Upload
purpel
View
218
Download
0
Embed Size (px)
Citation preview
8/8/2019 FY2012 Exhibit 54 Guidelines[1]
http://slidepdf.com/reader/full/fy2012-exhibit-54-guidelines1 1/29
FY2012 Exhibit 54Guidelines
8/8/2019 FY2012 Exhibit 54 Guidelines[1]
http://slidepdf.com/reader/full/fy2012-exhibit-54-guidelines1 2/29
2
Exhibit 54: PURPOSE
Tool used f or assisting agencies in completing their Space Budget Justifications
Basis f or Annual Rent Payments
PY : Current GSA Rent Bill + Anticipated
Invent ory Changes.
CY & BY : GSA Base Rent Estimate + Anticipated Invent ory Changes
BY+1 : Aut omatically calculated using
BY Budget Request x OMB CPI +
Anticipated Invent ory Changes
8/8/2019 FY2012 Exhibit 54 Guidelines[1]
http://slidepdf.com/reader/full/fy2012-exhibit-54-guidelines1 3/29
3
OMB Fiscal Year Naming Convention[template color coding descriptions]
PY = 2010 Fiscal year
CY = 2011 Fiscal year
BY = 2012 Fiscal year
BY+ 1 = 2013 Fiscal year
8/8/2019 FY2012 Exhibit 54 Guidelines[1]
http://slidepdf.com/reader/full/fy2012-exhibit-54-guidelines1 4/29
4
NOTE: The GSA Rent Estimate calculations, theGSA Anticipated Invent ory Changes file and themodified Exhibit 54 template are provided t o assist you in completing your Space Budget Justification report.However, the user of this inf ormation isultimately responsible f or accuracy of their Agency Budget Request.
We st rongly recommend that you thoroughlyreview all of the data in these files and t o makeall necessary adjust ments f or any errors or omissions on our part that may have occurred in
the compilation of this data.
Statement of Use
8/8/2019 FY2012 Exhibit 54 Guidelines[1]
http://slidepdf.com/reader/full/fy2012-exhibit-54-guidelines1 5/29
5
Accessing Exhibit 54
From the Internet Explorer, openthe Exhibit 54 by going t o the
f ollowing website:http://www.gsa.gov/exhibit54
When prompted, save t o your harddrive
8/8/2019 FY2012 Exhibit 54 Guidelines[1]
http://slidepdf.com/reader/full/fy2012-exhibit-54-guidelines1 6/29
6
http://www.whitehouse.gov/omb/circulars/a11/current_year/a11_toc.html
Circular A-11:Rental of Payments for Space & Land
8/8/2019 FY2012 Exhibit 54 Guidelines[1]
http://slidepdf.com/reader/full/fy2012-exhibit-54-guidelines1 7/29
7
PREP ARATION, SUBMISSION, ANDEXECUTION OF THE BUDGET
Detailed OMB requirements f or Exhibit 54submission can be f ound on page 151, Section54.1 54.5/Rental Payments f or Space and Land;
Circular A-11http://www.whitehouse.gov/omb/circulars/a11 /current_year/a_11 _2009.pdf
8/8/2019 FY2012 Exhibit 54 Guidelines[1]
http://slidepdf.com/reader/full/fy2012-exhibit-54-guidelines1 8/29
8
Accessing Exhibit 54
From the ³Rent Library´ click on the 2nd
document named ³Shell Exhibit 54´
8/8/2019 FY2012 Exhibit 54 Guidelines[1]
http://slidepdf.com/reader/full/fy2012-exhibit-54-guidelines1 9/29
9
Required Files to Complete Exhibit 54
Open the GSA Base Rent Estimatefile
Open the Anticipated Space Changes File
These files are based on the February 2010 GSArent bills(sent t o your agency on 4/16 /10)
After opening files, filter t o your agency bureaucode
8/8/2019 FY2012 Exhibit 54 Guidelines[1]
http://slidepdf.com/reader/full/fy2012-exhibit-54-guidelines1 10/29
10
How t o Access ROW
How do I request access t o ROW (f or me/myemployees) t o review our rent bills?
