GSA Exhibit 54 Guidelines for Fiscal Years 2024-2027
FY2026 Exhibit 54
Guidelines
www.gsa.gov/exhibit54
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 after
3/15/2024
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:
P
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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 the 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
OMB Circular A-11, Section 54
OMB provides detailed requirements for Exhibit 54 submissions in the Circular
A-11, Section 54 – Rental Payments for Space and Land
The A-11 will address budget/policy type requirements. This presentation will
focus on actions within the Microsoft Excel template itself.
6
Link to complete A-11 document:
https://www.whitehouse.gov/wp-content/uploads/2018/06/a11.pdf
Exhibit 54 excerpt:
https://www.whitehouse.gov/wp-content/uploads/2018/06/s54.pdf
Accessing the A-11 and Section 54
7
Did you know GSA provides PREPOPULATED exhibit
54 files for each bureau within your agency?
The same email containing your agency’s Rent Estimate (subject line “[your
agency] Rent Estimate from GSA”) includes a .zip file with a separate Exhibit
54 excel file for each bureau that pays rent to GSA.
Note that some attachment limits/security features may remove the .zip file
from the email you receive – reach out to the POCs provided on the last slide
if the .zip doesn’t come through.
If you would prefer to populate a blank template Exhibit 54, continue to the
next slide, otherwise jump ahead to
Step 2
Exhibit 54
STOP!
8
The Exhibit 54 template and guidelines
are available at this link:
https://www.gsa.gov/exhibit54
Accessing the Exhibit 54 template
9
Download the Exhibit 54 Template:
Accessing the Exhibit 54 template
10
Required Files to Complete Exhibit 54
From the GSA website:
Blank Exhibit54 template
From the GSA Rent Estimate delivery**
Base Rent Estimate file (save to your PC)
Anticipated Space Changes file (save to your PC)
**The Rent Estimate is delivered to the agency POCs on our
distribution list. If you would like to be added to the distribution for
your agency, or need a copy of a current or previous Rent Estimate,
please email
gsa.pbs.revenue.division@gsa.gov
with your name,
agency/bureau, and email address.
11
Blank Exhibit 54 Template
A simplified template was created which will
automatically populate all tabs within the template
When opening the template in MS Excel, click “Enable Macros” if
prompted
If you don’t receive a prompt when opening the file, you may need
to enable in Excel Options
Trust Center
Macro Settings
12
Step 1: GSA IC Worksheet
On the GSA IC Worksheet tab:
1. Click “Run Import Macro” button
2. Enter information at prompts (Agency A/B
Code, Agency Name, Bureau Name)
13
Step 1: GSA IC Worksheet
(continued)
4. Enter your BY Budget Year (2026)
5. Next, you’ll be prompted for the Base Rent Estimate & Anticipated
Space Change files
6. The macro will pull in all necessary data from the GSA provided
files and populate the table on the GSA IC Worksheet
7. The next step is make any necessary adjustments or corrections to
the GSA data (if no adjustments are necessary, the Exhibit 54 is
complete!)
3. At prompt, enter your CY Budget Year
(2025)
14
Step 2: Corrections & Adjustments
Use the PY Corrections tab to adjust for incorrect billing amounts in
the
March 2024
GSA rent bill, if needed
This can include chargebacks/disputes, but should not include
missed billings
(GSA may have already captured a missed billing with the Anticipated
Space Changes. If not, a missed billing should be captured on the ‘PY’ tab)
Enter identifying information, the GSA bill amount, and your
restated/corrected amount
Hint: some columns contain tool-tips with instructions
The sheet will calculate the prorated adjustment for PY and
the portion to carry-over into subsequent years
15
Step 2: Corrections & Adjustments
(continued)
Use the PY, CY, BY and BY+1 tabs to adjust or add planned space
changes, if needed
Most commonly, these will be space releases (or additions!) that
GSA did not have a record of in the Anticipated Space Changes
file
You may also be correcting for an updated effective date, sqft, or rate for a
space change
Same as the Corrections tab, you’ll need to enter identifying
information, the existing data elements from the GSA files (if not
null), and your restated amounts for Effective Date, sqft, and
annual rent
Again, the tool-tips will provide additional instructions for some columns
The template will calculate the net adjustment to apply to the
year in which you’re adjusting AND any portion to carryover to
subsequent fiscal years
16
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. Control Differences should be $0
17
Exhibit 54 Summary
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- Opportunity to incorporate funding sources
Total Workplace FIT
18
GSA’s Total Workplace Initiative FIT (Furniture & Information Technology)
allows agencies to lease furniture over a 5-year term and lease information
technology over a 3-year term, easing the burden of costs while giving
agencies the furniture and technology they need to build a more efficient
government.
