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Coast Guard will experience invoice processing pause during financial system transition

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The Coast Guard is transitioning to the new DHS financial management and procurement system – called the DHS Financial Systems Modernization Solution – this fall. This notice details impacts to invoice processing and awards that will occur during this transition.

This notice does NOT apply to awards that were issued by the Aviation Logistics Center (ALC); ALC awards should not be affected by this transition. If ALC awards become affected, a notice will be issued.

Surface Forces Logistics Center contractors are encouraged to contact their contracting officers regarding the applicability of this notice.

For all other Coast Guard awards, invoice processing and awards will be impacted as follows:

Sept. 9, 2021, is the last day to submit routine invoices for processing in the current financial system. To ensure that the Coast Guard and the Department of Treasury can process as many payments as possible prior to the cutover, USCG requests that contractors submit proper invoices for goods received and services rendered in accordance with the contract’s invoicing instructions. Proper invoices that are received by this date for goods and services that the Coast Guard inspects and accepts in accordance with the contract’s invoicing instructions will be processed in the current system.

Sept. 10, 2021, through Nov. 15, 2021 – Contractors should submit invoices to the shared mailbox appropriate for their action INSTEAD OF the Coast Guard Finance Center (FINCEN) website https://www.uscg.mil/fincen/electron/ if the FINCEN website was included in their current award instructions. The mailboxes for each action type are listed below:

Oct. 1, 2021, through Nov. 15, 2021, is the cutover period; the legacy and the new system will both be unavailable. Temporary systems will be in place to issue critical actions only.

Nov. 15, 2021, is the first anticipated day for processing invoices in the new system. Please anticipate delays in payment receipt. Invoices will be processed as soon as possible in accordance with the binding agreement between the parties. Please note that the transition may impact administrative aspects of Coast Guard awards to include invoice instructions beyond Nov. 15, 2021. Your contracting officer or the Coast Guard point of contact will communicate those changes if applicable.

USCG apologizes for the inconvenience and thanks you for your patience as we work to modernize our systems. For additional questions, please contact the Coast Guard contracting officer provided in your contract.

View the SAM.gov notice here.