[Code of Federal Regulations]

[Title 41, Volume 2]

[Revised as of July 1, 2005]

From the U.S. Government Printing Office via GPO Access

[CITE: 41CFR101-26.104]



[Page 90]

 

           TITLE 41--PUBLIC CONTRACTS AND PROPERTY MANAGEMENT

 

          CHAPTER 101--FEDERAL PROPERTY MANAGEMENT REGULATIONS

 

PART 101-26_PROCUREMENT SOURCES AND PROGRAM--Table of Contents

 

                        Subpart 101-26.1_General

 

Sec. 101-26.104  End-of-year submission of requisitions for action by GSA.



    (a) Purchase documents for supplies or services submitted to GSA at 

or near the close of a fiscal year shall reflect actual agency 

requirements and shall not be used as a means of exhausting 

appropriation balances.

    (b) Under the FEDSTRIP/MILSTRIP systems, the requisitions submitted 

to GSA are not required to reflect the applicable appropriation or 

fiscal year funds to be charged. The fund code entry on the requisition 

simply indicates to the supply source (GSA) that funds are available to 

pay the charge, thereby providing authority for the release of material 

and subsequent billing. Requisitions received by GSA in purchase 

authority format are normally converted to FEDSTRIP/MILSTRIP 

documentation so that processing can be accomplished expeditiously 

through a uniform system based on the use of automated equipment. 

Accordingly, primary responsibility rests with the ordering activity for 

ensuring that requisitions intended to be chargeable to appropriations 

expiring the last day of the fiscal year are submitted in sufficient 

time for GSA to consummate the necessary action before the end of the 

fiscal year. Requisitions submitted on or before the last day of the 

fiscal year may be chargeable to appropriations expiring on that date 

provided the ordering agency is required by law or GSA regulation to use 

GSA supply sources. When the ordering agency is not required to use GSA 

sources, requisitions for GSA stock items may be recorded as obligations 

provided the items are intended to meet a bona fide need of the fiscal 

year in which the need arises or to replace stock used in that fiscal 

year; requests for other than GSA stock items are to be recorded as 

obligations at the time GSA awards a contract for the required items. In 

the latter case, GSA procurement leadtimes illustrated in the GSA 

publication, FEDSTRIP Operating Guide, should be used as a guide for 

timely submission of these requisitions. The leadtimes referred to 

relate to the number of days between submission of a requisition and 

actual delivery of the items involved. While this may furnish some 

guidance to requisitioners, there is no direct relationship between 

those leadtimes and the time it takes for GSA to make an award of a 

contract.

    (c) End-of-year submission of requisitions which require GSA to 

award a contract not later than the last day of the fiscal year in order 

to obligate the appropriation or funds of the ordering agency will be 

annotated to indicate that GSA procurement of the requested items must 

be accomplished not later than the last day of the fiscal year in which 

the requisitions are submitted. For example, a FEDSTRIP/MILSTRIP 

requisition should be prepared to include Document Identifier Code A0E 

or A05 and reflect the annotation in the ``Remarks'' block. With this 

information GSA will attempt to complete procurement action before the 

end of the fiscal year. When a req uistion is received too late to 

permit GSA to complete procurement action before the end of the fiscal 

year, the requisitioning activity will be so notified and requested to 

furnish instructions regarding the action to be taken. Based on these 

instructions, procurement action will be taken or the requisition will 

be canceled and returned to the ordering activity.



[33 FR 19013, Dec. 20, 1968, as amended at 40 FR 41093, Sept. 5, 1975; 

57 FR 3949, Feb. 3, 1992]