Sec.

PART 101-1-INTRODUCTION Subpart 101-1.1—Regulation System

101-1.109 101-1.110

Numbering in FPMR System.
Deviation.

AUTHORITY: The provisions of this Part 101-1 issued under sec. 205(c), 63 Stat. 390; 40 U.S.C. 486(c).

SOURCE: The provisions of this Part 101-1 appear at 29 F.R. 13255, Sept. 24, 1964, unless otherwise noted.

Subpart 101-1.1—Regulation System § 101-1.100 Scope of subpart.

This subpart sets forth introductory material concerning the Federal Property Management Regulations System: its content, types, publication, authority, applicability, numbering, deviation procedure, as well as agency consultation, implementation, and supplementation. § 101-1.101 Federal Property Management Regulations System. The Federal Property Management Regulations System described in this subpart is established and shall be used by General Services Administration (GSA) officials and, as provided in this subpart, by other executive agency officials, in prescribing regulations, policies, procedures, and delegations of authority pertaining to the management of property and records, and other programs and activities of the type administered by GSA, except procurement and contract matters contained in the Federal Procurement Regulations (FPR), Subtitle A of this title.

§ 101-1.102 Federal Property Management Regulations.

The Federal Property Management Regulations (FPMR) are regulations, as

described by § 101-1.101, prescribed by the Administrator of General Services to govern and guide Federal agencies. § 101-1.103 Temporary-type FPMR.

FPMR include a temporary type for use under the following circumstances: (a) Where the effective period is to be not more than six months.

(b) When time will not permit preparation in final codified form. (These will be converted to permanent form within 90 days after publication.)

(c) Where delegation of authority to other agencies for a specific one-time purpose is required, as in public utility representation cases.

§ 101-1.104 Publication of FPMR.

FPMR will be published in the FEDERAL REGISTER and in looseleaf form. Temporary-type FPMR will appear in the Notices section of the FEDERAL REGISTER. § 101-1.105 Authority for FPMR Sys

§ 101-1.109 Numbering in FPMR Sys

tem.

(a) Numbering in the FPMR System will conform with that of the FPR System (§ 1-1.007-2 of this title). Chapter assignments in Title 41, CFR to agencies in the FPMR System will correspond to their chapter assignments in the FPR System except that the number "100" will be added. For example, the Post Office Department has Chapter 39 in the FPR System and in the FPMR System will have Chapter 139.

(b) Agency implementing regulations should conform to the FPMR section numbers, except for the substitution of the chapter designation of the agency. Agency supplementing regulations should be numbered "50" or higher for section, subpart, or part as may be involved. § 101-1.110 Deviation.

Insofar as practicable the FPR deviation procedure (§ 1-1.009 of this title) shall be applied with respect to FPMR.

Schedule

Voucher, and

of Withdrawals and Credits.

AUTHORITY: The provisions of this Part 101-2 issued under sec. 205 (c), 63 Stat. 390; 40 U.S.C. 486 (c).

SOURCE: The provisions of this Part 101-2 appear at 34 F.R. 8160, May 24, 1969, unless otherwise noted.

Subpart 101-2.1-Billings, Payments, and Adjustments

§ 101-2.100 Scope of subpart.

This subpart deals with the procedures and forms used by GSA in billing for supplies and services furnished Government agencies, and the procedures for payment and adjustment of these billings. § 101-2.101

Background.

(a) GSA provides supplies, equipment, services, space, communications, motor vehicles, printing, and other miscellaneous items for Government agencies on a reimbursable basis. These supplies and services are financed from revolving, management, or working funds, and reimbursement from agencies is obtained through periodic billings and collections intended to permit GSA to operate these programs with a minimum amount of appropriated capital.

(b) The General Accounting Office Policy and Procedures Manual for Guidance of Federal Agencies, title 7, chapter 2, section 8.5, provides that billings of GSA shall be paid in accordance with regulations issued by GSA.

§ 101-2.102 Billing procedures.

(a) Bills are rendered biweekly, monthly, or quarterly after the fact or in advance on approved billing forms. GSA Form 789, Statement, Voucher, and Schedule of Withdrawals and Credits (illustrated at § 101-2.4902-789); GSA Form 743, Invoice for Rent (illustrated at § 101-2.4902-743); and GSA Form 740, Invoice for Job Order Work (illustrated at § 101-2.4902-740), are generally used for this purpose. Certification of such bills by GSA is not required. Except for

those bills which are rendered in advance, bills will be forwarded only after there is evidence of actual delivery of material or services, or after receipt of evidence of shipment. In this respect, bills for direct delivery shipments will be rendered based upon payment to the vendor and proof of shipment.

(b) GSA will not normally attach signed receipts to the bills for supporting documentation. Rather, documents or billing cards will generally be furnished which will contain the necessary information to permit the agency to identify its requisition, purchase order, travel order, or other obligating documents.

(c) GSA may, at its discretion, process requisitions of $1 or less without billing. Therefore, any agency having such items unbilled 60 days after receipt of the material may assume that they will not be billed and cancel the obligation accordingly.

§ 101-2.103 Payment procedures.

