Fees, billing, and funding

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• General Questions on Fees
• Current Fee Structure
• Direct Charges
• Billing and Receiving Reports
• Project Funding

General Questions on Fees

Why does PBS charge a fee?

The statutory authorities that permit PBS to provide reimbursable services require GSA to recoup all indirect costs.

What does the RWA Management Fee cover?

The RWA Management Fee is to cover PBS’s indirect costs which includes the costs of managing the reimbursable program nationwide.

What determines if the old or current fee structure is applied and when?

For nonseverable services:

• If the acceptance date is before August 1st, 2020, the old fee structure will apply.
• If the acceptance date is August 1st, 2020 or later, the current fee structure will apply.

If an RWA is amended, does the current fee structure apply?

No. The RWA will keep whichever fee structure was associated with it when the RWA was originally accepted, based on the RWA acceptance date.

If the entire amount of the RWA is not needed, will customers still be charged the original fee amount shown on the RETA estimate?

No. Customers only get charged a fee based on the actual amount of cost expensed. If the original RWA was for $10,000, but PBS only expensed $8,000, the fee will be assessed and charged based upon the $8,000. Any remaining value on the RWA, including any remainder originally estimated for the fee, will be returned to the customer via the RWA Closeout Letter.

Current Fee Structure

What is the fee structure, and where can I see the values?

The current fee structure for nonrecurring RWAs is a stepped fee. A stepped fee means that the fee rate decreases as the project costs increase. The fee structure for recurring RWAs is a flat $500 per child estimate (e.g. overtime utilities in GSA-owned space). All RWAs (recurring and nonrecurring) will be charged a minimum of $500. You can find the table showing the different fee rates for each dollar range at gsa.gov/rwa on the Policy and Guidance page.

How often does PBS revise the RWA fee structure?

In an effort to ensure PBS is recovering the appropriate amount for management of all Reimbursable work, PBS reviews and updates our PBS fee every 3-5 years. The fee most recently changed on August 1, 2020.

If an RWA is amended to add additional funds, how is the fee calculated?

The fee is charged on the new total value of the RWA, not on the additional cost. For example, if $5,000 is added to a $20,000 RWA, the fee will be calculated based on $25,000.

I only have a very small RWA - will I still be charged the minimum fee of $500? What other options do I have?

Yes - all RWAs will be charged a minimum of $500 to cover GSA’s cost to establish and maintain the RWA. Customers have the option to NOT create an RWA, and instead use Micro-Purchase Authority, which can be delegated within your agency. You can visit the Facilities Management page for more information.

For F-type RWAs for miscellaneous services, is the customer charged $500 just to establish the RWA, and then another $500 for every task ordered against that RWA?

No, F-type RWAs follow the stepped fee structure, so the fee applied is based on the estimated total project costs associated with the RWA. There is not a separate fee assessed on top of each task ordered against the RWA.

Where can I get more information about the old (4% and sliding scale) fee structure?

More information is available at gsa.gov/rwa under Policy and Guidance, or you can reach out to AskRWA@gsa.gov for questions if you have additional questions.

Direct Charges

What are Direct Costs?

Direct Costs are not the fee. They are the expenses that are directly linked to the goods or services by contract awards or direct labor if applicable.

What is Direct Labor?

PBS provides a base level of service to manage reimbursable work, and that base service is covered in our RWA Management Fee. Costs which exceed that base level of service or self-perform work that PBS would otherwise contract for (e.g. completing a design) is required to be “directly charged”. For direct charges, PBS estimates how much additional labor or travel will be required in excess of the base service, and invoices labor and travel as it is utilized. A detailed list of PBS base services and services which are in excess of that base are outlined with the PBS Pricing Desk Guide.

Can PBS charge customers for the level of effort required to develop the scope of work for projects that customers do not follow through on?

No, as it considered the cost of doing business.

Billing and Receiving Reports

When does PBS bill our customers?

RWAs are billed on the 19th of the month (or the first business day after). RWA billing statements are available to view in VCSS within a day or two after RWA billing has completed.

How are bills sent to customers?

Bills are no longer sent to customers, but can be accessed on approximately the 25th of each month on the Vendor & Customer Self Service (VCSS) website:vcss.ocfo.gsa.gov/

Where can GSA and customers go for additional information regarding Interagency (IPAC) transactions?

The Government Accountability Office (GAO) published a list of five FAQs regarding IPAC transactions along with several real-life situations and the GAO decision on each of those instances. This 2008 FAQ publication can be found on the GAO Appropriations Law Forum website by scrolling down to the “2008 Appropriations Law Forum” section and downloading the “Interagency Transactions” PDF.

Do invoices and bills delay the completion date getting entered in RETA?

No, those items impact financial closeout, but should not delay substantial completion being entered into RETA by PBS.

Can customers still use purchase cards for RWAs?

Yes, but GSA discourages IPAC customers from using purchase cards because it costs the government unnecessary purchase card fees. In order to use a purchase card, a federal customer must FIRST complete an RWA and cite the financial information (TAS) associated with the purchase card, and select “non-IPAC” as the billing method. Once the RWA is accepted, the customer must use pay.gov to pay the invoice.

What do I do if I can’t find my BOAC?

If you have already used the “BOAC Search” on the “Billing Information” tab of the RWA in eRETA/RETA and still can’t find your BOAC, reach out to eRETA@gsa.gov with the following information:

1. The five digit Agency Bureau Code:
2. The eight digit Agency Location Code (ALC) (If non-IPAC, then this is blank):
3. The billing Address:
4. The Street address:
5. The primary POC requesting this new BOAC (likely you) - we need name, phone number, and email address

Who should the customer contact if they have billing issues?

Please see our “Contact Us” page at gsa.gov/rwa for contacts for various issues.

What is VCSS? How does VCSS impact Customers?

Vendor and Customer Self-Service. It allows customers to view their bills from GSA.

What is G-invoicing and how will it affect RWAs and RETA/eRETA?

G-Invoicing is the government’s long-term sustainable solution for Buy/Sell transactions and will manage the receipt and acceptance of General Terms and Conditions (GT&C) Agreements, Orders, and Performance. It also will initiate fund settlement. Although Treasury has required G-invoicing to be used beginning in fiscal year (FY)23, GSA will not begin use until FY25. Customer eRETA users will still continue to use eRETA to submit all WR/RWA information just as they would have before the requirement. More information about G-invoicing, and GSA’s implementation plan is available at G-Invoicing | GSA.

Project Funding

How does GSA verify the customer is using the correct funding year?

Customers must cite funding which is available for obligation during the fiscal year (FY) of bona fide need of the work. GSA uses the supporting information and the Treasury Account Symbol on the RWA to verify the correct funding year is being used. Note that RETA/eRETA will give validation errors if there are mismatches between the fund year/type/etc. For more information about the bona fide need rule, appropriation law, and fund types, please see the RWA Policy Manual available at gsa.gov/rwa on the Policy and Guidance page.

When do my funds expire? When will my RWA get closed?

That depends. How long funds are good for is defined by the “funding appropriation availability” from Appropriation law dictates how long funds are valid for (5 years after the expiration of obligational authority). For more information on Appropriation law and how it dictates fund availability, please see the RWA Policy Manual available at gsa.gov/rwa on the Policy and Guidance page.