Stacie Toole Supervisory Accountant GSA

1. Office of the Chief Financial Officer GSA Vendor Payment Update Stacie TooleSupervisory AccountantGSA June 10, 2009

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 • Prompt Payment Act • Taxpayer Identification Number Policy • Debt Collection Improvement Act of 1996 • Central Contractor Registration • 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 • FAS (to be transitioned in FY2009)

8. Financial and Payroll Services Division Processes Payment Functions for: • Federal Acquisition Service • Supplies & Services • GSA Fleet Vehicles & Maintenance • Transportation • Technology Services (transition FY2009) • GSA Staff Offices • Credit cards, travel & relocation for all funds • External Clients • Payroll

9. 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/

10. 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

11. 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

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

13. 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

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

15. 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

16. 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

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

21. Electronic Invoicing Vendor Self Service (VSS) • Pegasys Purchase Orders • Launched 2007 • Current Stats: • Registered Vendors: 135 • # Submitted Invoices: over 5,400 • Amount Paid Invoices: around $191 million

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

23. Questions??? Thank You