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FS Form 7600A Department of the Treasury | Bureau of the Fiscal Service Revised March 2022
UNITED STATES GOVERNMENT
GENERAL TERM & CONDITIONS (GT&C)
INSTRUCTIONS for FS Form 7600A
Agreement Between Federal Program Agencies for Intragovernmental Reimbursable, Buy/Sell Activity - In Accordance with
TFM Volume 1, Part 2, Chapter 4700, Appendix 8.
Required fields for the FS Form 7600A are denoted by an (*)
Additional fields required when an Agency transitions to G-Invoicing are denoted by a (
G
)
https://www.fiscal.treasury.gov/fsservices/gov/acctg/g_invoice/g_invoice_home.htm
NEW OR MODIFIED GT&C
G
General Terms and
Conditions (GT&C) Number
The unique agreement number that must be established between the
Requesting Agency and Servicing Agency which will track each GT&C from
the origination through the completion or termination.
This is a 20 character value (including hyphens) generated by the G-Invoicing
application.
Example: AYYMM-(Req. AID)-(Serv AID)-6 digit sequential #.
Until your Agency transitions to G-Invoicing, each agency should populate
their own unique tracking number in the Agency Agreement Tracking Number
field (below). These numbers do not need to be mutually agreed upon;
however, a mutually agreed upon number could be used if both Agencies
agree on one.
The GT&C number will generate from the G-Invoicing application. Until both
trading partners are using G-Invoicing, agencies will leave this field blank.
Each agency’s internal tracking number should be listed under the Agency
Agreement Tracking Number fields.
*Agency Agreement
Tracking Number
The internal tracking number for the GT&C. This number is generated and
maintained by each Agency’s internal system. Agencies are required to use
this field to associate their own GT&C numbers with the G-Invoicing GT&C.
Note: Many Agencies use this number as a reference in their systems to quickly
identify a GT&C if issues need to be analyzed and resolved.
G
Modification Number
The unique number that identifies a modification to the GT&C. The
modification number is generated by G-Invoicing and added to the end of the
GT&C number after the decimal. This incrementally increases after each
modification.
Note: For a new GT&C, the modification number will be 0.
Until your Agency transitions to G-Invoicing, please increment 1 number for
any modifications.
Authorization of a modification to the GT&C requires approvals by both the
Requesting and Servicing Agencies.
G
Status
Select the current status of the GT&C from the drop-down selection box.
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FS Form 7600A Department of the Treasury | Bureau of the Fiscal Service Revised March 2022
DEPARTMENT AND/OR AGENCY INFORMATION
1.
*Agency Name
Enter the G-Invoicing Agency Name that is used for this GT&C. This field is
populated by G-Invoicing as part of an Agency’s account setup.
If the trading partners are in G-Invoicing, the Agency Name on the 7600A
should align with the Agency Account Name within G-Invoicing. However, if
a trading partner is not enrolled in G-Invoicing then the Agency Name should
be as descriptive as possible.
*Group Name
Enter the unique name for the selected Organizational group available in G-
Invoicing. Until your Agency transitions to G-Invoicing, please include a list
of the entities within your Agency that will reference this GT&C on applicable
orders.
Note: Once in G-Invoicing, if the Document Inheritance Indicator is set to Yes
then all groups listed here can access the GT&C.
G
Group Description
The description associated with the group name selected above is populated by
G-Invoicing.
G
Requesting Document
Inheritance Indicator
The Document Inheritance Indicator (DII) identifies whether descendant
organizational groups are allowed to view a document in G-Invoicing below
the Primary Group entering into the GT&C. The default is set to Yes for both
Servicing and Requesting. Servicing Agency can’t update Requesting Agency
DII.
Note: This field is not required until transitioning to G-Invoicing.
Select Yes (Y) or No (N)
G
Servicing Document
Inheritance Indicator
The Document Inheritance Indicator (DII) identifies whether descendant
organizational groups are allowed to view a document in G-Invoicing below
the Primary Group entering into the GT&C. The default is set to Yes for both
Servicing and Requesting. Requesting Agency can’t update Servicing Agency
DII.
Note: This field is not required until transitioning to G-Invoicing.
Select Yes (Y) or No (N)
*Agency Location Code
(ALC)
This is the unique identifier for a federal agency buying/selling goods and/or
services. An ALC is an identifier for an accounting office within an agency
that reports disbursements and collections to Treasury. Enter the 8 digit ALC.
The ALC is available for selection in G-Invoicing. Until your Agency
transitions to G-Invoicing, please locate the appropriate ALC in the
Shared
Accounting Module (SAM).
Note: One to many ALC’s may be listed in this field.
ALC Description
This is the description of the ALC for a federal agency buying/selling goods
and/or services that is generated by G-Invoicing. Until your Agency transitions
to G-Invoicing, please locate the appropriate ALC description in the
Shared
Accounting Module. Please locate the appropriate description in the Trading
Partner Directory in OMB Max. This is the Organization Name plus the
Suborganization Name.
Note: One to many ALC descriptions may be listed in this field. This will
require OMB Max
access.
