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Notice to SeaPort Original and SeaPort-e Contractors
Concerning Electronic Invoicing

Issue Summary:  The Department of Defense (DoD) is in the process of converting all invoicing and payment to electronic systems.  Beginning 01 August 2005, the Defense Financial Accounting Service (DFAS) will reject non-electronic invoices if required on the associated contract in accordance with DFARS Clause 252.232-7003 entitled, “Electronic Submission of Payment Requests (March 2003).”  DFAS Policy Memos of 07 April and 07 June 2005 regarding this matter are attached for your reference.  The SeaPort Program Office’s approach to ensuring that payment requests are not delayed or denied is provided below. 

SeaPort Original Status:  When awarded in April 2001, SeaPort Original contracts contained the clause entitled, “Submission of Invoices (Cost-Reimbursement, Time-and-Materials, Labor Hours, or FPI) (July 1992).  The clause provided for the non-electronic submission of invoices.  Since April 2001, two (2) of the eighteen (18) contracts (Anteon and CSC) were modified to incorporate DFARS Clause 252.232-7003 entitled, “Electronic Submission of Payment Requests (March 2003)” for a limited number of task orders.  The clause requires electronic submission of invoices.  The attached DFAS memos indicate that as of 01 August 2005 DFAS payment offices will reject invoices that are not submitted electronically on those contracts that include DFARS Clause 252.232-7003.  With regard to the 01 August 2005 deadline, it appears that SeaPort Original prime contractors will not be impacted by DFAS policy in the near term.  However, it is important for those prime contractors that have not yet transitioned to one of the recognized electronic invoicing approaches identified within DFARS 252.232-7003 to promptly initiate transition to an electronic invoicing approach to preclude inevitable future invoicing difficulties.  It is our understanding that many of the SeaPort Original prime contractors have completed their transition to an electronic invoicing approach.  SeaPort Original prime contractors that are currently submit invoices electronically should provide notice to Ms. Gloria Carter (Tel: 202-781-2834, e-Mail: gloria.carter@navy.mil) so that our office may proceed to modify your base SeaPort Original prime contract to include the proper electronic invoicing clause (DFARS 252.232-7003).  SeaPort Original prime contractors that are not submitting invoices electronically at this time should immediately contact their cognizant representative at the Defense Contract Management Agency (DCMA) to receive assistance in completing the transition to electronic invoicing.  It should be noted that additional information on electronic invoicing can be found at https://ecweb.dfas.mil, http://www.dod.mil/dfas/, or http://www.X12.org

SeaPort-e Status:  All SeaPort-e prime contracts include clauses for both the electronic and non-electronic submission of invoices (DFARS Clause 252.232-7003 entitled, “Electronic Submission of Payment Requests” and the clause entitled, “Submission of Invoices (Cost-Reimbursement, Time-and-Materials, Labor Hours, or FPI (July 1992)” respectively).  The SeaPort Program Office approach to avoid payment difficulties associated with the 01 August 2005 deadline referred to above is to modify base SeaPort-e prime contracts to include the following language within Section B:  “This contract includes DFARS Clause 252.232-7003 entitled, “Electronic Submission of Payment Requests” and an invoicing clause entitled, “Submission of Invoices (Cost-Reimbursement, Time-and-Materials, Labor Hours, or FPI (July 1992)” which provides for the submission of invoices by non-electronic means.  The clause entitled, “Submission of Invoices (Cost-Reimbursement, Time-and-Materials, Labor Hours, or FPI (July 1992)” shall govern.  The contractor is currently working with their cognizant DCMA representative to establish an electronic invoicing submission process as identified within DFARS Clause 252.232-7003 entitled, “Electronic Submission of Payment Requests.”  Immediately upon completion of this transition process, this contract will be modified so that the DFARS clause will govern submission of invoices.” SeaPort-e prime contractors that are not submitting invoices electronically at this time should immediately contact their cognizant representative at the Defense Contract Management Agency (DCMA) to receive assistance in completing the transition to electronic invoicing.  It should be noted that additional information on electronic invoicing can be found at https://ecweb.dfas.mil, http://www.dod.mil/dfas/, or http://www.X12.org

Attachment: 

A single PDF file containing two memorandums from the Defense Financial Accounting Services, namely, DFAS Memo of 07 April 2005 entitled, “Memorandum for Mechanization of Contract Administration Services (MOCAS) Contractors” and DFAS Memo of 07 June 2005 entitled, “Memorandum for Mechanization of Contract Administration Services (MOCAS) Contractors.”

Download PDF Document (156 KB. PDF file)

 

 

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