GSA Transactional Data Reporting

TDR is a monthly report of what you actually sold under your GSA contract — line by line, in a fixed file format, twelve times a year.

Where the requirement comes from

The clause is GSAR 552.216-75, Transactional Data Reporting (May 2023 version), prescribed at GSAM 516.506(c). It is in your contract. With MAS Solicitation Refresh 31, published 2 April 2026, TDR applies across all MAS Special Item Numbers, effective 1 July 2026. Before that it was a voluntary pilot on selected SINs.

TDR replaces part of the older disclosure regime rather than adding to it — how it relates to Commercial Sales Practices and the Price Reductions Clause is the part contractors most often want confirmed against their own terms.

Does it apply to you

If you hold a MAS contract, yes — Refresh 31 removed the SIN-by-SIN distinction that used to make this a real question. It reaches an existing contract through mass mod A909, and the quarter in which you accept the mod sets when your monthly reports start. Holders of GWAC, MAC and BMO vehicles report too, on a different tab with different columns.

What does not exempt you: a small contract, a quiet month, a contract in its first year, or a year in which you sold nothing at all through it.

What you report

Each transaction under the contract, as its own line: what was sold, the SIN it falls under, the quantity, the price per unit, the total, the order it came from, the date, and who bought it. For a reseller with a few hundred order lines a month, that is a few hundred rows.

The MAS tab of the official template has 18 columns, of which 10 are mandatory. Refresh 31 added fields that no invoice export contains — UCID and Cloud Service Type among them — which is why the first mandatory month catches people out. The template, column by column has the full list.

Service contractors have the same monthly close with different source data. Their export commonly contains labor category, hours, rate, amount, order, agency, SIN and UCID rather than manufacturer and part-number fields. TDR Filer applies GSA's service-row rules and leaves product-only fields blank in the official MAS tab.

When

Within 30 calendar days after the last calendar day of the reporting month. July's data is due by 30 August. It is not "the 30th of the following month": January data is due 2 March, because 31 January plus 30 days lands there. A month with no sales still needs a report — the zero-sales filing is the one people most often miss. Every due date through 2027 is worth putting in a calendar once.

How it is submitted

Through the FAS Sales Reporting Portal at srp.fas.gsa.gov, which takes an Excel file upload, keyed entry in a form, a CSV upload, or an API/EDI feed. Sign-in is through Contractor Login and requires multi-factor authentication; GSA checks your email address against the one on the contract file. Most contractors use the Excel upload, and the choice between form and file is mostly a question of how many lines you have.

What the file has to look like

The template forbids extra sheets, changed formatting, changed column order, blank mandatory fields, and formulas or macros. The last one is the one that shapes the work: you cannot build your automation inside the template, so every month has to end in a clean file of literal values. When the portal rejects an upload the cause is nearly always one of a small set of faults — an invalid SIN, a total that does not equal quantity times unit price, a blank mandatory column, or a leftover formula.

What it costs you in time

The task does not compound. Month twelve costs roughly what month one cost, because the prohibition on formulas means last month's work cannot do this month's. And the template itself moves — v3.0 in October 2024, v4.2 in 2026-06-24 — so a hand-built process breaks on a schedule nobody announces to you. Whether that is worth automating depends on the size of your export, not the size of your contract; the three ways of getting it done sets out what each costs.

What happens if you do not file

There is no fine attached to the clause. The consequence is contractual: it goes to your Contracting Officer, and it can affect whether an option period is exercised, or whether the contract continues at all. For a small vendor that is the whole federal revenue line, which is why it is worth more attention than the size of the task suggests. GSA's enforcement grace period runs to 31 December 2026.

The Industrial Funding Fee

Separately from the report, you remit the Industrial Funding Fee — 0.75% of reported sales, quarterly, under GSAM 538.270-1. Reporting and remitting are two different obligations on two different clocks, and the quarterly one is the one people confuse with the monthly one.

Questions people ask

Does TDR apply to my contract?

Since MAS Solicitation Refresh 31, effective 1 July 2026, Transactional Data Reporting applies across all MAS Special Item Numbers. It reaches an existing contract through mass mod A909; accepting the mod sets the quarter your monthly reports begin.

When is the report due?

Within 30 calendar days after the last calendar day of the reporting month. Calendar days, not business days, and not simply the 30th of the following month — January data is due 2 March, because 31 January plus 30 days lands there.

What if I had no sales that month?

You still file. A month with no sales under the contract requires a zero-sales report, and those are the months contractors most often miss.

Is there a fine for filing late?

No. The clause carries no monetary penalty. The consequence is contractual: the Contracting Officer sees a missed obligation, and that feeds into whether an option period is exercised.

What is the difference between TDR and the SRP?

TDR is the obligation — the clause in your contract. The SRP, the FAS Sales Reporting Portal, is the system you file it in. People increasingly search for the portal rather than the clause, but they are asking about the same monthly task.

Do I need special software?

No. GSA accepts keyed form entry, an Excel upload against the official template, CSV, an API feed, and EDI. Software only matters once producing the file by hand every month stops being worth the time.

This page describes the requirement as we read the primary sources. It is not legal advice — your Contracting Officer and your contract govern.