ASSIST System User FAQs

General terms and conditions (GT&C)

How does my agency initiate a GT&C with GSA?

If you are looking to initiate a GT&C with GSA please reach out to your GSA point of contact. We are recommending Federal Acquisition Service (FAS) to initiate GT&C and share draft with the requesting agency. In the event that a requesting agency initiates a GT&C, FAS is still able to modify all servicing data and continue with the approval workflow.

Is there a phone number or email address that our agency can contact when/if they have trouble starting a GT&C/7600A?

If a client agency needs additional support outside of their own G-Invoicing Agency POC, please reach out to your respective FAS point of contact. If you are unsure of your FAS POC, you may reach out to G-Invoicing@gsa.gov for general questions or for Assisted Acquisition Services (AAS) specific Enterprise G-Invoicing support, please reach out to ginvoicing.aas@gsa.gov. For Office of Centralized Acquisition Services specific support, please reach out to OCAS.Agreements@gsa.gov.

Will Interagency Agreements Part A (IAAs)/7600As & 7600Bs that exist prior to the G-Invoicing rollout continue to be handled in ASSIST?

If your agency is G-Invoicing ready, GSA can transition your existing IAA agreements to G-Invoicing at a natural breaking point. For example, exercising an option, adding a task, or modifying funding is an opportunity to transition to G-Invoicing, by creating a new GT&C and corresponding IAA (in ASSIST). For the options that were exercised before the transition, we will continue to settle any invoices for those periods through IPAC until the cutoff. If your agency is not G-Invoicing ready, GSA will accept IAAs/7600As & 7600Bs outside the G-Invoicing system. Please work with your FAS point of contact.

Once G-invoicing is implemented, will we still need to use PDF forms at any point in the process? Will the whole process be executed within the G-invoicing system?

No other documents or PDF forms will be required outside of G-Invoicing. The G-Invoicing system will digitize the 7600 A/B forms and process.

Does G-Invoicing allow fields to be defaulted? Can fields that are always “Yes” (Assisted Acquisition Indicator) and always “No” (Advance Payments) just be populated instead of having to be selected each time?

Since G-Invoicing is a government-wide system, Federal Acquisition Service (FAS)-specific requirements/data cannot be defaulted. We will have to make our selection every time we are creating a GT&C.

Is the GT&C number randomly generated?

The GT&C number is system-generated as per the G-Invoicing numbering schema.

In the “Agreement Period” field, why is a period of 20 years recommended?

A longer Agreement Period is recommended to allow ample time for all pre-award, post award, and contract closeout activities. The 7600A Agreement Period can be negotiated with each agency/group based on your project needs.

Does the Treasury’s system enforce a particular signing order for the GT&C Requesting and Servicing initial/final approvals?

Both requesting and servicing GT&C approvals are done concurrently. For both trading partners, the GT&C approval process is sequential, initial approval will need to be completed before the final approver can take action. Note that if a draft GT&C has been shared with your agency, the receiver must complete the data fields and then “Submit for Approval” to begin the approval process.

Is there a way to track changes to a GT&C after it has been populated and shared with the partner agency?

G-Invoicing has a history button that shows at a high level, when the GT&C was created, submitted and approved. Changes are defined in the system and are not all inclusive.

Will contracted support personnel be given G-Invoicing user accounts? Or will it be federal employees only?

Contracted personnel can have G-Invoicing access but they may only be given the GT&C create role.

Orders

What is the required Funding Office Code (FOC) field in G-Invoicing?

The Funding Office Code (FOC) is a 6 digit client identifier (often a DODAAC for DOD/DOW agencies). GSA’s feeder system uses it in Federal Procurement Data System (FPDS) integration for its users and maps it to the vendor code required for billing.

When submitting your first order or if using a new FOC, please reach out to your GSA point of contact to see if an active FOC is established or FOC needs to be registered with GSA in ASSIST.

What is the required Activity Address Code (AAC) field in G-Invoicing?

The Activity Address Code (AAC) is a 6 digit funding agency identifier (often a DODAAC for DOD/DOW agencies). This code also must be registered with GSA in ASSIST to avoid system rejection – Please refer to the question above if you need to request a code to be added.

While not required to be the same code, the Activity Address Code will often be the same 6 digit code as the Funding Office Code for many agencies if the client group is also the funding agency.

