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Reimbursable Work Authorizations Background

Public Buildings Service. Reimbursable Work Authorizations Background. Reimbursable Services Division Office of Facilities Management & Services Programs General Services Administration May 2010. About Us. Ashlee Carlson and Steve Sacco Reimbursable Services Division

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Reimbursable Work Authorizations Background

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  1. Public Buildings Service Reimbursable Work AuthorizationsBackground Reimbursable Services Division Office of Facilities Management & Services Programs General Services AdministrationMay 2010

  2. About Us • Ashlee Carlson and Steve Sacco • Reimbursable Services Division • Established January 2009 • Program and Finance functions separated • Areas of Focus • Policy Management • Customer Analysis & Outreach • Data Management & Process Improvement

  3. Managing RWA Business • $4.4 Billion business annually • $2.9 Billion in UFCO (FY09 year end) • Approx $1.5 Billion across 12,000 new RWAs accepted annually • $856 Million in Recovery Act (ARRA) RWAs Anticipated • Approx $428 Million accepted to date (5/2/2010) • Approx $428 Million additional anticipated

  4. Managing Reimbursable Services • How can we work smarter, not harder? • How can we proactively manage our Customer’s business needs? • What can we do to standardize customer reporting? • How can we provide easy access to information for our customers?

  5. What Are Customers Telling Us? • Top RWA Customer Issues: • RWA policy inconsistently applied • RWA billing is not detailed enough • RWA communication • RWA receipt vs. acceptance • Funding balances • Project status • RWA close-out

  6. Improvements to Reimbursable Services Program Management • Implemented a National, Standard Workflow Tool: the RWA Entry and Tracking Application (RETA) • Enhanced the Process: Consistency and Communication (letters) • Improved the Bill – easier to read, more details • Additional improvements coming soon… • Fee Consistency – Automated 4% Fee in July 2009 to avoid inconsistent, lump sum fee charges

  7. Improvements to Reimbursable Services Program Management con’t • Accountability: Developed Performance Measures to change behavior • Training: Ongoing efforts to educate employees and customers (Level I/II/III) • Audit findings: taking corrective actions to fix all outstanding audit problems • Continuing to implement changes based upon customer feedback

  8. When Do Customers Use RWAs? • Alterations to existing space • Above Tenant Improvement costs • Above standard services (e.g. overtime utilities)

  9. What is an RWA? • RWA Definition • Agreement between GSA and customer whereby PBS agrees to provide materials and services and the customer agency agrees to reimburse GSA • Provides written documentation of a formal agreement (GSA Form 2957) • Identifies specific needs of customer agency and establishes financial arrangements

  10. Types of RWAs • Recurring: • When above-standard service costs cannot be readily identified and separated from standard operating costs • Example: Overtime utilities where service is not separately metered and/or billed from “9 to 5” utilities • One fiscal year limit • Non-recurring: • When above-standard service costs can be specifically identified and separated • Example: Overtime utilities where service is separately metered and/or billed • Example: Alterations • Example: Consulting or Estimating

  11. Types of RWAs • R-type • Example: overtime utilities • Recurring • Charged over the duration of the service • Closed at end of fiscal year • C-type • Example: utilities for private retail tenants space on first floor of Federal building • Recurring • Non-Federal Customer • Must be prepaid

  12. Types of RWAs • A-type • Example: construction and/or design services • Non-recurring, one time need • Non-prospectus repair and alteration when associated with federally owned property only • Funding of project shared by both customer (RWA) and GSA • N-type • Example: space changes in owned or leased Space • Non-recurring, one time need • Non-prospectus repair and alteration

  13. Types of RWAs • B-type • Example: tenant funded work associated with a prospectus project • Non-recurring, one time need • RWA is associated with any prospectus project (leased or owned), regardless of RWA amount • F-type • Example: changing key locks • Non-recurring, good for maximum of one fiscal year • Small, miscellaneous items • Purchase limits apply: • Up to $250,000 for year (per RWA), up to $25,000 per project

  14. Types of RWAs • E-type • Example: move associated with declared natural disaster • Non-recurring • FEMA mission assignments • D-type • Example: high school prom in a federal building • Non-recurring • Non-Federal customer • Must be prepaid

  15. GSA Policies & Guidelines • GSA RWA Form 2957 • Need signatures from both the Customer and GSA • RWA File Requirements: • All Signed RWA forms (including amendments) • Copies of the cost estimate • All correspondence between the GSA & customer • Authorized amount on the RWA form must match the cost estimate • RETA allows users to generate, retain, and share an electronic copy of these documents

