U.S. Coast Guard 

FSMS Job Aid

H o w D o I C r e a te a n A w a r d fo r Po l l u t i o n Re m o va l F u n d i n g 

A u t h o r i za t i o n ( P R FA )

• Version 2.0 

• 12OCT23

• This resource is subject to change as we adjust to 

incoming information. For the most recent 

version, please click here.
HOW DO I CREATE AN AWARD FOR A POLLUTION

REMOVAL FUNDING AUTHORIZATION (PRFA)

This portion of the job aid goes over how to create an award for pollution response funding 

authorizations

The FSMS responsibilities required for this portion of the job aid will be:

UCG Miscellaneous Obligation Preparer
SECTIONS SECTIONS

HOW DO I CREATE AN AWARD FOR POLLUTION REMOVAL 

FUNDING AUTHORIZATION

1. How To Create an Award

2. How To Complete the Award Header

3. How To Verify Addresses and Suppliers

4. How To Create Award Lines

5. How To Update Award Schedules

6. How To Create Award Distributions

7. How To Verify Vendor Eligibility on an Award

8. 

Bypass Creating A FPDS-NG Reporting Detail For An 

Award 

9. How To Check Funds on an Award

10. How To Validate an Award

11. How To Submit an Award for Approval
How To Create An Award– Steps 1, 2, & 3

Step 1: Click on the UCG Miscellaneous Obligation Preparer link 

Step 2: Click on the Buyer Work Center link

Step 3: Click on the Awards link 
How To Create An Award – Step 4

Step 4: Click the Create dropdown button and select UCG Misc Ob

Click the Go button to create the award
SECTIONS SECTIONS

HOW DO I CREATE AN AWARD FOR POLLUTION REMOVAL 

FUNDING AUTHORIZATION

1. How To Create an Award

2. How To Complete the Award Header

3. How To Verify Addresses and Suppliers

4. How To Create Award Lines

5. How To Update Award Schedules

6. How To Create Award Distributions

7. How To Verify Vendor Eligibility on an Award

8. 

Bypass Creating A FPDS-NG Reporting Detail For An 

Award 

9. How To Check Funds on an Award

10. How To Validate an Award

11. How To Submit an Award for Approval
How To Complete The Award Header – Step 1

Step 1: Click the Edit 

Document Number link
How To Complete The Award Header – Step 2

The Misc Obligation Preparer will fill out the UCG Misc 

Ob Number fields

The Misc Obligation Document Number is made up of 

five segments: 

1. Prefix – 70Z for all Misc Obligations 

2. Fiscal Year – This field will default to the current 

fiscal year 

3. Program Office Identifier – This field is program 

office ID for the office making the award

4. Order Code – This will always be MO for 

Miscellaneous Obligations

5. Serial Number – Will automatically populate the 

serial number based on the number of awards 

made by program office ID 

Step 2: Click the Ok button to apply the document 

number to the award
How To Complete The Award Header – Step 3

Step 3: Use the search and select 

feature to enter the supplier details*

Note – For Federal Entities, Select the appropriate 

supplier (i.e. Federal Trading Partner – Servicing 

Agency) by clicking the corresponding quick select 

button

Note – Federal Trading Partners start with an ALC, 

user should either search by ALC or put a % before 

the name of the Federal Trading Partner (example: 

%Department of Homeland Security)

Note – If the Federal or Non-Federal Entity does 

not come up when using the Search and Select tool, 

you will need to submit a Supplier Request Form to 

FIN-SMB-FSMS-Vendorsupport@uscg.mil
How To Complete The Award Header – Step 4

Step 4: Click the Award Type dropdown 

and Select Award*

Note – The Award Type for all Misc. 

Obligations shall always be Award
How To Complete The Award Header – Step 5

Step 5: Click in the 

Effective Date field and 

select the date of the 

award
How To Complete The Award Header – Step 6

Step 6: Verify that the name 

listed in the contracting officer 

field is the person who will be 

approving the Misc. Obligation 

award (i.e., obligation) as the 

Misc. Obligation Approver

Verify that the Standard Form 

and Document Format have 

MISCOB selected

NOTE: This does not have to be the same person who signs the funded 

order as the Obligation Approving Official per policy
How To Complete The Award Header – Steps 7 & 8

Step 7: Enter Immediate into the Payment Terms field

Step 8: Verify the Ship-To Location
How To Complete The Award Header – Step 9

Step 9: Ensure the Miscellaneous Obligation Type selected 

is National Pollution Funds Center PRFA/INRDA
SECTIONS SECTIONS

HOW DO I CREATE AN AWARD FOR POLLUTION REMOVAL 

FUNDING AUTHORIZATION

1. How To Create an Award

2. How To Complete the Award Header

3. How To Verify Addresses and Suppliers

4. How To Create Award Lines

5. How To Update Award Schedules

6. How To Create Award Distributions

7. How To Verify Vendor Eligibility on an Award

8. 