If you plan to fund this from object class 23.1, it must be included in your
Exhibit 54 on
Row 33 of the SUM Tab
Total Workplace Experts (POCs)
19
PBS Chief Total Workplace Officer
Charles Hardy
Director, Total Workplace Program Management Office
charles.hardy@gsa.gov
Region 1
David Krassnoff
Leadership Initiatives Manager
david.krassnoff@gsa.gov
Region 2
Jean Keane
Senior Interior Designer
jean.keane@gsa.gov
Region 3
Nancy Sebastiano
Project Manager
nancy.sebastianowoloszyn@gsa.gov
Region 4
John “JD” M. Dennis
Director gPM
johnm.dennis@gsa.gov
Region 5
Ronnie Bent
Workplace Program Specialist
ronnie.bent@gsa.gov
Region 6
Jane E. Schuster
Interior Designer
jane.schuster@gsa.gov
Region 7
Becky Parham
Workplace Program Specialist
rebecca.parham@gsa.gov
Region 8
Jonna Larson
Mobility Program Manager
jonna.larson@gsa.gov
Region 9
Stacey Fong
Project Manager
stacey.fong@gsa.gov
Region 10
James Truhan
Workplace Program Specialist
james.truhan@gsa.gov
Region 11 (NCR)
Stephanie Leedom
Lead Architect
stephanie.leedom@gsa.gov
Antenna Charges
20
Some tenants have
Antenna charges included on their monthly rent
bills. These amounts are not Rent (Object Class 23.1) and are only
included on the rent bill as a mechanism for processing through
IPAC.
The Antenna amount, which is not included in the Total Rent
Amount, should be included under Object Class 25.3 in your OMB
budget submission.
The Antenna Amount should not be
reported on Exhibit 54.
21
Exhibit 54: Points of Contact
GSA’s Rent Estimate team can be
contacted at the following inbox:
gsa.pbs.revenue.division@gsa.gov
Guidelines for completing Space Budget Justifications and Rental Payments using Exhibit 54 for fiscal years 2024-2027. Access prepopulated templates for accuracy and efficiency. Ensure data accuracy and review. Detailed requirements provided in OMB Circular A-11, Section 54.
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Presentation Transcript
FY2026 Exhibit 54 Guidelines www.gsa.gov/exhibit54
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 after 3/15/2024 CY & BY : GSA Base Rent Estimate + Anticipated Inventory Changes BY+1 : Automatically calculated using BY Budget Request x OMB CPI + Anticipated Inventory Changes 2
OMB Fiscal Year Naming Convention Template color coding descriptions: PY = 2024 Fiscal year PY = 2024 Fiscal year CY = 2025 Fiscal year CY = 2025 Fiscal year BY = 2026 Fiscal year BY = 2026 Fiscal year BY+ 1 = 2027 Fiscal year BY+ 1 = 2027 Fiscal year 3
Statement of Use 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 the 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. 4
OMB Circular A-11, Section 54 OMB provides detailed requirements for Exhibit 54 submissions in the Circular A-11, Section 54 Rental Payments for Space and Land The A-11 will address budget/policy type requirements. This presentation will focus on actions within the Microsoft Excel template itself. 5
Accessing the A-11 and Section 54 Link to complete A-11 document: https://www.whitehouse.gov/wp-content/uploads/2018/06/a11.pdf Exhibit 54 excerpt: https://www.whitehouse.gov/wp-content/uploads/2018/06/s54.pdf 6
Exhibit 54 STOP! Did you know GSA provides PREPOPULATED exhibit 54 files for each bureau within your agency? The same email containing your agency s Rent Estimate (subject line [your agency] Rent Estimate from GSA ) includes a .zip file with a separate Exhibit 54 excel file for each bureau that pays rent to GSA. Note that some attachment limits/security features may remove the .zip file from the email you receive reach out to the POCs provided on the last slide if the .zip doesn t come through. If you would prefer to populate a blank template Exhibit 54, continue to the next slide, otherwise jump ahead to Step 2 Step 2 7
Accessing the Exhibit 54 template The Exhibit 54 template and guidelines are available at this link: https://www.gsa.gov/exhibit54 https://www.gsa.gov/exhibit54 8
Accessing the Exhibit 54 template Download the Exhibit 54 Template: 9
Required Files to Complete Exhibit 54 From the GSA website: Blank Exhibit54 template From the GSA Rent Estimate delivery** Base Rent Estimate file (save to your PC) Anticipated Space Changes file (save to your PC) **The Rent Estimate is delivered to the agency POCs on our distribution list. If you would like to be added to the distribution for your agency, or need a copy of a current or previous Rent Estimate, please email gsa.pbs.revenue.division@gsa.gov with your name, agency/bureau, and email address. 10
Blank Exhibit 54 Template A simplified template was created which will automatically populate all tabs within the template When opening the template in MS Excel, click Enable Macros if prompted If you don t receive a prompt when opening the file, you may need to enable in Excel Options Trust Center Macro Settings 11