Subordinate Group
A unique and recognizable name for an Organizational group that is allowed to
use another group's GT&C. This should not include groups that will inherit
access to the GT&C through the Document Inheritance Indicator being set to
Yes.
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FS Form 7600A Department of the Treasury | Bureau of the Fiscal Service Revised March 2022
Note: This field is not required until transitioning to G-Invoicing. This field is
limited to 50 groups. Each group name is limited to 100 alphanumeric
characters.
Cost Center
Cost Center is an optional data element within G-Invoicing that Agencies may
use to identify segments within the Organization. Cost Centers can be units
within an Organization where managers are responsible for associated costs
and for adhering to a budget. (Cost Centers are an expense for the
Organization.) If using multiple data elements, please separate each with a
comma.
Business Unit
Business Unit is an optional data element within G-Invoicing that Agencies
may use to identify segments within the Organization. Business Units can be a
segment of an Organization, such as Accounting. If using multiple data
elements, please separate each with a comma.
Department ID
Department ID (Identifier) is an optional data element within G-Invoicing that
Agencies may use to identify segments within the Organization. Department
IDs can be a part of a larger Organization with a specific responsibility or
devoted to one of several major tasks. If using multiple data elements, please
separate each with a comma.
GT&C AGREEMENT INFORMATION
2.
*GT&C Title
The descriptive name given to any GT&C by a Requesting or Servicing
Agency.
3.
G
Order Originating Partner
Indicator
The Order Originating Partner Indicator identifies the trading partner that first
introduces Orders to G-Invoicing under the GT&C agreement. Each GT&C
only allows either the Requesting Agency (R) or the Servicing Agency (S) to
initiate the corresponding Orders, but not both.
Note: This field is not required until transitioning to G-Invoicing.
Select either Requesting Agency (R) or Servicing Agency (S).
4.
*Agreement Period
Agreement Start Date - Enter the date (yyyy/mm/dd) when the GT&C will
begin.
Agreement End Date – Enter the date (yyyy/mm/dd) when the GT&C will
end.
Note: This does not equate to the funding period of availability nor the end of
lagged billing. This is the period that defines when all goods and/or services
will be delivered. All Orders and all Performance Transactions will be bound
by these agreement dates.
5.
Termination Days
Enter the number of days the GT&C requires written notice for termination by
either the Requesting Agency or Servicing Agency.
6.
*Agreement Type
Identifies whether this GT&C will support one (Single) Order or more than
one (Multiple) Orders.
Select the ‘Single Order’ checkbox if this is a one-to-one relationship in which
there is only one Order for the GT&C.
Select the ‘Multiple Orders’ checkbox if this is a one-to-many relationship in
which there is more than one Order for the GT&C.
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FS Form 7600A Department of the Treasury | Bureau of the Fiscal Service Revised March 2022
7.
*Advance Payment Indicator
Identifies whether Advance Payments are allowed for the Order(s) supporting
this GT&C.
Select the ‘Yes’ checkbox if Advance Payments are allowed for any or all of
the subsequent Order(s).
Note: If ‘Yes’ is selected, the Servicing Agency Advance Payment Authority
Title and Citation are required upon creation of an Order against this GT&C.
Select the ‘No’ checkbox if Advance Payments are not allowed for the
subsequent Order(s).
8.
*Assisted Acquisition
Indicator
Identifies whether the GT&C will accommodate Assisted Acquisitions. The
Servicing Agency provides acquisition support in awarding and managing
contracts on behalf of the Requesting Agency’s requirements for products or
services.
Select the ‘Yes’ checkbox if the GT&C will accommodate Assisted
Acquisitions.
Note: If ‘Yes’ is selected, items 17 and 18 may be completed to provide
further detail.
Select the ‘No’ checkbox if the GT&C will not accommodate Assisted
Acquisitions.
ESTIMATED AGREEMENT AMOUNT
9.
Total Direct Cost Amount
Enter the total agreed-upon direct cost amount for providing the products
and/or services.
Note: This amount must be greater than or equal to $0.00
Total Overhead Fees and
Charges Amount
Enter the total agreed upon overhead fees and charges for providing the
products and/or services above and beyond direct costs.
*Total Estimated Amount
This is a calculated field that adds Total Direct Cost plus the Total Overhead
Fees and Charges Amount. The Total Estimated Amount does not represent
any reportable obligations or receivables. This is an agreed upon
estimated/projected amount for the duration of the agreement. Agencies may
or may not choose to enforce this amount. Actual amounts will be captured on
the 7600B form.
G
Enforce Total Remaining
Amount
Identifies if G-Invoicing should enforce the total value of orders to remain
below the Total Amount on the GT&C. If "Yes" is selected, G-Invoicing will
not allow Order total to exceed the GT&C total. This is an optional field for
agreements outside of G-Invoicing.
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FS Form 7600A Department of the Treasury | Bureau of the Fiscal Service Revised March 2022
ADDITIONAL AGREEMENT INFORMATION
10.
and Charges
This is a general explanation of how the overhead fees and charges are
calculated.
