Automated Contract Closeout is implemented based on the authority in FAR 4.804-5 (a) and DFARS 204.804-3. For a contract to qualify for Automated Contract Closeout processing, it must meet the following criteria:

General Requirements:

• WAWF: All shipments for the contract must be in a processed or extracted status.
• Final invoice must be submitted and have a "Paid" status (updated from myInvoice data).
• Contract must be in EDA as PDS data.
• Contract Value must not exceed $500,000 (parameterized).

For DCMA-administered contracts:

• Contract Type must be 'J' (Non-DoD Contract (Non-FAR))
• Total Contract Amount <= $500K
• Unliquidated Contract Amount = $0
• Special Provisions must not be E, C, Q, B, R, A, V, or Y
• ACO Remarks must not be 02, 38, 64, or 48
• Current MOCAS Status must be in section 2
• R2 Delay Reason Code must be blank

NOTE: DCMA-administered contracts from procurement-center DoDAACs S5102A and S5121A are excluded from auto-close.

NOTE: The system uses Shared Data Warehouse (SDW) data fields/inputs to verify these conditions for DCMA-administered contracts.

If any of the following clauses are present on the document, Automated Contract Closeout does not occur:

• DFARS 252.227-7038 Patent Rights - Ownership by the Contractor (Large Business)
• FAR 52.211-11 Liquidated Damages—Supplies, Services, or Research and Development
• FAR 52.216-7 Allowable Cost and Payment
• FAR 52.227-11 Patent Rights—Ownership by the Contractor
• FAR 52.227-13 Patent Rights—Ownership by the Contractor
• FAR 52.227-9 Refund of Royalties
• FAR 52.232-16 Progress Payments
• FAR 52.232-29 Terms for Financing of Purchases of Commercial Items
• FAR 52.232-30 Installment Payments for Commercial Items
• FAR 52.232-32 Performance-Based Payments
• FAR 52.245-1 Government Property.
• FAR 52.248-1 Value Engineering

The Contract Closeout capability was expanded to provide for the closure of contracts that do not qualify for Automated Contract Closeout. The new process provided for a "manual" worksheet that will capture the elements required to closeout complex contracts.

Based upon much of the previous criteria regarding data in WAWF and EDA, the worksheet may be either auto-generated by the Contract Closeout utility or created manually by a Contract Officer.

• Using either method to generate the worksheet, the clauses and data on the Contract Closeout worksheet will be populated from data within WAWF and EDA.

The worksheet provides a variety of items to be "marked off" in order to process with worksheet. These steps may be auto-generated and then updated as necessary by a Contract Specialist or Contract Officer.

Following review by a Contracting Officer, the worksheet will be routed to the parties responsible for making action items as completed.

The partied will mark all action items as "Complete" or "NA" and will have the option to add an attachment.

Once all action Items on the worksheet are accounted for, the completed worksheet will be reviewed and signed by the Contracting Officer and a 567C extract will be sent to EDA to close out the contract.

For help with setting up Location Codes and Org emails and registration please go to the PIEE Administration module and expand the Administration Console Demos section to review the GAM Location Management demo: PIEE

Contract Closeout Contract Officers and Contract Specialists can bulk upload contract information to create draft worksheets automatically. This feature allows for efficient upload of up to 5,000 contracts for worksheet creation.

Accessing Bulk Upload

1. Log in to PIEE with the Contract Closeout Contract Officer or Contract Closeout Contract Specialist role.
2. Navigate to the Contract Closeout module.
3. Select the Create tab in the main menu.
4. Click on the Bulk Upload Contract Worksheet option located between the 'Contract Closeout Worksheet' and 'Contract Reopen' tabs.

Bulk Upload Process

Fields:

• Select Role * (drop-down)
• Admin By Location Code * (6 alphanumeric characters, also referred to as DoDAAC)

Steps:

1. Select the role from the Select Role drop-down.
2. Enter the Admin By Location Code (DoDAAC).
3. Click the Browse button to select the .xlsx file for upload.

   NOTE: An information message displays:
   * = Required Fields
   Please upload worksheets using the Bulk_Upload_Worksheets.xlsx template. The max number of records uploaded cannot exceed 5,000.

4. Click the Upload Worksheets button to initiate the upload process.
5. To close out contracts uploaded via the Bulk Closeout Spreadsheet, the Contracting Officer opens each worksheet individually using the Contract Closeout Worksheet Search. Complete pending actions required to move the worksheet into Ready to Close status. Once all worksheets are in Ready to Close status, use the Bulk Closeout option to simultaneously finalize the closeout for all worksheets.

Bulk Upload Template

The Bulk_Upload_Worksheets.xlsx template contains the following fields:

Mandatory fields:

• PII Number (Contract Number) * (up to 19 alphanumeric characters)
• Purchasing Office (Issue DoDAAC) * (6 alphanumeric characters)
• Administration Office (Admin DoDAAC) * (6 alphanumeric characters)
• Physical Completion Date (date field)
• Contract Type (drop-down)
• Excess Funds Amount (positive dollar amount)

  NOTE: If “Y” is selected the Excess Funds amount must be > 0.

• Contract Close Effective Date (date field)

One of the following fields is required (but not both):

• Call/Order Number (Delivery Order) (alphanumeric, no spaces or special characters)
• Last Modification Number (alphanumeric)

One of the following fields is required (but not both):

• Final Payment Voucher Date (MM/DD/YYYY)
• Final Invoice Date (MM/DD/YYYY)

One of the following combinations is required:

• Final Payment Voucher Number (alphanumeric) and Final Payment Voucher Date (MM/DD/YYYY)
OR
• Final Invoice Number (alphanumeric) and Final Invoice Date (MM/DD/YYYY)

NOTE: The "Excess Funds Amount" field may be left blank without causing an error.

NOTE: After successful upload of a 'Bulk Upload Worksheets' spreadsheet, the system automatically sets the 'Complete?' field to 'Y' (for 'Yes') on the Contract Closeout Checklist for each contract for the following Action Items:

• Final Removal of Excess Funds Recommended
• Issuance of Contract Completion Statement

NOTE: If both Final Removal of Excess Funds Recommended and Issuance of Contract Completion Statement are marked complete, and all existing worksheet validations pass, the contract's status will change to Ready to Close. This status allows the contract to be automatically closed when using the Bulk Closeout function.

Upload Results

After the upload process completes, the system displays a message: "## worksheets have been successfully created. ## worksheets have failed. Please check the worksheet and resubmit as needed."

Users can download a text file containing error details. Possible error reasons include:

• Worksheet already exists.
• The records surpass the 5,000 upload limit.
• A required field was not populated on a specific row.
• Other validation errors as per the worksheet validations.

NOTE: Review the downloaded error file, make necessary corrections to the spreadsheet, and attempt the upload again for failed records.

Best Practices for Bulk Upload

• Always use the most current Bulk_Upload_Worksheets.xlsx template.
• Ensure all required fields are completed accurately before upload.
• For large datasets, consider uploading in smaller batches to ease error checking and correction.
• Review the error file thoroughly and address all issues before re-uploading.