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What is the difference between recurring and nonrecurring RWAs?
Recurring RWAs provide services to customer agencies where the costs of those services cannot be readily differentiated or separated from standard operating costs. Nonrecurring RWAs are those RWAs that provide services where costs can be readily identified and separated from standard operating costs.
What is the difference between severable and nonseverable RWAs?
A severable service is one in which the customer agency receives value as the service is rendered; the services are continuing in nature. A task is severable if it is divisible into components where each component meets a separate customer agency need. A nonseverable service or project is one in which the customer agency receives value only at the completion of the service or project. A task is nonseverable if it is required in its entirety to meet the customer agency need.
What is the difference between an A, B, and N Type RWA?
A, B, and N type RWAs are all used for nonrecurring federal agencies, one time needs. N Types are the most commonly used RWAs; they are fully funded by the customer and can be for federal or leased space. A Type RWAs are for split-funded projects in which both PBS provides BA54 funds and the customer agency provides RWA funding for a project in federally owned space. B Type RWAs are for projects that are related to a PBS prospectus project regardless of the dollar value of the RWA.
Can an N Type last more than one year?
Yes, an N Type for nonseverable services can be accepted during the period of availability of the funds and can be liquidated against for up to 5 fiscal years until the end of that fiscal year beyond the expiration of obligational authority of the customer’s funds. If an annually funded severable service is performed on an N Type, the N Type RWA can only last 12 calendar months and the services must be obligated prior to the expiration date of obligational authority of the fund.
Can severable services be placed on an N Type?
Yes, but only for nonrecurring services where costs are readily identifiable (i.e. services that are separately metered or billed).
Can PBS use an N Type for miscellaneous services (i. e. similar to F Types, but do not close out at the end of the fiscal year)?
No. This is the definition of parking funds and violates both GSA policy and appropriations law.
Can N Type RWA include multiple buildings or locations?
Yes, given that the scope of work is the same across all buildings and other requirements as outlined in RWA Policy are met. See the National Policy Manual for use of N Type RWAs for multiple buildings.
What do you mean by “PBS prospectus projects”? What do they have to do with B Type RWAs?
A PBS prospectus project is one that is approved by Congress as a line item in the PBS budget. Any RWA in support of or done in coordination with a PBS prospectus project must be classified as a B Type RWA to allow for financial reporting to Congress. The prospectus thresholds can be found on GSA’s website.
Are prospectus authority approval/waivers required if the RWA goes over PBS’s prospectus threshold?
The PBS prospectus threshold does not apply to customer funding. If a customer exceeds their agency’s prospectus threshold, PBS does not require any additional approvals from customers other than the signature from their Fund Certifying Official, certifying that they have the authority to use the fund as cited on the RWA.
A customer decides halfway through a PBS prospectus project that they would like PBS to assist with the move and furniture. This requires a new standalone RWA. What RWA type should be used?
It must be a B Type RWA because the work is related to the PBS prospectus project.
What is the difference between a C and a D Type RWA?
C Type RWAs are used for recurring services. D Type RWAs are used for nonrecurring services and projects.
How does a non-federal customer establish an RWA, since they can’t use eRETA?
Non-federal customers should contact the RWA program contacts, who will establish a Work Request (draft RWA) within the RETA system. The program contacts can then supply the RWA number to the non-federal customer, to cite on their pre-payment to GSA. Please see the RWA program’s “Contact” page.
How does funding and payment work for C and D Type RWAs?
Unlike all other RWA types, C and D Types require prepayment by the customer via credit card (through the Department of Treasury’s “Pay.gov” website) , or check. Customers should contact the RWA manager regarding regional finance office addresses where the check should be sent.
To whom should the check be written for C and D Type RWAs?
General Services Administration
What is an example of something a D Type RWA would typically be used for?
Renting a space for a mock trial, filming a movie in a federal building, or renting a space for a wedding.
What is an example of something a C Type RWA would typically be used for?
Non-Federal customers requiring overtime utility services in one of GSA’s buildings.
How do customers get an F type RWA established?
Customers should send RWA Work Requests as soon as possible, even before the start of the next FY, for F Type projects and services that will be needed. They can then submit RWAs for potential acceptance at the start of the FY, once a Summary Cost Estimate (SCE) is linked and approved to their WR. Customers should include “F Type” in the description of requirements field to aid in identifying the RWA as an F Type.
How can PBS accept RWAs for miscellaneous services and still satisfy the Bona Fide Needs rule and Recording Statute?
The bona fide needs rule and recording statute require services to be detailed and recorded prior to the expiration date of obligational authority of a fund. F Type RWAs are for miscellaneous services that are typically needed throughout a fiscal year not to exceed $250,000 total per RWA and $50,000 per order. These RWAs are not legally permitted to cross fiscal years and all work must be physically completed prior to the expiration date of obligational authority; therefore their use, bona fide need, scope details and financial record, remain within the period of availability of the customer’s funding.
