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NAO
217-41
NOAA
GSA RENT BUDGET
Issued
02/13/91; Effective 02/04/91
SECTION
1. PURPOSE.
This Order clarifies responsibilities for managing
the RENT budget for all General Services Administration
(GSA) assigned space occupied by the National Oceanic
and Atmospheric Administration (NOAA). The purposes
of this Order are to:
.01 ensure that accurate square footage assignments
and appropriate charges are reflected in the GSA billing;
.02 ensure the accurate assessment of charges to internal
components of NOAA, and
.03
improve the NOAA RENT Budget formulation process.
SECTION
2. REFERENCES.
- Department
Administrative Order (DAO) 217-1, Real Property
Management, dated January 3, 1986
- DOC
Real Property Management Manual
- Code
of Federal Regulations (CFR) 41, Federal Property
Management
Regulations, Part 101-21,
Federal Buildings Fund
SECTION 3. RESPONSIBILITIES.
.01 The
Facility Management Division (FMD), OA34,
Procurement, Grants, and Administrative Services Office
(PGAS), Office of Administration (OA), is responsible
for:
a. developing, with the assistance of the OA Budget
Staff and the Office of the Comptroller, the nationwide
NOAA RENT Budget;
b. maintaining the automated Internal Rent Assessment
System (IRAS), which is used to develop the NOAA RENT
Budget and to distribute costs to NOAA Staff and Line
Offices by organization task codes;
c. overall administration of the nationwide GSA RENT
billing for NOAA, including oversight of the administration
of the NOAA RENT billing for GSA-assigned space under
the Administrative Support Centers (ASC) purview;
d. resolving billing discrepancies with GSA for Headquarters'
assigned space, and assisting ASC's with resolution
of discrepancies for NOAA properties in the field;
e. processing GSA Form 2972, Agency Request for Adjustment
to FB SLUC Billing, to resolve billing discrepancies
at Headquarters' assigned space;
f. initiating appeals to the Administrator of GSA
for billing issues that cannot be resolved through
appeals at the local level, and
g. reconciling the NOAA Headquarters' real property
database (RSMIS) with the GSA RENT bills.
.02 The
Facilities and Logistics Divisions (FLD),
WC4, MC4, CC4, and EC4 of the ASCs are responsible
for:
a. monitoring the accuracy of billings for space occupied
by NOAA in GSA-assigned space under their purview;
b. resolving billing discrepancies with GSA at the
local level;
c. initiating appeals to the GSA Regional Administrator
for billing discrepancies that cannot be resolved at
the staff level;
d. ensuring that the real property database (RSMIS)
is updated to reflect space changes which occur in
their areas of responsibility, reconciling RSMIS with
RENT billing data, and
e. forwarding to FMD and PGAS copies of all billing
discrepancy documents sent to GSA (e.g. GSA Form 2972),
copies of all actions taken on appeals for NOAA GSA-assigned
space, copies of Standard Form (SF) 81, Request for
Space, space release notifications, and copies of all
space changes and reassignment sent to GSA that affect
the internal assessment of RENT charges to NOAA Staff
and Line Offices.
.03 The
Line Offices (LO) are responsible for:
a. validating charges, square footage, personnel count,
organization and task codes for all GSA-assigned space
in the Quarterly Line Office RENT report issued by
FMD;
b. notifying FMD regarding updates/corrections needed
to the Quarterly Line Office RENT report;
c. submitting requests to FMD or the appropriate ASC
for space acquisition and/or release, and
d. submitting requests to the appropriate ASC for
changes/reassignments that affect the internal assessment
of RENT charges.
.04 The
Resources Management Staff (RMS), OAx3 is
responsible for:
a. assisting FMD, PGAS, and the Office of the Comptroller
(BF) in formulating the NOAA RENT Budget;
b. assisting FMD, PGAS, and BF in monitoring and refining
the NOAA funding allocation process for GSA RENT charges,
and
c. resolving budget allocation issues pertaining to
RENT charges assessed for GSA-assigned space occupied
by OA and ASC operating units.
.05 The
Office of the Comptroller (BF) is responsible
for:
a. overall execution and control of the NOAA Nationwide
RENT Budget for GSA assigned space;
b. allocating available RENT funds to the NOAA Staff
and Line Offices;
c. evaluating and approving GSA RENT costs distribution/assignment
processes within NOAA, and
d.
resolving RENT budget allocation issues affecting
all NOAA Staff and Line Offices.
SECTION
4. PROCEDURES.
.01 Funds are automatically transferred from DOC to
GSA through the SIBAC System in advance of the quarter.
Credits and adjustments are made to the bill after
each quarter. The Financial Management Division, BF,
maintains accounting for the charges made by GSA and
payments made by the Finance Division (OA11), Information
Systems and Finance Office, OA1.
.02 FMD maintains the automated Internal Rent Assessment
System which distributes the charges to the LOs for
their portion of GSA-assigned space. FMD generates
a tape at the end of each month for the Financial Management
Division, BF, which is used to update accounting records
in the Financial Management System (FIMA) and to monitor/report
on the over/under distribution of RENT cost to NOAA
organizations.
.03
GSA distributes RENT bills to NOAA and the DOC five
(5) times a year; once each quarter as well as
a year-end reconciliation bill. Copies of these bills
are sent to the Accounting Branch (BF21), Financial
Management Division, BF, and the Department of Commerce
(DOC), Office of Federal Property Programs, National
Program Division. The National Program Division provides
FMD and each ASC with an information copy of their
portion of the bill for the purpose of verifying the
accuracy of assignments and charges for GSA-assigned
space.
SECTION
5. EFFECT ON OTHER ISSUANCES.
This Order supersedes NOAA Circular 75-33, Procedures
for Reviewing and Appealing Standard Level User Charges
(SLUC), dated April 2, 1975, filed as NOAA Directives
Manual (NDM) 40-41.
SIGNED,
Director, Office of Administration
Office of Primary Interest:
Office of Administration
Facility Management Division
Real Property Management Branch (OA341)
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