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Frequently Asked Questions

SECTION: ACCOUNT ACCESS

Question Answer
How do I update my contact information in VCSS? VCSS User Contact Information Update Request (Word Doc)
How do I register my account in VCSS? Click the Registrations & Access Requests button on the homepage of the VCSS website. Click to indicate if you are a customer or vendor, and complete the Registration Request.
How do I reset my password? You can reset your own password if you have previously established your Security Questions and Answers on your VCSS profile. Select the hyperlink 'Forgot Password' underneath the Sign In Password field. If not, contact the GSA Business Applications Service Desk at 1-866-450-6588 or EMAIL at businessapps@gsa.gov for assistance
How do I set up my Security Questions and Answers so I can change my own password? How To Enable Resetting Your Own VCSS Password
How do I request access to an existing account in VCSS? Click the Registrations & Access Requests button on the homepage of the VCSS website. Click to indicate if you are a customer or vendor, and complete the Registration Request.
As a GSA employee how do I request access to VCSS? VCSS User ID Request Form (Word Doc)

SECTION: ACCOUNT ADMINISTRATORS

Question Answer
How do I find my Account Administrator? This information is stated on your Access Request Confirmation email. Additional questions can be emailed to vcss.registration@gsa.gov
My Account Administrator is no longer working in this organization. How do I change the administrator? Complete the appropriate Change Account Administrator form located here.
I have not received any information regarding for my access request. Who should I contact? Contact the Account Administrator directly using the contact information provided in your Confirmation of Access email since their submitted approval is required prior to processing. If the Account Administrator cannot be reached, email the VCSS Registration Desk at vcss.registration@gsa.gov for additional assistance.

SECTION: STATEMENTS IN VCSS

Question Answer
How do I pull our statements out of VCSS? View and Print Statements (Word Doc)
How do I view a summary of all statements for my account in VCSS? View and Print CSV Details (Word Doc)
How do I download the CSV details my Statements? CSV Download Instructions
How do I update my Mailing Address that is on my statement? If you know your GSA Billings accounting clerk, send email directly to her/him updating the mailing address. If contact is unknown, send email to kc-accts-receivable.finance@gsa.gov to provide the updated mailing address.

SECTION: READING MY STATEMENTS/BILLS IN VCSS

Question Point of Contact (Group) Email Answer
What is my Customer # and Access Code to access the applications on the GSA Drive-Thru website? gsadrivethruhelp@gsa.gov
What do the Sales Codes stand for on my statement? Fleet Sales Codes
I have questions about details on my fleet bill? GSA Drive Thru
I have a question regarding my RWA IPAC Bill who do I need to contact? (IPAC Bills Start with "W") IPACBilling@gsa.gov
I have a question regarding my RWA NON-IPAC Bill who do I need to contact? (NON-IPAC Bills Start with "X") FW-Billing.Finance@gsa.gov
Information related to Speedpay and Mileage Express Users Change Line of Accounting and Document Number before entering month-end mileage.
Chargebacks due to inaccurate LOA information will not be accepted.
It is imperative that all customers using SpeedPay change their Line of Accounting (LOA) and Document Number effective on or after October 1, BEFORE mileages are entered in October. Do not enter any month-end mileages until after October 15. There will need to be a coordination of efforts between the individuals who input mileages into Mileage Express and the budget personnel who are responsible for entering the LOA into SpeedPay to ensure that the LOA is changed BEFORE mileages are reported.
Chargebacks due to inaccurate LOA information inSpeedPay after October 1 will not be accepted.

If you have any questions, please contact your Fleet Service Representative or Fleet Management Center.
How many search results VCSS will display on its web pages? VCSS will only display 999 search results on its web pages.
If you need to download your statement transactions to a CSV file and the statement contains more than 999 rows, you must use the Statement>View Details query. If you use the Statement>View Details search and there are more than 999 rows, you will see a warning message saying, "SE0126W The number of results returned by your query is equal to or greater than the configured maximum result limit of '999'. The system will display records up to that limit." This warning message applies only to the web page. It does not apply to the CSV download.

