Describe the Pay Agent Process in GFEBS Show Slide 1: Process Paying Agent for FOO, CERP, OMA, & Rewards SECTION I. ADMINISTRATIVE DATA Academic Hours / Methods 2 hrs Small or Large Group Instruction SECTION II. INTRODUCTION: Today we are going to discuss the Procurement Process in GFEBS Method of Instruction. Conference / Discussion Instructor to Student Ratio: 1:16 or 1:25 Time of Instruction 2 hrs 00 mins Media: Small or Large Group Instruction Motivator: In today’s Army, we define ourselves as being the best trained, equipped and the best led Army that the United States has ever known. So to keep this image we as Financial Leaders and Managers have to become the best at financially supporting our Soldiers and being stewards of taxpayer dollars. Knowing this we have embraced Standard Financial Information System (SFIS) and the General Fund Enterprise Business System (GFEBS) in that it provides our Army decision makers with accurate, reliable, timely business and financial information to keep our War Fighters within their fiscal responsibilities.   Student Materials: DFAS-IN Regulation 37-1, Finance and Accounting Policy Implementation DFAS-IN Manual 37-100, The Army Management Structure DODFMR 7000.14-R, Vol 10, Department of Defense Financial Management Regulation GFEBS Funds Distribution Excel Spreadsheet Student Funds Management PowerPoint slides Access to AFMS TED 357 1

Terminal Learning Objective Action: Process paying agent for FOO, CERP, OMA, ARP & Rewards Conditions: FM Leaders in a classroom environment using doctrinal and administrative publications, practical exercises, personal experience, handouts, discussion and access to GFEBS. Show Slide 2: Terminal Learning Objective Read TLO SAFETY REQUIREMENTS: In a training environment, leaders must perform a risk assessment in accordance with DA PAM 385-30, Risk Management. Leaders will complete a DD Form 2977 RISK MANAGEMENT WORKSHEET during the planning and completion of each task and sub-task by assessing mission, enemy, terrain and weather, troops and support available-time available and civil considerations, (METT-TC). Local policies and procedures must be followed during times of increased heat category in order to avoid heat related injury. Consider the work/rest cycles and water replacement guidelines IAW TRADOC Regulation 350-29. Risk Assessment Level: Low. Hazard Identification: Electrical Shock, Fire, Slippery Floors, Physical Injure/Strain, Tripping Tight Spaces in Classroom, and Influenza. Hazard controls: Primary Instructor (PI) will ensure: All electrical cords are properly stored under desks, liquid containers have lids on them and all spills are immediately cleaned and mopped and allowed to completely dry before allowing students/personnel to walk on them. All chairs are ergonomically designed, adjust to individual preference and that all students are awake and paying attention in class. All cables/cords are properly plugged in, sheathed, and secured along tables, walls, and ceilings. No damaged or frayed cords/cables will be used. PI will brief proper hand washing techniques, the use of hand sanitizer, and evacuation procedures. All trash will be removed daily. ENVIRONMENTAL STATEMENT: Environmental protection is not just the law but the right thing to do. It is a continual process and starts with deliberate planning. Always be alert to ways to protect our environment during training and missions. In doing so, you will contribute to the sustainment of our training resources while protecting people and the environment from harmful effects. Refer to FM 3-34.5 Environmental Considerations and GTA 05-08-002 ENVIRONMENTAL-RELATED RISK ASSESSMENT. EVALUATION. At the end of the S8 Module a culminating event, resulting in a briefing to the Commander, will be assessed. INSTRUCTIONAL LEAD IN - Before we can understand how to control our funds, we must briefly discuss the pay agent process for FOO, CERP,OMA, and Rewards. Standard: Analysis includes: - Create a vendor (employee) via transaction code XK01 - Create a MISC Pay PR&C via transaction code ME51N - Verify availability of funds via transaction code ME53N 2

Agenda Create a vendor (employee) via transaction code XK01 Create a MISC Pay PR&C via transaction code ME51N Verify availability of funds via transaction code ME53N Show Slide 3: Agenda Create a vendor (employee) via transaction code XK01 Create a MISC Pay PR&C via transaction code ME51N Verify availability of funds via transaction code ME53N 3

4 Show Slide 4: Battle Drill 5 Battle Drill 5: Process (P2P) Paying Agent (PA) for Field Ordering Officer (FOO) (CERP), OMA, & Rewards Programs) Show Slide 4: Battle Drill 5 4

5 Show Slide 5: Discuss entire pay agent process XK01 ME51N ME53N Legend GFEBS Operation Create MISC Pay PR ME51N Verify availability of funds ME53N Create a vendor (employee) XK01 Show Slide 5: Discuss entire pay agent process 5

Pay Agent (PA) PA is an extension of the DO at the unit level PA is an individual who is trained by the DDO/DA to account for government funds and make payments in relatively small amounts PAs are individuals whose regular duties do not involve disbursing functions PA is paired with an Project Purchasing Officer (PPO) and cannot be appointed as an PPO The PA will not make payments without the express authorization from the PPO The PA interacts with the DDO/DA on a routine basis Is usually a USG employee, however defense policies may allow for multinational members Show Slide 6: Pay Agent (PA) PA is an extension of the DO at the unit level PA is an individual who is trained by the DDO/DA to account for government funds and make payments in relatively small amounts PAs are individuals whose regular duties do not involve disbursing functions PA is paired with an Project Purchasing Officer (PPO) and cannot be appointed as an PPO The PA will not make payments without the express authorization from the PPO The PA interacts with the DDO/DA on a routine basis Is usually a USG employee, however defense policies may allow for multinational members 6

Commanders Emergency Response Program (CERP) Provide an immediate and measurable benefit to the local population Be completed quickly Promote local national employment Be highly visible to the local populace Incorporate host nation entities throughout the life of the project, from inception to turnover Be sustained by the host nation after turnover Accepted as beneficial by the local indigenous population Show Slide 7: Commanders Emergency Response Program (CERP) Provide an immediate and measurable benefit to the local population Be completed quickly Promote local national employment Be highly visible to the local populace Incorporate host nation entities throughout the life of the project, from inception to turnover Be sustained by the host nation after turnover Accepted as beneficial by the local indigenous population 7

Field Ordering Officer (FOO) Every FOO is paired with a Pay Agent All purchases must be made as a team FOO makes the purchase decision A third party must receives the items The FOO has the responsibility to fill out the SF 44 FOO funds can be used for emergency purchases Cannot make purchases that are foreseeable or reoccurring Show Slide 8: Field Ordering Officer (FOO) Every FOO is paired with a Pay Agent All purchases must be made as a team FOO makes the purchase decision A third party must receives the items The FOO has the responsibility to fill out the SF 44 FOO funds can be used for emergency purchases Cannot make purchases that are foreseeable or reoccurring Make purchase less than $30K, (requirements over $10K require a legal review from BDE legal) 8

Creating a Vendor Master Data Record LSA-1 Show Slide 9: Creating a Vendor Master Data Record 9

XK01- Create Vendor (Employee) 4 Click “Enter” to start the Vendor Creation XK01 Enter the Vendor CAGE to be processed 1 1A2B4 Select the most appropriate Account Group 3 Z005 Show Slide 10: XK01 Create Vendor 2 Enter the appropriate “Vendor Account “Group if known or select the appropriate code Note: the most commonly utilized codes are “Z001” and “Z004” 10

XK01- Create Vendor (Employee) (Cont’d) “Address” Screen 9 Click “Next Screen” 5 Title will be “Company” unless it is an individual US Army 6 SFC Michael Wilson Employee 1 Name of Company Search terms (able to search for this vendor by these terms). (Vendor CAGE code is recommended) 7 1A2B4 Vendor 1 8 Show Slide 11: XK01 Create Vendor 123 Enter Company address information. Ensure the Country information is correct. Mohamet Street Kabul 15 12345 AF 11

XK01- Create Vendor (Employee) (Cont’d) “Control” Screen 9 Click “Next Screen” TIN (Taxpayer Identification Number) and Tax information is required for U.S. Vendors. If it is an individual, instead of company, the Social Security Number will be entered in these fields. Show Slide 12: XK01 Create Vendor 12

XK01- Create Vendor (Employee) (Cont’d) “Payment Transactions” Screen (Bank Data) 15 If provided, enter the type of account: 01- Checking 02- Savings AF AFIBAFKA 12345 Mukhar Al Saleem 01 13 14 10 11 Enter the correct bank account number Enter the name of the bank Account “Beneficiary”. Must be based on the name the bank account is under (cannot me misspelled) Select the appropriate “Bank Key” (SWIFT Code or ABA) Enter the desired search string with wildcards “*” if needed to locate the Bank in the system (must be pre-loaded) Show Slide 13: XK01 Create Vendor Enter the appropriate “Country Code” for the Bank Location AFIBAFKA* Once entered, click the checkmark to populate the “Bank Key” field 12 13

