U.S. General Services Administration Andrew Marsh Accountant GSA May 4, 2010 GSA Vendor Payment Update Office of the Chief Financial Officer

2 Value to the Customer  Value: Vendors gain a better understanding of the Prompt Payment Act requirements.  Example: Vendors should be receiving their payments from GSA within 30 days in accordance with the Prompt Payment Act requirements.  Value: Vendors learn more about internet invoicing options for Fedpay to receive faster payments from GSA.  Example: A vendor may receive payment for an invoice in as little as 10 days if full cycle electronic commerce is applicable.

3 Overview  GSA – The Agency  Office of the Chief Financial Officer  Rules and Regulation  GSA Payment Information  Benefits of Electronic Commerce  Electronic Invoicing  References

4 Public Buildings Service  New Building Construction  Space Acquisition  Repair and Alteration  Recurring Services  Utilities Federal Acquisition Service  Network Services  Information Technology Services  Products – Supplies & Services  Vehicles & Maintenance  Transportation GSA – The Agency

5 OCFO – Office of Finance Office of Financial Policy and Operations Washington D.C. Financial Services Division Fort Worth, TX Financial and Payroll Services Division Kansas City, MO

6 Office of Financial Policy and Operations  Provides Management Policy Formulation  Financial Statements/External Reports  Interpretation & guidance on policy & accounting requirements  Financial Management liaison for service lines & external bodies  Program Management & execution of financial initiatives

7 Financial Services Division Provides Payment Functions for:  Public Building Service  New Building Construction  Space Acquisition  Repair and Alteration  Recurring Services (e.g. maintenance, seasonal)  Utilities

8 Financial and Payroll Services Division Processes Payment Functions for:  Federal Acquisition Service  Supplies & Services  GSA Fleet Vehicles & Maintenance  Transportation  Technology Services  GSA Staff Offices  Credit cards, travel & relocation for all funds  External Clients  Payroll

9 Rules and Regulations:  Prompt Payment -Invoice Requirements  Taxpayer Identification Number Policy 5 CFR Part 1315  Debt Collection Improvement 31 CFR Part 208  Central Contract Registration

10 Prompt Payment Act (PPA)  Enacted by Congress in 1982  Revised September 1999  Requires Federal agencies to pay timely  Requires interest penalties when payments are late  States discounts can only be taken when payments are made by discount date  Establishes “start date” for invoices 

11 PPA - Invoice Requirements  Name & address of contractor  Invoice date  Invoice number  Contract #, PO # or other authorization for delivery of goods and services  Description, price, quantity  Shipping & payment terms  Taxpayer Identification Number (TIN)  Remit to address & banking information  Contact name & number

12 PPA – Start Date Start Date is Later of:  Date invoice received in billing office OR  Date property or services are received and accepted Start Date for Discounts:  Date of invoice  If there is no invoice date, then the date the invoice is received

13 Taxpayer Identification Number (TIN) Policy  Issued November 9, 2000  Requires TIN on Federal payments certified to Treasury

14 Debt Collection Improvement Act of 1996  Act amended USC to require Federal agencies to convert to EFT in 2 phases  Phase I - Effective July 26, 1996 all newly eligible recipients must be paid by EFT  Phase II - Effective January 1, 1999 all Federal payments must be made by EFT

15 Central Contractor Register (CCR)  Created to streamline administrative process in DoD  Single source entry of data  Allows Contractor to take responsibility for data accuracy

16 CCR – Who Should Register?  FAR (Oct 1, 2003) “Prospective Contractors shall be registered in the CCR database prior to award of a contract or agreement.”   One-time registration  Must update or renew annually (at a minimum) 

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18 CCR – GSA Policy and Information  Contractors will work with Contracting Officers on name changes, corrections/changes to Doing Business As (DBA)  FAR-based Contractors required to update information on CCR  Return Form 3881 (ACH Vendor/Misc Pmt Enrollment Form) for CCR contractors  Suspend payments when improper information is received  Suspend payments when vendor registration expires  Effective 10/30/2005 – CCR is validating TIN/Taxpayer name combination with IRS records  Coordinate with your contracting officer for any changes to your company name or address so contract modifications can be processed timely

19 GSA Payment Information  Internet Vendor Payment Information   User ID & password assigned  Vendor payment information available  Frequently asked questions  notification of payments  How to sign up for notification  Vendors added upon request  Remittance information included in

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22 Benefits of Electronic Commerce  Convenience  Paperless  No postage costs or mail delays  Get paid faster  Current access to payment information

23 Electronic Invoicing Federal Acquisition Service  FedPay Application – GSA Supplies & Services, Fleet Vehicles & Maintenance and Transportation payments   FedPay orders are subject to 10-day payment terms for vendors who perform full cycle electronic commerce  VITAP Application – GSA IT Services 

24 Vendor Self Service (VSS)  Pegasys Purchase Orders  Launched 2007  Current Stats:  Registered Vendors: 219  # Submitted Invoices: over 13,373  Amount Paid Invoices: around $475 million   If interested in signing up please contact Angela Shields at

25 Reference Web Sites Treasury: GSA: USA.gov: (formerly FirstGov) OMB:

26 Questions??? Thank You