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Key Changes for RWA and HOTD Customers

Key Changes for RWA and HOTD Customers

In July 2013, customers of GSA Reimbursable Work Authorizations (RWA), and customers in Washington, D.C., receiving steam and chilled water through the Heating Operation and Transmission District (HOTD) began accessing bills and statements electronically via GSA’s Vendor and Customer Self Service (VCSS) website at vcss.gsa.gov.

What changed?

RWA and HOTD customers access bills, statements and billing data via the VCSS website, and see their data in a new standardized bill and statement format online. GSA changed the way it populates RWA and HOTD data fields in the Treasury’s Intergovernmental Payment and Collections (IPAC) system.

Below are key changes that GSA RWA and HOTD customers have experienced upon transitioning to VCSS:

New statement number formats

 

RWA statements transmitted through Treasury’s Intergovernmental Payment and Collection System (IPAC) have statement numbers beginning with “W”, followed by seven digits.

Example: W0000384

More information on format changes in the new RWA IPAC statements can be found in the brochure About Your GSA IPAC Statement

Non-IPAC statements have statement numbers beginning with “X”, followed by seven digits.

Example: X0000893

Additional information on format changes in the new RWA non-IPAC statement formats can be found in the brochure About Your GSA RWA Statement for non-IPAC Customers (Version 1.1)

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Separate listing of IPAC credit transactions

 

To avoid duplication, each IPAC transaction is assigned a reference number unique to that transaction. In the case of collections (810 transactions), the reference number is the statement number. Credits (820 transactions) are processed as payments versus negative collections and are listed separately. Each credit is assigned a system-generated eight-character reference number. Each credit transaction also displays a statement number (under the Purchase Order Number) so that customers can match up credits (820s) with charges (810s).

Example:


For collections, the statement number: W3024075
For credits, an 8-character reference number: 00001N7G
Matching statement number in the purchase order number field: W3024075

For more information on changes to IPAC data fields, go to the brochure About GSA changes to IPAC data fields for Reimbursable Work Authorization (RWA) customers (Version 2.1).

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Increase in the number of IPAC transaction lines

 

GSA implemented a commercial off-the-shelf (COTS) product that changes how its bills and credits are submitted to Treasury’s IPAC system. This increases the number of IPAC transactions submitted by GSA, which reflects an increased number of transaction lines. On average, there is an increase from one to five IPAC transaction lines per agreement. Agencies should analyze what processes and systems may need to be adjusted to receive additional data via VCSS.

For details and illustrative examples comparing current and future IPAC billing, go to the presentation on RWA IPAC Billing Level Changes.

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New Agency Bureau Code format

 

Agency Bureau Codes changed to five-digit numbers. The first two positions (the agency code) expanded to three positions with a zero inserted in front of existing AB codes. The final two positions (the bureau code) remain unchanged.

Example:


Prior to July 2013 (4 digits): 1008
Effective July 2013 (5 digits): 01008

More information on RWA data field changes can be found in the brochure About GSA changes to IPAC data fields for Reimbursable Work Authorization (RWA) customers (Version 2.1).

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New Treasury Account Symbol format

 

Treasury is transitioning to a new Treasury Account Symbol format. The following are two formats that may be familiar to many today; however these formats are being retired:

  • Pre-GWA Format: 2838704 -- the agency code is the first two positions and the fund year is a single digit in the third position ("3" for 2013)
  • Alternative Format: 28138704 -- the agency code is the first two positions and the fund year is two digits in the third and fourth position ("13" for 2013)

The new format is known as the Component Treasury Account Symbol. The new format will show the start and end year of the appropriation used to fund the RWA. The funding year(s) will occupy positions 4 to 11 in the new format.

  • Example (Annual Funds): 02820132013 8704000 -- the agency code is the first three positions and the annual appropriation is available for obligations only in 2013
  • Example (Multi-year Funds): 02820132015 8704000 -- the multi-year appropriation is available for obligations starting in 2013 and ending in 2015
  • Example (No-year Funds): 028 X8704000 -- the no-year appropriation is available for obligations at any time after the appropriation is approved and until it is rescinded or fully liquidated.

RWA and HOTD customers may provide any of the above three formats (Pre-GWA, Alternative, or Component) on an RWA Form 2957 in the short-term; GSA will automatically convert Treasury Account Symbols to the Component format for all IPAC transmissions. However, customers are strongly encouraged to begin using the Component format, as this will be the only format accepted by Treasury for IPAC transactions across the Federal Government starting on October 1, 2014.

Treasury’s SAM Public Website is a reference source for the new format of Treasury Account Symbols for federal agencies.

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What else is available to help customers?

Additional materials are available to customers on the Phase 2 Materials and Communications  tab, including customer communications, information sheets and brochures on VCSS, the new statement formats and how GSA will be standardizing the population of IPAC data fields.

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For Help on VCSS

If you are a customer of GSA Fleet, PBS Rent, RWA, or in Washington, D.C., receiving steam and chilled water through HOTD, please contact the Financial Systems Service Desk:

  • Phone: 866-450-6588, 7:30 a.m. - 7:30 p.m. ET, Monday-Friday, excluding Federal holidays
  • Email: OCFOServiceDesk@gsa.gov

Phase 2B Customers (see Schedule by Phase)

Please email questions to baar@gsa.gov

Senior Officials Leading
GSA’s BAAR Project

Project Sponsor
David Shive
Acting Associate CIO, Office of Financial and HR IT Services

Project Sponsor
Lisa Ziehmann
Director, Office of Financial Policy and Operations


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