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Bulletin No. 2018-10

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Retention: May 31, 2019

To: Heads of Government Departments, Agencies, and Others Concerned

Subject: Implementing G-Invoicing

1.  Background

Fiscal Service is working to improve the quality and reliability of Intragovernmental Buy/Sell data. We have identified G-Invoicing as the long-term sustainable solution to improve the quality of Intragovernmental Transaction (IGT) Buy/Sell data of Federal Program Agencies (FPAs). G-Invoicing is comprised of systems, policies, and accounting improvements to increase transparency and enhance governmentwide financial management. As G-Invoicing is developed and implemented, its use will be required by all FPAs. 

2.  Authority

Fiscal Service will require agencies to use G-Invoicing under the authority of 31 U.S.C. 3512(b) and 3513.

3.  Purpose

This Bulletin outlines the requirements and guidance for FPAs to implement G-Invoicing by June 30, 2021. The mandate on this date means that all Intragovernmental Payment and Collection (IPAC) transactions for Buy/Sell activity will require a reference to related and approved G-Invoicing orders for payment or collection. Fiscal Service is considering several options on how to isolate the Buy/Sell activity in IPAC to enforce this mandate. Fiscal Service will continue to collaborate with the FPAs to reach an agreed upon method. These discussions will occur at the Intragovernmental Transactions Working Group (ITWG) meetings and Financial Management Standards Committee (FMSC) meetings. Then, the decision will be communicated through the G-Invoicing Newsletter and in the May 2019 update of Volume I, Part 2, Chapter 4700.

As G-Invoicing is being developed and implemented incrementally, FPAs are encouraged to begin leveraging its functionality to ensure they are positioned to comply with the mandate on June 30, 2021. In support of this iterative adoption process, incremental milestones are outlined below for the definition and release of specific G-Invoicing functionality, which align to the IGT Buy/Sell lifecycle.

As each step of the lifecycle is implemented in G-Invoicing, the information sharing between trading partners improves the accuracy of accounting and reporting. The General Terms and Conditions (GT&C) will begin facilitating trading partner communication in a common repository. This will support the alignment of processes between trading partners and the use of a common set of terms, which will replace the various manual forms used today like the FS Form 7600A, Military Interdepartmental Purchase Request (MIPR), etc. Once trading partners begin entering orders in the G-Invoicing system, data in the common repository will be leveraged to support improved accuracy in accounting and reporting. In addition, trading partners will be positioned for future compliance when Fiscal Service requires a valid G-Invoicing order number and related details to be referenced to process an IPAC Buy/Sell transaction. At the time of the payment or collection, the performance and settlement steps will be fully supported by brokered GT&Cs and the accounting details included on the orders.  

With the increased sharing of information in a common repository coupled with the agreement between trading partners at each step of the lifecycle, a decrease in Buy/Sell intragovernmental elimination differences is expected. If an intragovernmental elimination difference still occurs, G-Invoicing will provide a repository of detailed information to research the difference, which will help both the trading partners and Fiscal Service resolve the difference.

4.  Mandate with Incremental Milestones

Release

Transaction Cycle Being Implemented

Requirements Draft Released

Requirements Finalized

Release Date

Deadline for FPAs Implementation

2.1

General Terms & Conditions (GT&Cs)

March 2017

June 2017

March 2018

 

 

Agency Implementation Plans-May 31, 2019

 

 

Mandate-June 30, 2021

2.2

Orders

July 2017

May 2018

February 2019

2.3

Performance Transaction and Settlement

 

September 2018

 

Enhance IPAC for Invoice Elements -September 2018

January 2019

August 2019

 

 

2.4

Performance Validations and Mandate Enforcement

N/A

 

 

N/A

Incremental releases through June 2020

Note: As Fiscal Service collaborates with the FPAs on requirements for the performance and settlement lifecycle, changes to past lifecycle requirements might occur.

5.  Agency Implementation Plans

FPAs must submit implementation plans to Fiscal Service at IGT@fiscal.treasury.gov no later than May 31, 2019. There is a template for the implementation plans that will request key focus areas to be included in each agency’s plan. This template can be found at Fiscal Service’s G-Invoicing website.

These plans should address the agencies system/process readiness by the implementation and data strategy. The plans must include the decision for a one-time implementation by June 30, 2021, or a phased implementation on the transaction lifecycle.

Another key focus area to address as part of the agencies data strategy will be the plan to ensure all orders with a performance period extending to June 30, 2021, or later, will be included in G-Invoicing, which could be manually entered or uploaded through an interface. 

Fiscal Service will create a dashboard with these plans and publish on the G-Invoicing website by July 19, 2019, to allow visibility between trading partners.

6.  References

For additional details, please see Fiscal Service’s G-Invoicing website.

7.  Effective Date

This Bulletin is effective immediately. 

8.  Inquiries

Direct questions concerning this Bulletin to (email is preferred over mail):

Financial Reports and Advisory Division
Bureau of the Fiscal Service
Department of the Treasury
PO Box 1328
Parkersburg, WV 26106-1328
Telephone: 304-480-6485
Email: IGT@fiscal.treasury.gov

Date: September 20, 2018