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Next GBG Educational Opportunity

Website of the Month

U.S. Coast Guard Web Invoice
The Coast Guard Finance Center offers a web-based system for vendors to submit invoices for faster payments and check payment status. Although the fastest means to get paid by the U.S. Coast Guard is still through the IPP system, this site allows vendors that are not registered with IPP to submit invoices individually. www.fincen.uscg.mil/index.htm

Did you know?

The Central Contractor Registration (CCR) has extended the deadline to December 21, 2009 for contractors to register for a user ID and password. If you do not have a user ID and password by the deadline, you will not be able to access your records.

After two years of development, the U.S. Department of Veterans Affairs Financial Services Center (VAFSC) has contracted with OB10, a global e-Invoicing network, to offer an efficient and secure electronic invoicing program. OB10, together with A&T systems, will submit invoices electronically to the VA on behalf of VA suppliers, meeting the "paperless" guidelines set by Congress. OB10 is unique because it allows members to submit invoices in any electronic format, including QuickBooks-generated invoices. This instant invoice delivery will also help the VAFSC comply with the Prompt Payment Act. OB10 also provides data mapping and translation services.

To help government vendors learn more, GBG will be offering an OB10 audio teleconference:

Date: Monday, July 27, 2009
Time: 3:00 – 4:00pm EST
Cost: $39.95 for GBG members;
$49.95 for non-GBG members
*per phone line

Click here to register now.

FEDPAY

FEDPAY is an Internet invoicing system that allows GSA Federal Supply Service (FSS) vendors to submit invoices through the Internet. Once the invoice is submitted, the contractor could be paid in as little as 10 working days. The payment is made via Electronic Funds Transfer (EFT). This system also allows vendors to track payments, invoices and purchase orders—and the best part is that it's free!

Project Officer versus Contract Officer

Another government acronym to remember?! Government Project Officer or GPO. So how is a GPO different from a CO? A short answer is that a GPO works with the contracingt officer (CO) in recommending a contract for approval or disapproval. A GPO’s responsibilities in the contract process include locating sources (vendors), obtaining price estimates from them and including that information on the requisition (either electronic or hard copy). At that point, the responsibility and authority to deal with the vendor must be exercised exclusively through the CO. The CO will review the recommendation of the GPO, appropriate funds and execute or authorize the contractual document. When someone other than an appointed CO, commits the U.S. government, an unauthorized commitment has occurred and the "perpetrator" may receive administrative and criminal sanctions under the Antideficiency Act.

A GPO cannot authorize an order. It is very important that a vendor does not accept a GPO-authorized order or mistakenly processes a request for information as an order and then ship the item. It is likely that the receiver will not know that this is an improper order, accepting the item rather than rejecting and returning it. This situation also represents an unauthorized commitment. The vendor may end up needing legal advice and/or waiting for ratification before payment can be made. This also is an unauthorized commitment and the vendor may have to advise legal advice or wait for ratification before payment can be made.

Upcoming July Topics:

Ratifications, details about the NACM Credit Congress, a scoop on the DFAS August Open House, tips on contract close-outs, and more.

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