![](media/image1.jpeg){width="1.3944444444444444in"
height="1.0041666666666667in"}

**Utilizing the Space Budget Justification Template Exhibit 54**

Exhibit 54 Utilizing the Space Budget Justification Template

**Utilizing the Space Budget Justification Template**

**Objectives**

In this chapter, you will learn:

-   What is a Space Budget Justification Template

-   How to prepare a "Corrections (FY06)" space budget justification
    worksheet

-   How to prepare a "FY 2006" Space Budget Justification worksheet

-   How to prepare a "FY 2007" Space Budget Justification worksheet

-   How to prepare a "FY 2008" Space Budget Justification worksheet

-   How to prepare a "FY 2009" Space Budget Justification worksheet

-   How to read and prepare a "SUM" worksheet

-   Resources

Exhibit 54 Utilizing the Space Budget Justification Template

**What is a Space Budget Justification Template?**

The Space Budget Justification Template allows you to prepare by fiscal
year all the worksheets and summary report in the Exhibit 54. The
template will provide specific information "on how to prepare" the
supporting detailed information for the Space budget justification
required in section 54.5 of OMB Circular A-11. Please refer to

A-11 for further conceptual guidance. http://www.whitehouse.gov/omb/a11

This template contains a worksheet for each fiscal year including a
"Corrections (FY06)" and a summary report. Each fiscal year worksheet is
made of several parts which you will enter data if applicable. The three
or four parts are as follows. The summary worksheet summarizes the
values entered into the previous worksheets.

-   Part I Agency Identification

-   Part II April 2006 GSA Bill or Part II GSA FY 2007 Rent Estimate or
    Part II FY 2008 Rent Estimate

-   Part III Agency Adjustments to the Bill or Part III Planned Changes
    In Inventory

-   Part IV Requested Program Changes In Inventory

Exhibit 54 Utilizing the Space Budget Justification Template

**Steps to prepare the "Corrections (FY06)" worksheet**

1.  Open Excel workbook "Shell_exhibit54_for_FY2008". This is provided
    with your agency's Rent Estimate.

![](media/image2.png){width="6.378472222222222in"
height="5.175694444444445in"}

2.  Select and open Corrections (FY06) worksheet.

3.  Save the report.

Exhibit 54 Utilizing the Space Budget Justification Template

Part I AGENCY IDENTIFICATION

![](media/image2.png){width="6.335416666666666in"
height="5.623611111111111in"}

Enter the Agency's name in cell B2.

Enter the Agency's Bureau name in cell B3.

Enter GSA Bureau code for the agency in cell B4.

Exhibit 54 Utilizing the Space Budget Justification Template

Part II APRIL 2006 GSA Bill

![](media/image2.png){width="6.335416666666666in"
height="5.623611111111111in"}

Go to Rent on the Web to retrieve bureau's GSA March and April 2006
bill. [**http://bis.pbs.gsa.gov/row**](http://bis.pbs.gsa.gov/row)

Enter square footage (charge basis) from April 2006 rent bill in cell
K5.

Calculate bureau's 2006 annual rent and enter amount in cell L5.
Computation of this value is as follows.

Exhibit 54 Utilizing the Space Budget Justification Template

**Computation Example:**

Rent on the Web (ROW) *[April]{.mark}*

Amount Due Year To

(monthly) Date \*

D. Total Monthly Rent (A+B+C) \$650,000 \$3,700,000

14\. Billing Adjustments & Corrections

E. Adjustments Subtotal \$0 \$500

F. Total Rent Bill \$650,000 \$3,700,500

Compute:

\$650,000 X 6 = \$3,900,000

\$3,900,000 + \$0 = \$3,900,000

\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\--

Rent on the Web (ROW) *[March]{.mark}*

Amount Due Year To

(monthly) Date\*

D. Total Monthly Rent (A+B+C) \$650,000 \$3,700,000

14\. Billing Adjustments & Corrections

E. Adjustments Subtotal \$0 \$500

F. Total Rent Bill \$650,000 \$3,700,500

Compute:

\$650,000 X 6 = \$3,900,000

\$3,900,000 + \$0 = \$3,900,000

\$3,900,000 + \$3,700,500 = \$7,600,500 ( Total Rent for FY 2006)

Enter amount in **cell L5, Annual Rent.**

\* Note: YTD total for April will be displayed the same as on the March
bill due to OA Tool conversion.

Take April bill rent amount on Line D, Total Monthly Rent, and multiple
by 6.

Add the amount on Line E, Adjustment Subtotal, to the computed number.