Log ont o this web site:htt ps://www.pbs-billing.gsa.gov/row
Click on Register an Account butt on
Complete the f orm on-line
Print out the f orm (print butt on must display on print out)
Obtain the appropriate signatures
Fax the f orm t o: 202.208.7092
8/8/2019 FY2012 Exhibit 54 Guidelines[1]
http://slidepdf.com/reader/full/fy2012-exhibit-54-guidelines1 11/29
11
Gathering Required Files: ROW
Pull your February 2010 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
8/8/2019 FY2012 Exhibit 54 Guidelines[1]
http://slidepdf.com/reader/full/fy2012-exhibit-54-guidelines1 12/29
12
New Template
A simplified template was created, whichwill automatically populate all tabs.
Annotate any necessary IC changes, ifneeded
8/8/2019 FY2012 Exhibit 54 Guidelines[1]
http://slidepdf.com/reader/full/fy2012-exhibit-54-guidelines1 13/29
13
New Template:GSA IC Worksheet/Tab #1 On Tab #1 /GSA IC Worksheet do the following:
1. Click Enable Macros (at security prompt)
2. Click Run Import Macro button
3. Enter information at prompts (Agency A/B Code, Agency
Name, Bureau Name, etc)
8/8/2019 FY2012 Exhibit 54 Guidelines[1]
http://slidepdf.com/reader/full/fy2012-exhibit-54-guidelines1 14/29
14
New Template (Cont):GSA IC Worksheet/Tab #1
4. At prompt, enter your CY Budget Year (2011)
5. Enter your BY Budget Year (2012)
6. Click on your saved BRE & Anticipated SpaceChange files; saved t o your deskt op or Mydocuments.
7. All data is now populated and template complete!
8/8/2019 FY2012 Exhibit 54 Guidelines[1]
http://slidepdf.com/reader/full/fy2012-exhibit-54-guidelines1 15/29
15
Tab 1: GSA IC Worksheet If using the old version: these slides merely explain how data was comprised
Entering RSF & RENT ESTIMATE BASE
Begin by entering the 2010 RSF data under the PY column (cellC2) of the GSA IC worksheet. The RSF is equivalent to the Charge
Basis from your rent bill enter the Charge Basis (line A of theFebruary 2010 rent bill).
8/8/2019 FY2012 Exhibit 54 Guidelines[1]
http://slidepdf.com/reader/full/fy2012-exhibit-54-guidelines1 16/29
16
Entering RSF & RENT ESTIM ATE B ASE
Enter Rent Estimate Base amount f or the PY /2010 column(C3), by looking at the February GSA rent bill f or your bureauand using the f ollowing calculation:
Line D Total Monthly Rent * Remaining months of thefiscal year
(7 from February billing)+ Line F Total Rent Amount YTD = PY Rent Estimate Base (Cell C3)
Line D * 7 + Line F Year t o date = Rent Est Base amount, PY
8/8/2019 FY2012 Exhibit 54 Guidelines[1]
http://slidepdf.com/reader/full/fy2012-exhibit-54-guidelines1 17/29
17
Tab 1: GSA IC Worksheet
Enter CY /2011, by opening the Base Rent Estimate file,Click on the 2011 Detail by Billing Line tab (tab #4 shownbelow).
Scroll t o the column M, named Rentable Sq Ft and enter the value in cell D2 under the CY column RSF. Do same
f or BY
8/8/2019 FY2012 Exhibit 54 Guidelines[1]
http://slidepdf.com/reader/full/fy2012-exhibit-54-guidelines1 18/29
18
Entering RSF & RENT ESTIM ATE B ASE
Enter the Rent EstimateB
ase amounts forCY
,BY
of theworksheet by going back to the Base Rent Estimate file 2011&2012 (tabs 4 & 5) Detail by Billing Line and entering theamounts listed under Total Rent Amount
Note: 2011 Total Rent Amount is entered as CY on worksheet2012 Total Rent Amount is entered as BY on worksheet
8/8/2019 FY2012 Exhibit 54 Guidelines[1]
http://slidepdf.com/reader/full/fy2012-exhibit-54-guidelines1 19/29
19
Step 2: Entering Inventory Changes
From your Anticipated Space Changes file, highlight all data in maroonunder column J labeled Total Impact of 2010, and enter thesubt otal (shown at the bott om 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 on
the no data ent ry is required on the GSA IC worksheet (maroon PY),cell C4.
