1 Acquisition & Cross Servicing Agreements (ACSAs) Training Packet:Left Side: Right Side:USAREUR POC List & ACSA SlidesDeployed elements (CONOPS) WCC SlidesWiesbaden Contracting Center (WCC) WorksheetsPOC List Case Study #1STANAG 3381Sample of weekly Monday STANAG registerreceived at USAREUR DCSRM WCC Case StudySOR Form (This form helps develop Homepagewhatever requirements one may encounter Evaluation Formwith another country)EUCOM negotiated ACSA agreementsOVERVIEW OF DAY’S SCHEDULE 45 minutes STANAG overview.45 minutes DCSRM worksheet90 mins. DCSRM brief with break 45 minutes DCSRM Case Study45 minutes WCC Brief 30 minutes WCC Case StudyLUNCH 10 minutes Evaluation
2 AGENDA Examples of ACSA in Action ACSA Process How does an ACSA Work ACSA Order RelayFinancial FlowReimbursablesBuysLessons Learned / SuccessesTraining & Staff Assistance VisitsQuestions… Where to GoThis is an overview of the what I’ll present on the ACSA program.
3 POTENTIAL EXAMPLES OF ACSA IN ACTION USA Receives FuelFrom Host Nation for AircraftPer Agreed To/SignedACSA OrderHost Nation Submits “Bill”From Invoice of Delivered FuelWhich Is Paid For ByUSA Within 30 DaysCashTransactionReplacement-In-KindTransactionHost Nation ReceivesAmmunition From USAPer Agreed To/SignedACSA OrderHost Nation Returns Like Typeand Like Amount of AmmunitionTo USA Within One Yearof Original TransactionBecause of the ACSA program is flexible and very useful, it lends itself to be implemented during combined exercises, contingencies, peacekeeping operations and humanitarian assistance efforts.Host Nation Provides Billeting,Transportation, and CommoServices To USA DuringCombined Exercise PerAgreed To/Signed ACSA OrderUSA Provides Host NationAircraft Parts As PreviouslyNegotiated On Signed ACSAOrder, Equal In Value ToPrevious Supplies and ServicesProvided Within One YearEqual Value ExchangeTransaction11
4 Can I PROVIDE Spt Thru ACSA? I Can PROVIDE ACSA Support To Another Country If:Providing Spt Does Not Hinder US Mission & Is Supported byUS CDRI am ACSA trained w/ delegation memoCountry has ACSA w/ USCountry has IA w/ USGOGOGOGOCON’TIF NOTIF NOTIF NOTNext PageIF NOTContact AFRICOM Resources* for trainingDetermine if other legal support authority exists (i.e.: humanitarian assistance, joint exercise funding, community relations funding)Contact AFRICOM OPSLOG approvalAs this slide suggests, it is important that each task or potential roadblock has been clearly identified. Each commander or designated ACSA POC should use this checklist before he/she executes any new transaction.In order for an individual to properly execute an ACSA transaction, he/she must be trained by a USAREUR representative & delegated authority to conduct such exchanges.In order for a foreign government to receive support from the U.S. there must be an ACSA agreement in place. If not, there may be other channels which allows a foreign government to procure from the U.S. Two of those options are via FMS channels or through 3rd party sponsorship.3rd Party allows a foreign nation, with whom the U.S. has an ACSA / IA, to act as an intermediary on behalf of the non-ACSA nation.NOTE: ACSA is a generic agreement that says we have a “closer” relationship with a foreign government. Unlike the implementing arrangement, the ACSA does not have an ANNEX that delegates USAREUR authority. The IA is the force behind all transactions.If the U.S. has a negotiated ACSA but no IA in place and a prospective exchange is to occur, than USAREUR must be contacted. However, it is the EUCOM that is the final approving authority for such an exchange to transpire.Remember, ACSA is only a mil-to-mil program. If there’s a civilian organization seeking support, his/her request must be passed along to the embassy level. ACSA does not allow for non-governmental or civilian organizations to procure or request logistics support.**ACSA is not commonly implemented in CONOPS with the host nation. As an example, Croatia & Bosnia are not eligible for ACSA agreements. Kosovo is not a country, but we do have an ACSA/IA with Macedonia. Rather ACSA allows for CONOPS exchanges amongst other troop contributing nations. (TCN’s)ORORID unit POC authorized to execute transactionsNotify AFRICOM OPSLOG of potential 3rd Party Transaction. Component requests AFRICOM approval* Contact AFRICOM Resourcesor OPSLOG ACSA POCs thru your chain of command. POC lists provided at end of briefing.
