FY2011 Exhibit 54 Guidelines 2 Exhibit 54: PURPOSE Tool used for assisting agencies in completing their Space Budget Justifications Basis for Annual Rent Payments PY : Current GSA Rent Bill + Anticipated Inventory Changes. CY & BY : GSA Base Rent Estimate + Anticipated Inventory Changes BY+1 : Automatically calculated using BY Budget Request x OMB CPI + Anticipated Inventory Changes 3 OMB Fiscal Year Naming Convention [template color coding descriptions] PY = 2009 Fiscal year CY = 2010 Fiscal year BY = 2011 Fiscal year BY+ 1 = 2012 Fiscal year 4 NOTE: The GSA Rent Estimate calculations, the GSA Anticipated Inventory Changes file and the modified Exhibit 54 template are provided to assist you in completing your Space Budget Justification report. However, the user of this information is ultimately responsible for accuracy of their Agency Budget Request. We strongly recommend that you thoroughly review all of the data in these files and to make all necessary adjustments for any errors or omissions on our part that may have occurred in the compilation of this data. Statement of Use 5 Accessing Exhibit 54 From the Internet Explorer, open the Exhibit 54 by going to the following website: When prompted, save to your hard drive 6Circular A-11: Rental of Payments for Space & Land 7 PREPARATION, SUBMISSION, AND EXECUTION OF THE BUDGET Detailed OMB requirements for Exhibit 54 submission can be found on page 151, Section 54.1 54.5/Rental Payments for Space and Land; Circular A _2009.pdf11_2009.pdf 8 Accessing Exhibit 54 From the Rent Library click on the 3 rd document named Shell Exhibit 54 for FY11 9 Required Files to Complete Exhibit 54 Open the GSA Base Rent Estimate file Open the Anticipated Space Changes File These files are based on the March 2009 snapshot After opening files, filter to your agency bureau code 10 Gathering Required Files: ROW Pull your March 2009 GSA rent bill (snapshot used for the base rent estimate) from Rent On the Web https://www.pbs-billing.gsa.gov/row/ Enter your four digit agency bureau code 11 Tab 1: GSA IC Worksheet Entering RSF & RENT ESTIMATE BASE Begin by entering the 2009 RSF data under the PY column (cell C2) of the GSA IC worksheet. The RSF is equivalent to the Charge Basis from your rent bill enter the Charge Basis (line A of the March 2009 rent bill). 12 Entering RSF & RENT ESTIMATE BASE Enter Rent Estimate Base amount for the PY/2009 column (C3), by looking at the March 2009 GSA rent bill for your bureau and using the following calculation: Line D Total Monthly Rent * Remaining months of the fiscal year (6 from March billing) + Line F Total Rent Amount YTD = PY Rent Estimate Base (Cell C3) Line D * 6 + Line F Year to date = Rent Est Base amount, PY 13 Tab 1: GSA IC Worksheet Enter CY/2010, by opening the Base Rent Estimate file, Click on the 2010 Detail by Billing Line tab (tab #4 shown below). Scroll to the column M, named Rentable Sq Ft and enter the value in cell D2 under the CY column RSF. Do same for BY 14 Entering RSF & RENT ESTIMATE BASE Enter the Rent Estimate Base amounts for CY, BY of the worksheet by going back to the Base Rent Estimate file 2010 & 2011 (tabs 4 & 5) Detail by Billing Line and entering the amounts listed under Total Rent Amount Note: 2010 Total Rent Amount is entered as CY on worksheet 2011 Total Rent Amount is entered as BY on worksheet 15 Entering Inventory Changes From your Anticipated Space Changes file, highlight all data in maroon under column J labeled Total Impact of 2009, and enter the subtotal (shown at the bottom right of your excel screen) in cell C4 of the PY section of the GSA IC Worksheet If there are no anticipated space changes color coded in maroon, then no data entry is required on the GSA IC worksheet (maroon PY), cell C4. List anticipated space changes for the CY and BY (cells D5 & E5) of the Owned section of the GSA IC Worksheet, by highlighting all data in Green and Blue and entering the CY & BY rows. Repeat same process for leased 16 Entering Inventory Changes: Owned & Leased To enter Owned PY, CY and BY data of the GSA IC Worksheet, open your Anticipated Space Changes file Scroll to the Total Impact on 2009 Rent (PY) column for your bureau Owned Inventory tab PY = MAROON 09CY = GREEN 10BY = BLUE 11 17 Entering Inventory Changes: Enter the Owned Inventory changes data on the CY section (cells D5, E5, G5, look at the Anticipated Space Changes Total Impact of 2010 rent, highlight those anticipated space changes which are green and enter the sum in cells D5 E5. Repeat same process for leased portion. Remember: Totals will be at the bottom right corner of your excel spreadsheet 18 Entering Inventory Changes 19 Entering Inventory Changes To enter CY data of the GSA IC Worksheet, do the same using the Total Impact of 2010 Rent of the Anticipated Space Changes. Repeat same process for leased portion. Reminder: BY + 1 (yellow) is automatically populated. No entry required. 20 Entering Inventory Changes Enter the RSF data of the GSA IC Worksheet by following the same fiscal year color coding methodology and enter data from the Anticipated Space Changes file from the Change in RSF totals. Enter data in cells G4 G6 Reminder: BY + 1 (yellow) is automatically populated. No entry required. BY + 1 calculates based on multiplying the BY * the OMB Escalation Factor of 1.014% ( 2012 Amount * 1.014% = BY + 1 ) 21 Entering Inventory Changes How The Owned PY Rent Sq Ft Amount (61,537) was derived 22 Entering Inventory Changes Continue this methodology Summary (bottom section) of the GSA IC Worksheet section will populate. No entries required Worksheet is complete! 23 TAB #2: CORRECTIONS PY Chargeback/Dispute Entries Only! Purpose: Agency opportunity to enter adjustments for all Resolved and Unresolved Chargebacks ONLY [submitted] to ensure accurate billing data is captured as part of your budget submission Enter Agency Information in cells B2, B3 and B4 24 TAB #2: CORRECTIONS PY Enter the Rentable SF in column K (starting with K9) and Annual Rent in column L (starting with L9) as captured in Rent Estimate Base. Agency Information - Enter the corrected/disputed Rentable SF in column N and the Annual Rent in Column O Reminder: Corrections should not include the original/disputed amounts 25 TAB #2: CORRECTIONS PY Agency Revision - Enter only the number of months of disputed/incorrect billing (in column S) and the Explanation of Changes (in column T) Corrections PY section complete! 26 SUM Tab This worksheet summarizes the information entered from the previous worksheets and provides opportunity for entry of additional information regarding sources of funds for rental payments to GSA and rental payments to others, which should be included in your budget request. Only the yellow shaded areas require entries. The remaining cells will be calculated automatically. 27 Exhibit 54 Summary Remember: GSA IC Worksheet - Include color coded data from Anticipated Space Changes & BRE files for PY/2009, CY/2010, BY/2011, BY + 1/ Highlight & incorporate data where instructed - Remember totals will populate. No entry required in bottom portion PY Corrections Tab - Only include incorrect billings captured in March/Chargebacks only not missed billings. PY, BY, BY Enter discrepancies within your Anticipated Space Changes Summary Tab - Populates/Summarizes data from previous tabs - Opportunity to incorporate funding to GSA from other sources