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GSA Vendor Payment Update

GSA Vendor Payment Update. Office of the Chief Financial Officer. Stacie Toole Accountant GSA. May 10, 2011. Value to the Customer. Value: Vendors gain a better understanding of the Prompt Payment Act requirements.

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GSA Vendor Payment Update

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  1. GSA Vendor Payment Update Office of the Chief Financial Officer Stacie TooleAccountantGSA May 10, 2011

  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. EFT Payments • Debt Collection Improvement Act of 1996 • Required 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 • Update • New recipients on or after May 1, 2011 will be required to receive payments electronically • Current recipients already receiving paper checks will not be required to convert to electronic payments until March 1, 2013 • http://www.fms.treas.gov/eft

  15. Central Contractor Register (CCR) • Single source entry of data • Allows Contractors to take responsibility for data accuracy • Return Form 3881 (ACH Vendor/Misc Pmt Enrollment Form) for CCR contractors • Suspend payments when improper information is received or 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, corrections/changes to Doing Business As (DBA) or address so contract modifications can be processed timely

  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

  17. GSA Payment Information • Vendor Payment Information • http://apps.ocfo.gsa.gov/vendorpayment • Frequently asked questions • E-mail notification of payments & how to sign up • Payment Status Information • Help Desk Information • Electronic Invoicing Information

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

  19. Electronic Invoicing • Federal 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

  20. Vendor Self Service (VSS) • Pegasys Purchase Orders • Launched 2007 • Current Stats: • Registered Vendors: 256 • # Submitted Invoices: over 5,900 • Amount Paid Invoices: around $319 million • http://vss.gsa.gov/ • If interested in signing up please contact Angela Shields at 816-926-5963

  21. Reference Web Sites & Phone Numbers • Treasury: www.treas.gov • GSA: www.gsa.gov • USA.gov: www.usa.gov(formerly FirstGov) • OMB: www.whitehouse.gov/omb/ • GSA Payment Information: http://apps.ocfo.gsa.gov/vendorpayment • Financial and Payroll Services Division (Kansas City, MO) • 1-800-676-3690 Ext 67287 • Financial Services Division (Ft Worth, TX) • 817-978-2408

  22. Questions??? Thank You

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