From the March rent bill, add the "Year to Date" amount from Line F,
Total Rent Bill, to the computed number.

Enter amount in cell L5.

Exhibit 54 Utilizing the Space Budget Justification Template

**PART III AGENCY ADJUSTMENTS TO THE BILL**

![](media/image3.png){width="6.079861111111111in" height="4.2875in"}

**Property Identification**

For each correction to the rent bill for FY 2006 on or before the April
rent bill that isn't reflected on the GSA April bill, follow the
instructions as follows.

1.  Enter the GSA regional number where the Space is located in column
    C, GSA Regional No.

> (The regional number can be found on the upper left hand corner of
> rent bill.)

2.  Enter the Real Property ID number (same as GSA building number) in
    column D, Real Property ID.

3.  Enter the Building name in column E, Building Name.

Exhibit 54 Utilizing the Space Budget Justification Template

4.  Enter the name of the city where property is located in column F,
    City.

5.  Enter the state in column G, State.

![](media/image4.png){width="6.004861111111111in"
height="3.479861111111111in"}

**GSA Billing Information**

![](media/image5.png){width="6.122222222222222in" height="3.0in"}

Exhibit 54 Utilizing the Space Budget Justification Template

1.  Enter Occupancy Agreement (OA) number for the agency adjustment in
    column H, OA no.

2.  Enter the effective date of the data discrepancy with the GSA bill
    in column I, Effective Date. Leave cell blank if there is no date
    discrepancy.

3.  Enter the number of parking Spaces indicated on the GSA April bill
    in column J, No. of Parking Spaces.

4.  Enter the rentable square feet of Space indicated on the GSA April
    bill in column K, Rentable SF.

5.  Compute and enter the annual rent amount in column L, Annual Rent.
    Use March and April rent bill to calculate annual rent.

6.  Enter part year rent amount in column M, Part Year Rent. Use GSA
    March (YTD) and April (current) bills.

Exhibit 54 Utilizing the Space Budget Justification Template

**Agency Information**

![](media/image6.png){width="5.834027777777778in"
height="4.231944444444444in"}

1.  Enter effective date for agency's Space occupancy in column N,
    Effective Date. Use only if there is a discrepancy with the GSA
    April bill.

2.  Enter the revised number of parking Spaces in column O, No. of
    Parking Spaces. Use only if there is a discrepancy with the GSA
    bill.

3.  Enter the revised rentable square feet in column P, Rentable SF.

4.  Compute the annual rent and enter the revised annual rent amount in
    column Q, Annual Rent.

5.  Enter the revised part year rent amount based on the agency's
    effective date in column R, Part Year Rent.

Exhibit 54 Utilizing the Space Budget Justification Template

**Differences**

![](media/image7.png){width="6.325in" height="4.463888888888889in"}

After data is entered for GSA Billing Information and Agency
Information, the differences will be calculated automatically in columns
S, T, U and V. **Do not enter values in these columns**.

1.  Enter reasons for changes such as vacated Space, MOU difference,
    parking difference, rate difference, etc. in column W, Explanation
    of Change.

Exhibit 54 Utilizing the Space Budget Justification Template

**Steps to prepare the "FY06" worksheet**

1.  Select and open "FY06" worksheet.

![](media/image8.png){width="5.9944444444444445in"
height="5.503472222222222in"}

The FY06 worksheet is for changes after the **April** bill through
September bill. The Agency Identification and April 2006 GSA Bill fields
will be populated automatically from the "Corrections (FY06)" worksheet.

The approved and planned inventory changes from April 16, 2006 to
September 15, 2006 will be entered in rows identified as "III. Planned
Changes In Inventory." For inventory changes after September 15, 2006
enter changes on the "FY07" worksheet.

Exhibit 54 Utilizing the Space Budget Justification Template

**Part III PLANNED CHANGES IN INVENTORY**

![](media/image9.png){width="6.004861111111111in"
height="5.791666666666667in"}

1.  Enter property identification data in columns C through G, "Property
    Identification." Use the same instructions provided on previous
    pages for "Corrections (FY06)" worksheet.

Exhibit 54 Utilizing the Space Budget Justification Template

**GSA Billing Information**

![](media/image10.png){width="6.004861111111111in" height="5.54375in"}

1.  Enter the Occupancy Agreement (OA) number for the assignment for
    which change will occur in column H, OA No. Use only if OA number is
    applicable.

2.  Enter the effective date for the current assignment as reported on
    the GSA April bill.

Exhibit 54 Utilizing the Space Budget Justification Template

3.  Enter the number of parking Spaces reported on GSA April bill in
    column J, No. of Parking Spaces. Use only if changes are
    anticipated.

