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GENERAL SERVICES ADMINISTRATION Washington, DC 20405 June 9, 1997 FEDERAL PROPERTY MANAGEMENT REGULATIONS AMENDMENT A-54 To: Heads of Federal agencies SUBJECT: Annual Report of Real Property Owned by or Leased to the United States 1. Purpose. This regulation revises: a. Federal Property Management Regulations (FPMR) Section 101-3.4901-1166, entitled "GSA Form 1166: Annual Report of Real Property Owned by or Leased to the United States." b. FPMR Section 101-3.4901-1166(I), entitled "Instructions for the preparation of GSA Form 1166: Annual Report of Real Property Owned by or Leased to the United States." 2. Effective date. This regulation is effective upon signature. 3. Background. The Business Process Reengineering (BPR) Team for Property Utilization has redesigned the property utilization process. The Team eliminated unnecessary steps in the utilization program and improved asset management -- changes that require adjusting GSA Form 1166 and its preparation instructions. They involve: a. Revising and adding data elements to block 23 on GSA Form 1166. These elements enable the electronic collection of utilization real estate data, thereby improving and simplifying the collection and management of the data call. b. Revising the preparation instructions to reflect changes made to GSA Form 1166. DAVID J. BARRAM Administrator of General Services Attachment § 101-3.4901-1166 (Annual Report of Real Property Owned by or Leased to the United States). ------------------------------------------------------------------------------------------------------ §101-3.4901-1166(I) Instructions for the Preparation of GSA Form 1166: Annual Report of Real Property Owned by or Leased to the United States.Note: Federal agencies electing to submit in an electronic format information required by the GSA Form 1166 may also use these instructions as guidance, where appropriate. (a) When and how must our agency prepare the GSA Form 1166? (1) You, a Federal agency, must prepare GSA Form 1166 annually as follows: (i) Base it on real property inventory in existence on the last day of each fiscal year. (ii) Submit an original and one copy to the General Services Adminisistration (GSA), Office of Governmentwide Policy, Office of Real Property (MP), within 45 days after the fiscal year ends. (2) Prepare a GSA Form 1166 for each installation. An installation may consist of land, buildings, other structures and facilities, or any combination of them. Examples of installations are a national forest, national park, hydroelectric project, office building, warehouse building, or an unimproved site. Determine the real property included in each installation; however, conform to your agency’s real property and accounting records. Report Government-owned, leased and trust property separately. (3) Complete the entire form for: (i) Each newly acquired or previously omitted real property installation. (ii) Each transferred installation not merged with an existing installation. (iii)Each newly leased installation. (4) For all other situations, complete Section I and any parts of the form needing correction. Also show on the form: (i) Any increase or decrease in cost of $5,000 or more affecting any line item or total cost for the installation. (ii) Any change in acreage; floor area of buildings; number of buildings; or the predominant usage category of land, buildings, or other structures and facilities. (5) Complete only Section I of the GSA Form 1166 to show: (i) Disposal of a complete installation. (ii) Transfer of a complete installation to another Federal agency. (6) Don’t submit a GSA Form 1166 for a previously reported installation in which no change has occurred. (b) How is GSA Form 1166 organized? GSA Form 1166 has five sections: Section I - Installation - Record Type - 10 Note: Section I contains blocks 6, 7, 8, 9, and 10, which are required data for all sections on the form. The first five digits in block 10 identifies the major-installation headquarters. (c) How must an agency complete the 61 blocks of GSA Form 1166? Complete Blocks 1 - 61 as follows: Block 1. Page of Pages. Enter the page number of the form you are preparing and the total number of forms you are submitting. Block 2. Agency Control Number. You may use this block for your agency’s identification and control purposes. Block 3. Report as of. Enter the effective date of the report. It’s likely to be September 30 of any year. Block 4. Agency Name. Enter the reporting agency’s name or abbreviation, such as Department of Commerce, Department of Veteran’s Affairs (VA), or Tennessee Valley Authority (TVA). Block 5. Bureau Name. Enter the reporting bureau’s name or abbreviation, such as National Bureau of Standards (NBS). SECTION I - INSTALLATION This section pertains to the entire installation and contains important data relating to the other sections of the form. Complete this section to establish an installation record. If this section has been completed in previous years, you may make changes to this and/or other sections by completing only blocks 6, 7, 8, 9, and 10 and making necessary changes to the affected line items. Block 6. Property Type. Enter a "G" when reporting data on Government-owned installations, an "L" when reporting data on leased installations, or a "T" when reporting data on trusts. Block 7. Transaction Code. Enter one of the following transaction codes: Code Transaction A. Establishes a new installation or sub-installation record when no record exists with identical data in Blocks 6, 8, 9, and 10. Block 8. Agency Bureau Code. Enter a four-digit GSA-provided code identifying the agency and bureau. The first two digits identify the agency; the last two digits identify the bureau within the agency. Block 9. Geographic Location Code (GLC). Enter a nine-digit GSA-provided code identifying the property’s geographic location. GLC codes are provided in the GSA publication entitled "Worldwide Geographic Location Codes."