Bypass Creating A FPDS-NG Reporting Detail For An 

Award 

9. How To Check Funds on an Award

10. How To Validate an Award

11. How To Submit an Award for Approval
How To Verify Addresses And Suppliers – Step 1

Step 1: Click on the 

Addresses and Supplier 

Details link
How To Verify Addresses And Suppliers – Step 2

Step 2: Enter the appropriate information in the required Address fields as required using the Search and Select icon: 

• Administration Office: This will be the contracting office administering the Assisted Acquisition. The location name will start with 70Z0XX

• COR Office:Will be the OPFAC who will be managing the award, if applicable. (Note – A POC shall not be entered for Misc Ob’s, however, will cause a warning 

during validation. The Award will still be able to be submitted)

• Invoice Office: Will be USCG Finance Center

• Issuing Office: Will be the OPFAC and POC for who is issuing the award (Same as the Administration Office)

• Payment Office: Will be USCG Finance Center 

• Property Administration Office: Not applicable

• Requesting Office: Will be the OPFAC and POC for who put in the requisition 

• SBA Office: Not required for Misc Ob Awards
How To Verify Addresses And Suppliers – Step 3

Step 3: Federal Entities

1. Ensure the EFT Indicator is selected

2. Verify the address information is correct

3. Select US Federal Vendor for SAM 

Exception Reason

4. Ensure Exclude from IPP is selected

5. Click the Save button

Step 3: Non-Federal Entities

1. Ensure the EFT Indicator is selected

2. Verify the address information is correct

3. Verify Supplier IPP Status and Select 

Exclude for IPP if applicable

4. Click the Save button
SECTIONS SECTIONS

HOW DO I CREATE AN AWARD FOR POLLUTION REMOVAL 

FUNDING AUTHORIZATION

1. How To Create an Award

2. How To Complete the Award Header

3. How To Verify Addresses and Suppliers

4. How To Create Award Lines

5. How To Update Award Schedules

6. How To Create Award Distributions

7. How To Verify Vendor Eligibility on an Award

8. 

Bypass Creating A FPDS-NG Reporting Detail For An 

Award 

9. How To Check Funds on an Award

10. How To Validate an Award

11. How To Submit an Award for Approval
How to Create Lines on an Award – Steps 1 & 2

Step 1: Click the Lines link

Step 2: Click the Edit Lines 

button to edit line details
How to Create Lines on an Award – Steps 5 - 7

Step 3: Ensure Misc 2-Way is 

selected for the Line Type

Step 4: The Description shall 

include the following items: 

PRFA – Project Name and Federal Project 

Number

Recipient Agency Name

Address

Unique Entity Identifier

Tax ID Number

Step 5: Category shall be MISC

Step 6: Contract Type shall be FFP

Step 7: Click the Pricing Details 

Link
How to Create Lines on an Award – Step 8

Step 8: Complete the pricing details, 

Pricing details must always be in the 

below format

Quantity = Total Cost

UOM = Dollars, U.S.

Unit Price = 1

Click the Calculate button

Click the Ok button
How to Create Lines on an Award – Step 9

Step 9: Click the Apply button
How to Create Lines on an Award – Step 10

Step 10: Click the Save button to apply 

the changes you made
How to Create Lines on an Award – Step 11

Step 11: Changes will be applied and 

unused lines will be deleted
SECTIONS SECTIONS

HOW DO I CREATE AN AWARD FOR POLLUTION REMOVAL 

FUNDING AUTHORIZATION

1. How To Create an Award

2. How To Complete the Award Header

3. How To Verify Addresses and Suppliers

4. How To Create Award Lines

5. How To Update Award Schedules

6. How To Create Award Distributions

7. How To Verify Vendor Eligibility on an Award

8. 

Bypass Creating A FPDS-NG Reporting Detail For An 

Award 

9. How To Check Funds on an Award

10. How To Validate an Award

11. How To Submit an Award for Approval
How to Update Award Schedules – Steps 1 & 2

Step 1: Click the Schedules link

Step 2: The details for the award schedules will display showing the Delivery Location. The Period of 

Performance Dates should be updated to reflect the period of performance for the PRFA
How to Update Award Schedules – Step 3

Step 3: Click the Save button to apply changes
SECTIONS SECTIONS

HOW DO I CREATE AN AWARD FOR POLLUTION REMOVAL 

FUNDING AUTHORIZATION

1. How To Create an Award

2. How To Complete the Award Header

3. How To Verify Addresses and Suppliers

4. How To Create Award Lines

5. How To Update Award Schedules

6. How To Create Award Distributions

7. How To Verify Vendor Eligibility on an Award

8. 

