Andrew Marsh Accountant GSA

1. Office of the Chief Financial Officer GSA Vendor Payment Update Andrew MarshAccountantGSA May 4, 2010

2. Value to the Customer • Value: Vendors gain a better understanding of the Prompt Payment Act requirements. • Example: Vendors should be receiving their payments from GSA within 30 days in accordance with the Prompt Payment Act requirements. • Value: Vendors learn more about internet invoicing options for Fedpay to receive faster payments from GSA. • Example: A vendor may receive payment for an invoice in as little as 10 days if full cycle electronic commerce is applicable.

3. Overview • GSA – The Agency • Office of the Chief Financial Officer • Rules and Regulation • GSA Payment Information • Benefits of Electronic Commerce • Electronic Invoicing • References

4. GSA – The Agency Public Buildings Service • New Building Construction • Space Acquisition • Repair and Alteration • Recurring Services • Utilities Federal Acquisition Service • Network Services • Information Technology Services • Products – Supplies & Services • Vehicles & Maintenance • Transportation

5. OCFO – Office of Finance Office of Financial Policy and Operations Washington D.C. Financial Services Division Fort Worth, TX Financial and Payroll Services Division Kansas City, MO

6. Office of Financial Policy and Operations • Provides Management Policy Formulation • Financial Statements/External Reports • Interpretation & guidance on policy & accounting requirements • Financial Management liaison for service lines & external bodies • Program Management & execution of financial initiatives

7. Financial Services Division Provides Payment Functions for: • Public Building Service • New Building Construction • Space Acquisition • Repair and Alteration • Recurring Services (e.g. maintenance, seasonal) • Utilities

8. Financial and Payroll Services Division Processes Payment Functions for: • Federal Acquisition Service • Supplies & Services • GSA Fleet Vehicles & Maintenance • Transportation • Technology Services • GSA Staff Offices • Credit cards, travel & relocation for all funds • External Clients • Payroll

9. Rules and Regulations: • Prompt Payment -Invoice Requirements www.fms.treas.gov/prompt/ • Taxpayer Identification Number Policy 5 CFR Part 1315 • Debt Collection Improvement 31 CFR Part 208 • Central Contract Registration http://www.ccr.gov

10. Prompt Payment Act (PPA) • Enacted by Congress in 1982 • Revised September 1999 • Requires Federal agencies to pay timely • Requires interest penalties when payments are late • States discounts can only be taken when payments are made by discount date • Establishes “start date” for invoices • www.fms.treas.gov/prompt/

11. PPA - Invoice Requirements • Name & address of contractor • Invoice date • Invoice number • Contract #, PO # or other authorization for delivery of goods and services • Description, price, quantity • Shipping & payment terms • Taxpayer Identification Number (TIN) • Remit to address & banking information • Contact name & number

12. PPA – Start Date Start Date is Later of: • Date invoice received in billing office OR • Date property or services are received and accepted Start Date for Discounts: • Date of invoice • If there is no invoice date, then the date the invoice is received

13. Taxpayer Identification Number (TIN) Policy • Issued November 9, 2000 • Requires TIN on Federal payments certified to Treasury

14. Debt Collection Improvement Act of 1996 • Act amended USC to require Federal agencies to convert to EFT in 2 phases • Phase I - Effective July 26, 1996 all newly eligible recipients must be paid by EFT • Phase II - Effective January 1, 1999 all Federal payments must be made by EFT

15. Central Contractor Register (CCR) • Created to streamline administrative process in DoD • Single source entry of data • Allows Contractor to take responsibility for data accuracy

16. CCR – Who Should Register? • FAR 4.1102 (Oct 1, 2003) “Prospective Contractors shall be registered in the CCR database prior to award of a contract or agreement.” • http://www.gsa.gov/far • One-time registration • Must update or renew annually (at a minimum) • http://www.ccr.gov

18. CCR – GSA Policy and Information • Contractors will work with Contracting Officers on name changes, corrections/changes to Doing Business As (DBA) • FAR-based Contractors required to update information on CCR • Return Form 3881 (ACH Vendor/Misc Pmt Enrollment Form) for CCR contractors • Suspend payments when improper information is received • Suspend payments when vendor registration expires • Effective 10/30/2005 – CCR is validating TIN/Taxpayer name combination with IRS records • Coordinate with your contracting officer for any changes to your company name or address so contract modifications can be processed timely

19. GSA Payment Information • Internet Vendor Payment Information • www.finance.gsa.gov • User ID & password assigned • Vendor payment information available • Frequently asked questions • E-mail notification of payments • How to sign up for e-mail notification • Vendors added upon request • Remittance information included in e-mail

20. www.finance.gsa.gov

22. Benefits of Electronic Commerce • Convenience • Paperless • No postage costs or mail delays • Get paid faster • Current access to payment information

23. Electronic InvoicingFederal Acquisition Service • FedPay Application– GSA Supplies & Services, Fleet Vehicles & Maintenance and Transportation payments • http://fedpay.gsa.gov/ • FedPay orders are subject to 10-day payment terms for vendors who perform full cycle electronic commerce • VITAP Application – GSA IT Services • www.finance.gsa.gov

24. Vendor Self Service (VSS) • Pegasys Purchase Orders • Launched 2007 • Current Stats: • Registered Vendors: 219 • # Submitted Invoices: over 13,373 • Amount Paid Invoices: around $475 million • http://vss.gsa.gov/ • If interested in signing up please contact Angela Shields at 816-926-5963

25. Reference Web Sites Treasury: www.treas.gov GSA: www.gsa.gov USA.gov: www.usa.gov(formerly FirstGov) OMB: www.whitehouse.gov/omb/

26. Questions??? Thank You