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Prevalidation Overview

Defense Finance and Accounting Service

Travis May Division Chief, Funds Requirement

April 2019

Integrity Service Innovation

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Prevalidation Defined

Prevalidation is based on Section 8137 of Public Law

103-335 (and its successor, Section 8102 of Public Law 104-

61, Department of Defense Appropriations Act, 1996). It is

commonly referred to as the "Grassley Amendment“ and

requires the matching of disbursements to corresponding

obligations in the official accounting records before the actual

payment is made.

2/21/2018 Integrity Service Innovation

MOCAS Prevalidation Process

3

Response

Disbursement

8

9

7

Initial Request

Accounting Disbursing

5 Day Calendar Standard

Thresholds

Contract Pay > FY 05: $0

Contract Pay < FY 05: $5,000

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MOCAS Prevalidation Report Card

TOTAL VOLUME OF REQUESTS (INVOICES PAID ONLY)

% OF REQUESTS APPROVED WITHIN 5 DAY STANDARD

VARIANCE FROM WITHIN STANDARD GOAL

COLUMBUS 178,559 92% -3% ROME 982 94% -1% WITHIN STANDARD GOAL 95% CLEVELAND 6,888 97% 2% INDIANAPOLIS 9,735 97% 2% LIMESTONE 3,435 99% 4%

199,599 92% Overall

PERCENT OF PREVALIDATION REQUESTS APPROVED WITHIN 5 DAY STANDARD VARIANCE FROM WITHIN STANDARD GOAL

FOR PAYMENTS MADE FEBRUARY 2019

COLUMBUS

ROME

WITHIN STANDARD GOAL

CLEVELAND

INDIANAPOLIS

LIMESTONE

-100% -80% -60% -40% -20% 0% 20%

VARIANCE FROM WITHIN STANDARD GOAL

2/21/2018 Integrity Service Innovation

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CAPS-W Prevalidation Process

Things to know

non-DCMA administered contracts and all miscellaneous commercial payments (e.g. power track, transportation payments, corporate CBA payments)

Uses IAPS, DEAMS, CAPSW, GFEBS, DAI, One Pay, EBS or Navy ERP as the pay system.

WIP & Progress Payments cannot be supported by CAPS-W as well as most multi-funded contracts

DFAS Columbus Processes Army: HQ0303, HQ0304, MC: M67443, DA: HQ0131

Integrity Service Innovation 4/4/2019 5

CAPS-W Prevalidation Process

Accounting Certification Disbursing

5 Day Calendar Standard Accounting

System

Certified Payment Disburse

Thresholds

Vendor Pay: $0

Entitled Payment

6

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Help us Help You

Biggest Struggles Lessons Learned

Invoices with 100 + Lines 5 day Preval Standard

Frequency of Modifications

Obligations loaded timely

Realignment mods

Enhanced Reports for Preval • FMS • Small Business • High Dollar

Prevalidation Standardization

Integrity Service Innovation 4/4/2019 7

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Questions

Integrity Service Innovation

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MOCAS Prevalidation Data Flow

7

8

9

Integrity Service Innovation

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Accounts Payable Process: 3-Way Match

The Three Way Match

DoD Vendor

DFAS Entitlement Systems

Validate Entitlement Prevalidate Disbursement

Disbursing Station

MyInvoice

Contract

Goods & Services

Invoice

Accounting System

Receiving Report

Contract & Hard Copy Receipt

Invoice (hard copy)

Prevalidation

Disbursements Data

Check/EFT

Payment File

1

2

3

5

4

6

7

8

9

10

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