Can I attach a 7600B/Order Appendix to provide additional information to the Order such as Bona Fide Need or Fee information?

All information relevant to the Order must be provided in the G-Invoicing system, this includes the fee structure. It is currently recommended this information be placed in the Bona Fide Need field. Please note, that while this field is restricted to 150 characters, GSA recommends using the Line Item Description field to put additional information related to the purpose, period of performance or fee. Please see the appendix below.

Examples of fee structure include:

• GSA Fee 3%
• GSA Flat fee $30,000.00

What does the G-Invoicing Order period of performance (POP) dates reflect? Where can I put the Contract POP dates that reflect the Award’s Base and Option Years?

The Order POP dates represent the first and last date the Servicing Agency fulfills the Order and delivers the goods and/or services per the Treasury G-Invoicing Program Guide. GSA recommends that the G-Invoicing Order POP dates align with or encompass the Award’s POPs for the Base and Option Years for proper performance/billing.

The contract’s line item POP dates can be placed in the Bona Fide Need field. If there is not enough space, please use the Item Description field (240 characters limit) as this field is locked down. We cannot use the comments field for any Bona Fide Need related information (purpose, time and amount) as this field can be edited at any time even after approval by all parties and obligated to the award.

Example period of performances

Note that for new or base awards when the award date is not precisely known, the G-Invoicing Order POP is recommended to both start early and end later than the “true” estimated start dates noted in the Bona Fide Need field.

I am providing incremental funding on a severable award listing the period of performance as the incremental period that the funding is designated to support. This has been accepted previously on MIPRs but was rejected in G-Invoicing. How can we overcome this issue?

In G-Invoicing the Order level POP’s are required to align with or encompass the award POP, please see full details in the answer above. If you would like to specify the incremental period the funding is designated to support, this POP information can be provided in the Bona Fide Need or Item Description fields, so long as the period falls with-in the line teams POP dates on the award.

My agency is not able to fit our purpose of the funds in the Bona Fide Need field.

The Bona Fide Need field is limited to 150 characters. If the purpose of the funds is longer than the limit, GSA recommends utilizing the Item Description field (240 characters limit) to add relevant the purpose of the funds.

I am providing an Order with funding for a supply purchase and would like to list the unit price/quantity of each commodity being purchased; however this was rejected by GSA’s system. What needs to be done to resolve this issue?

GSA requires all G-Invoicing Orders to have the unit cost listed as $1, with the quantity driving the total amount for each Order/line. This is due to the way GSA’s financial system system of record requires the financial information to be presented. At this time no exceptions can be made to this rule for G-Invoicing Orders.

How do I indicate that the funding provided is Subject to the Availability of Funding (SAF)?

G-Invoicing currently does not support SAF funding. If you require further clarification on G-Invoicing functionality, please contact the Department of Treasury at igt@fiscal.treasury.gov. Please work with your GSA project point of contact or point of contact on SAF processes.

My award has a mix of Severable and Non-Severable Contract Line Items (CLIN’s), how do I indicate this on the Order?

G-Invoicing does not support multiple severabilities listed on a single line number. If the funding provided is supporting multiple CLINs with varied severability please have the client provide multiple funding lines, as each line has the option to select its own severability.

Where should I list my contract’s Acquisition/Award Procurement Instrument Identifier (PIID)?

List under the Bona Fide Need or Item Description fields if space allows. The Procurement Instrument Identifier (PIID) field under Schedule can be used as well.

Is there a full list of all GSA’s required elements for G-Invoicing Order submissions?

While each request can have its own requirements, please see the appendix. FAS lists the general requirements for the majority of FAS Orders. Please contact your FAS point of contact for any contract specific information needed on the Order related to your requirement.

I received an automated rejection from GSA’s system regarding information provided on the Order. Do you have a full list of issues that will cause an automatic rejection from GSA’s financial systems in G-Invoicing?

Please refer to the table below for an inventory of Order values that will cause automatic rejection from GSA’s financial system.

Appendix: G-Invoicing GT&C and order data requirement for ASSIST

G-Invoicing GT&C data structure

Approvals

Requesting agency completes requesting data entry and reviews all sections before submitting for approvals.

GT&C approvals are sequential, and approvals are open to both Requesting/Servicing:

• Initial Approver will 1st review and sign
• Final Approver will review and sign next

The GT&C is now open, and Order can be created next

G-Invoicing order data structure