The Quarterly Reporting Guide for State and Local Contractors Blog Feature
David Baldino

By: David Baldino on May 19th, 2016

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The Quarterly Reporting Guide for State and Local Contractors

GSA Schedule | 3 Min Read

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It’s that time of year again: quarterly sales reporting! Whether you are a federal or state and local contractor, you are required to submit a sales report to not only fulfill your contractual duty as a vendor, but also to pay an administrative fee.

For Federal Contractors

On the federal side, specifically when working with GSA, awarded contractors are required to submit a quarterly sales report through an online portal and pay the Industrial Funding Fee (IFF). This fee is paid every reporting period and equals 0.75% of your total sales under the GSA Schedule contract within that given quarter.

For State and Local Contractors

Awarded vendors on the state and local side, specifically NASPO ValuePoint vendors, have a few more requirements to meet. To start with, they must submit their sales reports to NASPO ValuePoint but. In addition, if a vendor has a Participating Addenda (PA) with several states, they are also required to submit additional sales reports for each one.

This means that state and local vendors will, most likely, be submitting multiple sales reports in any given quarter. NASPO ValuePoint incorporates an Administrative Fee of 0.1% of all total sales.

Depending on the number of PAs per vendor, they will need to:

  • Submit a report for each contracts
  • Pay a separate fee

Each state utilizes a different fee and some states do not incorporate a fee at all. For example, the states of Nevada, Hawaii and Alaska don’t have an administrative fee. In contrast, the states of Colorado, Utah, and Missouri have an Administrative Fee of 1%. With state and local sales reporting there are many moving parts; this is not only applicable to the different administrative fees as listed above, but also to the actual reporting process.

What You Need to Submit Your NASPO ValuePoint Sales Reports

The process of submitting NASPO ValuePoint sales reports can be more tedious than simply submitting sales numbers in an online portal. Specifically, NASPO Value Point requires three parts for their sales reporting:

  1. Summary Sales Report: Total sales for each state the vendor has a PA with, not broken out by individual line item.
  2. Detailed Quarterly Report: The total sales for each state broken out by each individual line item.
  3. PA Status Report: Shows the status and completion of PA sales reports. This third NASPO ValuePoint report is an overall picture of the individual reports, which vendors have to submit for each state.

How to Submit Your NASPO ValuePoint Sales Reports

How vendors submit these three reports varies, depending on the report.

1. The Summary Sales Report: Vendors are required to submit through the NASPO ValuePoint Administrative Fee Calculator. Within this page, you’ll select the NASPO ValuePoint contract that pertains to you, the quarter you are reporting and the amount of sales in each state.
2. The Detailed Quarterly Report: NASPO ValuePoint provides vendors with an excel file, which they must update manually to reflect sales by line item. Vendors must then send this excel file via email to NASPO ValuePoint’s Program Manager for processing.
3. The PA Status Report: This report must be submitted in an excel spreadsheet through email to the Cooperative Development Coordinator for processing. In addition to submitting the NASPO ValuePoint sales reports, each vendor is required, by state terms, to submit an individual report for each state the vendor has a PA with.

State Sales Report Submittal

States sales reporting terms are separate from NASPO ValuePoint sales reports. The manor in which they are presented, either through an excel spreadsheet or an online portal, varies from state to state.

Depending on the state, the information that the vendor will need to provide for each sale varies, as well. This can range from simply submitting the total sales figures for each state, all the way to providing line item detail for each product sold.

Understanding all of the variables involved  in submitting state and local sales reports is extremely important, specifically when it comes to NASPO ValuePoint. There are many moving parts than can be easily overlooked if you do not understand the process completely.

To learn more about state and local sales reporting, contact one of Winvale’s experts today. Our team of consultants can guide you through the different variables of monthly and quarterly reporting, and educate you on compliance with state and local contracting.

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About David Baldino

A Lead Consultant at Winvale, David Baldino focuses on supporting large and small organizations in their efforts to successfully market to the Federal and State Governments. Advising customers on best practices for contractor and contract compliance in direct relation to the Federal Acquisition Regulations and the NASPO ValuePoint Cooperative Purchasing Program, David has allowed companies to focus on performance within these contract vehicles, and enable continuous growth. He has also worked with other cooperative purchasing contract vehicles including Texas DIR, the National Cooperative Purchasing Alliance (NCPA), and The Cooperative Purchasing Network (TCPN). David is a graduate of George Mason University and has attended both Georgetown University and the University of Oxford, where his studies consisted of History and Law.