FY2021 Exhibit 54 Guidelines

1. FY2021 Exhibit 54 Guidelines Training Video is also available at: 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 3/15/19. 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] PY = 2019 Fiscal yearCY = 2020 Fiscal year BY = 2021 Fiscal year BY+ 1 = 2022 Fiscal year

4. 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.

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

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

7. PREPARATION, SUBMISSION, ANDEXECUTION OF THE BUDGET Detailed OMB requirements for Exhibit 54 submission can be found on page 54.1, Section 54.1 – 54.6/Rental Payments for Space and Land; Circular A-11 https://www.whitehouse.gov/wpcontent/uploads/2018/06/a11.pdf

8. Upload Template • From the “Rent Library” click on the 2nd document named “Shell Exhibit 54”

9. 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 2019 GSA rent bills • After opening files, filter to your agency bureau code

10. 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://portal.pbs.gsa.gov(This hyperlink details your monthly rent bills) • 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

11. Gathering Required Files: ROW • Pull your March 2019 GSA rent bill • Enter your four digit agency bureau code

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

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” button3. Enter information at prompts (Agency A/B Code, Agency Name, Bureau Name, 2020, 2021)

14. New Template (Cont): GSA IC Worksheet/Tab #1 4. At prompt, enter your CY Budget Year (2020) 5. Enter your BY Budget Year (2021) 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!

15. 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!

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 Remember: GSA IC Worksheet (This is done automatically when macro key pressed)- Include color coded data from Anticipated Space Changes & BRE files for PY/2019, CY/2020, BY/2021, BY + 1/2022 - 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

18. 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 (Summary Page). Row V

19. Total Workplace Experts (POCs) Region 6 Jane E. Schuster Interior Designer jane.schuster@gsa.gov Region 7 Becky Parham Workplace Program Specialist rebecca.parham@gsa.gov 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 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 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

20. Exhibit 54: Points of Contact • Lisa Switzerlisa.switzer@gsa.gov(202) 501-3947 • Phil Lombardophil.lombardo@gsa.gov (202) 501-9091