This provides helpful information to the Requesting Agency on the cost of the
overhead/fees which they are required to pay within their reimbursable
agreement, especially if an agency cannot specifically break out the fees from
the direct costs.
Note: This field may contain up to 4000 alphanumeric characters.
11.
Enter the high-level scope of the work to be performed under this GT&C for
all related Orders. Specific details about what is being purchased and related
funding is captured on each Order.
Note: This field may contain up to 4000 alphanumeric characters.
12.
Enter the respective roles and responsibilities that the Requesting Agency must
carry out to ensure the effective management and fulfillment of GT&C
requirements.
Note: This field may contain up to 4000 alphanumeric characters.
13.
Enter the respective roles and responsibilities that the Servicing Agency must
carry out to ensure the effective management and fulfillment of GT&C
requirements.
Note: This field may contain up to 4000 alphanumeric characters.
14.
Enter the unique requirements and/or mission specific restrictions related to
the GT&C.
Note: This field may contain up to 4000 alphanumeric characters.
15.
Business Credit Clause
The default language for this clause will be included on the form. Agencies
may update this text as necessary. If this clause does not apply to the
agreement, agencies may remove the text and include N/A.
16.
Note: This is a static text field that does not require data entry.
17.
Acquisitions
Enter the Requesting Agency’s lists or references of Organizations (Offices,
Bureaus, Divisions, etc.) that are authorized to request acquisition assistance
for the GT&C.
Note: This field may contain up to 4000 alphanumeric characters.
18.
Acquisitions
Enter the Servicing Agency’s lists or references of Organizations (Offices,
Bureaus, Divisions, etc.) that are authorized to provide acquisition assistance
for the GT&C.
Note: This field may contain up to 4000 alphanumeric characters.
19.
Enter any additional Requesting Agency provisions of the agreement. This
field is used to capture more detail for the GT&C.
Note: This field may contain up to 4000 alphanumeric characters.
20.
Enter any additional Servicing Agency provisions of the agreement. This field
is used to capture more detail for the GT&C.
Note: This field may contain up to 4000 alphanumeric characters.
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FS Form 7600A Department of the Treasury | Bureau of the Fiscal Service Revised March 2022
21.
Information
Additional, optional text field to include any information related to this GT&C
not covered in other areas of the form. If including supplemental documents
and/or attachments, those could be listed out in this field.
Note: This field may contain up to 255 alphanumeric characters. This
information can be included in the application by way of an attached file.
There is no data field in the G-Invoicing application to capture this
information.
MODIFY GT&C
22.
(If Applicable)
Enter an effective modification date for the GT&C (yyyy/mm/dd)
Enter any comments associated with why the GT&C has been modified.
CLOSE GT&C
23.
(If Applicable)
Enter an effective closing date for the GT&C (yyyy/mm/dd)
Enter any comments associated with why the GT&C has been closed.
REJECT GT&C
24.
(If Applicable)
Enter an effective rejection date for the GT&C (yyyy/mm/dd)
Enter any comments associated with why the GT&C has been rejected.
PREPARER INFORMATION
25.
Enter the name of the person who prepared (initiated) the GT&C. This is
derived from the user's login credentials within the application.
Enter the phone number of the person who prepared (initiated) the GT&C.
This is derived from the user's login credentials within the application.
Enter the email address of the person who prepared (initiated) the GT&C. This
is derived from the user's login credentials within the application.
AGREEMENT APPROVALS
By signing this agreement, you authorize the General Terms and Conditions as stated, and that the scope of the work can
be fulfilled. By signing, you agree to periodically review the terms and conditions of the agreement and make any
necessary modifications to the GT&C and any affected Order(s).
REQUESTING/SERVICING INITIAL APPROVALS
26.
Enter the name of the Requesting/Servicing Agency's official Initial Approver
of the GT&C.
This is the actual signature of the Requesting/Servicing Agency’s official
Initial Approver of the GT&C.
Enter the title of the Requesting/Servicing Agency's official Initial Approver of
the GT&C.
Enter the email of the Requesting/Servicing Agency's official Initial Approver
of the GT&C.
Enter the phone number of the Requesting/Servicing Agency’s official Initial
Approver of the GT&C.
Enter the fax number of the Requesting/Servicing Agency's official Initial
Approver of the GT&C.
Enter the date the Requesting/Servicing Agency's official Initial Approver
signed the GT&C.
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FS Form 7600A Department of the Treasury | Bureau of the Fiscal Service Revised March 2022
REQUESTING/SERVICING FINAL APPROVALS
27.
Enter the name of the Requesting/Servicing Agency's official Final Approver
of the GT&C.
This is the actual signature of the Requesting/Servicing Agency’s official Final
Approver of the GT&C.
Enter the title of the Requesting/Servicing Agency's official Final Approver of
the GT&C.
Enter the email of the Requesting/Servicing Agency's official Final Approver
of the GT&C.
Enter the phone number of the Requesting/Servicing Agency’s official Final
Approver of the GT&C.
Enter the fax number of the Requesting/Servicing Agency's official Final
Approver of the GT&C.
Enter the date the Requesting/Servicing Agency's official Final Approver
signed the GT&C.