOW (WAWF) Step 9 Input your User ID and PIN which you created when you registered with the My. Invoice web site. then click on “Submit”.

NAVY JROTC JOINT AREA 11/AREA 13 IN-SERVICE MAY 6 THROUGH MAY 8 2008 WIDE AREA WORKLFLOW (WAWF) Step 10 Click on the “Status and Date” radio button and click on “Submit”

NAVY JROTC JOINT AREA 11/AREA 13 IN-SERVICE MAY 6 THROUGH MAY 8 2008 WIDE AREA WORKLFLOW (WAWF) Step 11 Select your CAGE Code and then click on the top arrow to move your CAGE Code from the “CAGE” column over to the “Report List” Column

NAVY JROTC JOINT AREA 11/AREA 13 IN-SERVICE MAY 6 THROUGH MAY 8 2008 WIDE AREA WORKLFLOW (WAWF) Step 12 Once you have moved your CAGE Code to the “Reports List” Column, click on the “Detailed Report” button at the bottom

NAVY JROTC JOINT AREA 11/AREA 13 IN-SERVICE MAY 6 THROUGH MAY 8 2008 WIDE AREA WORKLFLOW (WAWF) Step 13 Print off your Report and deliver to your school or district financial or accounting office to demonstrate proof of payment. Request your travel reimbursement if you do not receive advance payment. see next slide

NAVY JROTC JOINT AREA 11/AREA 13 IN-SERVICE MAY 6 THROUGH MAY 8 2008 WIDE AREA WORKLFLOW (WAWF) Step 14 or, You can select the “Summary Report” button and receive a shorter version of your approved transactions.

NAVY JROTC JOINT AREA 11/AREA 13 IN-SERVICE MAY 6 THROUGH MAY 8 2008 WIDE AREA WORKLFLOW (WAWF)