5 Can I PROVIDE Spt Thru ACSA? (cont) I Can PROVIDE ACSA Support To Another Country If:GOSupport item is allowable under ACSACeiling Authority AvailableProviding Spt Does Not Conflict Other ACSA ProvisionsCON’TGOGOGOPrior PageIF NOTIF NOTi.e.: Inventories may not be increased to meet requests, ACSA should not be used for routine resupplyIf both countries agree in writing, in advance to cost and other provisions of the exchange on STANAG 3381 the exchange can now proceedSpt may be permitted under lengthy Foreign Military Sales (FMS)Contact AFRICOM OPSLOG for authorityIF NOTCONOPOS is not restricted by ceiling authority for ACSA transactions in support of contingency operations.ACSA is not intended for routine supply requests. If it is for a one-time basis, than such a request would be cleared. This routine supply clause is normally not a problem for ongoing CONOPS exchanges.Note: CONOPS actions are not constrained by ceiling authorityNote: Allowable / Prohibited Support Categories Listed in DODD and CJCSI A* Contact AFRICOM Resources' or OPSLOG ACSA POC thru your chain of command. POC lists provided at end of briefing.
6 Can I ACQUIRE Spt Thru ACSA? I Can ACQUIRE ACSA Support From Another Country If:As with providing support, to acquire ACSA support:Acquisition must be supported by US CDRI must be ACSA trained w/ delegation memoSupport category must be allowable under ACSACeiling Authority must be availableSupport cannot conflict with ACSA provisionCountry has ACSA/IA w/ USFunds are AvailableGOGOIF NOTGOIF NOTSpt < $25KIF NOTContact Wiesbaden Contracting Center to procure support.GOContact Wiesbaden Contracting Center to procure support.If both countries agree in writing, in advance to cost and other provisions of the exchange on STANAG 3381 the exchange can now proceedIF NOTAs with providing support, similar stipulations apply while procuring from a foreign government. Being properly trained, receiving a delegation of authority to conduct ACSA exchanges from USAREUR all fall within the procurement stages of ACSA.Within the procurement phase, it is important to understand the below mentioned scenarios:If the U.S. procures but there is no negotiated ACSA / IA , than such transactions must be handled via WCC.If procurements exceed $25K, than WCC oversees all such exchanges as well.NOTE: If there is no ACSA / IA in place with a foreign government & the U.S. has a need for certain logistics, than we may receive this request. However, vice versa does not apply. In order for a foreign entity to receive support, there must be a EUCOM negotiated ACSA / IA present.See Instructions in Previous Slides
7 HOW DOES AN ACSA WORK??? Either nation places a written order: Individual orders under ACSA must be mutually agreed and consistent with both countries’ national prioritiesBecomes a binding document upon acceptanceThe reciprocating nation sources the LSSSTransactions are reimbursable by currency, replacement-in-kind, or equal value exchangeReciprocal pricing used for acquisitions or transfers (i.e., charge each other what we charge ourselves)Both nations reconcile the orderHow does it work?Next, how does it work? The ACSA process is a relatively easy process. either nation places a written order giving a full description of the goods or services required. The order is a Standard Agreement form 3381.The providing nation must agree to provide the services or goods. If the providing nation does not agree, then no further action is taken on that order, however, the ACSA agreement will remain in place to be used for other requirements or in other situations.There can be several reasons why a request is denied. The nation may not have enough of the particular material to be able to spare. The building or area being requested is off limits to other than the host nation or the material being requested is restricted to own nation use.Once it has been agreed to transfer goods or services, there are three methods of payment. First is currency, which is the easiest form of payment. Second, is replacement-in-kind, which allows one party to receive support and replace it with a similar item at a later date. And the last method is equal value exchange, which is very beneficial because each partner can provide goods and services based on their expertise.A great benefit of the ACSA program is the reciprocal pricing principle where each party charges the other what they would charge themselves for the goods or services. This way, prices will not be increased with surcharges or other hidden costs4
