GSA3635

Refund

Agency
GSA
Revision
Rev. 3/2011
Fillable fields
32
Pages
1
Official source
GSA form page
Checked
October 20, 2026
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Page 1 of form GSA3635

GSA Form 3635: Refund

GSA Form 3635, Refund, is a General Services Administration form. Its footer reads GSA 3635 (REV. 3/2011) and Prescribed by FSS P 4055.11, and GSA hosts it in its forms library. The form says to use it whenever a refund is due to a successful bidder, and it is addressed to the Chief, Accounts Receivable Branch (6BCR).

The one-page form has 10 numbered items: the original register number for payment, contract numbers, the sale and lot numbers, the method of payment, the successful bidder's information, the refund amount and reason, the agency and retrieval amount, and review blocks for the Sales Contracting Officer and the Sales Manager. It prints no OMB number and no privacy statement, and it does not name the office that prepares it.

You can fill it out free in your browser on this page and download the result without an account.

Top of page 1 of GSA Form 3635: Refund, as printed by GSA

What's on GSA Form 3635

Items 1 to 4: register, contracts, sale and lot

The original register number for payment, contract numbers in boxes a to f, the sale number and the lot number.

Item 5: method of payment

Cash, credit card (attach copy of slip) or a deposit ticket number, with the date.

Item 6: successful bidder's information

The bidder's number, name, street address, city, state, ZIP code and TIN (SSN/EIN).

Item 7: refund

Boxes for the full amount and for an amount retained in accordance with the sales T&C, an explanation if other than a or b, and one reason checked: property not available, misdescription, bidder in default or other.

Item 8: agency and retrieval amount

Dollar amounts for the Sales 255 Account and for the agency, identified by its Agency Location Code (ALC).

Items 9 and 10: review and signatures

The name, signature and date of the Sales Contracting Officer, then of the Sales Manager.

How to complete GSA Form 3635

  1. 1

    Copy the register details

    The instructions say to enter items 1, 2, 3, 4 and 5a to 5d as shown on the SASy generated Register of Remittances Received for the original payment.

  2. 2

    Identify the successful bidder

    The instructions say to enter the bidder number, name, complete address and TIN (SSN/EIN) of the successful bidder for the cited contract number(s) in items 6a to 6g.

  3. 3

    Enter the refund and its reason

    Items 7a to 7d and 8 take the refund amount, the reason for the refund and the agency retrieval information.

  4. 4

    Attach the receipts

    The instructions say to include a copy of GSA Purchaser's Receipt, and item 5b says to attach a copy of the slip for a credit card payment.

  5. 5

    Contracting Officer review

    The Sales Contracting Officer reviews the completed form, then signs and dates items 9a to 9c.

  6. 6

    Sales Manager review

    The Sales Manager reviews the completed form, then signs and dates items 10a to 10c.

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Routing and what the form says

Where it goes

The form is addressed TO: Chief, Accounts Receivable Branch (6BCR). It prints no mailing address.

When it is used

The form says to use it whenever a refund is due to a successful bidder.

Attachments

A copy of GSA Purchaser's Receipt, and for a credit card payment a copy of the slip.

Prescribing document

The footer reads Prescribed by FSS P 4055.11. GSA's forms page lists a current revision date of 03/2011 and no authority or regulation.

Related forms

Who fills out GSA Form 3635?

  • Whoever prepares the refund

    The instructions say to enter items 1 to 5 as shown on the SASy generated Register of Remittances Received for the original payment. The form does not say which office does this.

  • The successful bidder

    The refund is due to the successful bidder, whose number, name, address and TIN (SSN/EIN) go in item 6. The form has no signature line for the bidder.

  • Sales Contracting Officer

    The instructions say the Sales Contracting Officer must review the completed form, then sign and date it in items 9a to 9c.

  • Sales Manager

    The instructions say the Sales Manager must review the completed form, then sign and date it in items 10a to 10c.

  • Accounts Receivable

    The form is addressed TO: Chief, Accounts Receivable Branch (6BCR).

The form does not name the preparer. Its instructions and review blocks show these roles.

Official sources and the blank

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Questions about Form GSA3635

Who receives GSA Form 3635?

The form is addressed TO: Chief, Accounts Receivable Branch (6BCR). It prints no mailing address.

When is GSA Form 3635 used?

The form says to use it whenever a refund is due to a successful bidder.

What refund reasons does the form list?

Item 7d has boxes for property not available, misdescription, bidder in default and other, with space to explain.

Who signs GSA Form 3635?

The instructions say the Sales Contracting Officer reviews the completed form, then signs and dates it, and the Sales Manager does the same. The bidder does not sign it.

What has to be attached?

The instructions say to include a copy of GSA Purchaser's Receipt. For a credit card payment, item 5b says to attach a copy of the slip.