  16. GSA RWA Form 2957Page 1:Customer Only

  17. GSA RWA Form 2957Page 2:GSA OnlyPage 3:Terms & ConditionsPages 4&5:Instructions

  18. GSA Policies & Guidelines Year-End Internal Controls • Non-recurring RWA request deadline (receipt date) is established by GSA annually. In FY2009, • DoD – June 15th • All Others – Sept 1st • RWAs submitted after the deadline (receipt date) may not be accepted if the request cannot be sufficiently reviewed and estimated prior to the end of the fiscal year

  19. Year 1 Year 2 Year 3 Year 4 Year 5 Period Of Contract Performance (Liquidation Period) FY2006 FY2007 FY2008 FY2009 FY2010 Example: Single-Year Appropriation One-year or Annual appropriation:An appropriation that is available for obligation only during a specific fiscal year. This is the most common type of appropriation. It is also known as a “fiscal year” or “annual” appropriation. (RETA FAQs #37)* Customer appropriations are to be executed within the life of the appropriation (in this instance 1 year) for obligation & five years for expensing, at which time the appropriation is cancelled. (RWA National Policy Document Sec 3.2.2) As of 9/30/2010 Appropriation is cancelled by congress GSA Accepts RWA 1/15/2005 Period Of Funding Appropriation Availability Year 6 FY2005 FY2011 Appropriation Year As of 9/30/2005 period of funding appropriation expires for new obligations

  20. RWA Phases Phase 1 Phase 2 Phase 3 Phase 4 Phase 5 Requirements Cost Estimate Acceptance Execution Completion and Close-out

  21. Requirements Phase 1: Requirements • Customer Submits Request • Customer contacts GSA with a bona fide need • Work together to develop requirements • Establish a fully defined scope of work

  22. Requirements GSA Acknowledges Receipt of RWA Phase 1: Requirements • GSA Project Manager assigned • GSA processes RWA in pending status • Assigns RWA number • Sends “Receipt” Customer Letter

  23. Requirements Description of Requested Work Phase 1: Requirements • Summary level scope of work, including: • Type of Work: • Detail work to be performed • Location(s) of work (e.g. building, floor, room) • Should not be open-ended or vague • Amount or Magnitude of Work: • Square footage • The number of hours of service • This information goes in Block 7

  24. Cost Estimate Phase 2: Cost Estimate • Develop Cost Estimate • Created by GSA. However, if provided by customer, GSA must validate. • Includes all direct costs • Examples: Design, construction management, contingencies, travel, moving, furniture, etc. • Includes all indirect costs (if applicable) • 4% project management fee • sliding scale overhead fee or flat overhead fee of $100

  25. Cost Estimate Phase 2: Cost Estimate • Fees: Project Management (4%) • Covers Regional oversight of delivering RWA projects • Example: Budget Analyst time entering RWAs into RETA • Example: GSA PM coordinating efforts with contractors • Example: Contracting Officer awarding/administering contracts • Fee does notapply to: • Example: Personal property costs such as Furniture, Equipment, and Supplies • Example: Moving Costs • Example: Overtime Utilities

  26. Cost Estimate Phase 2: Cost Estimate • Fees: GSA’s Sliding Scale • Recovers the nationwide indirect cost of managing and operating the PBS Reimbursable Services Program • Example: Reimbursable Services Division • Example: Financial Operations Division • Example: Office of Finance • Example: Managing and maintaining RWA Systems • Overhead Fee is based on actual expenses • The scale is capped at $30,000 per RWA

  27. Cost Estimate Phase 2: Cost Estimate • Fees: Recurring RWAs • Incur a flat overhead fee of $100 per RWA • Minimal administrative costs associated with managing recurring RWAs

  28. Cost Estimate Phase 2: Cost Estimate Common Estimate Components Construction Costs & Contingencies + Architecture/Engineering (A/E) Costs + Construction Management (CM) Costs + 4% Project Management (PM) Fee + Personal Property Costs + RWA Overhead Fee (sliding scale) = Authorized Amount of RWA

  29. Acceptance Phase 3: Acceptance • Needed for Acceptance of RWA • Scope of Work is fully defined • Cost Estimate sufficiently supports the scope of work • Bona Fide Need is established by customer • Agency Fund Certifying Official is knowledgeable about funding authority