Bypass Creating A FPDS-NG Reporting Detail For An 

Award 

9. How To Check Funds on an Award

10. How To Validate an Award

11. How To Submit an Award for Approval
Create Award Distributions – Steps 1 & 2

Step 1: Click the Distributions link

Step 2: On the Actions dropdown Select Create Default Distributions and Click the Go button
Create Award Distributions – Step 3

Step 3: A new distribution line will be created, Click the Edit icon
Create Award Distributions – Step 4

Step 4: Enter the correct POET 

information for the new award line

Note – The Expenditure Type for all NonFederal Entities is 252046

Note – The Expenditure Type for all 

Federal Entities is 253014

Note – The Expenditure Item Date must 

be the date that the modification is being 

created

Click the Apply button
Create Award Distributions – Step 5 (For Federal Entities Only)

Step 5: Scroll to the Additional Information section, the Context Value will display US Federal Attributes, Click the dropdown and 

select the blank Context Value, then select US Federal Attributes again

Note: Since Assisted Acquisitions actions are done with a Federal Agency, the user will need to enter the Trading Partner Treasury 

Account Symbol (TAS) and Business Event Type Code (BETC) information. The BETC will populate based off the Trading Partner TAS 

Code chosen

Click the Trading Partner TAS Search and Select button, Utilize the Search and Select feature to select the appropriate Trading 

Partner TAS for the Assisted Acquisition

Note – This step will not be completed if using a Non-Federal Entity
SECTIONS SECTIONS

HOW DO I CREATE AN AWARD FOR POLLUTION REMOVAL 

FUNDING AUTHORIZATION

1. How To Create an Award

2. How To Complete the Award Header

3. How To Verify Addresses and Suppliers

4. How To Create Award Lines

5. How To Update Award Schedules

6. How To Create Award Distributions

7. How To Verify Vendor Eligibility on an Award

8. 

Bypass Creating A FPDS-NG Reporting Detail For An 

Award 

9. How To Check Funds on an Award

10. How To Validate an Award

11. How To Submit an Award for Approval
HOW TO VERIFY VENDOR ELIGIBILITY FOR FEDERAL 

ENTITIES
How To Verify Vendor Eligibility For An Award for Federal Entities– Steps 1 & 2

Step 1: Click on the Actions Dropdown button and select Verify Vendor Eligibility and Click the Go button 

Step 2: The Verify Vendor Eligibility page will display. Click the Approved Without Check checkbox.

Note: The Performed On and Performed By fields will populate with the current date and name of the user 

Click the Exception Reason dropdown button and select Us Federal Vendor 

Click the Save button 
How To Verify Vendor Eligibility For An Award for Federal Entities – Step 3

Step 3: A confirmation message will display. 

Click the Return to Update UCG Misc Ob link
HOW TO VERIFY VENDOR ELIGIBILITY FOR NONFEDERAL ENTITIES
How To Verify Vendor Eligibility For An Award for Non-Federal Entities – Steps 1 

& 2

Step 1: Click on the Actions Dropdown button and select Verify Vendor Eligibility and Click the Go button 

Step 2: The Verify Vendor Eligibility page will display. Click the Verify Vendor Eligibility button

Click the Save button
How To Verify Vendor Eligibility For An Award for Non-Federal Entities – Step 3

Step 3: Click the Return to Update UCG Misc Ob link
SECTIONS SECTIONS

HOW DO I CREATE AN AWARD FOR POLLUTION REMOVAL 

FUNDING AUTHORIZATION

1. How To Create an Award

2. How To Complete the Award Header

3. How To Verify Addresses and Suppliers

4. How To Create Award Lines

5. How To Update Award Schedules

6. How To Create Award Distributions

7. How To Verify Vendor Eligibility on an Award

8. 

Bypass Creating A FPDS-NG Reporting Detail For An 

Award 

9. How To Check Funds on an Award

10. How To Validate an Award

11. How To Submit an Award for Approval
Bypass Creating A FPDS-NG Reporting Detail For An Award – Step 1

Step 1: Click the Actions Dropdown button and select Update FPDS-NG Reporting Information 

Click the Go button 
Bypass Creating A FPDS-NG Reporting Detail For An Award – Step 2

The Preparer will scroll to the Reporting Details section: 

Step 2: Click the Reporting Method dropdown button and select Exempt 

Click the Exemption Reason dropdown button and select Transaction is for a Miscellaneous Obligation
Bypass Creating A FPDS-NG Reporting Detail For An Award – Step 3

Step 3: Click the Save button. A confirmation message will display stating the FPDS-NG Reporting Detail has 

been saved. 