List anticipated space changes f or the CY and BY (cells D5 & E5) of the Owned section of the GSA IC Worksheet, by highlight all datain Green and enter on the CY & BY rows. Repeat same process f or leased
8/8/2019 FY2012 Exhibit 54 Guidelines[1]
http://slidepdf.com/reader/full/fy2012-exhibit-54-guidelines1 20/29
20
Step 2: Entering Inventory ChangesOwned & Leased
To enter Owned PY, CY and BY data of the GSA ICWorksheet, open your Anticipated Space Changes file
Scroll t o the Total Impact on 2010 Rent (PY) column
f or your bureau
PY = MAROON 10 CY = GREEN 11 BY = BLUE 12
8/8/2019 FY2012 Exhibit 54 Guidelines[1]
http://slidepdf.com/reader/full/fy2012-exhibit-54-guidelines1 21/29
21
Step 2: Entering Inventory Changes
Enter the Owned Invent ory changes data on the CY section (cells D5, E5, G5, look at the Anticipated SpaceChanges Total Impact of 2011 rent, highlight thoseanticipated space changes which are green and enter thesum in cells D5 E5. Repeat same process f or leasedportion.
Remember: Totals will be at the bottom right corner ofyour excel spreadsheet
8/8/2019 FY2012 Exhibit 54 Guidelines[1]
http://slidepdf.com/reader/full/fy2012-exhibit-54-guidelines1 22/29
22
Step 2: Entering InventoryChanges
8/8/2019 FY2012 Exhibit 54 Guidelines[1]
http://slidepdf.com/reader/full/fy2012-exhibit-54-guidelines1 23/29
23
Step 2: Entering Inventory Changes
To enter CY data of the GSA IC Worksheet, do thesame using the Total Impact of 2011 Rent of the
Anticipated Space Changes. Repeat same processf or leased portion.
Reminder: BY + 1 (yellow) is automaticallypopulated. No entry required.
8/8/2019 FY2012 Exhibit 54 Guidelines[1]
http://slidepdf.com/reader/full/fy2012-exhibit-54-guidelines1 24/29
24
Step 2: Entering InventoryChanges
Enter the RSF data of the GSA IC Worksheet by f ollowing thesame fiscal year color coding methodology and enter data f rom the Anticipated Space Changes file f rom the Change in RSFt otals.Enter data in cells G4 G6
Reminder: BY + 1 (yellow) is automatically populated. No entryrequired.
BY + 1 calculates based on multiplying the BY * the OMB Escalation Factor of 1.7%
8/8/2019 FY2012 Exhibit 54 Guidelines[1]
http://slidepdf.com/reader/full/fy2012-exhibit-54-guidelines1 25/29
25
Step 2: Entering Inventory Changes
How The Owned PY Rent Sq Ft Amount (90,522) was derived
8/8/2019 FY2012 Exhibit 54 Guidelines[1]
http://slidepdf.com/reader/full/fy2012-exhibit-54-guidelines1 26/29
26
Step 2: Entering InventoryChanges
Continue this methodology
Summary (bott om section) of theGSA IC Worksheet section willpopulate. No ent ries required
Worksheet is complete!
8/8/2019 FY2012 Exhibit 54 Guidelines[1]
http://slidepdf.com/reader/full/fy2012-exhibit-54-guidelines1 27/29
27
SUM Tab
This worksheet summarizes the inf ormation entered f rom the previousworksheets and provides opportunity f or ent ry of additional inf ormationregarding sources of funds f or rental payments t o GSA and rentalpayments t o others, which should be included in your budget request.
Only the yellow shaded areas require ent ries. The remaining cells will
be calculated aut omatically. Cont rolD
ifference should be $0
8/8/2019 FY2012 Exhibit 54 Guidelines[1]
http://slidepdf.com/reader/full/fy2012-exhibit-54-guidelines1 28/29
28
Exhibit 54 Summary
Remember:
GSA IC Worksheet- Include color coded data from Anticipated Space Changes &BRE files for PY/2010, CY/2011, BY/2012, BY + 1/2013
- Highlight & incorporate data where instructed
- Remember totals will populate. No entry required in bottomportion
PY Corrections Tab
- Only include incorrect billings captured inFebruary /Chargebacks only, not missed billings.
PY, BY, BY + 1
- Enter discrepancies with in your Anticipated Space Changes
Summary Tab
- Populates/Summarizes data from previous tabs
- Opportunity to incorporate funding to GSA from other sources
8/8/2019 FY2012 Exhibit 54 Guidelines[1]
http://slidepdf.com/reader/full/fy2012-exhibit-54-guidelines1 29/29
29
Exhibit 54: Points of Contact
Lisa [email protected](202) 501-3947
Phil [email protected]
(202) 501-9091