(a) All GSA invoices or billings, including those representing partial shipments, shall be paid promptly by check or transfer document. This requirement is mandatory to (1) assist GSA in managing its revolving fund operations with a minimum of appropriated capital; (2) reduce the cost of collection in GSA; and (3) reduce the cost of payment for other agencies. In order to expedite reimbursement and reduce the cost of billings and payments, agencies are requested to have GSA bills directed to the office authorized to make payment. This will avoid the costly and time consuming handling of the bills at consignee and intermediary offices.

(b) Since the reimbursements requested are between Government agencies, bills shall be paid as rendered without preaudit or receipt verification, subject only to availability of funds and adjustments for obvious, significant errors in dollar amount. The agencies are responsible for establishing an adequate followup system to ensure that goods and material paid for are received.

(c) Agencies may use GSA Form 789 (illustrated at § 101-2.4902-789) in processing payments to GSA in all cases where disbursing offices can place the

credit to the appropriate account without the transmittal of a check to the GSA billing office. Agency accounting stations for which offices of the Department of the Treasury disburse will send the original and two copies of the GSA Form 789 to the Treasury regional office for processing in accordance with the instructions contained in Treasury Department Circular No. 945, Second Revision, Procedures Memorandum No. 1, as amended. Those agencies making payments by check shall arrange for one copy of the GSA Form 789 to be transmitted with the check when it is forwarded to GSA.

(a) Exceptions noted, either at time of payment or in postaudit (subject to the provisions of automatic adjustment procedures in § 101-2.104 (c)), shall be brought to the attention of GSA either by notation on the billing statement or by separate communication. Approved adjustments will be reflected appropriately in subsequent billings.

(b) Agencies are advised to notify GSA immediately of shortages, damaged shipments, or nonreceipt so that appropriate action may be taken.

(c) Adjustments of billings or payments are not required, and should not be requested or made by civilian agencies or GSA, whenever the net difference involved, resulting from over and under deliveries or over or under charges, represents an amount of $10 or less on any one bill. This is not to be construed to eliminate billings and payments for requisitioned items of $10 or less. By interagency agreement between DoD and GSA, no adjustment in billing or payment should be requested when the difference involved represents an amount of $5 or less on any one line item (see § 10126.307-2). To minimize followup, research, and collection costs on intragovernment transactions, agencies are urged to follow the most liberal policy possible in determining whether or not to request adjustments. To further expedite settlement of accounts between GSA and the billed agencies, such settlement may be made by mutual agreement, regardless of amount, without reference to the General Accounting Office.

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This subpart prescribes the procedures for providing advances of funds by agencies obtaining supplies and services from GSA to the revolving, management, or working funds operated by GSA. § 101-2.201 Types of advances.

§ 101-2.201-1 Advance of funds; insufficient capital.

(a) Whenever GSA determines that the capital in a particular fund is insufficient to finance the general program needs for supplies and services to be requisitioned by agencies supported by a particular fund, the affected agencies will be advised of the amount requested to be deposited to the credit of the fund. Advances will be returned to the agencies by GSA when the need for them no longer exists.

(b) When the amount to be advanced has been determined by mutual agreement, GSA will bill the requisitioning agency by means of Standard Form 1080, Voucher for Transfer Between Appropriations and/or Funds (illustrated at § 101-2.4901-1080), accompanied where appropriate by Standard Form 1081, Voucher and Schedule of Withdrawal and Credits (illustrated at § 101-2.4901-1081), in accordance with the General Accounting Office Policy and Procedures Manual for Guidance of Federal Agencies, title 7, chapter 2, section 8. Upon receipt in the agency, a cash transfer or payment by check, as appropriate, shall be accomplished in the normal manner.

Advance billings are rendered for the following transactions:

(a) Quarterly advance bills are rendered for reimbursable space occupancy and related costs on GSA Form 743, Invoice for Rent (illustrated at § 1012.4902-743), at fixed rates per square foot based on estimated costs. Itemization of the elements of costs is not shown in the advance bill, nor is the bill adjusted to actual costs.

(b) Bills rendered on GSA Form 740, Invoice for Job Order Work (illustrated at § 101-2.4902-740), are normally based on actual costs after completion of the job, without itemization of the elements of costs. However, in the case of specific jobs of significant dollar size, advance bills may be rendered to avoid impairment of GSA working capital. In such instances, a final settlement will be made at completion of the job to adjust the billing to actual costs.

§ 101-2.201-3 Advance of funds; mutual agreement.

Whenever circumstances are such that the financing of prospective agency transactions through a fund by means of an advance is advantageous, even though the capital of the fund is adequate, the agency concerned and GSA may mutually agree to such financing of the transactions. This type advance may be necessary to provide financing for specific large dollar value transactions which otherwise may result in a temporary depletion of available cash. In these circumstances, the procedures for effecting payment shall be set forth in a letter of agreement.

(a) The advances may be self-liquidating or for the duration of the circumstances requiring the advance. Selfliquidating advance agreements will generally provide that GSA will apply the amount of billings therefor directly against such advance, and that GSA will periodically render an accounting for the status of the advance to the agency concerned. Upon completion of the transaction, a settlement will be made between the two agencies to close out the transaction.