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Rates for Alaska, Hawaii, and U.S. territories and possessions are set by the Department of Defense.
Rates for foreign countries are set by the Department of State.
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The government will allow contractors to choose either VP or EDI for conducting business transactions with GSA. VP requires retrieval of orders and significant manual entries of transactional data via a GSA provided portal. EDI is better suited for higher volume contractors. GSA prefers EDI, and suggests contractors expecting to receive greater than 50 orders per month to choose EDI. Additional information and points of contact for business transaction processing requirements can be found at http://www.gsa.gov/supplyedivp.
Regardless of whether orders are received via VP or EDI, the contractor is required to work with GSA to understand and adhere to GSA business rules and requirements.
All transactions will be submitted to and received by the “prime” contractor ONLY. Any additional electronic transaction communication that is required to fulfill Customer Order(s) between the contractors and its suppliers shall be the responsibility of the “prime” contractor ONLY. No subcontractor submissions accepted, and contractor teaming arrangements must designate a lead contractor.
Each contract may contain specific information regarding information below. The contractor is required to work with their GSA Contracting Officer to understand and adhere to GSA business rules and requirements as they relate to:
Contractors choosing VP shall be provided with an internet portal address and logon to perform commodity transaction processing with GSA. The contractor is required to retrieve orders and provide the information outlined from C.1.1.1 via VP.
VP training guides are available at http://www.gsa.gov/supplyedivp.
Invoicing cannot be done through the Vendor Portal. All contractors are able to submit invoices via EDI 810 (even if not receiving POs via EDI) or may utilize the FedPay portal at https://apps.ocfo.gsa.gov.
Note: FedPay portal cannot be used for invoicing if your contract allows for charging convenience fees.
Contractors shall be able to reliably perform commodity transaction processing with GSA by utilizing a standardized electronic method of communication, compatible with GSA transactional systems.
GSA utilizes the American National Standards Institute (ANSI) X-12 family of transaction sets to electronically communicate both “Inbound” and “Outbound” transaction sets.
The contractor is required to retrieve orders and provide the information outlined from C.1.1.1 via EDI. Additionally, EDI contractors are required to work with GSA to understand and adhere to GSA business rules and requirements as they relate to section C.1.3.2.
All electronic communications between GSA and its contractors shall be transmitted through the designated GSA EDI gateway.
GSA reserves the right to test and validate the contractor’s EDI capabilities for all required transaction sets before on-boarding is authorized.
GSA will coordinate the process to on-board awarded contractors to the designated GSA EDI gateway using the ANSI X-12 EDI standards detailed in the sections below and identified in Table 1 of this document.
To initiate the onboard process, GSA will provide contractors with a list of EDI questions which are used to determine specific contractor EDI capabilities. The questions shall be completed by the contractor and returned to GSA within five (5) business days.
Upon completing the EDI-Survey, GSA will coordinate end-to-end process testing with the contractor to assure compliance with EDI specifications. The end-to-end testing is estimated to be completed within 90 days after contract award/modification, excluding any protest periods.
The table below, shows the EDI Implementation Specification for a given transaction set. The most current transaction sets used to support GSA Global Supply orders can be obtained by emailing gsaedi@gsa.gov . A copy of the most recent specifications and versions can also be found on http://www.gsa.gov/supplyedivp.
Table 1: EDI Transaction Implementation Conventions as of March 30, 2021
EDI Transaction Name | Transaction | X12 Version | ISA Version | GS Version | Notes |
---|---|---|---|---|---|
Purchase Order | 850 | 4010 | 00401 | 004010 | Preferred |
850 | 5010 | 00501 | 005010 | ||
Purchase Order Acknowledgement | 855 | 4010 | 00401 | 004010 | Preferred |
Purchase Order Change | 860 | 4010 | 00401 | 004010 | Preferred |
Advance Ship Notice (ASN) Manifest | 856 | 4010 | 00401 | 004010 | Preferred |
Invoice | 810 | 4010 | 00401 | 004010 | Preferred |
Functional Acknowledgement | 997 | 4010 | 00401 | Based on interchange version | Based on interchange version |
Note: GSA reserves the right to implement additional ANSI X-12 transaction sets and/or update transaction versions as its business operations deem appropriate. Additional EDI changes may be necessary in cases when changes in order data are required by the program. GSA will work with the contractor to establish an agreed upon time frame for implementation of any future transaction updates/upgrades or additional transaction sets needed in support of this requirement.
GSA personnel will validate the contractor’s EDI Transaction Set communication following contract award or modification. GSA will coordinate end-to-end testing with GSA systems and the contractor’s systems. At a minimum, the following transactions will be validated:
GSA may select up to 20 items from the contractor’s catalog for end-to-end testing and conduct testing with live production orders. These items will be tested under a number of different scenarios (cancellation, backorder, multiple shipments, etc.)
GSA utilizes the ANSI X-12 family of EDI specifications to electronically communicate both “Inbound” (transactions provided by the vendor to GSA) and “Outbound” (transactions sent by GSA to the vendor) transaction sets for its business operations. The following Inbound and Outbound EDI transaction sets shall be required for EDI contractors:
All Purchase Order line item(s) are expected to be shipped or delivered by the due date printed on the purchase order. Any exceptions must be communicated to the GSA Contracting Officer, or a duly authorized GSA representative.
On-time performance will be included in contractor performance evaluations. GSA will review and communicate contractor performance by sharing purchase order detail information, listing all purchase order due dates, and identifying those which are past due and require immediate action. This information will be driven by how accurately the contractor is able to update information via VP or EDI.
Each contract may contain specific information regarding contractor performance, including charging offsets for past due orders. Work with your GSA Contracting Officer to understand and adhere to your contract requirements.
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Rates for Alaska, Hawaii, and U.S. territories and possessions are set by the Department of Defense.
Rates for foreign countries are set by the Department of State.
Rates are available between 10/1/2022 and 09/30/2025.
The End Date of your trip can not occur before the Start Date.
Traveler reimbursement is based on the location of the work activities and not the accommodations, unless lodging is not available at the work activity, then the agency may authorize the rate where lodging is obtained.
Unless otherwise specified, the per diem locality is defined as "all locations within, or entirely surrounded by, the corporate limits of the key city, including independent entities located within those boundaries."
Per diem localities with county definitions shall include"all locations within, or entirely surrounded by, the corporate limits of the key city as well as the boundaries of the listed counties, including independent entities located within the boundaries of the key city and the listed counties (unless otherwise listed separately)."
When a military installation or Government - related facility(whether or not specifically named) is located partially within more than one city or county boundary, the applicable per diem rate for the entire installation or facility is the higher of the rates which apply to the cities and / or counties, even though part(s) of such activities may be located outside the defined per diem locality.