Simplified Purchase Agreement Work Order Form 4044 Instructions

U.S. GOVERNMENT PUBLISHING OFFICE, 732 North Capitol Street, NW, Washington, DC 20401-0001 | 202.512.1800

Quotes Due By 

The ordering office will use this form to solicit 

quotes from vendors. This space may be used to 

notify the vendors when quotes are due back to 

the ordering agency.

Department or Government Establishment 

Name of the department, government agency, or 

establishment originating the 4044.

Requisition No. 

This number is assigned by the ordering agency 

on the SF-1 each fiscal year for the SPA. It is 

formatted with a single digit for the fiscal year 

and then a hyphen and five digits to follow (e.g., 

9-00001). Enter the Requisition number for the

current fiscal year used for this SPA. This is a

required field.

Jacket No. 

The Jacket number is assigned by GPO when the 

SF-1 is received for each fiscal year. A new Jacket 

number will be assigned at the beginning of the 

fiscal year upon receipt of the new SF-1. The Jacket 

number and the Requisition number must be from 

the same fiscal year. This is a required field.

SPA No.

Enter the SPA number of the agreement under 

which the product is being ordered. For a 

complete listing of SPA for DC and the regional 

offices go to https://www.gpo.gov/how-towork-with-us/agency/services-for-agencies/

simplified-purchase-agreement. This is a 

required field.

Work Order No. 

Enter the 5-digit Work Order number from the 

series assigned by GPO. Work Orders should be 

numbered consecutively. Do not repeat numbers, 

even if an order is cancelled. It is very important 

not to go outside of the block issued. This is a 

required field. 

Security Classification 

This is a required field.

■ Classified – The document or material

contains information that has been classified

in accordance with applicable national security

procedures. Reference: Presidential Executive

Order 12958, dated April 17, 1995, and as

subsequently amended or modified, in addition

to any applicable directives issued by your

agency. For any questions regarding whether or

not your agency’s material contains classified

information, please consult with your agency’s

security officer.

■ SBU (Sensitive but Unclassified) – Though

not classified, the document or material to

be printed is subject to special handling and

distribution because it warrants/requires

administrative control and protection from the

public or other unauthorized disclosure for

other reasons. For any questions regarding

this, please consult with your agency’s security

officer.

■ PII – Personally Identifiable Information

(PII). The document or material is subject to

special handling and distribution because it

contains information that may lead to identity

theft or other fraudulent use that could

result in substantial harm, embarrassment,

inconvenience, or unfairness to individuals. For

any questions regarding this, please consult

with your agency’s privacy officer.

Publication Title

Enter the full title of the product. It is recommended 

to not use generalized descriptions.

Date Prepared

Enter the date on which the 4044 is prepared for

GPO and the contractor.

Object Class

Enter the object class code assigned by GPO. Call 

the regional office or the central office for more 

information (https://www.gpo.gov/how-to-workwith-us/agency/services-for-agencies/

procurement-services-teams). 

Contractor

Enter the name of the contractor who was

awarded this contract.

Purchase Order No.

Enter the Purchase Order number assigned by

GPO at time of certification. Updated information

can be obtained from the GPO office that

administers the SPA in use (https://www.gpo.

gov/how-to-work-with-us/agency/services-foragencies/simplified-purchase-agreement). The

Purchase Order number will stay the same. This is

a required field.

State Code

Enter the contractor’s 3-digit State Code assigned

by GPO. Updated information can be obtained

from the GPO office that administers the SPA in

use (https://www.gpo.gov/how-to-work-withus/agency/services-for-agencies/procurementservices-teams). This is a required field.

Contractor’s Code

Enter the 5-digit Contractor’s Code assigned by

GPO. Updated information can be obtained from

the GPO office that administers the SPA in use 

https://www.gpo.gov/how-to-work-with-us/

agency/services-for-agencies/procurementservices-teams. This is a required field.

Ship/Delivery Date

This is the date that the product needs to be

delivered at its destination. If the product is

being mailed, this is the date that the contractor

must place the product in the mail stream.

The production schedule is one of the most

important price factors in printing. In order to get

a reasonable price it is suggested the schedule be

no less than two weeks.