SECTION: WHO CAN HELP

Question Point of Contact (Group) Email Answer
I have requested to register my account, but I have not received an ID for VCSS. Who do I contact for a status update? vcss.registration@gsa.gov
Who can I contact with questions regarding the charges of my bill? GSA Drive Thru
Who can I contact if I am unable to input an invoice? kc-acctspayable.vcss@gsa.gov
Who do I talk to regarding my Short Term Rental (A8 Sales Code)? gsa_rental@gsa.gov
Who do I talk to regarding my Fleet Service Gas card (Citibank Wright Express Fleet Credit Card)? replacementcards@gsa.gov
How do I find my Fleet Service Representative? gsadrivethruhelp@gsa.gov
Who do I contact regarding the outstanding amounts on my account? kc-accts-receivable.finance@gsa.gov
How do I update the contact information for my BOAC? arvendorrequest@gsa.gov Vendor Customer Request Form
How do I update the contact information for my non-rent ALC? arvendorrequest@gsa.gov Vendor Customer Request Form
How do I update the contact information for my RENT ALC? arvendorrequest@gsa.gov Vendor Customer Request Form
How do I deactivate an inactive Vendor Code? arvendorrequest@gsa.gov Vendor Customer Request Form

SECTION: PROBLEMS WITH MY BILL

Question Point of Contact (Group) Email Answer
Why is my monthly billing statement missing vehicle tag #'s? kc-accts-receivable.finance@gsa.gov
How can I pay my fleet bill? kc-accts-receivable.finance@gsa.gov
I have received a delinquency notice for a statement that I have already paid. First, double check the payment status in VCSS. IF it is still showing outstanding, contact KC-Accts-Reveivable.Finance@gsa.gov

SECTION: SYSTEM REQUIREMENTS

Question Answer
What are the supported browsers? VCSS is compatible with the following browsers: Microsoft Edge and Google Chrome.

SECTION: BULK NEW REGISTRATION/ACCESS REQUESTS

Question Answer
Is there a way to submit bulk access requests for a large number of accounts without having to enter each request individually through the website? Bulk requests, any request type for the same person for more than 25 accounts, must be processed in coordination with GSA’s IT team and therefore require additional processing time. Instructions on how to submit this type of request to the VCSS Registration Desk is here.

SECTION: NAVIGATION BAR SETTING IN VCSS

Question Answer
How do I move my navigation bar on VCSS from its default position to the top? The default view for the navigation pane for a new user is 'side navigation'. Please follow the below steps to change the side navigation bar to the top.
1. Log into VCSS.
2. If the navigation bar is on the side of page, select the drop down arrow on the top right of the page.
3. Navigate to the 'Setting' page.
4. In 'Menu' section deselect checkbox for Side Navigation.
5. Select 'Save'. 6. Navigation bar is now on the top of the screen.

SECTION: UNIQUE ENTITY IDENTIFIER (UEI)

Question Answer
What is a UEI? UEI is an unique number (Unique Entity Identifier) created by SAM.gov required on orders with GSA
How can existing vendors determine if they already have a UEI? How can I view my Unique Entity ID?
How do I request a UEI at Sam.gov? Quick Start Guide for Getting a Unique Entity ID

SECTION: VENDOR INVOICING

Question Answer
How do I find my order number? Follow one of the naming patterns below:
- 47HAA018P0211
To search, add GD to the beginning of the number:
GD47HAA018P0211

- QP0024221
Do not add anything to this order number

Order number can be found on the GSA form 300, Order for Supplies and Services, fields 2 or 4
How to search for an order in VCSS? See Section 2.1 in Vendor User Guide
How to create a referenced invoice? See Section 3.1 in Vendor User Guide
Information needed to enter an invoice? 1. Invoice Number: Alphanumeric characters, all caps, no spaces, no special characters
2. Invoice Line Amount: Total amount of invoice
3. Attach invoice, optional

SECTION: REIMBURSABLE WORK AUTHORIZATION (RWA)

Question Answer
How can I remove my email address from the automated email notifications in VCSS? Please reach out to the administrator for assistance and/or the persons who listed you as the POC when entering the agreement in RETA.
How do I gain access to VCSS? See VCSS Guide
How do I obtain a copy of my bill? Please send an e-mail to FW-Billing.Finance@gsa.gov

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