4.  Enter the current rentable square feet of Space reported on GSA
    April bill in column K, Rentable SF.

5.  Enter the current annual rent amount for the Space reported on GSA
    April bill in column L, Annual Rent.

**Agency Information**

![](media/image11.png){width="6.004861111111111in"
height="3.959722222222222in"}

1.  Enter the number of parking Spaces only if anticipated in column M,
    No of Parking Spaces.

2.  Enter the new rentable square feet in column N, Rentable SF.

3.  Enter the new annual rent amount in column O, Annual Rent.

4.  Enter the effective date when the change in Space and/or rent will
    occur in column P, Project Effective Date.

Exhibit 54 Utilizing the Space Budget Justification Template

**Differences**

![](media/image12.png){width="6.004861111111111in"
height="5.471527777777778in"}

After data is entered for GSA Billing Information and Agency
Information, the differences will be calculated automatically in columns
Q, R, S, and T. **Do not enter values in these columns.**

1.  Enter reason for planned and proposed projects, such as new Space,
    vacated Space, replacing lease, etc in column U, Explanation of
    Change.

Exhibit 54 Utilizing the Space Budget Justification Template

**Steps to prepare the "FY07" worksheet**

1.  Select and open "FY07" worksheet.

Part I AGENCY INFORMATION

![](media/image13.png){width="6.090277777777778in"
height="5.111805555555556in"}

The FY07 worksheet is to be used for planned changes in inventory from
September 16, 2006 to September 15, 2007. The Agency Identification
cells will be populated automatically from the "Corrections (FY06)"
worksheet.

The approved and planned inventory changes from April 16, 2006 to
September 15, 2007 will be entered in rows identified in Part III
Planned Changes In Inventory section. For inventory changes after
September 15, 2007 enter changes on the "FY08" worksheet.

Exhibit 54 Utilizing the Space Budget Justification Template

Part II GSA FY2007 BUDGET ESTIMATE

![](media/image14.png){width="6.004861111111111in"
height="5.383333333333334in"}

1.  For Agency Identification the cells will be populated automatically
    from "Corrections (FY06)" worksheet.

2.  Enter the **FY 2007** square feet in cell K5, Rentable SF. The entry
    is reported on section II, "GSA FY 2007 Budget Estimate."

3.  Enter the **FY 2007** annual rent in cell L5, Annual Rent.

Exhibit 54 Utilizing the Space Budget Justification Template

Part III PLANNED CHANGES IN INVENTORY

![](media/image15.png){width="5.983333333333333in"
height="5.839583333333334in"}

For each approved and planned change including projects in the pipeline
from September 16, 2006 to September 15, 2007, follow the previous
instructions provided for "FY 05 Worksheet -- Planned Changes
Inventory."

Exhibit 54 Utilizing the Space Budget Justification Template

Part IV REQUESTED PROGRAM CHANGES IN INVENTORY

![](media/image16.png){width="6.004861111111111in"
height="4.159722222222222in"}

Do not enter any values in columns C through G, Property Identification.
Do not enter any values in columns H through L, GSA Billing Information.

For each fiscal year 2007 requested program change, enter data on Part
IV Requested Program Changes In Inventory as follows.

1.  Enter the type of program such as Special Task Force, Customer
    Satisfaction Initiative, etc in column B.

2.  Enter the projected number of parking Spaces if applicable in column
    M, No. of Parking Spaces.

3.  Enter the projected rentable square feet in column N, Rentable SF.

4.  Enter the projected FY 2007 annual rent for the required Space in
    column O, Annual Rent. If possible, make sure the projected rent
    reflects the market rate escalated to FY 2007.

Exhibit 54 Utilizing the Space Budget Justification Template

**Differences**

![](media/image17.png){width="6.25in" height="5.335416666666666in"}

Do not enter any values in columns Q, R, S, and T. The cells will be
calculated automatically.

1.  Enter the projected effective date for the required Space in column
    P, Project Effective Date.

2.  Enter the type of Space required such as new Space, expansion Space,
    or Space to be vacated, etc in column U, Explanation of Change.

Exhibit 54 Utilizing the Space Budget Justification Template

**Steps to prepare the "FY08" worksheet**

1.  Select and open "FY08" worksheet.

![](media/image18.png){width="6.133333333333334in"
height="5.711805555555555in"}

No entry is required in Part I, Agency Identification section.

For Part II GSA FY 2008 Rent Estimate section, enter values as follows.