9 How Does An ACSA Order Work? 38 WORKINGRequest OrderIdentify Logistics RequirementInitiate ACSA order form and signAcceptance Receiving ReportVerify Logistics was transferredUpdate ACSA order form and signInvoiceSpecify billing and payment informationExchange payment: Cash, RIK, EVEReconcile ACSA order form and close out orderThis is where the “rubber meets the road.” Combatant Command components execute the ACSA program. An ACSA order is straight forward and is analogous to a TDY order.First, the logistic requirement is identified and an ACSA order form is initiated and signed by both parties.Second, the receiving party verifies they received the LSSS and updates the form with the component.Lastly, the LSSS transfer is concluded by exchanging payment (cash, RIK, or EVE), and the ACSA order is then reconciled by both parties.This is a picture of this process taking place in a Multinational Support Cell in the Balkans for SFOR/KFOR conducted by USAREUR.18
10 ACSA ORDER RELAY -Transaction is reviewed by RM, -Input in FIN system and-Forwarded to DFAS-Transaction is initiated& concludedBy Logistician/UnitACSA ORDER RELAY-DFAS confirms review,-Generates bill to/- makes payment tocountry-Country receives payment;Transaction is closed-Country receives bill, collection is received;
11 Behind the scenes of the race… Logistician/Unit:Receives/initiates requests for support from/to countryNegotiates terms of support/provides pricesPrepares documentation (electronic/hardcopy)Obtains signatures on ACSA ordersMaintains records for all transactionsDevelops/maintains rapport with nations to facilitateeventual closure of all transactions (buying/selling)
12 Behind the scenes of the race… Resources:Reviews transactions for completenessInputs transactions into financial systemForwards all transactions to DFAS for processingMaintains financial spreadsheets on status/amountof all transactionsDevelops/maintains contract info on all countriesMaintains AGATRS(ensure ‘Cradle to Grave’ status of all transactions)
13 Behind the scenes of the race… DFAS:Reviews transactions for completenessVerifies contracts are in place/adequately resourcedGenerates 1080 bills to countries for deferred billingMakes payments to countriesCollects reimbursements from countriesSends collection reminders on due bills as necessaryCredits appropriation that incurred costMaintains all reimbursable records for 10 years (law)
14 Behind the scenes of the race… COUNTRY:Receives bills from U.S.Makes payments to U.S.Receives payment from U.S. forinvoiced support
15 Financial Flow Chart for ACSA Orders Reimbursable Billings (Country owes US)Cash Collection Vouchers (CCVs)Equal Value Exchange (EVEs)Replacement In Kind (RIKs)Direct Billings (US owes Country)
16 Reimbursable Billings Logistician provides requesting country completed ACSA Order for final approval and signatures (i.e. meals)Requesting country decides method of paymentLogistician forwards completed ACSA Order to Resource Manager (RM)RM processes reimbursable earningPost Customer NumberPost Accounting Processing Code (APC)CertifiesRM enters reimbursable earning into financial system via Resource Management Tool (RMT)RM forwards a copy of ACSA Order to DFASRM post ACSA Order to excel spreadsheetRM updates AGATRSIf requesting country decides to pay via CCV, Logistician will follow CCV procedures; LOGISTICIAN WILL NOTIFY RM IMMEDIATELY AND FORWARD COPIES OF CCV AND STANAG(s) TO RM. RM will provide a copy to DFAS.
17 Cash Collection Voucher Process Requesting Country Representative has chosen to make cash paymentLogistician prepares CCV (DD1131) RMs will provide line of accounting along with Customer Numbers and APCs prior to FY beginning.Logistician will obtain daily exchange rate from Finance BnAccording to Type of Support (i.e. Meals, Laundry, Billeting, Fuel, etc.)Types appropriate line of accountingLogistician POC escorts the TCN to the Finance Battalion(NOTE: LOGISTICIAN POC MUST NEVER HANDLE THE CASH!!!)Finance representative assigns DOV number, collects money, signs the DD 1131 and makes distribution:1 TCN Representative1 MNSC Representative1 Finance Box4 Finance RecordsLogistician WILL provide copy of CCV and associated signed ACSA Order(s) to RM. RM will provide copy to DFAS.Logistician will ensure local logs are updated and reconciled with RM monthly.
18 Equal Value Exchange (EVE) Requesting Country and Logistician must agree to method of paymentRequesting Country and Logistician review ACSA Order for accuracy and completenessRequesting Country and Logistician must maintain a local log for accountabilityIn most cases the EVE transactions are completed simultaneouslyIf not a log will be maintained by both parties until action is complete, orAfter 12 months turns into a reimbursable action (EFT or Cash)AGATRS will notify initiating office 60 days out that ACSA transaction about to become a cash payment due.RM enters reimbursable earning into financial system via Resource Management Tool (RMT)EVE are much harder to track and more labor intensive than EFT or Cash transactions; therefore, EFT and Cash procedures are the preferred method for reimbursement of logistical support, and EVE transactions should only be used as a last resort.NOTE: IAW accounting procedures it is important to ensurethe services being provided can be tracked through likeappropriation classifications, i.e. Class I for Class I, Class IIfor Class II, etc.
