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To whom should customers direct RWA Questions?
Who you contact depends on what your question is about. See the list of regional RWA Managers, whose contact information can be found under “Contact Us” at www.gsa.gov/rwa.
When do the fiscal year-end letters go out to customers?
PBS makes every effort to send the fiscal year-end letters to customer agencies in the third quarter of each fiscal year. These letters are directly emailed to all customer agencies.
Where can customers access the most recent fiscal year-end customer letters?
In the Policy and Guidance section on the external RWA website at www.gsa.gov/rwa.
Are the fiscal year-end letters hard dates that customer agencies must follow?
Yes.
Can customer fill out the RWA Form 2957 instead of using eRETA to send RWAs and RWA Work Requests to GSA?
No, all Federal customers must use eRETA to send all RWA information to GSA. Non-Federal customers (private entities and state and local governments) cannot access eRETA so they will still submit page 1 of the RWA Form 2957. Visit www.gsa.gov/rwa for more information.
Who is responsible for knowing an agency’s Treasury Account Symbol (TAS)?
Since this is a customer code, the customer is responsible for providing the correct value. Customers should confirm with their internal Finance office if uncertain. Valid Treasury Symbols are available to the public at Treasury’s “Shared Accounting Module” (SAM) site.
Can PBS enter an RWA for the customer?
No, all RWA information must be initiated by the customer in eRETA for all Federal customers. PBS will only enter information for non-Federal customers.
How detailed does the Description of Requirements need to be?
Prior to RWA acceptance, the Description of Requirements must include the location, the type of work, the purpose or objective and the outcome of the work, the required delivery timeframe, and the description of work in enough detail that GSA can develop a detailed cost estimate and award a contract.
When does PBS need to get a detailed scope of work for the RWA?
The scope of work is used to create the cost estimate, so a project scope should be developed before PBS can estimate its cost. GSA must approve and link a Summary Cost Estimate (SCE) to the customer’s Work Request before they can submit to GSA for potential acceptance into an RWA.
Does PBS require a scope of work and cost estimate to accept an RWA?
Yes, and customers may not submit their Work Requests for potential acceptance into an RWA without an estimate (SCE or OUE) linked.
Will there always be a formal scope of work for every RWA? Can the Description of Requirements be the scope of work?
Every project will have a scope of work that gives detail as to what the project involves and drives the cost estimate. The Description of Requirements can function as the scope of work for less complex projects, but there must be sufficient detail for an accurate cost estimate to be created from the information provided.
Can PBS ask for an RWA for design services if those services are required to develop the scope of work?
Yes.
Can PBS ask for an RWA for travel to remote sites to develop a scope of work?
Yes, but only for the travel portion and not for developing the scope of work.
Is there a formal scope of work template?
Currently, no.
Is it okay to deviate from the RWA scope?
No. If the customer needs to deviate from the RWA scope after the fiscal year in which the RWA was accepted has expired, then PBS must ask for a new RWA.
Can the customer change the scope on their RWA?
Customers may only amend for new scope in the same fiscal year as when the original RWA was accepted. Otherwise a new RWA is required.
How should a customer agency notify PBS of scope or amount changes?
If there is a change needed to the scope or requirements accepted as part of the original RWA, the customer should work with the PBS project manager to define the change in requirements to determine next steps. The project manager will provide either a revised or new SCE to reflect the changes or additions, and the customer must submit either a new RWA or an amended RWA in eRETA, depending upon whether or not the changes were within the scope of the original RWA or not and whether the customer agency’s funds from the original RWA remain available or have expired.
For scope changes in the same fiscal year of the customer’s obligational authority, how related to the original scope do the changes need to be?
It is advised that scope changes be related to original program/scope, especially if obligations to a contractor have occurred. If the scope changes are completely outside of the original scope, then PBS should close the project, return the funds to the customer, and ask for a new RWA. This is a matter of keeping our RWA projects clear and free from confusion.
Does the customer have to verify availability of funds prior to a scope change?
Yes, because the RWA would have to be amended or a new one provided and would require a new signature certifying the bona fide need and funding availability.
How long should PBS take to accept an RWA?
This depends on the variables surrounding the nonseverable project; regional resource availability, project complexity, etc. Once a fully executable RWA is received (RWA is fully funded and the customer clicks the “send to GSA button in eRETA”), GSA aims to route RWAs for signature within 15 business days. GSA encourages customers to engage in continuous and open communication with RWA Managers to ensure timely responses.
Are schedules required for acceptance of the RWA if procurement is anticipated to occur after 90 days?
Yes, schedules are required and procurement activities and milestones must be shown if the procurement is anticipated more than 90 days beyond the acceptance of the RWA.
Why are schedules not required for acceptance on all RWAs?
A schedule is only required for acceptance if the award date by PBS is anticipated beyond 90 calendar days from RWA acceptance. If a schedule is not provided then PBS will begin execution of the RWA within a reasonable time, further defined by PBS as 90 calendar days.
Does PBS need the Design Intent Drawings (DIDs) and Construction Drawings (CDs) completed before accepting the RWA?
No. DIDs and CDs will allow for increasingly accurate cost estimates. If estimates increase as a design matures, PBS must ask for an amendment to the previous RWA. If no RWA was collected during a lease project because no known lump sums existed and the DIDs and CDs lead to lump sums, then PBS will ask for the RWA at that point.
Can PBS accept phased RWAs? Accept the design RWA now and then accept the construction RWA later? Or, can PBS separate a large project into phases and then accept RWAs for each phase?
Yes. PBS encourages this approach, but must ensure that each phase is a fully deliverable project as detailed in the individual scopes of work.
Can PBS accept an RWA that states “miscellaneous repairs”?
No, there should be a description of the service the customer needs. It is only assumed the services to be provided are of a miscellaneous nature when an F Type RWA is used.
Are “not to exceed” clauses on RWAs permitted?
This is not a practice PBS supports. A customer agency is required to pay for the services they request and use. If PBS receives an RWA with this verbiage, or any vague or ambiguous language, PBS will return the RWA to the customer requesting the language be removed and the RWA resubmitted.
What is substantial completion?
RWA substantial completion means the customer agency may take beneficial occupancy of the space. There may still be punch list items remaining, but the customer can use the space for its intended purpose.
What if an RWA has construction and furniture? What is the substantial completion date on the RWA?
RWA substantial completion happens when the last item in the RWA scope of work is complete.
Should PBS wait until all contractor invoices are paid before marking substantial completion in RETA?
No. PBS should record RWA substantial completion prior to final contractor payments.
What if a project involves two or more RWAs? How does completion work in this situation?
Completion is based on the scope of work for each RWA, not the entire “Project.” The completion date on each RWA is based on when each RWA is substantially complete.
Can a customer cancel an RWA?
Yes. Customers can cancel RWAs after they have been accepted.
What is the cancellation procedure?
The customer should submit an N-input code (Cancel/Early Completion) amendment in eRETA. If costs have been incurred on any nonrecurring RWA, PBS should follow the substantial completion process instead of this cancellation process. If costs have not been incurred, upon receipt of a cancellation request from the customer, PBS should take steps to cancel the RWA in RETA.
What is the difference between completion, closeout, and termination?
Where can customers obtain completion and closeout letters?
Letters are available in the documentation/audit section of eRETA/RETA.
Error, The Per Diem API is not responding. Please try again later.
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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