XK01- Create Vendor (Employee) (Cont’d) “Accounting Information” Screen 17 Click “Next Screen” 2110.0100 16 Show Slide 14: XK01 Create Vendor General ledger account to which transactions in the subsidiary ledgers (such as in the customer, vendor, or assets areas) are automatically updated. “2110.0100” is the most commonly utilized for CVS Vendors 14

XK01- Create Vendor (Employee) (Cont’d) “Payment Transactions Accounting” Screen 21 18 Click “Next Screen” Enter the payment terms applicable to this vendor Z030 20 Place a checkmark here to ensure all invoices are checked for duplicates during entry T 19 Show Slide 15: XK01 Create Vendor Select the appropriate “Payment Method”. (GFEBS does not support Cash payments). EFT is the preferred method of payment in theater and GFEBS. Note: The Deployable Disbursing System (DDS) utilizes“ CTX (Corporate Trade Exchange) Format ACH” . 20 Click after selection is made 15

XK01- Create Vendor (Employee) (Cont’d) “Correspondence Accounting, Withholding Tax Accounting, Purchasing Data” Screens 23 Click “Next Screen” No Input necessary for a foreign vendor No Input necessary for a foreign vendor 22 Enter the Currency the vendor is likely to be paid with USD Show Slide 16: XK01 – Create Vendor 16

XK01- Create Vendor (Employee) (Cont’d) “Partner Functions” Screen and saving the Vendor data 24 The “Partner Functions” is the last data field. Click “Save” to record the vendor entry. No Input necessary Show Slide 17: XK01 – Create Vendor 19 Note: Vendor Master Data may be changed as needed. T-Code “XK02” will allow an authorized user to make adjustments to the record when applicable and when needed. The Vendor is now added to the GFEBS database and is ready to be utilized. 17

Create a Vendor (employee) LSA - 2 Show Slide 18: Create a vendor LSA-2 18

19 Show Slide 19: Battle Drill 5 Battle Drill 5: Process (P2P) Paying Agent (PA) for Field Ordering Officer (FOO) (CERP), OMA, & Rewards Programs) Show Slide 19: Battle Drill 5 19

XK01 – Create Vendor Simulation The instructor demonstrates this activity while you follow along Hands on Exercise The instructor will lead you step by step through the activity using the training materials provided Show Slide 20: Create Vendor 20

Create a Miscellaneous Pay Purchase Requisition (PPA) LSA - 3 Show Slide 21: Create a miscellaneous pay PR (PPA) LSA-3 21

22 Show Slide 22: Battle Drill 5 Battle Drill 5: Process (P2P) Paying Agent (PA) for Field Ordering Officer (FOO) (CERP), OMA, & Rewards Programs) Show Slide 22: Battle Drill 5 22

ME51N – Create Purchase Requisition Simulation The instructor demonstrates this activity while you follow along Hands on Exercise The instructor will lead you step by step through the activity using the training materials provided Show Slide 23: Create Purchase Requisition Note: Using the DA 3953 PURCHASE REQUEST AND COMMITMENT (PR&C) PRC6250, walk through the PR process in GFEBS with the students. 23

Display a Miscellaneous Pay Purchase Requisition (PPA) LSA - 4 Show Slide 24: Display a Miscellaneous Pay Purchase Requisition (PPA) LSA-4 24

25 Show Slide 25: Battle Drill 5 Battle Drill 5: Process (P2P) Paying Agent (PA) for Field Ordering Officer (FOO) (CERP), OMA,& Rewards Programs) Show Slide 25: Battle Drill 5 25

ME53N – Display Purchase Requisition Simulation The instructor demonstrates this activity while you follow along Hands on Exercise The instructor will lead you step by step through the activity using the training materials provided Show Slide 26: Display Purchase Requisition Note: Walk through the PR process in GFEBS with the students. 26

Check on Learning What t-code is used to create a vendor(employee)? 2. Which account group are employees and individuals assigned to? How do you verify that funds has been added to conduct the PA mission? Show Slide 27: Check on Learning? What t-code is used to create a vendor(employee)? XK01 2. Which account group are employees and individuals assigned to? Z005 How do you verify that funds has been added to conduct the PA mission? ME53N 27

Questions? Show Slide 27: Questions 27