This section includes information for award recipients about managing contract awards.
Information on this page:
Access Your Contract Award | Contract Payment Information | Progress and Status Reports | Refunds | Closeout of Awards | Property Reviews and Reporting | Contractor Purchasing System Review | Indirect Cost Rate Administration
Access Your Contract Award
All ONR award/modification documents are available via the Department of Defense (DoD) Electronic Document Access System (EDA) within the Procurement Integrated Enterprise Environment (PIEE) (formally known as Wide Area Workflow e-Business Suite).
EDA is a web-based system that provides secure online access, storage and retrieval of awards and modifications to DoD employees and vendors. If you do not currently have access to EDA, you may complete a self-registration request as a “Vendor” via https://wawf.eb.mil following the steps below:
- Click "Accept."
- Click "Register" (top right).
- Click "Agree."
- In the "What type of user are you?," drop down and select "Vendor."
- Select the systems you would like to access (WAWF at a minimum).
- Complete the User Profile and follow the site instructions.
Allow five business days for your registration to be processed. EDA will notify you by email when your account is approved.
EDA provides view-only capability of contract documents that match the validated DUNS or CAGE codes that the vendor is registered for.
EDA offers electronic search and retrieval and 24/7 access/retrieval capability.
Registration questions may be directed to the EDA help desk toll free at 866-618-5988, commercial at 801-605-7095 or via email at email@example.com (Subject: EDA Assistance).
Create an EDA Award Notification Profile
ONR creates an award notification profile for every ONR contract awarded. The notification profile will use the contact information provided in your proposal to notify the performer of an award.
Important: In some cases, EDA notifications are appearing in a performer’s Junk Email folder. If you are experiencing issues receiving EDA notifications, please check your junk email. If found, please mark EDA notifications as "not junk."
If your organization needs to correct the EDA notification profile for an ONR contract, please contact ONR as follows:
- Send email to firstname.lastname@example.org.
- Email Subject should say "EDA Award Notification Change Request."
- Provide the ONR contract number.
- Provide the new email address to be added to the EDA award notification profile.
Contract Payment Information
The DoD requires invoices to be submitted via the Wide Area Workflow (WAWF) module of the Procurement Integrated Enterprise Environment (PIEE) website. The PIEE application serves as DoD's system for electronically processing invoices and receiving reports.
PIEE Frequently Asked Questions
There are three ways to contact the WAWF helpdesk:
- EMAIL: email@example.com
- PHONE: 801-605-7095 or 866-618-5988
- Submit a helpdesk ticket via the OGDEN HELPDESK link that appears on the Vendor Customer Support web page.
Research programs are carefully reviewed by ONR, DoD and others to monitor satisfactory program performance. One measurement that is assessed is current information on billings and payments for expenditures recorded. Programs that do not reflect expenditures commensurate with expectations are subject to reduction of future funding levels or termination.
Determining Your Administration and Payment Office
All ONR contracts have a distinctive administrative and payment office assigned, which is recorded on the cover page of the award document.
Direct Award-Specific Advance Payments
Contract-funded programs at institutions of higher education and nonprofit organizations are not generally paid on the basis of an advance; however, the government does have authority, if determined to be in the government’s best interest and other criteria to authorize advances for select programs. General information and statutory authority pertaining to the payment of advances on contract programs can be found at FAR 32.102 - Description of contract financing methods.
Authorized advance payments for contract-funded programs at institutions of higher education and nonprofit organizations will usually contain the FAR clause 52.232-12 Advance Payments, Alt. II. The applicability and remittance requirements of interest on contract programs will be in accordance with the above or other specified contract advance payment clause, depending on contract type and the effort being performed. Basic information on interest requirements on contract programs can be found at FAR 32.407 - Interest.
As always, refer to the terms and conditions of the contract. You must first determine if advance payments are authorized under your contract and, if so, refer to the advance payment clause for specifics on how and when interest is to be remitted to the government.
Advance Payment Pool Agreements
A more common method of obtaining advances at universities on contract programs is through the use of an advance payment pool agreement. Advances obtained and any related unliquidated balances that occur under the agreement are generally not subject to the remittance of interest to the government. This is in accordance with the terms and conditions of the applicable advance payment pool agreement clause titled "Interest," except in certain circumstances. Interest may become payable by sub-advances to subcontractors or if the agreements are terminated and demand has been requested on any remaining unliquidated balance. For additional information, please refer to your specific agreement.
A contractor or recipient receiving an award must always check the clauses and terms and conditions to determine specific and current requirements concerning payment, reporting and interest requirements. In many cases, additional agency or other regulations are incorporated by reference concerning payment processing and interest requirements. Recipients and contractors should ensure they have a clear understanding of obligations under the provisions of their specific awards.
Progress and Status Reports
ONR service contracts will be required to report monthly financial status using a standardized template. The current version of the template will be available on this site and should be used when submitting to contracting officer representative, or COR, and contract specialist.
When refunds are due under ONR-issued contracts or other procurement awards the refunds process is based on the pay office listed on the award.
For domestic ONR awards, the following table identifies the required refund process based on the information in the “Payment Will Be Made By” block on the award (Block 12 of the SF26, Block 15 of the DD1155, and Block 25 of the SF33).
|Pay Office and Code||Required Refund Process|
|DFAS Columbus North (HQ0337)||Pay.gov|
|DFAS Columbus South (HQ0338)||Pay.gov|
|DFAS Columbus West (HQ0339)||Pay.gov|
|ONR ERP Pay Office (N34291)||EFT|
For foreign ONR awards, refer any questions related to refunds to the Administrative Office in Block 6 of the SF26, Block 7 of the DD1155, and Block 24 of the SF33.
There is no cost to awardees using the Pay.gov website and there should be very little to no additional burden on the awardee. The refund should process more quickly when using the Pay.gov website.
To use Pay.gov, contractors are encouraged to create an account, but an account is not required to submit a refund. Creating an account allows contractors to track and manage information about all Pay.gov payments, and save time by reusing information from previous payments. General information about how to make payments (including refunds) can be found at https://www.pay.gov/WebHelp/HTML/payments_making.html.
To initiate a refund for any award in which the cognizant payment office is one of the DFAS MOCAS offices listed above, the contractor needs to first search for the form “MOCAS-ACCS.” The system will then lead the contractor through four steps to complete the submission.
- View screen shots of the search form and the first two steps (i.e., completing agency form and entering payment information)
Please note the following as you proceed through the steps:
When the Refund Relates to a Specific Award
- The award number needs be provided in the contract number field.
- DFAS has advised that the form should only be used for refunds for an individual award, rather than multiple awards, to ensure the amount can be credited back to the particular award account.
- Other information the contractor should provide in the form for refunds related to a specific ONR award include the related invoice number to be credited; the ACRN; the CLIN (if applicable); a description of the overpayment; and the DFAS MOCAS region (i.e., North, South or West).
When the Refund Can’t be Associated with a Particular Award(s)
The contractor can forgo entering an award number, ACRN or CLIN and instead enter in the “Description of Overpayment” field the words “No specific government award, funds should be posted to general treasury account” and then include the reason and nature of the overpayment. This generally applies to the types of refund checks associated with indirect cost rates, which are negotiated by ONR’s Indirect Cost Branch.
The form alerts the contractor with the following message: “The Company Id for this payment has changed. If you are a first time user or a regular user of this form, please make sure this new company id is given to your company's bank and the debit block is removed before filling out this form.”
The new Company Id number can be found on the MOCAS-ACCS form.
Notifying the Administrative Contracting Officer and the Contracting Officer
Once the contractor completes and submits a MOCAS-ACCS form online, the contractor will receive an email from the system confirming the submission. The contractor must forward this email to the Administrative Contracting Officer and the Contracting Officer. The notification generated by DFAS/Pay.gov excludes critical posting information a performer may enter. Therefore, the performer should also send the Administrative Contracting Officer and the Contracting Officer the award number and CLIN/SLIN/ACRN information (if applicable).
To use EFT, contractors need to coordinate with their bank institutions to send the refund to ONR ERP Pay Office N34291. Your bank institution will require the following information:
|Bank Name:||Credit Gateway
|Address:||401 14th St. SW
Washington, D.C. 20227
|Entry Description:||Award #, ACRN|
Upon processing the EFT/ACH, please contact your assigned POC at the contract administration office.
Closeout of Awards
The award closeout process starts upon expiration of the period of performance. Closeout is the process of documenting compliance with the terms and conditions of the award, settlement of all disputes, and final payment. This includes all administrative actions that are contractually required; e.g., property, security and patents. The procedures for contract closeout are located in Federal Acquisition Regulation (FAR) 4.804-5. The standard timeframes for closing out a contract are located in FAR 4.804.
Overview: Closeout Process
Property Reviews and Reporting
ONR's property function is carried out by the five regional offices under the direction of ONR's property systems manager. Federal acquisition regulations (FAR Part 45 and DFARS Part 245) stress the importance of an institution providing control, protection, preservation and maintenance of all government property, and establishing and maintaining property records.
Institutions have the overall responsibility to maintain records of government property in their possession. The requirements for these records can be found in FAR 52.245-1(f)(iii).
Reporting Government Titled Property
DoD and NASA require that government-titled property in the custody of institutions be reported to the cognizant ONR administrative contracting officer (ACO) on an annual basis for the period ended September 30. The format for reporting government-titled property is dependent on whether the property is accountable to a contract, grant, cooperative agreement or other procurement transaction.
