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FY2012 Exhibit 54Guidelines

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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

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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

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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

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 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

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http://www.whitehouse.gov/omb/circulars/a11/current_year/a11_toc.html

Circular A-11:Rental of Payments for Space & Land

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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

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 Accessing Exhibit 54

From the ³Rent Library´ click on the 2nd

document named ³Shell Exhibit 54´ 

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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

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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

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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

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New Template

 A simplified template was created, whichwill automatically populate all tabs.

 Annotate any necessary IC changes, ifneeded

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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)

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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!

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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).

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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 

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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

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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

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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

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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

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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

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Step 2: Entering InventoryChanges

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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.

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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%

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Step 2: Entering Inventory Changes

How The Owned PY Rent Sq Ft Amount (90,522) was derived

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Step 2: Entering InventoryChanges

Continue this methodology

Summary (bott om section) of theGSA IC Worksheet section willpopulate. No ent ries required

Worksheet is complete!

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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

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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

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Exhibit 54: Points of Contact 

Lisa Switzerlisa.switzer@gsa.gov(202) 501-3947

Phil Lombardoanthony.lombardo@gsa.gov

(202) 501-9091