SUBPART 232.70—ELECTRONIC SUBMISSION AND PROCESSING OF PAYMENT REQUESTS AND RECEIVING REPORTS

(Revised June 29, 2012)

 

 

 232.7000 Scope of subpart.
 232.7001 Definitions.
 232.7002 Policy.
 232.7003 Procedures.
 232.7004 Contract clauses.


232.7000  Scope of subpart.

This subpart prescribes policies and procedures for submitting and processing payment requests in electronic form to comply with 10 U.S.C. 2227.

 

232.7001  Definitions.

“Electronic form” and “payment request,” as used in this subpart, are defined in the clause at 252.232-7003, Electronic Submission of Payment Requests.

 

232.7002  Policy.

 

     (a)(1)  Contractors shall submit payment requests and receiving reports in electronic form, except for—

 

                    (i)  Classified contracts or purchases when electronic submission and processing of payment requests could compromise the safeguarding of classified information or national security;

 

                    (ii)  Contracts awarded by deployed contracting officers in the course of military operations, including, but not limited to, contingency operations as defined in 10 U.S.C. 101(a)(13) or humanitarian or peacekeeping operations as defined in 10 U.S.C. 2302(8), or contracts awarded by contracting officers in the conduct of emergency operations, such as responses to natural disasters or national or civil emergencies, when access to the Wide Area WorkFlow by those contractors is not feasible;

 

                    (iii)  Purchases to support unusual or compelling needs of the type described in FAR 6.302-2, when access to Wide Area WorkFlow by those contractors is not feasible;

 

                    (iv)  Cases in which DoD is unable to receive payment requests or provide acceptance in electronic form;

 

                    (v)  Cases in which the contracting officer administering the contract for payment has determined, in writing, that electronic submission would be unduly burdensome to the contractor. In those cases, the contracting officer administering the contract shall furnish a copy of the determination to their Senior Procurement Executive; and

 

            (2)  When the Governmentwide commercial purchase card is used as the method of payment, only submission of the receiving report in electronic form is required.

 

     (b)  DoD officials receiving payment requests in electronic form shall process the payment requests in electronic form.  Any supporting documentation necessary for payment, such as receiving reports, contracts, contract modifications, and required certifications, also shall be processed in electronic form.  Scanned documents are acceptable for processing supporting documentation other than receiving reports and other forms of acceptance.

 

     (c)  When payment requests and receiving reports will not be submitted in electronic form—

 

            (1)  Payment requests and receiving reports shall be submitted by facsimile or conventional mail.  The contracting officer shall consult with the payment office and the contract administration office regarding the method of payment request to be used; and

 

            (2)  Section G of the contract shall specify the method of payment request.

 

232.7003  Procedures.

 

   (a)  The accepted electronic form for submission of payment requests and receiving reports is Wide Area WorkFlow (see website – https://wawf.eb.mil/).

 

   (b)  For payment of commercial transportation services provided under a Government rate tender or a contract for transportation services, the use of a DoD-approved electronic third party payment system or other exempted vendor payment/invoicing system (e.g., PowerTrack, Transportation Financial Management System, and Cargo and Billing System) is permitted.

 

   (c)  For submitting and processing payment requests and receiving reports for rendered health care services, use of TRICARE Encounter Data System as the electronic format is permitted.

 

232.7004  Contract clauses.

 

   (a)  Except as provided in 232.7002(a), use the clause at 252.232-7003, Electronic Submission of Payment Requests and Receiving Reports, in solicitations and contracts.

 

   (b)  Use the clause at 252.232-7006, Wide Area WorkFlow Payment Instructions, when 252.232-7003 is used and neither 232.7003(b) nor (c) apply. See PGI 232.7004 (DFARS/PGI view) for instructions on completing the clause.