Intragovernmental Transactions

Working Group (ITWG)

April 14, 2020
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Today’s Agenda

• Program Updates

• Order FIDS Updates

• Survey Results

• Seller Facilitated Orders

• Accrual Reporting

• Refunds

• Survey Questions
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Tentative ITWG Schedule

 Feb 11 – Program Updates

 Mar 10 – Seller Facilitated Orders (SFO)

 Apr 14 – SFO, Accruals, Refunds

Planned Dates: May 12, Jun 9, July 14

Future Topics:

• Low Dollar Purchases

• Loading Active Documents

– Requirements in CY 2020

2-3:30 pm ET
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• Release 3.2 is in Production as of April 9

– QA scheduled for April 17

– Disburser Administrator (new role) may begin creating your organizational structure

– GT&C Manager may then begin assigning organizational Groups to GT&Cs 

• G-Invoicing team will assist specific agencies in converting large numbers of GT&Cs

– Order Manager may begin assigning organizational Groups to Orders 

• Release 3.3 planned for June 4 (in Production)

– QA scheduled for June 12

– Organizational Administrators may point SDAGs at organizational Groups

– Improvements to user experience for organizational maintenance

– Contains the 12 Order data standard changes announced recently

• Rules of Engagement

• Quarterly Implementation Plan Updates

• TFM Update in June

• Implementation Dates

Program Updates
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• The November ITWG was used to communicate upcoming changes to 

the G-Invoicing Order FIDS.

• Treasury, OMB, and Procurement technical experts collaborated during 

CY 2019 to address interagency assisted acquisition alignment between 

G-Invoicing’s FIDS and OMB guidance.

• The Requesting Agency was the only trading partner that had a text field 

available for comments at the Order level.

Order FIDS Changes
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• Removed Requesting/Servicing Agency BPN from Order Header and BPN+4 

from Order Schedule

– Unique identifier for the government is transitioning to Unique Entity Identifier (UEI) as 

noted in the Federal Register (84 FR 32919) thru December 2020

• Added Funding Office Code and Funding Agency Code to the Order Header

– Conditional based on Assisted Acquisition Indicator

• Added Requesting/Servicing Agency Unique Entity Identifier (UEI) to Order 

Header

– Optional as the requirement to maintain a current registration in the System Award 

Management does not apply to an agency of the Federal Government that receives 

an award from another agency (2 CFR part 25, subpart A)

• Removed Servicing Agency Authority Fund Type Code, Title, and Citation from 

Order Header

– Statutory Authority Fund Type Code, Title, and Citation are now three individual data 

elements that must be agreed upon between both trading partners rather than having 

the ability for these to be different values between the Buyer and the Seller

• Added Servicing Agency Order Comments to Order Header

Order FIDS Changes
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Seller Facilitated Orders (SFO)

• As a Servicing Agency, most agencies think SFO will be useful

• As a Requesting Agency, all but one respondent recognizes that SFO is 

needed for some GSA business lines and/or other unique suppliers

– Buyers insist that certain audit controls be in place

• Many agencies plan to support SFO using a mix of API and UI

– Note: Guidance is needed to ensure consistent sources of data

• Most agencies believe that either partner should be able to initiate a 

modification to an Order

– Note: Modifications require approval by the partner

• Tight vote on who should be able to close an Order

– Either = 11

– Buyer = 10

– Seller = 4

New Requirement: Orders must be at zero (0) balance before closing 

Survey Results from February
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Seller Facilitated Orders – Data Elements 

• GT&C Data Standards

+ Originating Partner Indicator (R/S)

• Mandatory data element

• Negotiated by partners on the GT&C

• Applies to all Orders under that GT&C

– If ‘R’ then new/modified Orders must be submitted by requesting agency

– If ‘S’ then new/modified Orders must be submitted by servicing agency

• Default to ‘R’ for existing Orders

• Order Data Standards

+ Originating Partner Indicator (R/S)

• Derived from Originating Partner Indicator on GT&C 

• Value cannot be altered by agencies

• Display in UI to distinguish SFO from Buyer Initiated Order

• Add to the Order FIDS for convenience sake
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Seller Facilitated Orders – Status Codes 

• Working to release draft specifications in May

• Replace current Order status flow with bi-directional flow

– Draft (DR)*

– Pending Partner 1 Approval (P1A)*

• currently Pending Requesting Agency Approval (PRA)

– Shared with Partner 2 (SP2)

• currently Shared with Servicing Agency (SSA)

– Pending Partner 2 Approval (P2A)*

• currently Pending Servicing Agency Approval (PSA)

– Open (REC)

– Rejected (REJ)

– Closed (CLZ)

* Only applicable to user interface
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Seller Facilitated Orders – State Diagram Bi-directional Order Flow Originating Partner (1) Partner 

2

Draft

(DR)

Pending Partner 1 

Approval (P1A)

Shared w/ 

Partner 2 (SP2)

Pending Partner 2 

Approval (P2A)

Open

(REC)

Closed

(CLZ)

Rejected

(REJ)

Submit for Approval

Approve

Submit for Approval

Approve

Reject

Reject

Back to SP2

One 

Approval

Update 

Draft

Update 

Order

One 

Approval

Roles

Manager Approver

Admin

Change

Admin

Change
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Seller Facilitated Orders – TBD

• How to enforce/encourage timely update/approval (or 

rejection) by the Buyer?

• Which status should new SFO land on?

– Shared with Partner 2 or Pending Partner 2 Approval

• Who is allowed to modify an Order? SFO? BIO?

– Leaning towards whichever trading partner submitted the Order to 

G-Invoicing based off the GT&C Originating Partner Indicator

– A partner cannot modify data that was originally submitted by their 

trading partner

• Leaning towards the Buyer always closing Orders

– Orders must be at zero (0) balance before closing
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Accruals – Data 

• G-Invoicing already has all the data elements needed to 

report accruals

– Order data standards

– Performance data standards

• Accruals will be calculated by applying rules that we’ve 

discussed during previous ITWG sessions

– We will publish a specification on how to interpret Performance 

transactions for accruals

– G-Invoicing will apply these rules for accrual reporting

– Vendors and agencies may apply the same rules in their systems
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Refund – User Story (for Seller)

As a servicing agency performance manager 

I wish to submit a refund to the Requesting Agency

for an Order that has been (at least partially) settled

because I have received a refund from a 3rd party

Notes: 1) There could be other reasons to return funds

2) *An adjustment to quantity paid is not considered a Refund

3) *Agencies have asked that the seller be allowed to adjust the quantity 

Delivered/Performed, even when fully Received/Accepted by the buyer

* These kind of quantity adjustments are different use cases 
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Refund – Example

Setup:

1. Order with FOB Source and open status

2. Schedule with Quantity 100, Price $1, and no advance

3. Seller reports Quantity 100 on Performance type Delivered/Performed 

4. IPAC pulls $100 from Buyer to Seller

Orders must be at zero (0) balance before closing

Scenario 1 (Refund):

• Seller reports Price $5 and 

Quantity 0 on Performance 

type Refund

• IPAC pushes $5 back to Buyer

• Buyer may close the Order 

because Quantity balance is 0

Scenario 2 (Adjustment):

• Seller reports Quantity -5 on 

Performance type 

Delivered/Performed 

• IPAC pushes $5 back to Buyer

• Buyer cannot close the Order 

because Quantity balance is 5
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Refund – Acceptance Criteria

• Refunds may be submitted through an API or via the user 

interface

• Refunds are initiated by the Servicing Agency

• A refund may be made against an Order in open or closed 

status

• “Refund” will be a new Performance Type (188)

• Like all other Performance Types, a refund must reference a 

specific Order, Line and Schedule

• Refunds do not reference a previously reported Performance 

transaction
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Refund – Acceptance Criteria (cont.)

• Refunds are value based (i.e., expressed in dollars/cents), 

not quantity based

– Quantity based “refunds” can be made as adjustments

• The net value of refund(s) cannot exceed the amount 

already settled for that Schedule

• Future dated refunds are not allowed

• Refunds may be adjusted downward by the Servicing 

Agency

– e.g., $10 refunded, but -$2 adjusted to net $8

• Refunds impact any net value displayed, reported or 

transmitted for that Schedule, Line and Order
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Survey Questions

1. Please provide you name, agency and contact information

2. As a Servicing Agency, describe any scenarios in which you issue 

refunds to your IGT partners.

3. As a Servicing Agency, what percentage of Orders involve a refund?

4. As a Servicing Agency, do any of the rules listed in this slide deck 

conflict with how you need to process refunds?

5. As a Servicing Agency, what percentage of refunds are declined or 

returned by the Requesting Agency?

6. As a Requesting Agency, describe any actions you take upon receiving 

a refund from an IGT trading partner.

7. As a Requesting Agency, what percentage of refunds do you decline or 

return to the Servicing Agency?
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G-Invoicing Program Contacts

For IGT Program Management and Agency Outreach Support

Andy Morris

Manager, Intragovernmental Transaction & Reconciliation Branch (ITRB)

Bureau of the Fiscal Service

andrew.r.morris@fiscal.treasury.gov

Wes Vincent

Senior Accountant / G-Invoicing Product Owner

ITRB 

Bureau of the Fiscal Service – Fiscal Accounting

wesley.vincent@fiscal.treasury.gov

Keith Jarboe

IGT Agency Outreach, Engagement & Onboarding

Bureau of the Fiscal Service – Fiscal Accounting

keith.jarboe@fiscal.treasury.gov

For Intragovernmental Transactions Working Group Information

IGT@fiscal.treasury.gov

https://www.fiscal.treasury.gov/g-invoice/