Form GSA 3025, Receiving Report

GSA Form 3025, Receiving Report, is the General Services Administration form used to certify that the goods and/or services described on it have been received and accepted, and to state the maximum amount approved for payment.

The form has three sections. Section 1, Contract Identification, names the contractor, the PEGASYS document number and the contract or purchase order number. Section 2, Description of Goods and/or Services, lists each item with its description (dates of service for services), quantity, the maximum payment amount, any deduction for nonperformance, the maximum amount approved for payment (Item 5 less Item 6) and remarks. Section 3, Certification(s), records the type of delivery (full, partial or final partial), the certification of receipt and acceptance, and an optional second certification.

The form prints three timing rules at the top: it must be received in the payment office within 5 workdays of acceptance; acceptance must take place within 7 calendar days of delivery or completion of work unless the contract states a different inspection/acceptance period; and invoices received must be time stamped to show the date of receipt.

The printed edition is GSA Form 3025 (Rev. 6/2005), and the form states that the previous edition is not usable. GSA's forms page lists the form as GSA3025 with a current revision date of 06/2005.

The form is completed by the person who certifies receipt and acceptance of goods or services under a contract or purchase order. That person enters the certification in block 10, with name and title, correspondence symbol, telephone number, signature and date signed. A second official may add the optional second certification in block 11, which states that the goods or services described have been accepted.

The payment office is the recipient: the form must be received there within 5 workdays of acceptance. Invoices that arrive must be time stamped to show the date of receipt.

The form identifies the contractor, the PEGASYS document number and the contract or purchase order number, so you need those details at hand before you start. The form does not describe any other eligibility rule, and it does not say who may sign on behalf of someone else. For questions about who may certify under a particular contract, refer to the contract and to GSA.

Complete the receiving report when goods are delivered or work is completed and accepted. The form says acceptance must take place within 7 calendar days of delivery or completion of work, unless the contract states a different inspection/acceptance period. If acceptance takes longer than the contract states, explain the reason in block 8.

Once accepted, the form must be received in the payment office within 5 workdays of acceptance. Because block 9 offers full, partial and final partial delivery, a contract delivered in stages may need more than one report. The form sets no other deadline.

The form names one recipient: the payment office, which must receive the completed report within 5 workdays of acceptance. It prints no mailing address, portal, e-mail address or appointment rule, so use the delivery method your agency or the contract specifies.

• Payment office: deliver the signed receiving report so that it arrives within 5 workdays of the acceptance date entered in block 10.
• Invoices: the form says invoices received must be time stamped to indicate the date of receipt.

Before sending, check that the certification in block 10 is signed and dated, and that any explanation of a deduction or a late acceptance is written in block 8. FillingPDF lets you fill out and download the PDF; submission follows the channels above.