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When does Public Buildings Service need to get a detailed scope of work for the Reimbursable Work Authorization?
The scope of work is used to create the cost estimate, so a project scope should be developed before we can estimate its cost. We must approve and link a Summary Cost Estimate, or SCE, to the customer’s Work Request before they can submit to us for potential acceptance into an RWA.
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; not for developing the scope of work.
Is there a formal scope of work template?
Not currently.
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 on whether or not the changes were within the scope of the original RWA 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 we 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.
Whom should customers direct RWA questions to?
Which RWA manager you contact depends on what your question is about.
Can customers fill out 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 us. Non-federal customers, that is private entities and state and local governments, cannot access eRETA so they will still submit page one of the RWA Form 2957. Visit gsa.gov/rwa for more information.
Who is responsible for knowing an agency’s Treasury Account Symbol, or 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 at Treasury’s Central Accounting Reporting System
Can PBS enter an RWA for the customer?
No. Customers are required to use eRETA to send all Work Requests/RWAs to us. The only exception is for non-federal customers (private entities, state governments, local governments) who cannot access eRETA and must complete all documents by hand. We will upload these into eRETA on behalf of the non-federal customer.
How detailed does the Description of Requirements need to be?
Prior to RWA acceptance, the Description of Requirements must include the following in enough detail, so that we can develop a detailed cost estimate and award a contract:
How long does it take to assign a WR?
PBS assigns work requests using a collaborative and cross divisional effort. We strive to move things as fast as possible. If you have questions about a specific WR assignment, reach out to nonseverable_assignments@gsa.gov. or severableservice_rwa@gsa.gov depending on type of WR.
How long should PBS take to accept an RWA?
This depends on the many variables surrounding the nonseverable project; resource availability, project complexity, and so forth. Once a fully executable RWA is received (the RWA is fully funded and the customer clicks the send to GSA button in eRETA), we aim to route RWAs for signature within 15 business days. We encourage 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.
Does PBS need the Design Intent Drawings and Construction Drawings completed before accepting the RWA?
No. DIDs and CDs will allow for increasingly accurate cost estimates. If estimates increase as a design matures, we 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 we will ask for the RWA at that point.
Can PBS accept phased RWAs, such as accepting a design RWA initially and then accepting the construction RWA later? Or, can PBS separate a large project into phases and then accept RWAs for each phase?
Yes. We encourage this approach, but must ensure 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.
Who is authorized to sign the RWA as the Customer’s Fund Certifying Official?
It can be any position within the requesting customer agency that is qualified and certified by the requesting organization to commit and obligate funds on behalf of the agency.
Are “not to exceed” clauses on RWAs permitted?
This is not a practice we support. A customer agency is required to pay for the services they request and use. If we receive an RWA with this verbiage, or any vague or ambiguous language, we will return the RWA to you requesting the language be removed and the RWA resubmitted.
Does the Fund Certifying Official need an eRETA account to sign the RWA in eRETA?
No. Signatures are captured via email through DocuSign, signatures do not happen in eRETA. The Agency Fund Certifying Official will receive an email to sign and does not require an eRETA account.
When will the customer’s Fund Certifying Official receive a signature request?
After we complete our internal review and formally request signatures. Signatures do not happen in eRETA, they happen via email from DocuSign.
What if the customer signer did not receive the email?
Look at the email address entered in the Customer Approval tab in eRETA to ensure it’s spelled correctly. If yes, ask your agency Fund Certifying Official to:
If it’s still missing, contact eRETA@gsa.gov.
What is a Summary Cost Estimate?
The SCE is the electronic estimate in RETA used by us to summarize the total estimated direct and indirect costs of a project.
Who completes the SCE?
The GSA project manager associated with the RWA Work Request completes the SCE in RETA.
When does PBS charge directly for travel on line 8 of the SCE?
We charge for travel when the travel is outside of our local area — 50 miles — or is in excess of the typical travel required for a project (for example, the customer requires us to be onsite more than the typical project).
Do PBS fees calculate automatically on the SCE?
Yes.
Should the customer or PBS supply estimates?
Typically, we create the detailed estimate/Independent Government Estimate, or IGE, and uses it to produce a Summary Cost Estimate.
Can PBS accept customer-provided cost estimates?
Yes, but we must still conduct our own due diligence to verify the validity of the customer’s estimate. Per our RWA policy, we can accept customer-provided cost estimates to support an RWA as long as the customer is willing to share the basis for those estimates in order for the GSA Cost Estimator, or the GSA PM, to acknowledge in writing that the customer-provided cost estimate is acceptable.
Can customer agencies use remaining funds for other RWA projects?
No. If there are funds remaining on an RWA at the end of a project, we must send a closeout letter to the customer, so that customer can deobligate the funds on its books and determine any further availability or potential use of any remaining funds.
Can PBS move customer agency funds between RWA projects?
No. If funds are remaining on an RWA, then the RWA must be closed and notice must be given to the customer identifying the remaining balance to be deobligated.
Should PBS return the remaining balance to customers when the RWA project is complete?
No. At financial closeout, we should notify the customer to deobligate any remaining funds and let the customer agency determine what to do with the funds.
What happens if an RWA project is no longer needed?
RWAs without any financial activity may be canceled, but RWAs with any financial activity will follow the substantial completion process. We will collect any remaining expenses incurred prior to early completion and then allow the customer to deobligate the remainder.
When are amendments appropriate and when is a new RWA required?
An RWA should be amended for cost increases that are attributable to within scope changes for antecedent liabilities or a reduction in scope or requirements. Amendments for new scope are only accepted in the same fiscal year the original RWA was accepted. If adding new scope in a different fiscal year, 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 an amended or a new 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.
Can a customer agency change the amount of an RWA without signing the RWA again?
No. eRETA will force the customer to send an amendment to us which will be routed to both the Customer Funds Certifying Official and GSA Approving Official for signature.
Can customer agencies add new scope to an RWA funded with no-year funds throughout the lifecycle of the RWA?
RWAs funded with no-year funds may only be amended to add new scope during the same fiscal year in which the RWA was accepted by PBS.
Is the original customer funding still cited in RETA/eRETA when PBS accepts an amendment?
Yes. All agency accounting detail lines are available on the “Accounting Details” tab in RETA/eRETA. The Accounting Details tab can handle multiple customer detail lines that vary by Fund Year, Fund Type, Expiration Date of Obligational Authority, Treasury Symbol, or Agency Accounting Data. However, our Pegasys financial management system can only handle one accounting line at a time. As such the detail line most recently updated in RETA (highlighted green)/eRETA is the line that will be sent to Pegasys and printed on RWA bills. Customers may change the “Line to Bill” by:
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. We should record RWA substantial completion prior to final contractor payments.
How does completion work if a project involves two or more RWAs?
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 acceptance.
Do customers need to sign an RWA to cancel it?
No, customers will submit an N-input code (Cancel/Early Completion) amendment in eRETA and provide a justification as to why they wish to cancel the RWA. However, they are not required to sign the RWA to cancel.
What is the cancellation procedure?
The customer must submit an N-input code (Cancel/Early Completion) amendment in eRETA. If costs were incurred on any nonrecurring RWA, we must follow the substantial completion process instead of the cancellation process. If costs were not incurred, upon receipt of a cancellation request from the customer, we must take steps to cancel the RWA in RETA.
What is the difference between completion, closeout, and termination?
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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