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- (Non)recurring and (Non)severable RWAs
- A, B, and N Types
- C and D Types
- F Types
- R Types
- Severable Services and Nonseverable Services
- Overtime Utilities
- General Questions on RWA Types
(Non)recurring and (Non)severable 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.
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.
A, B, and N Types
A, B, and N type RWAs are all used for nonrecurring, one time needs. N Types are the most commonly used RWAs; they are fully funded by the customer and can be for federal and leased space. A Type RWAs are for split-funded projects in which both PBS and the customer agency provide funding for a project in federally owned space. B Type RWAs are for projects that are related to a PBS prospectus project.
The "one time need" means that projects are typically nonrecurring, nonseverable projects that result in a specific and unique final deliverable such as an alteration project.
Yes, an N Type for nonseverable services can be accepted during the period of availability of the funds and can be liquidated for up to 5 fiscal years beyond the expiration 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.
Yes, but only for nonrecurring services (i.e. services that are separately metered or billed).
No. This is the definition of parking funds and violates both GSA policy and appropriations law.
Yes, given that the scope of work is the same across all buildings and a cost estimate for each building is provided. See the National Policy Document for use of F Type and N Type RWAs for multiple buildings.
A PBS prospectus project is one that is approved by Congress as a line item in the PBS budget. Any RWA in support of a PBS prospectus project must be classified as a B Type RWA. The prospectus thresholds can be found on the GSA Annual Prospectus Thresholds page.
This decision is based on whether or not the RWA project is related to the PBS prospectus project. All reimbursable services (leased or owned, new construction, and repairs and alterations) related to PBS prospectus projects are assigned B-type RWA numbers, regardless of the authorized amount of the RWA. If the RWA project is outside the scope of the PBS prospectus project, then an N Type will be used.
- A PBS prospectus project is one that is approved by Congress as a line item in the PBS budget.
- The prospectus thresholds are dollar thresholds the RWA program uses for internal review purposes only. For example a $4 million RWA renovation project in owned space is above the prospectus threshold, meaning it is subject to stricter internal reviews by PBS. However it does not necessarily mean that it is a PBS prospectus project (or even related to a PBS prospectus project). The prospectus thresholds can be found on the GSA’s Annual Prospectus Thresholds page.
- PBS does not require any additional approvals from customers other than the signature from their Fund Certifying Official. It is up to the customer what type of review they wish to impose internally.
It must be a B Type RWA because the work is related to the PBS prospectus project.
C and D Types
A non-Federal customer would use an RWA for services and space needs in a GSA building just as a federal customer would.
C Type RWAs are used for recurring services and D Type RWAs are used for nonrecurring services and projects.
Unlike all other RWA types, C & D Types require prepayment by the customer via check (which must include the RWA number) or credit card (through the Department of Treasury's "Pay.gov" website)". Customers should contact their regional RWA Manager regarding regional finance office addresses where the check would be sent.
Non-Federal customers holding events in federal space.
Non-federal customers requiring overtime utility services in one of GSA’s buildings.
Customers should send RWA Work Requests as soon as possible, even before the start of the FY, for F Type services that will be needed. They can send for potential acceptance into an RWA at the start of the FY, once a Summary Cost Estimate (SCE) is linked to their WR.
F Type RWAs are for miscellaneous services that are typically needed throughout a fiscal year not to exceed $250,000 total per RWA and $25,000 per order. These RWAs are not legally permitted to cross fiscal years.
Yes, customers can amend an F Type up or down during the course of the fiscal year.
Any funds that have not been paid to PBS are still on the customer’s books as an obligation. The customer simply de-obligates that obligation when PBS closes the RWA and the customer receives a Closeout Letter.
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, so customers can preemptively de-obligate and redirect unused funding to other projects prior to the end of the fiscal year.
Identify historic costs and estimate accordingly.
It needs to provide the anticipated amount of service from which the authorized amount was derived and needs to give the basic required information in eRETA.
Typically severable, but can be nonseverable on rare occasions.
No, R Types can also bill quarterly.
R Types are most commonly used in federally owned space. In leased space, the lessor typically has separate metering capabilities for utilities, making an N Type the more appropriate choice.
Severable Services & Nonseverable Services
No, severable, but if a service is a one-time repair, then it would be nonseverable.
Yes, but the period of performance cannot exceed 12 months for annually funded RWAs in accordance with 41 U.S.C. § 3902.
No, recurring RWAs cannot cross fiscal years.
Overtime utilities are severable because a benefit is received each time the overtime utilities are used.
Estimated overtime utilities are recurring, whereas overtime utilities that are separately billed to PBS or separately metered are nonrecurring (the costs can be specifically identified).
The Reimbursable Services Program allows both N and F Types to be used for nonrecurring OU services, though the preference is to use an N Type because the F Type has many financial limitations and are harder to "track" overtime utility usage and needs.
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.
Generally yes, however, PBS uses an R Type for estimated overtime utility services and an N Type for separately metered and/or billed overtime utility services. Most leased space has separate metering or billing and Federally owned space does not.
It depends on the type of funding the customer provides. Annual funds would not be acceptable in this scenario. Multiple year funds may be used as long as the service's period of performance falls within the period of obligational authority of the funds, e.g. FY18-20 funds could be accepted in FY20 for FY19 overtime utility services. Also any no year funds could be used, since they are available for any past, present, or future need.
A CR should not prevent a customer from paying for its utilities. If a customer is unable to pay for its overtime utilities, then PBS should assist it in reducing its required services to a sustainable level. Even when customer agencies are operating under a CR, they are allowed to operate at the previous year spending levels. As such, customer agencies have the funding to pay for overtime utilities and should provide PBS an RWA for each CR period until 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. Once the customer receives their full annual appropriation, an RWA for the remainder of the year must be provided to PBS. 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.
General Questions on RWA Types
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.
PBS, specifically the PBS RETA Data Entry User, based on whether or not the work requested is for a recurring or nonrecurring need, and whether or not the work requested is a severable or nonseverable service.
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.
An A Type or B Type RWA, depending upon what funding PBS is providing.
Preventative maintenance for GSA-owned building equipment is an estimated amount for overtime utilities, therefore it should be part of the overtime estimate and included on the R Type RWA for recurring services.
Preventative maintenance for Customer-owned building equipment is based on the actual number of hours spent providing preventative maintenance services on the equipment, therefore it should be provided on an N Type RWA and will be billed based on actual costs incurred.