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June 12, 2025
Dear PBS Customer,
Thank you for your continued partnership with the U.S. General Services Administration’s (GSA) Public Buildings Service (PBS). We are reaching out with some important dates and information regarding PBS’s Reimbursable Services Program. As a reminder, both PBS and customer agencies must follow all applicable laws and regulations, in addition to PBS policies, including the Reimbursable Work Authorizations National Policy Manual (RWA NPM), PBS 1000.2D (July 30, 2024) [PDF - 1 MB], when submitting, reviewing, and accepting reimbursable work authorizations (RWAs).
RWA information must be entered directly into PBS’s eRETA application and submitted for potential acceptance by PBS. Submitting an RWA or Work Request (WR) to PBS does not guarantee acceptance. Customers should not obligate funds until they receive a PBS-signed RWA and Acceptance Letter.
All fully executable nonseverable RWAs and amendments to previously accepted RWAs must be sent to PBS for acceptance in eRETA no later than Friday, September 5, 2025.
Fully executable RWAs must include:
| Nonseverable RWA Examples | Deadline |
|---|---|
| New RWAs (including F Types) | September 5 |
| Amendments - Within Scope Changes | September 5 |
| Amendments - Adding New Scope (as permitted in accordance with the RWA NPM) | September 5 |
The RWA submission deadlines do not apply to requests for reimbursable severable services . However, for requests for reimbursable severable services with time-limited expiring funds (funds that expire on September 30, 2025) and a period of performance that crosses fiscal years, the RWA must be both:
All goods or services procured using F Type RWAs must be completed no later than September 30, 2025. As such, PBS regions may encourage you to consider other, more appropriate, RWA Types for your agency’s end of fiscal year projects as we approach the deadline. F Type RWAs are automatically closed out each year on September 30. We encourage you to work with your regional contacts to appropriately reduce funding on F Type RWAs in advance of the September 30 deadline.
RWAs and RWA Amendments for nonseverable services received after September 5, 2025 will require review and resubmission in eRETA in FY 2026 with funding available in FY26. Should your agency have an emergency need for a reimbursable nonseverable service during FY25 after September 5, please contact your RWA Manager. An emergency is an occurrence that puts people or an asset in immediate danger; or that renders the asset, or a portion of the asset, unusable, or when a repair must be made to avoid further property damage. Emergency requests are handled by PBS on a case-by-case basis.
Additionally, while PBS understands and respects internal obligation deadlines customer agencies may impose upon themselves, PBS is unable to make any guarantees to accept RWAs ahead of September 30. PBS encourages its customer agencies to submit fully executable RWAs to PBS as soon as possible to avoid delays in acceptance.
As a reminder, digital signatures by both PBS and its customer agencies must be applied prior to the end of the fiscal year (September 30, 2025) for any RWA to be accepted.
Please note, a WR is different from a fully executable RWA. A WR initiates the planning process to develop and refine a scope of work, schedule and estimate. WRs without a linked and approved SCE are not fully executable and cannot be sent for acceptance. For a visual of the WR-RWA Process, please use this link [PDF - 15 KB]. WRs may be sent to PBS at any time; however, RWAs are subject to the deadlines provided above.
PBS requires appropriate time to assign a resource to develop the requirements, scope and an estimate for WRs. The time it takes to develop and estimate these items depends upon the complexity of the scope of the WR as well as the availability of PBS resources. PBS appreciates your patience as we work to prioritize resources to address your agency’s needs. If your agency intends to use future fiscal year funding, please communicate this using the “FY Needed” field in eRETA to further aid in PBS’s resource planning as it will help ensure we prioritize current fiscal year needs first.
The PBS RWA Program has not yet implemented G-Invoicing to create orders. PBS’s RWA Program will incorporate G-Invoicing in a future FY. For more information, please contact ginvoicing.rwa@gsa.gov.
Thank you for your attention to the details of this letter and your continued partnership with PBS.
Please contact your RWA Manager with any questions. RWA Manager contact information and additional guidance can be found at www.gsa.gov/rwa. Information on eRETA and details on how to gain access to the application can be found at www.gsa.gov/ereta.
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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 10/1/2023 and 09/30/2026.
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.
U.S. General Services Administration