TN 31 (11-96)

DI 39527.030 DDS Office Space Budgeting

A. Policy

1. General

The DDS must include in its budget request to the RO thecost of DDS office space for its operations and specify any additional costs because of additional space or new space which will occur in the budget year.

2. Office maintenance

This is an allowable cost and should be included in the budget.

3. Cost of shared office space

This cost is budgeted and paid in accordance with anegotiated agree-
ment which is signed by the DCA negotiator and the State in accordance with the terms of the agreement.

NOTE: These facts and figures will be reviewed by the DCA in the Regional Administrative Support Center.

B. Procedure

1. Identifiable space

Identify space location:

  1. a. 

    Submit an analysis of base year expenditures and the budget estimate.

  2. b. 

    Include the following elements for each location:

    • total rental costs,

    • number of square feet of space,

    • cost-per-square foot, and

    • services included in rental cost.

2. Shared space

Apportion the cost of shared space under the system set forth in OMB Circular A-87 when:

  • DDS personnel share space with personnel of the parent agency or another State component; or

  • the lease is controlled by a State component, department or division.

3. Documentation of shared space

Furnish the RO indirect cost negotiator in the Regional Administration Support Center with all facts and figures pertaining to ratios and costs to be apportioned for shared space.

4. Office maintenance

  1. a. 

    Break out the major items of expense in the analysis of base year expenditures and the budget estimate for office maintenance.

    EXAMPLE: Light, heat, and janitor service.

  2. b. 

    Specify whether office maintenance, in whole or in part, is included in the agency's rental contract.

  3. c. 

    Specify in the budget submittal if office maintenance is not included.

C. Reference

Policy related to the Budgeting for DDS space, OMB Circular No. A-87.

To Link to this section - Use this URL:
DI 39527.030 - DDS Office Space Budgeting - 11/20/1996
Batch run: 04/01/2013