1. 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 , The Army Management Structure
DODFMR 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

2. 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 , 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
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 Environmental Considerations and GTA 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

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
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. 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. 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

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
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

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
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

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
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

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

10. 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

11. 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

12. 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

13. 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

14. XK01- Create Vendor (Employee) (Cont’d)
“Accounting Information” Screen 17
Click “Next Screen” 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. “ ” is the most commonly utilized for CVS Vendors 14

15. 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

16. 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

17. 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

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

19. 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

20. 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

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

22. 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

23. 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

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

25. 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

26. 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

27. 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

28. Questions?
Show Slide 27: Questions 27