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GSA Mid-Atlantic Regional Account Managers (RAMs) recently partnered with GSA Northwest/Arctic Region and Rocky Mountain Region to host webinars on Reimbursable Work Authorizations (RWA) and the related management and billing systems: the External RWA Entry and Tracking Application (eRETA) and the Vendor and Customer Self Service (VCSS). The webinars were part of GSA’s monthly Client Enrichment Series, designed to share information about GSA policies, procedures, and available services with our clients. The sessions focused on GSA’s RWA process, including a live demonstration of the RWA information management eRETA RWA Customer Portal. Clients learned how to navigate the systems they’ll use to view RWAs and their bills.
We received a number of questions from our client participants during these webinars, and wanted to share a few, along with our answers, with you.
Question: What features of VCSS are distinct from eRETA?
Answer: The External RWA Entry and Tracking Application (eRETA) is a customer-facing application where real-time RWA information and documentation is available to GSA clients. GSA rolled out eRETA in 2011 as a replacement for the former “RWA Search” website.
VCSS and eRETA are complementary applications. eRETA is a “project management” application to track the status of RWAs, access related project documentation, and run global reports on the status of all RWA projects in a given city, state, region, or client agency. VCSS serves as a “billing” site that archives all RWA billing statements for a given RWA. GSA hopes to connect the applications in the future, so that information currently found separately in the applications would be accessible within one system.
VCSS enables GSA’s vendors to submit real-time electronic invoices, as well as track invoice and payment status. It eliminated the need for vendors to submit paper invoices, making the process faster and more efficient. Clients can manage their accounts through their ability to export billing data to VCSS and submit new correspondence, view billing information and related correspondence, and review account history.
Question: Is a pen and ink signature still required for an RWA?
Answer: Clients can currently sign an RWA by the traditional pen and ink method, or they can choose to use the built-in “digital signature” capability of Adobe PDF. In Adobe, please note the “red flag” icon in the upper left corner of all signature blocks on the RWA 2957 Form, which can be found by visiting www.gsa.gov/forms and searching for “2957”. Clicking on the flag will prompt the user to insert their federal government PIV card to “sign” the RWA with a digital signature. Please understand GSA reserves the right to reject digital signatures which may not appear to be authentic. In these cases, GSA will instead request a pen and ink signature for accurate authenticity. We appreciate your cooperation in this process.
Question: What happens when RWA work is completed and the cost estimate was not enough? How firm is the estimate once the RWA is accepted?
Answer: RWA estimates are not considered firm-fixed estimates. The level of accuracy is identified on the Summary Cost Estimate. The accuracy range varies based on the type of estimate GSA is providing. Estimate types include: order of magnitude, budgetary, conceptual design, construction estimate, and change order estimate. The more defined the scope of work is when the initial estimate is provided, the more accurate the estimate is likely to be.
Please see the Federal Customer Guide to Reimbursable Work Authorizations for more information regarding GSA’s RWA policy.
Our Client Enrichment Series website provides more information presented at these, and other previously held, Client Enrichment Series webinars, as well as information on any upcoming webinars. Contact us at firstname.lastname@example.org to receive future Client Enrichment Series announcements.
|PBS Regional Account Managers|
|Pat Zuccaemail@example.com||(215) 446-2889|
|Dorothy Grosickfirstname.lastname@example.org||(215) 446-4569|
|Kimberly Hartemail@example.com||(215) 446-4588|
|Peggy Murrfirstname.lastname@example.org||(215) 446-2888|
|Justin Owensemail@example.com||(215) 446-5712|
|Pedro Vierafirstname.lastname@example.org||(215) 446-4534|
|Chais Melvilleemail@example.com||(267) 716-6196|