19 Replacement In Kind (RIK) Requesting Country and Logistician must decide method of paymentRequesting Country and Logistician review ACSA Order for accuracy and completenessRequesting Country and Logistician must maintain a local log for accountabilityIn most cases the RIK transactions are completed simultaneouslyIf not a log will be maintained by both parties until action is complete, orAfter 12 months turns into a reimbursable action (EFT or Cash)AGATRS will notify initiating office 60 days out that ACSA transaction about to become a cash payment due.RM enters reimbursable earning into financial system via Resource Management Tool (RMT)RIK are much harder to track and more labor intensive than EFT or Cash transactions; therefore, EFT and Cash procedures are the preferred method for reimbursement of logistical support, and EVE transactions should only be used as a last resort.NOTE: IAW accounting procedures it is important to ensurethe services being provided can be tracked through likeappropriation classifications, i.e. Class I for Class I, Class IIfor Class II, etc...
20 Direct Billings (US owes Country) RM prepares Purchase Request and Commitments (PR&C) (DA 3953) for each contractRM forwards certified PR&C to Wiesbaden Contracting CommandMNSC reviews ACSA Order for accuracy and completenessMNSC forwards ACSA Order to RM. RMs will:Be responsible for not exceeding obligated amount. If necessary RM will coordinate or request MOD to PO/Contract.Prepares Payment MemoPost Contract Number on ACSA Order and “USE ACSA Order # as INVOICE #Certifies ACSA OrderRM post ACSA Order to excel spreadsheetRM forwards a copy of Payment Memo with ACSA Order and PO/Contract to either MNSC or DFASIf Payment Memo sent to MNSC, MNSC will hand- carry to Finance BNFinance BN prepares SF 1034 and disburses fundsFinance representative assigns DOV number makes distribution:1 Country (MOD) Representative1 Logistician (Provides a copy to RM)1 Finance Box4 Finance RecordsRM updates ACSA Central or AGATRS
21 Common Mistakes Deferred Payment Forward ACSA Orders to RM immediately after both parties sign themDo not hold ACSA Orders for the purpose of awaiting payment from country.Ensure all appropriate signatures are annotated on ACSA Orders prior to processingCCVsMonies being posted incorrect FYNot reconciling with RM to ensure correct lines of account are utilizedNo EVEs or RIKs can be posted on CCVPosting Multiple FY transactions on same CCVMixing different classes of support/services (makes EVE/RIK almost impossible)Ensure all appropriate signatures are annotatedDirect Payments – US owes CountryRM and MNSC ensures PO/Contract are in place prior to support/services being provided to US. This will avoid a potential unauthorized commitment (UC)No buys/payments can be posted on CCVForward ACSA Orders to RM immediately, after both parties signEnsure all appropriate signatures are annotated on ACSA Order(s) prior to processing
22 Lessons Learned Control Transactions: Unauthorized Commitments Delayed Support/PaymentIncorrectly Signed/Coordinated/ Processed Forms
23 AGATRS Tracking System ACSA Global Automated Tracking and Reporting System (AGATRS)How to Access Website:Https://www.jccs.gov/olvr/How to Request a User AccountClick to LogonClick New User Register HereHow to Obtain Training, contact the following:AFRICOM OPSLOG, DSNAFRICOM Resources, DSNPurpose of AGATRSTrack ACSA Orders/STANAGs from Cradle to GraveDoes not interface with Supply or Financial Systems
24 Train leaders in advance to avoid: LESSONS LEARNEDTrain leaders in advance to avoid:Unauthorized Commitments (UC)Delayed support / paymentMissed opportunitiesIncorrectly signed / Coordinated / Processed formsIndividuals more aware of ACSA but lack firm understanding of Do’s/Don’ts
25 Successes Continuous Training Collections from Countries DFAS Effective resultsProgram growing – G-2/G-3 supportCollections from CountriesMajority timely and up-to-dateDFASResearch assistance
26 ACSA TRAINING & STAFF ASSISTANCE VISITS Training provided bi-annually to:LogisticiansResource Managers & Financial personnelLegal representativesCommanders / ACTOsStaff assistance visits conducted at:Major Subordinate Commands:SETAF, US Army AfricaMARFORAF, US Marines ForcesAFAFRICA, Air Forces AfricaNAVAFRICA, US Navy Forces AfricaSOCAFRICA, Special Operations Command AfricaCJTC HOAOther Activity:DFAS