Additionally, there are different annual reporting requirements for DoD-titled and NASA-titled government property.
NASA requires annual reporting for contracts per NASA FAR Supplement 1852.245-73.
Property Reviews at Institutions
A Property Management System Analysis (PMSA) is a review of an institution's property management system. It is conducted to evaluate whether an institution’s property system is capable of controlling, protecting, preserving and maintaining government property in its custody.
ONR performs PMSAs at all institutions with custody of government-titled property under awards delegated to ONR for administration. The PMSA will take the form of either an on-site or desk review and is further broken down based on a risk assessment of the total dollar value and nature of the government titled property. Following is a brief description of the various types of PMSAs:
- On-Site: These PMSAs are usually performed at institutions that have in excess of $1 million of government-titled property. The PMSA covers the functional areas of a property management system as enumerated in FAR 52.245-1(f). During an on-site PMSA, written policies, procedures and internal controls are tested. Government property items are physically sampled and traced through the entire property management system from acquisition through contract closeout. On-site PMSAs are initiated with a request for data from the ONR ACO. The on-site visit includes a formal entrance conference, testing of various management procedures and a formal exit conference. At the conclusion of the on-site analysis, a formal report is issued stating whether or not the institution's property control system is Compliant/Satisfactory or Non-Compliant/Unsatisfactory. If the on-site analysis results in specific findings and recommendations, the institution must reply to the ACO with a time-phased, corrective-action plan. Upon implementation of the plan, the institution is reviewed for compliance and correction of the previously reported findings.
- Desk Review: These PMSAs are performed at institutions that have less than $1 million of government-titled property without the benefit of an on-site visit. The desk review analysis at a minimum covers the functional areas of property management (policy manual), reports, dispositions and contract property close out. The determination of the institution's property management system and the corrective action plans are processed similar to those identified during an on-site analysis.
- Special Focus: Special PMSAs are performed based on a specific request from a sponsor agency or as the result of a specific problem encountered with an Institution's property control system.
Reporting Lost, Stolen, Damaged or Destroyed Property
In the event that an institution loses, damages or destroys government-titled property, it must provide a report to the cognizant ACO as soon as the discovery is made. Per FAR 52.245-1(f)(vii)(b) reports should contain the following information at a minimum:
- Award number
- Date of incident
- Full narrative of the incident
- Cost of item(s)
- Corrective action taken
Upon review of the report, the ACO may either request additional information or determine whether the institution should be relieved of accountability or take any further actions deemed appropriate.
For additional information on property issues or comments, contact the ONR property systems manager by phone at 617-753-4598 or by email.
Frequently Asked Questions
- Open and repeat findings from previous PMSAs
- Untimely reporting of lost, damaged, destroyed or stolen government titled property
- Non-reporting of government titled property
- Misuse of government titled property
- Failure to perform or reconcile physical inventories
If a system is found to be Non-Compliant, the institution must take corrective actions in order for its property control system to be returned to a Compliant status.
Contractor Purchasing System Review
A contractor purchasing system review (CPSR) is an on-site review of an institution's purchasing system. ONR uses CPSRs to evaluate the efficiency and effectiveness with which the institution spends government funds and complies with government policies when subcontracting. The review provides the administrative contracting officer (ACO) with information that is used as a basis for granting or withdrawing approval of the institution's purchasing system.
During the review, ONR's ACO performs a risk assessment for each institution with annual expenditures, under Department of Defense and NASA awards, in excess of $25 million. The ACO considers the volume, complexity and dollar value of the institution's purchasing and subcontracting activity and the institutions past performance (e.g., prior CPSRs or independent audits). Based on the ACO's recommendations, an annual CPSR schedule is developed.
Indirect Cost Rate Administration
ONR is responsible for the negotiation and approval of indirect cost rates and disclosure statements for domestic colleges, universities and nonprofit entities for which ONR has rate cognizance. Generally, ONR does not negotiate indirect cost rates for foreign entities.
Please contact ONR's Indirect Cost Branch to confirm your rate cognizance assignment, if your entity:
- never established a federally approved F&A/ indirect rate and
- recently received a direct federal award from the DoD.
College and University Facilities and Administrative Rates
Submission requirements when ONR has cognizance:
- Download ONR Guidance long-form institutions (35KB)
- Download OMB Documentation Guidance
- Download short-form institutions (32KB)
Rate Extensions: Download rate extensions (27KB)
Nonprofit Indirect Cost Rates
Submission requirements when ONR has cognizance:
- Download ONR initial proposal guidance (28KB)
- Download ONR renewal proposal guidance (30KB) |
- Download ONR guidance for nonprofit indirect cost rate proposals for nonprofits with less than $10M of annual direct federal funding (90KB)
Director, Indirect Cost Branch