FY2016 Exhibit 54 Guidelines Training Video is also available at: 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 3/15/14. CY & BY : GSA Base Rent Estimate + Anticipated Inventory Changes BY+1 : Automatically calculated using BY Budget Request x OMB CPI + Anticipated Inventory Changes

OMB Fiscal Year Naming Convention [template color coding descriptions] PY = 2014 Fiscal year CY = 2015 Fiscal year BY = 2016 Fiscal year BY+ 1 = 2017 Fiscal year

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 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.

Accessing Exhibit 54 From the Internet Explorer, open the Exhibit 54 by going to the following website: http://www.gsa.gov/exhibit54 When prompted, save to your hard drive

Circular A-11: Rental of Payments for Space & Land http://www.whitehouse.gov/omb/circulars/a11/current_year/a11_toc.html

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-11 http://www.whitehouse.gov/omb/circulars/a11/current_year/a_11_2009.pdf

Accessing Exhibit 54 From the “Rent Library” click on the 2nd document named “Shell Exhibit 54”

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 2014 GSA rent bills After opening files, filter to your agency bureau code

How to Access ROW How do I request access to ROW (for me/my employees) to review our rent bills? Log onto this web site: https://www.pbs-billing.gsa.gov/row Click on “Register an Account” button Complete the form on-line Print out the form (print button must display on printout) Obtain the appropriate signatures Fax the form to: 202.208.7092

Gathering Required Files: ROW Pull your March 2014 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

New Template A simplified template was created, which will automatically populate all tabs. Annotate any necessary IC changes, if needed

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, 2015, 2016)

New Template (Cont): GSA IC Worksheet/Tab #1 4. At prompt, enter your CY Budget Year (2015) 5. Enter your BY Budget Year (2016) 6. Click on your saved BRE & Anticipated Space Change files; saved to your desktop or My documents. 7. All data is now populated and template complete!

Step 2: Entering Inventory Changes Continue this methodology Summary (bottom section) of the GSA IC Worksheet section will populate. No entries required Worksheet is complete!

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

Exhibit 54 Summary Remember: GSA IC Worksheet (This is done automatically when macro key pressed) - Include color coded data from Anticipated Space Changes & BRE files for PY/2014, CY/2015, BY/2016, BY + 1/2017 - 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 billing run /Charge-backs only, not missed billings. PY, BY, BY + 1 - Enter discrepancies or omissions found in the provided BRE and Anticipated Space Change files Summary Tab - Populates/Summarizes data from previous tabs - Opportunity to incorporate funding to GSA from other sources

Exhibit 54: Points of Contact Lisa Switzer lisa.switzer@gsa.gov (202) 501-3947 Phil Lombardo phil.lombardo@gsa.gov (202) 501-9091