THE RECEIVING PROCESS

1.  PURCHASE REQUEST.  You've submitted a MIPR to request contracting purchase a commodity or service.
2.  AWARD.  Contracting issues an award.
3.  DELIVERY.  The contractor delivers the item or performs the service in accordance with the terms and conditions in the award (partial or in full) AND submits an invoice.
4.  RECEIPT PROCESSING.  As the designated point of contact, it is your responsibility to notify the Contracting office, in writing, that you have received the item or service.  This written notification is called a receiving report.  Generally, receiving reports document the receipt, inspection and acceptance of items and services.

The timely delivery of a receiving report to the designated location is extremely important because the Defense Finance and Accounting Service (DFAS) will not render payment to the contractor until they have receive a properly prepared receiving report.  Failure to send a written receiving report to the appropriate office will result in interest penalty payments to the vendor if receipt of this report exceeds the time allowed by law (usually 30 days from the receipt of goods or services).  Interest accrues for each day the receiving report is not received by DFAS within the time allowed.  Interest penalty payments are deducted directly from the funds that were used to purchase the item or service.  T-ASA requires that a properly completed Receiving Report be returned within 7 days after receipt of the items/services on the order.

RECEIVING REPORT DOCUMENTATION REQUIREMENTS:  Properly prepared receiving reports is a critical element in ensuring vendor payments for goods or services are valid, accurate and timely.  The Federal Acquisition Regulation (FAR 32.905(f) prescribes the minimum amount of information that must be provided in order for the payment office to render payment to the contractor.  The following minimum written requirements are required to be documented on every receiving report:

1.  Contract/Purchase Order number or other authorization for supplies delivered or services performed.
2.  Description of supplies delivered or services performed.
3.  Quantities of supplies received and accepted or services performed, if applicable.
4.  Date supplies delivered or services performed.
5.  Date supplies or services were accepted by the designated Government official.
6.  Signature, or electronic equivalent, printed name, title, complete mailing address, and telephone number of the receiving activity official authorized to receive the items or services.

Receiving reports that do not meet the above minimum guidance will be returned by the DFAS Operating Location responsible for making payment.  This will delay the payment to the vendor and possibly result in interest penalty payments.

WHERE TO SEND THE RECEIVING REPORT.  It is important that the receiving report be sent to the proper location.  T-ASA requires that one copy be provided to the Contracting Office that awarded the contract and one copy be provided to the DFAS Operating Location that actually pays the contractor.  If you have any doubt where to send the completed receiving report, contact the contracting office that awarded the contract.

RECEIVING REPORT FORMS.  Receiving report information can be documented on a plain sheet of paper, the Request for Receiving Report form, or a vendor's invoice.  There are also a variety of forms or electronic formats that are available to document the receipt of goods or services.  The following forms or electronic formats may be used on every award: