STANDARD OPERATING PROCEDURE (SOP)

1 26 July 2013 Page 1 Army Financial Management Command Accounts Payable Operations For Army, USAR, and ARNG Commands and Field Activities STANDARD OPERATING PROCEDURE (SOP) MISCELLANEOUS PAYMENT PROCESSING Prepared by: Army Financial Management Command/Army National Guard Bureau Effective Date: July 2013 26 July 2013 Page 2 TABLE OF CONTENTS CHAPTER TITLE PAGE Chapter 1 General Introduction Purpose Scope/Applicability Conflict Resolution Exception to Policy General Misc Pay Information Guidelines Government

2 Purchase Card Army Activity s Responsibilities Establish the Obligation DD Form 577 Misc Payment Processing Systems GFEBS Automated Misc Pay GFEBS Manual Misc Pay CAPS-W WAWF IPAC Small Package Express Shipments Chapter 2 GFEBS Misc Payment Processing Guidelines Overview Roles and Responsibilities Process and functions Automated Misc Payment - Army Manual Misc Payment Army Advance Payments Misc Payment Documentation Misc Pay PO Dates to Utilize Invoices Payment

3 Review Workflow File Retention Guidelines 26 July 2013 Page 3 Appendixes A Misc Payment Processing Matrix B - Automated Misc Pay Overview and User Guide a. Army b. ARNG C Manual Misc Pay Overview and User Guide a. Army b. ARNG D Establishing Vendors in GFEBS E Misc Pay Purchase Order Number Construction F Vendor Invoice Number Construction G Checklist for Misc Pay Processors and Approvers H - Attaching and Reinitiating Work Flow in GFEBS I How to clear the Universal Work List (UWL) J - GRC Provisioning: Misc Pay Approver K - DD Form 577 L Payment Date Calculations M Advance Payment Job Aid N Small Package Policy Memorandum O -- References 26 July 2013 Page 4 General Introduction Purpose.

4 The purpose of STANDARD OPERATING procedures (SOP) is to provide additional information and clarify Army-unique processes and procedures related to miscellaneous payment processing in the General Fund Enterprise Business System (GFEBS). This document is intended to compliment and support the Department of Defense Misc Pay Guide. The SOP includes the STANDARD method for processing miscellaneous payments. Standardization allows the Army and DFAS the ability to consistently process miscellaneous payments to achieve STANDARD auditability requirements across all functional areas. Scope/Applicability. The SOP applies to all Army, Army Reserve, Army National Guard, and Department of Finance and Accounting Services (DFAS) organizations processing miscellaneous payments.

5 Conflict Resolution. Deviations from and/or changes to this SOP are not authorized. Written approval must be submitted through Command channels, with specific details of the requested change, along with an endorsement from the Command to Commander, Army Financial Management Command (USAFMCOM). USAFMCOM will evaluate all deviation requests and coordinate with appropriate parties will determine if the deviation is to be approved. Distribution will be made through multiple sources. Exception to Policy. Exceptions are published in various formats. Exceptions applicable to all activities OPERATING in GFEBS are published as policy memorandum issued by Commander, Army Financial Management Command (USAFMCOM). Individual exceptions requested are responded to in writing from Commander, Army Financial Management Command (USAFMCOM) to requesting Command and/or activity.

6 General Misc Pay Information Obtaining goods and/or services from non-Government, including quasi-Government Agencies (TVA, UNICOR, etc) normally requires a formal contract, or authority to purchase using a Government Purchase Card method of procurement, or use of a MIPR when payments are to be made using IPAC or other similar type of entitlement process. Approving and External Certification Officials are advised to seek legal advice from their Agency or Unit Legal Counsel prior to entering into a purchase arrangement. The simple act of completing a STANDARD Form, DOD or Army Form does not constitute authority to procure or make a legal obligation for payment. It is incumbent upon the party desiring to obtain goods or services to ensure the act of Procurement meets standards for obtaining either goods or services without having to enter into a formal contractual arrangement.

7 Your local contracting officer can advise in matters of acquisition, and along with your Legal Counsel will offer protection against matters involving illegal or irregular procurement activity. Use of a Government Purchase Card (GPC) is recommended as the primary payment instrument for goods and services whenever authorized. Commanders and 26 July 2013 Page 5 Heads of Agencies should review their procedures to determine if they are capitalizing on bill payment cost savings through use of Government Purchase Card capabilities. It is the responsibility of the Army preparing activity to ensure miscellaneous payments are prepared and properly entered into the entitlement system, along with adherence to the requirements issued from the Office of the Assistant Secretary of the Army, Financial Management Command and Comptroller.

8 Army activity responsibilities. Ensure that an obligation is established, enter data into GFEBS entitlement screens, properly assemble and upload payment supporting documents into GFEBS (or manually forwarded when approved/authorized), see paragraphs All payments require authorization by a document that gives authority for entitling the payment. This can be a receipt, an invoice, and/or a form such as a SF182 or DD Form 1556, etc. as defined both in the DOD Misc Pay Guide and further described in the Misc Pay Matrix (See Appendix A). Ensure an updated DD Form 577 with the fund center information is identified for each Misc Pay Approver and is on file in EDA with DFAS (See Appendix J & K). A copy of the DD Form 577 must accompany the GRC request when assigning the Misc Pay Approver role.

9 Failure to do so will result in the rejection of the request. A payment will not be processed without a valid DD Form 577. GFEBS the primary Misc Payment entitlement system used by the Army. GFEBS Automated Misc Payment This process eliminates the requirement for submitting a certified SF1034, as required with the Manual Misc Payment process and legacy process. In the Automated Misc Pay transaction, the SF1034 certification of funds and payment are completed through the GFEBS funds obligation and Misc Pay Approver roles. The process utilizes three document types: MP Misc Pay FM (Non-PPA) and RM Misc Pay PO (PPA). These document types are designed to trigger a workflow process, routing invoices and attached supporting documentation to the Misc Pay Approver for review, approval and/or rejection.

10 The process places a system generated M block on miscellaneous payments. The block is lifted when the Misc Pay Approver approves/certifies the invoice and supporting documentation for payment. Once the Misc Pay Approver completes the approval/certification, the supporting documents are locked from removal or additional attachments. Appendix B includes step-by-step instructions on how to perform automated misc payment processing in GFEBS. GFEBS Manual Misc Payment Use of the manual process requires an exception to policy from USAFMCOM. See section for instructions on how to 26 July 2013 Page 6 request exception. This process utilizes the SF1034 along with the required supporting documentation for payment. Non-PPA (KR document type) miscellaneous payments are processed in GFEBS using the FMZ1/FB60 transactions; payments subject to PPA utilize the PR-PO-MIGO-MIRO (RE document type) transactions; and Miscellaneous Payments for Morale, Welfare, and Rec (MWR) utilize the KF document type.