Step 1: GSA IC Worksheet On the GSA IC Worksheet tab: 1. Click Run Import Macro button 2. Enter information at prompts (Agency A/B Code, Agency Name, Bureau Name) 12
Step 1: GSA IC Worksheet (continued) 3. At prompt, enter your CY Budget Year (2025) 4. Enter your BY Budget Year (2026) 5. Next, you ll be prompted for the Base Rent Estimate & Anticipated Space Change files 6. The macro will pull in all necessary data from the GSA provided files and populate the table on the GSA IC Worksheet 7. The next step is make any necessary adjustments or corrections to the GSA data (if no adjustments are necessary, the Exhibit 54 is complete!) 13
Step 2: Corrections & Adjustments Use the PY Corrections tab to adjust for incorrect billing amounts in the March 2024 GSA rent bill, if needed This can include chargebacks/disputes, but should not include missed billings (GSA may have already captured a missed billing with the Anticipated Space Changes. If not, a missed billing should be captured on the PY tab) Enter identifying information, the GSA bill amount, and your restated/corrected amount Hint: some columns contain tool-tips with instructions The sheet will calculate the prorated adjustment for PY and the portion to carry-over into subsequent years 14
Step 2: Corrections & Adjustments (continued) Use the PY, CY, BY and BY+1 tabs to adjust or add planned space changes, if needed Most commonly, these will be space releases (or additions!) that GSA did not have a record of in the Anticipated Space Changes file You may also be correcting for an updated effective date, sqft, or rate for a space change Same as the Corrections tab, you ll need to enter identifying information, the existing data elements from the GSA files (if not null), and your restated amounts for Effective Date, sqft, and annual rent Again, the tool-tips will provide additional instructions for some columns The template will calculate the net adjustment to apply to the year in which you re adjusting AND any portion to carryover to subsequent fiscal years 15
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. Control Differences should be $0 16
Exhibit 54 Summary Recap: Recap: GSA IC Worksheet GSA IC Worksheet - Populated by the macro using data from the GSA Rent Estimate - Rows 24 & 25 add the Base and Space Change data together to calculate the total sqft and rent estimate amounts from GSA - No inputs required PY Corrections Tab PY Corrections Tab - Include corrections for incorrect billings from the March 2024 rent bill rent bill & Charge-backs, - - Do not include missed billings Do not include missed billings March 2024 PY, CY, BY, BY+1 PY, CY, BY, BY+1 - Enter discrepancies or omissions found in the provided BRE and Anticipated Space Change files SUM Tab SUM Tab - Summarizes data from all tabs, combining the GSA data with any/all adjustments made in the other tabs - Opportunity to incorporate funding sources 17
Total Workplace FIT GSA s Total Workplace Initiative FIT (Furniture & Information Technology) allows agencies to lease furniture over a 5-year term and lease information technology over a 3-year term, easing the burden of costs while giving agencies the furniture and technology they need to build a more efficient government. If you plan to fund this from object class 23.1, it must be included in your Exhibit 54 on Row 33 of the SUM Tab 18
Total Workplace Experts (POCs) Region 6 Jane E. Schuster Interior Designer jane.schuster@gsa.gov PBS Chief Total Workplace Officer Charles Hardy Director, Total Workplace Program Management Office charles.hardy@gsa.gov Region 7 Becky Parham Workplace Program Specialist rebecca.parham@gsa.gov Region 1 David Krassnoff Leadership Initiatives Manager david.krassnoff@gsa.gov Region 8 Jonna Larson Mobility Program Manager jonna.larson@gsa.gov Region 2 Jean Keane Senior Interior Designer jean.keane@gsa.gov Region 9 Stacey Fong Project Manager stacey.fong@gsa.gov Region 3 Nancy Sebastiano Project Manager nancy.sebastianowoloszyn@gsa.gov Region 4 John JD M. Dennis Director gPM johnm.dennis@gsa.gov Region 10 James Truhan Workplace Program Specialist james.truhan@gsa.gov Region 5 Ronnie Bent Workplace Program Specialist ronnie.bent@gsa.gov Region 11 (NCR) Stephanie Leedom Lead Architect stephanie.leedom@gsa.gov 19
Antenna Charges Some tenants have Antenna charges included on their monthly rent bills. These amounts are not Rent (Object Class 23.1) and are only included on the rent bill as a mechanism for processing through IPAC. The Antenna amount, which is not included in the Total Rent Amount, should be included under Object Class 25.3 in your OMB budget submission. The Antenna Amount should not be reported on Exhibit 54. 20
Exhibit 54: Points of Contact GSA s Rent Estimate team can be contacted at the following inbox: gsa.pbs.revenue.division@gsa.gov 21