  30. Acceptance Acceptance of RWA Phase 3: Acceptance • Customer Funds Certifying Official must sign RWA Form confirming: • Funds are legally available • All unique funding and procurement requirements of the Requesting Agency have been disclosed • GSA Funds Certifier officially accepts RWA by signing RWA • Pending RWA is submitted and accepted into RETA • GSA sends “Acceptance” Letter to customer

  31. Acceptance Phase 3: Acceptance RWA Amendments • Amendments are accepted from customers, however… • Changes in scope must meet 3 requirements: • Funds are legally available for new purpose • Bona Fide Need exists • The appropriation has not lapsed for obligational authority • Agencies amend RWAs to increase or decrease RWA amount

  32. Acceptance Phase 3: Acceptance Recovery Act (ARRA) RWAs • “Recovery Act” box (Block 13C) should be checked • Customers should follow ARRA RWA Checklist • Naming convention: prefixed as N40 (Block 2) • GSA assigns RWA number • RETA has built-in internal control for ARRA funds • Mixed Fund Projects (i.e. ARRA funds & Traditional funds): • Must complete two separate RWAs

  33. Execution Phase 4:Execution RWA Management • Acquisition Plan established • Scheduled milestones established (if necessary) • Regular and periodic review of RWA inventory • Example: RWAs with no financial activity in last 90 days • Example: RWAs with expiring customer funding

  34. Execution Phase 4:Execution • RWA Billing • What triggers a Bill? • Inspection or Receiving Report identifies delivery of service (partial or full) • 4% Project Management Fee automatically applied on top of “eligible” expenses • Overhead automatically applied to all expenses • Billing Term is identified on GSA Form 2957 • Block 9B • Monthly (M), Quarterly (Q), or Advance (A)

  35. Execution Phase 4:Execution RWA Payment • Customers can make payment via: • Treasury’s IPAC System (most federal customers) • Interfund (internal GSA customers only) • Check (non-federal customers and non-IPAC customers) • Credit Card (non-federal customers; federal customers in limited cases - not preferred)

  36. Execution Phase 4:Execution Old Bill and IPAC

  37. Execution Phase 4:Execution New RWA Bill (Top half)

  38. Execution Phase 4:Execution New RWA Bill (bottom half)

  39. Completion/ Closeout Phase 5: Completion & Closeout RWA Substantial Completion • Physical work is complete • “Punch list” items may exist, however work has been substantially complete • GSA sends “Completion” Letter to customer

  40. Completion/ Closeout Phase 5: Completion & Closeout • RWA Financial Closeout • All costs have been billed and all invoices have been paid • GSA sends “Closeout” Letter to customer • Agency may de-obligate remaining funds • Residual/Excess funds cannot be used for a different RWA or a new scope of work

  41. Completion/ Closeout Phase 5: Completion & Closeout RWA Cancellations • Customer Agency may cancel an RWA anytime before charges are incurred by PBS against an RWA • Customer must submit an Amendment to cancel the RWA • If GSA has incurred costs, GSA will bill the Customer • Any remaining funds may be de-obligated by the customer upon receipt of the “Closeout” Letter

  42. RWA Customer Letter Templates **RWA Project Follow-Up Letter to be used only if needed

  43. Improvements and Successes • FY2008: • Standardized Cost Estimate Template • Improved Customer Bill • FY2009: • Electronic Documentation Tool and RETA Email Functionality • Automated Customer Letters • 4% Fee Automation

  44. Program Initiatives Going Forward • Education and Outreach: • Updated and enhanced RWA Level I Training (available August 2010) • Available at www.gsa.gov/rwa • Specific Competency RWA Level II and III Training • Region by Region Classroom training (April-August 2010) • Policy: • Updating National Policy Document (anticipated June 2010)

  45. Program Initiatives Going Forward • Process Streamlining and Systems: • External RETA Access for Customer Agencies • Read-only Documentation Tool access (anticipated August 2010) • Electronic RWA Request Submission capabilities (anticipated FY2011/2012) • Consolidating additional RWA tools into RETA

  46. Customer Tools • RWA Customer Portal: • www.gsa.gov/rwa • RWA Search • www.finance.gsa.gov • To be replaced with external RETA access • Billview Website • www.finance.gsa.gov

  47. PBS Regional RWA Network Available at www.gsa.gov/rwa

  48. Questions? Director Denise Funkhouser Denise.Funkhouser@gsa.gov Customer Analysis/Outreach Ashlee Carlson Ashlee.Carlson@gsa.gov Process/Data Management Steven Sacco Steven.Sacco@gsa.gov Policy Management Lester Boggs Lester.Boggs@gsa.gov

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