Small Business FAQ

Defense Finance
and Accounting Service
Providing payment services of the U.S. Department of Defense
MyPay

Small Business FAQ

Find out how to check invoice payment status using myInvoice with our new eTutorial on the iRAPT Training Page. Whether you are a vendor, inspector, contractor, government property shipper, Group administrator or other role, we have links to training for you. See back page of this flyer for links or call 1- 800-756-4571 for additional details.


Information formerly housed under the eCommerce section of dfas.mil is now consolidated on the main Contractors & Vendors page at dfas.mil. This change was accomplished to enable users to have a one stop shop for the latest information and links to important information necessary for the contracting and invoicing process. Below is a list of topics and new locations:

 

The reason for your rejected invoice is located in IRAPT. Go to your rejected invoice folder and scroll to the far right and the reject reason is there.  If you need additional information, please contact your servicing DFAS Customer Care Center Office.

There is a robust library of training for iRAPT on the WAWF eBusiness Suite website. https://wawf.eb.mil.  If you still have questions, you may consider attending one of DFAS Columbus’s Contractor Open Houses where there is a full day of WAWF training offered.

Yes, per the DFAR 232.903 & DFARS 232.906a accelerated payments to all small businesses are authorized once all required documentation is received.

You should call your servicing DFAS Customer Care Center to inquire about the payment shortage. The customer service representative will provide additional details.

You should call your DFAS Customer Care Center to inquire about the overpayment.  The customer service representative will provide details on why there was an overpayment.  If money is due back they will provide the steps on how to return the funds.

You should contact the point of contact identified on the demand letter. They will be able to advise why the funds are due to the government.

Some of the reasons that an invoice could be sent to reconciliation include: To correct a negative unliquidated obligation (ULO).This means there is a negative balance remaining on the contract and needs to be corrected.There could also be a contract error.There could be a payment error.This happens when an invoice(s) is not paid in accordance with contract PGI/Payment instructions.There may also have been a modification to the contract issued after/before the payment processed that caused an error.

Although it is the goal of the Federal Government to pay small business within 15 days, per Prompt Payment regulation, interest starts on the 31st day of due date.

There are places in the payment process where an invoice can be held up.The most common places are that the invoices are waiting on receipt and acceptance by the government or the invoice is awaiting a validations that funding exists per as required by the Grassley Act.

To find your specific payment office, look on the front page of your contract in the box titled “Payment Will Be Made By”.  There will be a six digit dodaac here that designates the payment office.  The determine what the payment office code means, got to https://www.dfas.mil/dfas/contractorsvendors/dodaacsvc.html to find the payment location for your Department of Defense Activity Address Code (DoDAAC)

To make a debt payment, or to ask a question about a debt, visit https://www.pay.gov. You can also call Toll Free (800) 624-1373 Monday through Friday, 7a.m. to 7p.m.(EST) Email address:pay.gov.clev@clev.frb.org

To ask questions about vendor registration, visit the System For Award Management (SAM) at:

www.sam.gov  

Toll Free U.S. calls: (866) 606-8220

International calls:+1 334-206-7828

A proper invoice contains the following information:

  • Contractor’s/Vendors Name and Address
  • Invoice Date/Number
  • Government Contract Number/Purchase Order Number
  • Shipment Number
  • Description of Goods/Services(CLIN,QTY,U/P), Quantity, Unit Price, Total Amount of Invoice
  • Taxpayer Identification Number (TIN) (if applicable)
  • If using a DD250 as an invoice, the wording ‘Original Invoice’ or ‘Invoice” in 1 inch high letters must appear on the invoice.  Do not use red or green ink.  Black ink works best in our imaging system.
  • Must be registered and current in System for Award Management(SAM).  To verify your status, go to https://www.sam.gov/
  • Contact name of person to be notified in event of a defective invoice

 

Note: An invoice will not be considered proper if it is received manually and the contract requires electronic submission.

Customer Care Centers

DFAS Cleveland: (855) 608-3975
Open daily 8 a.m. to 5 p.m. (EST)
Vendor Pay (Pay DoDAACs starting with N)

  • Option 1: Pay Status
  • Option 2: Verify Payment Received
  • Option 3: WAWF Invoice Status

DFAS Columbus: (800) 756-4571
Open daily 7:30 a.m. to 4:30 p.m. (EST)

  • Option 1: Contract Pay (MOCAS)
  • Option 2: Defense Agencies
  • Option 3: Army Acquisition

(Rock Island and St. Louis)

  • Option 4: Air Force
  • Option 5: Marine Corps

DFAS Indianapolis: (888) 332-7366
Open daily 7:30 a.m. to 4:30 p.m. (EST)

  • Option 2: Vendor Pay

DFAS Rome: (800) 553-0527
Open daily 8 a.m. to 4 p.m. (EST)

  • For MyPay inquiries: (800) 332-7411 Option 5