Block 10. Installation Number. Enter a seven-digit number identifying the headquarters location of the installation and parts of an installation located separately from the headquarters installation. GSA Office of Governmentwide Policy, Office of Real Property (MP), assigns the first five numbers identifying the installation’s headquarters location; your agency assigns the last two numbers, which is the suffix. Always enter "00" for the headquarter’s installation suffix. A sub-installation is part of an installation identified by a different Geographic Location Code than that of the headquarters installation. For sub-installations, sequentially assign each suffix beginning with "01" and report separately. Enter "00" for the headquarters installation before entering additional suffixes. Block 11. Record Type. We have preprinted the number "10" for Section I (Installation) of GSA Form 1166. No action is required of you. Block 12. Installation Name. Assign a name to the installation not exceeding 30 character spaces, including blank spaces. You may assign a name to sub-installations at your option. Block 13. Installation Address. Enter the installation’s street address or other description. You may enter the sub-installation’s address if you wish. Block 14. City or Town. Identify the city or town where the installation is located. If the installation is located outside of the city or town, identify the nearest city or town. Block 15. County or Country. Enter the name of the county, U.S. territory, or foreign country where the installation is located. Block 16. State or Continent. Enter the name of the State (inside United States) or Continent (outside United States) where the installation is located. Block 17. Zip Code and Suffix. Enter the installation headquarter’s primary zip code and, if known, the additional four-digit zip code suffix. If unknown, leave blank the space for the additional four-digit zip code suffix. Block 18. Congressional District(s). Enter the two-digit number of the Congressional District where the installation or sub-installation is located. Enter numbers of all (no more than ten) of the Congressional districts that the installation falls within. Block 19. Estimated Current Value. Enter an estimate of the installation’s current value (expressed in thousands of dollars). Your estimate may come from a professional appraisal or other reasonable source. Enter a value estimate of "0" for the following land types:
Block 20. Highest and Best Use. Enter one of the following codes identifying the installation’s highest and best use: Code Use A. Agriculture Block 21. Excess Indicator. Enter an "E" for installations declared excess or identified as excess to the holding agency’s needs. GSA must receive Standard Form 118, entitled "Report of Excess," within 90 days from the date that you identify (in GSA Form 1166) an installation as excess to your needs. Report as excess portions of installations excess to your agency’s needs and request from GSA a separate installation number (see instructions for Block 10) for that installation portion. You may exclude an individual plot of land or a group of buildings (or structures or facilities) that, because of their location within a larger facility, have limited access or disposability. Block 22. Historical Indicator. Enter an "H" if the installation or any portion of the installation is listed on or eligible for inclusion on the National Register of Historic Places. The installation number suffix in block 10 must be "00" if an "H" is entered in this block. Block 23. Utilization Data. A. - Last Survey Date - Enter the month and year of last survey. B. - Baseline - The installation is considered baseline when GSA and your agency concur that an excess recommendation is unwarranted and concur that the installation isn’t a deferral. Enter "Y" if the installation is baseline or "N" if the installation isn’t baseline. C. - Deferral - The installation is considered a deferral when GSA and your agency concur that the installation meets established utilization criteria for deferral of a survey. Enter "Y" if the installation is a deferral and "N" if the installation isn’t a deferral. D. - Next Survey Date - Enter the month and year of the next survey in block 23d if the answers to block 23b and 23c are "N" or the answer to 23e is "Y." E. - Change in Mission - Indicate whether the installation mission or use has changed. F. - Anticipated Excess Date - Enter the month and year of the anticipated excess date if the answer to block 21 is "E." G. - GSA Assistance Needed - Enter a "Y" if GSA assistance is needed or an "N" if GSA assistance isn’t needed. GSA provides assistance in the following areas: utilization surveys, relocation analyses, preparation of Standard Form 118 (Report of Excess), and disposing of installations under holding agency authority. SECTION II - LAND Annually report all land owned by or leased to the United States as of the last day of each fiscal year. Examples of leased lands include unimproved leased lands and leased lands containing Government-owned buildings. Don’t include the following land types:
