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Which letters will I receive for my RWA?
We send customer letters at key points during the course of the RWA. The table below shows which letters are required by RWA type.
| RWA type | Acceptance | Follow-up | Completion | Closeout | Cancellation closeout |
|---|---|---|---|---|---|
| A | Yes | As needed | Yes | Yes | As needed |
| B | Yes | As needed | Yes | Yes | As needed |
| C | No | NA | No | No | As needed |
| D | No | NA | No | No | As needed |
| F | Yes | As needed | No | Yes | As needed |
| N | Yes | As needed | Yes | Yes | As needed |
| R | Yes | NA | No | No | As needed |
Who receives these letters?
We send the letters to selected contacts associated with the RWA. This typically includes key customer and PBS points of contact from the RWA.
Can I view these letters in RETA/eRETA?
Yes. You can view letters in the Documentation section of RETA/eRETA for the agency bureau codes they are authorized to access. We will be able to see all letters.
Will I receive an acceptance letter for amendments?
Only in certain cases. You will receive an acceptance letter if the amendment changes the:
Administrative updates do not trigger a letter.
Do you sign these letters?
No. These are official communications eRETA/RETA generate. They are not signed, but they serve as formal notifications about the project.
When will I receive the acceptance letter?
You will typically receive it shortly after we fully signed and accept the RWA, typically within five business days of that happening.
Why would I receive a follow-up letter?
We send this letter when we need additional information from the customer and work cannot continue without it.
If there is no response, the project may be closed, delayed, or costs may increase.
Will I receive a rejection letter?
No. We typically have a discussion with the customer before rejecting work. However, you will receive an automated notification if the Work Request or RWA is cancelled.
What’s the difference between completion and closeout letters?
Completion letter: The work is mostly finished and ready to use (punch list items may remain), but final payments are still in progress. Funds can NOT be deobligated.
Closeout letter: All work and payments are complete. The RWA is fully closed. Funds can be deobligated.
What should I do when I receive a closeout letter?
Follow the instructions in the letter. This letter confirms that you may de-obligate any remaining funds identified
Will I receive these letters for F-type RWAs?
Completion Letter: No
Closeout Letter: Yes
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.
To whom should I direct RWA questions?
Who you contact depends on what your question is about. See the list on our contact page.
Where can I access the most recent fiscal year-end customer letters?
In the policy and guidance section.
Are the fiscal year-end letters hard dates I must follow?
Yes.
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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