Can customers amend F Type RWAs?
Yes, customers can amend an F Type during the course of the fiscal year.
Where do the funds go if there is some left over on an F Type at the end of the year?
Any funds that have not been expensed by PBS prior to the end of the FY cannot be used by PBS. The customer may deobligate the excess funding on their books upon receipt of the Closeout Letter.
Do F Types have to be obligated and expended by the end of the fiscal year?
Yes, F Types have to be obligated and expended before the end of the fiscal year as F Types close at the end of the FY. This highlights the importance of monitoring the funding balances. If it appears there are excess funds on the RWA that will be returned when the RWA is closed, PBS and the customer can preemptively amend the RWA to deobligate excess funds. Then the customer can redirect unused funding to other projects prior to the end of the fiscal year.
What should the scope/description of requirements say for an F type RWA?
Because F type RWAs are for miscellaneous projects and services, the scope on the RWA should say “miscellaneous projects” and “F Type”. If more scope detail is available, the team should consider accepting the RWA as an N type instead.
Are R Types typically severable or nonseverable?
Severable.
Are R Types used in owned space only?
R Types are most commonly used in federally owned space. PBS cannot use recurring RWAs (R Types) for leased space if the lessor provides specific invoices/bills for the above standard services.
Can an RWA that is severable and recurring cross fiscal years?
No, recurring RWAs cannot cross fiscal years.
Is preventative maintenance considered nonseverable?
No, regular preventative maintenance is a severable service.
Is a repair identified during preventative maintenance also severable?
No, a repair or construction activity is nonseverable.
Can severable service RWAs cross fiscal years?
Yes, but the period of performance cannot exceed 12 months for annually funded RWAs in accordance with 41 U.S.C. § 3902 and the funds have to be obligated prior to the customer funding expiration.
Is firing range cleaning considered a severable or nonseverable RWA?
It depends on the contract’s scope of work:
Are overtime utilities severable or nonseverable?
Overtime utilities are severable because a benefit is received each time the overtime utilities are used.
Are overtime utilities recurring or nonrecurring?
Overtime utilities that are separately billed to PBS or separately metered are nonrecurring as the costs can be specifically identified. Recurring RWAs are used for overtime utilities where the costs cannot be specifically identified and are billed based on the estimate.
What Type of RWA should be used for overtime utilities in leased space?
N Types because PBS cannot use recurring RWAs (R Types) for leased space if the lessor provides specific invoices/bills for the above standard services.
What type of RWA should be used for overtime utilities in owned space?
R Type for non separately billed overtime utility services and an N Type for separately metered and/or billed overtime utility services.
What do I do if I have a severable service where I cannot provide a level of detail needed to award a contract? Or if the services are “ad-hoc” or “as needed”?
The RWA will need to be an F-type and follow the F-type rules (see RWA Policy). The description of requirements should include the phrase “F type” to ensure the RWA is set up properly.
How specific does the scope need to be on a severable services RWA?
The description of requirements on a severable service RWA must have enough specificity to award a contract and include:
What do I do if I have a severable service where I cannot provide a level of detail needed to award a contract? Or if the services are “ad-hoc” or “as needed”?
The RWA will need to be an F-type and follow the F-type rules (see RWA Policy). The description of requirements should include the phrase “F type” to ensure the RWA is set up properly.
How does PBS handle overtime utilities required by a customer who is operating under a Continuing Resolution (CR)?
A CR should not prevent a customer from paying for its utilities. If a customer is unable to pay for the entire year of overtime utilities, then PBS should reduce services to the period of performance to the CR period until the CR ends. The RWA will need to be modified once when the CR ends. Customers should also keep in mind that the flat $500 fee for recurring RWAs (e.g. OUs in GSA owned space) is charged in the first month of billing, regardless of whether the RWA is fully funded or partially funded due to the CR. A user guide for GSA employees and customers on how to process overtime utility RWAs during a CR can be found at www.gsa.gov/ereta on the “eRETA Training Materials” page.
Do RWA Types really matter?
Yes. It is imperative that PBS assign the correct RWA Type to an RWA. This matters for data reporting, audits, financial reporting, customer billing, and accurate application of policies and appropriations laws.
Who determines the RWA Type?
PBS.
Are any RWA Types determined by the dollar amount of the RWA?
RWA Types are decided by the project, not by amount (e.g. a space project is an A Type or an N Type unless it is associated with a prospectus project which makes it a B Type.) There is a $250,000 limitation for F Types, and though an important consideration for the F Type RWA, the dollar amount of the RWA should not be the leading consideration for selecting the RWA Type.
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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