1.  Enter FY 2008 square feet in cell K5, Rentable SF.

2.  Enter FY 2008 annual rent in cell L5, Annual Rent.

Exhibit 54 Utilizing the Space Budget Justification Template

**Part III PLANNED CHANGES IN INVENTORY**

![](media/image19.png){width="6.004861111111111in"
height="5.559722222222222in"}

For each approved and planned change including projects in the pipeline
from September 16, 2007 to September 15, 2008, follow the previous
instructions provided for "FY 05 Worksheet -- Planned Changes
Inventory."

Exhibit 54 Utilizing the Space Budget Justification Template

**Part IV REQUESTED PROGRAM CHANGES IN INVENTORY**

![](media/image20.png){width="6.004861111111111in" height="4.74375in"}

For each of the fiscal year 2008 requested program changes, enter the
data as follows.

1.  Enter the type of program such as Special Taskforce, etc in column
    B.

2.  No entry is required for columns C through L.

3.  Enter the projected number of parking Spaces if applicable in column
    M, No of Parking Spaces.

4.  Enter the projected rentable square feet in column N, Rentable SF.

Exhibit 54 Utilizing the Space Budget Justification Template

5.  Enter the projected FY 2008 annual rent for the required Space in
    column O, Annual Rent. If possible, make sure the projected rent
    reflects the market rate escalated to the fiscal year 2008.

**Differences**

![](media/image21.png){width="6.495833333333334in" height="5.0875in"}

Do not enter any values in columns Q, R, S, and T. These cells will be
automatically calculated.

1.  Enter the projected effective date for the required Space in column
    O, Project Effective Date.

2.  Enter type of Space required such as new Space, expansion Space,
    Space to be vacated, etc in column U, Explanation of Change.

Exhibit 54 Utilizing the Space Budget Justification Template

**Steps to prepare the "FY09" worksheet**

1.  Select and open "FY09" worksheet.

![](media/image22.png){width="6.004861111111111in"
height="5.9118055555555555in"}

No entry is required in Agency Identification section.

Part III REQUESTED PLANNED CHANGES IN INVENTORY

For each project in the pipeline with an expected occupancy date after
September 15, 2008, follow the previous instructions provided for "FY 05
Worksheet -- Planned Changes Inventory."

Exhibit 54 Utilizing the Space Budget Justification Template

![](media/image23.png){width="5.9944444444444445in"
height="4.495833333333334in"}

For each of the fiscal year 2009 requested program changes, enter the
data as follows.

1.  Enter the type of program such as Special Taskforce, etc in column
    B.

2.  No entry is required for columns C through L.

3.  Enter the projected number of parking Spaces if applicable in column
    M, No of Parking Spaces.

4.  Enter the projected rentable square feet in column N, Rentable SF.

5.  Enter the projected FY 2009 annual rent for the required Space in
    column O, Annual Rent. If possible, make sure the projected rent
    reflects the market rate escalated to the fiscal year 2009.

Exhibit 54 Utilizing the Space Budget Justification Template

**Differences**

![](media/image24.png){width="6.004861111111111in" height="4.8875in"}

Do not enter any values in columns Q, R, S, and T. The cells will be
calculated automatically.

1.  Enter the projected effective date for the required Space in column
    P, Project Effective Date.

2.  Enter the type of Space required such as new Space, expansion Space,
    or Space to be vacated, etc in column U, Explanation of Change.

Exhibit 54 Utilizing the Space Budget Justification Template

**Steps to prepare the "SUM" worksheet**

1.  Select and open "SUM" worksheet

![](media/image25.png){width="6.004861111111111in"
height="4.727777777777778in"}

This worksheet summarizes the information entered into the five previous
worksheets and provides for entry of additional information regarding
sources of funds for rental payments to GSA and rental payments to
others.

Only the **yellow** shaded areas require entries. The remaining cells
will be calculated automatically.

1.  Enter today's date in cell E9.

**Refer to instructions on OMB Circular No. A-11 (2008), for remaining
data entry on this worksheet.**

Exhibit 54 Utilizing the Space Budget Justification Template

You must submit all worksheets and summary report in the Exhibit 54.
This report provides a justification of your agency's budget request for
rent. You must submit a separate report for each bureau or subordinate
organization that makes rental payments over \$5 million annually.
Submit a single agency-wide summary report if these costs are paid
centrally from one account.

Exhibit 54 Utilizing the Space Budget Justification Template

**RESOURCES**

OMB Circular A-11, http://www.whitehouse.gov/omb/a11