Billing Address Code (BAC)

A unique identifier assigned by the GPO. The BAC

identifies the particular agency and is assigned to

a single ALC. The BAC also provides information

regarding the method of payment (IPAC, Check,

Credit Card or Deposit Account). Enter the 6-digit

BAC that was indicated on the Requisition. This is

a required field.

Agency Location Code (ALC)

Enter the 8-digit ALC for sending payments

through the U.S. Treasury’s Intergovernmental

Payment and Collections (IPAC) system. The

number is an identifier assigned by Treasury for

reporting purposes. The first 2 digits of the 8-digit

ALC identify the department or agency, the third

and fourth digits identify the particular bureau

within the department, and the remaining 4 digits

identify the particular agency account section

within that bureau.

Appropriation Chargeable 

Funding reference information. If required by the 

ordering agency, enter the appropriation symbol 

number, expenditure account, allotment, object 

classification, bureau control number, etc. and/or 

state whether publication is required by specific 

provision of law, authorized by OMB, etc.

Pay by Purchase Card 

Indicate if the job will be funded by a purchase 

card instead of IPAC billing or Deposit Account.

Purchase Card Number 

Enter 16-digit purchase card number if paying by 

purchase card. This number is not to appear on 

the copy submitted to the contractor, only GPO’s 

copy. The 4044 may be submitted without the

purchase card number; however, indicate “Call for 

Purchase Card No.” in the block. If the purchase 

card number is not furnished, complete the 

remaining purchase card fields so that GPO may 

call to get the purchase card number. The order 

will not be processed until the obligating funds are 

identified.

Expiration Date 

Enter 4 digit (mm/yy) expiration date if paying by 

purchase card. Ensure the card will be valid on the 

requested delivery date.

Name as it Appears on Purchase Card Enter 

cardholder’s name if paying by purchase card.

Phone No. of Cardholder 

Enter cardholder’s phone number if paying by 

purchase card.

Email of Purchase Cardholder 

Enter cardholder’s email address if paying by 

purchase card.

Treasury Account Symbol (TAS) 

The TAS is an identification code assigned by 

Treasury, in collaboration with OMB and the owner 

agency, to an individual appropriation, receipt, or 

other fund account. More information can be found 

here – https://www.gpo.gov/docs/default-source/

finance-options-pdf-files/tas_betc_faq.pdf?sfvrsn=2

Line of Accounting (LOA)/Document 

Reference Number 

Some agencies require a valid LOA on the invoice 

in order to reconcile their bills from GPO. If 

provided, the LOA will appear as an IPAC field on 

the billing statement (Form 400). The LOA is an 

identification code assigned by the agency doing

business with the GPO. For a list of agencies that

require an LOA, see https://www.gpo.gov/docs/

default-source/finance-options-pdf-files/sf1-

loa.pdf.

Proofs 

For each type of proofs, indicate how many sets 

are required. GPO recommends at least two, one 

set for the agency to keep and one for the 

contractor. 

■ Content proofs – Content proofs show color

breaks, position, and construction of the

publication. They cannot be used for color

match on press, are not on actual production

stock, and are low resolution. In some cases,

Dylux or “blueline” proofs are acceptable

content proofs.

■ Inkjet proofs – Inkjet proofs can be used for

close (not exact) color match. They are not

on actual production stock and do not show
2

Simplified Purchase Agreement Work Order Form 4044 Instructions

U.S. GOVERNMENT PUBLISHING OFFICE, 732 North Capitol Street, NW, Washington, DC 20401-0001 | 202.512.1800

construction. Inkjet proofs are lower resolution 

than final printing, so printed matter may not 

appear as sharp as the final product.

■ High resolution proofs – High resolution proofs 

should only be ordered when exact color match 

on press is necessary. They may not be on 

actual production stock and do not show 

construction of the publication. High resolution 

proofs can NOT show an exact color match of 

Pantone colors. GPO will allow contractors to 

substitute or simulate Pantone colors on the 

proofs, but the quality standard to which the 

contractors will be held is the Pantone Matching 

System. 

■ Prior-to-production samples – Samples must

be constructed as specified in the contract

using paper, ink, equipment, and the methods

of production which will be used in producing

the finished product.

■ Electronic soft proofs – A soft proof is a

preview of the printed output on screen rather

than on paper. This type should primarily be

used for content and positioning, not for color.

If critical color and high quality are a concern,

a high resolution or inkjet proof should be

ordered.

Days Dept. Will Hold Proofs 

This space must be filled in whenever proofs 

are required. Indicate the number of days the 

agency needs to keep the proofs for review 

before returning them to the printer. If proofs are 

held for a longer period than originally agreed by 

the originating bureau or office, delivery will be 

delayed, usually for considerably more than the 

additional time that proofs are held.

Quality Level 

Enter the quality level requested under the terms 

of the “Quality Assurance Through Attributes 

Program” (QATAP). The primary responsibility for 

assigning levels rests with the ordering agency; if 

none is requested, however, the quality level will 

default to a IV.

■ I – Best quality, highest quality, tightest

tolerances. Use when color fidelity is critical

(diagnostic medical illustrations, meatpacking

pictures, etc.) or when quality is especially

important to the audience.

■ II – Better quality, prestige quality, library

quality. Use when close fidelity to furnished

reproducibles, high quality materials,

reproducibles, production methods and

workmanship is required.

■ III – Good quality, above average quality.

Use for precise information without fidelity to

minute detail, above average quality materials,

reproducibles, production methods and

workmanship.

■ IV – Basic quality, informational quality, utility

quality. Use for average fidelity and resolution

to original copy or film and average quality

materials, reproducibles, production methods,

and workmanship. Level IV work would include

high-quality xerographic copying orders.

■ V – Functional quality, lowest usable quality,

greatest tolerances. Use for adequate quality

with no information loss of readable copy.

Quantity

Number of units of finished product as identified

by the “Finished Product” selected (e.g., 5

pads, 50 books, etc.). A unit is the completely

assembled product, such as a pad, kit, book

or pamphlet. For instance, do not give the total

number of items comprising a set, but only the

number of sets. Quantities for the individual items

should be listed under “Additional Information” or 

on a separate instruction sheet. DO NOT include 

rider copies here. If ordered, the quantity of rider 

copies is entered in the field "Supt. Docs. Quantity 

Ordered."

Furnished Electronic Media

Indicate what items will be furnished in order to 

produce the job. If electronic media is furnished, 

Form 952 is required. https://www.gpo.gov/

docs/default-source/forms-standards-pdffiles/952.pdf. 

Other Gov’t Furnished Materials (GFM) 

Indicate what GFM is being furnished other than 

Electronic Media (e.g., camera ready copy, films, 

photos, distribution lists, dies, etc.).

Press Sheet Inspection 

If a Press Sheet Inspection (PSI) is to be performed 

at the contractor’s plant, indicate how much 

advance notice is needed to attend the PSI. If the 

agency would like a GPO representative to be 

present at the PSI, indicate that in “Additional 

Information”.

Trim Size

Enter finished trim size of the product. For printed 

books and pamphlets give printing dimension in 

inches first when the book/pamphlet is closed. 

Give horizontal printing dimension first.

Cover Paper 

Enter the type or grade, JCP code, color, and 

weight of paper to be used for cover. Paper 

selections must be made from the listing approved 

by the Joint Committee on Printing (see https://

www.gpo.gov/docs/default-source/forms-andstandards-files-for-vendors/vol_12.pdf for more 

information). For further assistance in making 

paper selections contact Quality Control for 

Published Products at 202.512.0542 or qcpp@

gpo.gov.

Cover Inks 

Enter color of ink to be used on cover (e.g. black, 

4/c process [full color], or Pantone number). Do 

not simply state “blue” or “red”; when possible, 

give commercial manufacturer’s numbers to be 

matched (i.e., PMS 185). For further assistance in 

making ink selections contact Quality Control for 

Published Products at 202.512.0542 or qcpp@

gpo.gov.

Cover Coating Type

 If applicable, enter type of coating to be used on 

cover after printing (gloss, dull, or satin; varnish, 

aqueous, or UV (ultraviolet) coating, etc.). 

Paper Covers (Self) 

Indicate “Self” if the cover of the document is 

printed on the same paper as the text pages. 

Paper selections must be made from the listing 

approved by the Joint Committee on Printing (see 

(see https://www.gpo.gov/docs/default-source/

forms-and-standards-files-for-vendors/vol_12.

pdf) for more information). For further assistance in 

making paper selections contact Quality Control 

for Published Products at 202.512.0542 or 

qcpp@gpo.gov.

Paper Covers (Separate) 

Indicate “Separate” if the cover of the document is 

printed on a different paper than the text pages.

Indicate Which Covers Print 

■ Cover 1 - Indicates the outside front cover

page is printed.

■ Cover 2 - Indicates the inside front cover page

is printed.

■ Cover 3 - Indicates the inside back cover page

is printed.

■ Cover 4 - Indicates the outside back cover

page is printed.

Text Paper 

Enter type or grade, JCP code, color, and weight 

of paper to be used for text pages, which are the 

internal pages of a book or pamphlet. 

Text Inks 

Enter color of ink to be used on text pages, which 

are the internal pages of a book or pamphlet (e.g., 

black, 4/c process [full color], or Pantone number). 

Do not simply state “blue” or “red”; when possible, 

give commercial manufacturer’s numbers to be 

matched (i.e., PMS 185). For further assistance in 

making ink selections contact Quality Control for 

Published Products at 202.512.0542 or qcpp@

gpo.gov.

Text Coating Type 

If applicable, enter type of coating to be used on 

text pages, which are the internal pages of a book 

or pamphlet, after printing, (gloss, dull, or satin; 

varnish, aqueous, or UV (ultraviolet) coating, etc.).

Number of Text Pages 

Enter the number of text pages (including blank 

pages, but not including separate cover pages). 

One leaf of paper is two pages. This number should 

always be an even number. Page counts for saddlestitched products must be divisible by four.

Print 

Indicate how the text prints on the page.

■ One side only – Images should be positioned

on one side of the page.

■ Head-to-head – The top of the image on the

front of the sheet is aligned with the top of the

image on the back of the sheet.

■ Head-to-foot – The top of the image on the

front of the sheet is aligned with the bottom of

the image on the back of the sheet.

Stitch

Indicate which type of stitching is required.

■ ULC – Staple in the upper left hand corner

(ULC).

■ Side Stitch – Books and pamphlets of over

96 pages and up to approximately 7/8" in

thickness are side stitched.

■ Saddle Stitch – Generally, publications through

96 pages are saddle stitched. Saddle stitched

publications must have a page count that is

divisible by 4.

■■ For more information, see – https://

www.gpo.gov/docs/default-source/formsand-standards-files-for-vendors/qatap.pdf?

sfvrsn=2
3

Simplified Purchase Agreement Work Order Form 4044 Instructions

U.S. GOVERNMENT PUBLISHING OFFICE, 732 North Capitol Street, NW, Washington, DC 20401-0001 | 202.512.1800

Binding 

Indicate which type of binding is required.

■ Comb – Plastic comb bindings use a 9/16"

pitch rectangular hole pattern punched near

the bound edge. A curled plastic “comb”

is fed through the slits to hold the sheets

together. Comb binding allows a book to

be disassembled and reassembled by hand

without damage.

■ Coil – Also known as spiral binding. It can use

plastic or metal coil. Documents bound by

spiral coil lay flat and can rotate 360 degrees.

It is made by punching holes along the entire

length of the spine of the page and winding a

wire through the holes to provide a fully flexible

hinge at the spine.

■ Perfect Bound – Perfect binding is also known

as adhesive binding and is typically used for

books over 7/8" thickness (or 96 pages).

■ Sew – This is a higher cost alternative to wire

stitching or perfect binding. Sewn books are

of the highest quality because the pages are

sewn AND glued to the binding surface, the

spine of the book. Case bound books can also

be sewn.

■ Tape – Thermal tape is a cloth tape that is

applied to the spine of the book. It offers a neat

appearance and provides excellent durability.

■ Trim 4 sides – Trimmed four sides and not

bound. Often intended for insertion into a 3-ring

binder.

■ Other – If binding specified by the contractor

is not one of the options provided on the form,

indicate what it is in this space.

Additional Information 

Indicate any special information or instructions 

needed to supplement data for the order. Do not 

use this space for information for which ample 

room is provided elsewhere on the Work Order. If 

additional instructions are carried on a separate 

sheet, check the “Supplemental Information 

Attached” box.

Supplemental Information Attached 

Indicate if additional pages have been attached 

to the 4044 (e.g. distribution list, instructions, 

etc). The form has been formatted to include a 

supplemental page for additional information if this 

box is checked. The required numeric identifiers 

will automatically populate the second page.

Deliver Product To 

Enter complete shipping address (including 

agency, address, and ZIP code), contact name 

and phone number, and any special delivery 

instructions (such as “inside delivery required”). 

The destination must contain a street address as 

many couriers and shipping agents will not deliver 

to a P.O. Box. If there is not enough room for all of 

the destinations and a supplemental distribution 

list, or disk, is provided, mark the checkbox for 

“Distribution List Attached”.

Return Furnished Material To 

Enter the complete address to which furnished 

materials should be returned. 

Digital Deliverables Requested

Format Native – If the contractor makes electronic

changes to the GFM, it is recommended that the

agency request a set of corrected electronic files.

If the end user is planning on making any edits

after it has been saved, the native application is

the preferred method. If a document is created

in a certain program, it is saved in the proprietary

format and only that program can recognize. The

native format will ensure that all the data created

is stored with the program.

Digital Deliverables Requested

Format PDF – If the contractor makes electronic

changes to the GFM, it is recommended that the

agency request a set of corrected electronic files.

Portable Document Format (PDF) compresses all

graphics, fonts, and text into a single file. It is not

easily editable.

Supt. Docs. Notified

Always notify Superintendent of Documents

(SuDocs) unless material in question is strictly

for internal use or would be of no interest to the

general public. Copies ordered by SuDocs are at

no additional cost to the agency. Failure to notify

SuDocs could result in additional costs to the

agency should they need to go back to press.

Supt. Docs. Quantity Ordered

Indicate the number of rider copies that SuDocs

has requested for this publication.

Supt. Docs. Delivery Address

Indicate the delivery address that will be furnished

by SuDocs when they order rider copies.

Contractor Total Quote 

Enter the contractor's price at time of award for 

the copies your agency is ordering. DO NOT

include the cost for rider copies ordered by 

SuDocs. GPO's surcharge or handling fee is NOT

to be included in this total.

Supt. Docs. Cost 

The Contractor is to break out the total cost for 

SuDocs copies only. Makeready costs should not 

be included in this price.

Additional Rate 

Contractor is to give an additional rate should 

additional copies be required prior to, but before 

the end of, the press run.

For Additional Information Contact 

Insert the name of the person who is to be 

contacted for additional information regarding this 

job.

Email 

Insert the email address of the person who is to 

be contacted for additional information. 

Phone No. 

Insert the telephone number of the person who is

to be contacted for additional information.

Fax No. 

Insert the fax number of the person who is to be 

contacted for additional information.

Authorizing Signature 

The Print Order must be signed by a person who 

is authorized to obligate funds for the agency. 

Agency authorization must be on file at GPO. Go 

to https://www.gpo.gov, click on “How To Work 

With Us”, click on “Circular Letters”, open Circular 

letter 1023 for instructions and signature Form.

Note: GPO cannot award a contract without 

approved signature authorization.

Title 

Enter title of person whose signature is authorizing 

the Work Order.

Date Sent to Contractor 

Enter the date the order was sent to the 

contractor (or made available for pickup).

Order Received By: (Agency 

Representative) 

This form may be used as the contractor’s delivery 

receipt. The person receiving the order for the 

agency will sign their name in this block.

Date Order Received 

Person receiving the order for the agency is to 

enter the date the job was received.

Contractor Signature 

This form may also be used as an invoice for the 

contractor. The contractor will sign their name 

in this block upon submission to GPO Financial 

Management for payment.

Date 

Contractor will indicate the date they signed the 

invoice.