Click the Return to Update UCG Misc. Ob link 
SECTIONS SECTIONS

HOW DO I CREATE AN AWARD FOR POLLUTION REMOVAL 

FUNDING AUTHORIZATION

1. How To Create an Award

2. How To Complete the Award Header

3. How To Verify Addresses and Suppliers

4. How To Create Award Lines

5. How To Update Award Schedules

6. How To Create Award Distributions

7. How To Verify Vendor Eligibility on an Award

8. 

Bypass Creating A FPDS-NG Reporting Detail For An 

Award 

9. How To Check Funds on an Award

10. How To Validate an Award

11. How To Submit an Award for Approval
How To Perform A Funds Check On An Award – Steps 1 & 2

Step 1: Click on the Actions Dropdown button and select Check Funds

Click the Go button

Note: If funding is available, an information message will display in a new window confirming that the 

Budgetary Control action has completed successfully. 

Step 2: Click the Ok button 
SECTIONS SECTIONS

HOW DO I CREATE AN AWARD FOR POLLUTION REMOVAL 

FUNDING AUTHORIZATION

1. How To Create an Award

2. How To Complete the Award Header

3. How To Verify Addresses and Suppliers

4. How To Create Award Lines

5. How To Update Award Schedules

6. How To Create Award Distributions

7. How To Verify Vendor Eligibility on an Award

8. 

Bypass Creating A FPDS-NG Reporting Detail For An 

Award 

9. How To Check Funds on an Award

10. How To Validate an Award

11. How To Submit an Award for Approval
How To Validate An Award Document – Step 1

Step 1: Click the Actions Dropdown button and select Validate Document

Click the Go button

Note: If the award document has no errors, you will get a confirmation that the Award has been validated

Note: If there are errors on the award document, the errors will be listed and you will not be able to proceed 

to the next step until the errors are corrected
SECTIONS SECTIONS

HOW DO I CREATE AN AWARD FOR POLLUTION REMOVAL 

FUNDING AUTHORIZATION

1. How To Create an Award

2. How To Complete the Award Header

3. How To Verify Addresses and Suppliers

4. How To Create Award Lines

5. How To Update Award Schedules

6. How To Create Award Distributions

7. How To Verify Vendor Eligibility on an Award

8. 

Bypass Creating A FPDS-NG Reporting Detail For An 

Award 

9. How To Check Funds on an Award

10. How To Validate an Award

11. How To Submit an Award for Approval
How To Submit An Award For Approval – Steps 1 & 2 

Step 1: Click the Submit button

Step 2: A pop-up box will display asking if you want to continue, click the Yes button

Note: You will be returned to the Demand Workbench page and a Confirmation will display stating that ‘UCG 

Misc Obligation (70ZXXXFYMO000000X) has been submitted for approval

Note: If you have additional DOD Fleet Card Fuel Ancillary Fee Obligations to award, return to Slide 4 and restart the award process
COMMON ERRORS WHEN COMPLETING THE 

AWARD PROCESS

The following is a list of common issues when creating an award for Miscellaneous Obligations

1. COR Contact in Addresses and Suppliers: The COR contact shall not be entered for any Misc Obligations; however, 

this will display a warning during award validation and the award shall still be submitted

2. IPP Exempt: IPP Exempt shall be selected for all Miscellaneous Obligation Awards

3. Amount Based Lines: ALL Misc Obligations are required to be Amount Based, no exceptions

4. 2-Way Match: Misc Obligations are required to be set to 2-way match in schedules for payment to be processed by 

FINCEN

5. Accrue at Receipt: ALL 2-Way match documents must have ‘Accrue at Receipt’ flagged as No

6. Error: Warrant Not Found: This error populates if the person listed in the Contracting Officer field does not have 

the appropriate warrant set up in the system. The proper setup for the MILSTRIP Approver Role is: UCG 

Miscellaneous Obligation Approver - should have USCG Non-Contracting Unlimited for warrant type. Submit a 

SNOW ticket to fix this error
NEXT STEPS & AVAILABLE TRAININGS 

You have reviewed Version 2.0. For the latest Job Aid versions, please click here.

You may access any available trainings, if applicable, on the Common Core Learning Platform. 

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