Reimbursable Services Program (RS) Practices and Policies

RWA Customer Guidance and Resources:

• Reimbursable Services National Policy Manual [PDF - 1 MB] July 2023: Disseminates the RWA National Policy, in its entirety, with the goal of promoting clear and consistent understanding of the Reimbursable Services Program and governing policies.
• National Standard for Small Projects - Types of Cost Estimates [PNG - 46 KB]: These are the types of cost estimates which will be used when formulating a Summary Cost Estimate (SCE).

RWA Fee Reform:

Effective August 1, 2020, the fee structure for Reimbursable Work Authorizations (RWAs) changed for the first time since 1995. The previous 4% + sliding scale fee was replaced by a simple, single fee based on overall project costs.

• Fact Sheet: What is the Fee Structure?
• Training on RWA Fee Reform
  • Visit www.gsa.gov/ces where you can access training slides and a video recording from the RWA Fee Reform training.

Year End Customer Letter: 

A letter is sent annually to all customers providing guidelines for submission of RWAs as the fiscal year progresses and comes to a close.

As a reminder, the deadline is for fully executable RWAs, meaning the WR must be provided sufficiently in advance of the deadlines outlined in the communication to allow PBS appropriate time to develop the requirements, scope, and estimate. The time it takes to develop these items depends upon the complexity of the scope of work and the available resources in each region.

Failure to submit an RWA to GSA by the identified date(s) reduces, and in many cases, eliminates the likelihood GSA will accept the RWA in the current fiscal year. The FY23 Year End Letter for all customers can be found below. Additionally, Q&As on Year End Information can be found on our Training and FAQs: RWA Process page.

• FY23 Year End Letter to Customers [PDF - 145 KB]

GSA’s Micro-Purchase Delegation of Authority

Customers may directly procure projects and services without an RWA in facilities under the jurisdiction, custody, and control of GSA, as long as the cost of the work is under the Micro-Purchase threshold ($2,000 for construction, $2,500 for services). Please visit the Facilities Management page for more information and guidance regarding Micro-Purchase Delegation of Authority.

Overtime Utility Communications & Resources:

• Customer Guide to Additional Utility Services [PDF - 41 KB] : Explains the rationale of how GSA calculates the cost of additional utilities using a standardized tool.
• Client Letter- RWAs for Above Standard Services during a Continuing Resolution [PDF - 61 KB] : Memo from PBS Directors regarding GSA reimbursement for Overtime Utility Services during a continuing resolution.

FPDS Codes:

The RWA Form includes Federal Procurement Data System (FPDS) Funding Agency Code and FPDS Funding Office Code (Blocks 14A and 14B) to comply with Federal Acquisition Regulation requirements. For questions regarding these codes, including where to find your FPDS Administrators and information, please reference the Acquisitions website. For even more information, visit the FPDS-NG website.