If Section I has been completed in previous years, complete only Blocks 6, 7, 8, 9, and 10 before making changes or corrections to this section (Section II - Land). Enter one of the following transaction codes: Code Transaction A. Establishes a new land record when no record exists with identical data in blocks 6, 8, 9, 10, 25, 26, and 27. C. Changes an existing land record when a record exists with identical data in blocks 6, 8, 9, 10, 25, 26 and 27. D. Deletes an existing land record with identical data in blocks 6, 8, 9, 10, 25, 26 and 27. Leave all other blocks in Section II blank. I. Indicates that your agency proposes an interim use for the land. Complete blocks 24 through 33 for each interim use. Block 25. Record Type. We have preprinted the number "20" for Section II (Land) of GSA Form 1166. No action is required of you. Block 26. Usage Code. Enter one of the following two-digit code numbers to indicate the land’s predominant use:
Block 27. Acquisition Code. Enter one of the following codes for Government-owned land to indicate how the land was acquired:
Code 1 includes all public domain lands including lands withdrawn from the public domain. The term "public domain" refers to land the Federal Government owns by virtue of its sovereignty. The public domain includes land that has never left Federal ownership, land acquired by the Federal Government in exchange for other public land, and land reverting to Federal ownership as a result of public land laws. Code 2 includes any land acquired by purchase, condemnation, donation, exchange, and other acquisition methods. Code 3 includes land that the Federal Government has a long-term interest in, such as land acquired by treaty or long-term lease (e.g., 99 year lease), and that your agency considers equivalent to Federally owned land. Block 28. Date(s) Acquired. For each acquisition method, enter the year (or years) the Federal Government acquired the land. For public domain land withdrawals, show the year of the executive order or public land order as the acquisition year. Enter the range of years (e.g., 1910 to 1921) if various land portions were acquired in different years. Block 29. Urban Acres. Enter the land area to the nearest tenth of an acre for land within the boundaries of a densely populated area of 2,500 inhabitants or more. Please don’t report land areas less than a tenth of an acre. Block 30. Rural Acres. Enter the land area to the nearest tenth of an acre for land not classified as urban. Don’t report land areas less than a tenth of an acre. Block 31. Acquisition Cost. Enter the total acquisition cost (expressed in thousands of dollars) of the land, including capitalized improvements. Leave blank if the total acquisition cost is less than $500. Enter a "0" for the acquisition costs of the following land types:
You may include the following items as part of the land acquisition cost:
Block 32. Estimated Cost Indicator. Enter an "E" for the estimated land acquisition cost if the actual acquisition cost is unknown. Leave blank for leased land and trust land. Block 33. Negligible Cost Indicator. Enter an "N" if the total acquisition cost for the land is less than $500. Leave blank for leased land, trust land, and total land acquisition costs that are $500 or greater. SECTION III - BUILDINGS Annually report all buildings owned by or leased to the United States as of the last day of each fiscal year. Don’t report the gross square footage and the acquisition costs for buildings held in trust by your agency. For the purposes of this section, your agency must include temporary buildings (not demountable) constructed on a concrete foundation and buildings acquired with purchase contracts or lease purchase agreements. Report only completed, fully constructed buildings. Block 34. Transaction Code. If Section I has been completed in previous years, complete only Blocks 6, 7, 8, 9, and 10 before making changes or corrections to this section (Section III - Buildings). Enter one of the following transaction codes: Code Transaction A. Establishes a new building record when no record exists with identical data in Blocks 6, 8, 9, 10, 35, and 36a. Block 35. Record Type. We have preprinted the number "30" for Section III (Building) of GSA Form 1166. No action is required of you. Block 36. Usage Code and Classification. The following two-digit code numbers indicate a building’s predominant use:
Block 37. Date(s) Acquired. Enter the year the Federal Government acquired the building(s) in the block entitled "From." Enter the range of years (e.g., 1910 to 1921) if various buildings were acquired in different years. Leave all of Block 37 blank if the building is leased. Block 38. Number of Buildings. Enter the number of buildings for each applicable usage code and classification printed in Block 36. Block 39 Gross Square Footage. Enter the gross square footage (measurement of building’s outside dimensions) for each building class reported. Include the total floor area of the building(s) even if another agency is using or occupying the space. Don’t report the floor area of buildings held in trust by your agency. Block 40. Acquisition Cost. Enter the total acquisition cost (expressed in thousands of dollars) of the building(s), including capitalized improvements, additions, and major repairs and alterations. Leave blank if the total acquisition cost is less than $500. Include Government-owned buildings constructed on land not owned by the Government. Leave blank for leased buildings and trust buildings. For each building, include the cost of fixtures and equipment necessary for building operation, such as plumbing, heating and air-conditioning systems, lighting fixtures, elevators, and safes/vaults permanently affixed to the building. Exclude personal property such as furniture, laboratory equipment, and any other items not permanently attached to the building. For each building, include the cost of all capital improvements incurred following the original acquisition of the building by the Government. As defined in the GAO Policy and Procedures Manual (Section 7030, Paragraph 30), capital improvements:
If the actual costs are unknown, estimate the cost of the building as of the original acquisition date by the Government and adjust the cost for capital changes made to the building following acquisition. For buildings acquired through donation, exchange, devise, forfeiture, or judicial process, estimate the amount the Government would have paid to purchase the building on the original acquisition date. For buildings acquired with purchase contracts or lease purchase agreements, enter the building’s acquisition cost. This includes the purchase price (total amount of principal payments) and all other capitalized costs, such as drawings and specifications; architectural, engineering, and inspection fees; and miscellaneous project costs. Block 41. Estimated Cost Indicator. Enter an "E" for the estimated building acquisition cost if the actual acquisition cost is unknown. Leave blank for leased building(s) and trust buildings Block 42. Negligible Cost Indicator. Enter an "N" if the total acquisition cost for the building(s) is less than $500. Leave blank for leased buildings, trust buildings, and total building acquisition costs that are $500 or greater. SECTION IV - OTHER STRUCTURES AND FACILITIES Annually report all structures and facilities owned by or leased to the United States as of the last day of each fiscal year. Examples of "Other Structures and Facilities" include canals, airfield pavements, and harbor and port facilities. Block 43. Transaction Code. If Section I has been completed in previous years, complete only Blocks 6, 7, 8, 9, and 10 prior to making changes or or corrections to this section (Section IV - Other Structures And Facilities). Enter one of the following transaction codes: Code Transaction A. Establishes a new other structures and facilities record when no record exists with identical data in Blocks 6, 8, 9, 10, 44, and 45a. Block 44. Record Type. We have preprinted the number "40" for Section IV (Other Structures and Facilities) of GSA Form 1166. No action is required of you. Block 45. Usage Code and Classification. The following two-digit code numbers indicate the structure or facilities predominant use:
Block 46. Acquisition Cost (dollars in thousands). Enter the total acquisition cost (expressed in thousands of dollars) of the structures and/or facilities including capitalized improvements, additions, and major repairs and alterations. Leave blank if the total acquisition cost is less than $500. Include Government-owned structures or facilities or both constructed on land not owned by the Government. Leave blank for leased buildings and trust buildings. Block 47. Estimated Cost Indicator. Enter an "E" for the estimated structure/facility acquisition cost if the actual acquisition cost is unknown. Leave blank for leased structures/facilities and trust structures/facilities. Block 48. Negligible Cost Indicator. Enter an "N" if the total acquisition cost for the structures/facilities is less than $500. Leave blank for leased structures or facilities, trust structures or facilities, and total acquisition costs that are $500 or greater. Block 49. Total Cost for Land, Buildings, and Other Structures and Facilities. Enter the total cost of all Government-owned real property reported in Blocks 31, 40, and 46. SECTION V - COMPLETE FOR LEASED PROPERTY ONLY Complete all relevant blocks in this section. Leave blank all blocks in Sections II, III, and IV that pertain to the acquisition type and costs of leased property. Block 50. Transaction Code. Once you have established the installation record in Section I, complete only Blocks 6, 8, 9, and 10 before making changes or corrections to this section (Section V - Complete For Leased Property Only). Enter one of the following transaction codes: Code Transaction A. Establishes a new leased record when no record exists with identical data in Blocks 6, 8, 9, 10, and 51. Block 51. Record Type. We have preprinted the number "50" for Section V (Leased Record) of GSA Form 1166. No action is required of you. Block 52. Number of Leases Reported. Enter the number of leases reported in this block.
(1) The leased properties are in one of the major cities identified in FPMR Section 101-3.4901-1166(I-A). (2) The leased properties are in one state and are located outside of the major cities identified in FPMR Section 101-3.4901-1166(I-A). (3) The leased properties are in the same U.S. territory or foreign country. For land, you may combine more than one lease onto a single report when each of the leases has a total annual rental of less than $500 and one of the above three conditions exist. Never combine leased property from more than one state onto a single report. When a single lease covers property in more than one state, complete a separate report for the portion of the property in each state. When you combine leases onto a single report, your agency must maintain supporting detailed information for each lease. Block 53. Effective Date. Enter the month and year the lease became effective. Leave blank if more than one lease is being reported. Block 54. Expiration Date. Enter the month and year the lease expires under the current term of the contract. If your agency has exercised a renewal option, enter the expiration date of the option period. The expiration date must never be earlier than the effective date in Block 53. Enter "999999" when the expiration date is indefinite, as in a month-to-month lease. Leave blank if you are reporting more than one lease. Block 55. Renewal Option Years. Enter the number of years remaining in any unexercised renewal option term(s). Leave blank if you are reporting more than one lease. Block 56. Annual Rental Rate. Enter the annual rental rate for the leased property to the nearest dollar. Don’t include utilities or services in this annual rental rate if the lease doesn’t include utilities or services. This rate must be greater than zero. Block 57. Other Structures and Facilities Indicator. Enter an "S" if the lease includes Other Structures and Facilities. Leave blank if the lease doesn’t include Other Structures and Facilities. Block 58. Remarks. You may enter any notation necessary to clarify any report entry. We recommend that you provide explanations for changes to records in the report, such as capital improvements, write-offs, and refinement of data. You may also indicate from whom property was acquired, to whom property was sold (public, state, city, etc.), and any unusual or significant feature about an acquisition, omission, transfer, disposal, or revision. Indicate when your agency determines that an installation is excess, in whole or in part, to its needs. In such cases, please include the agency bureau code and installation number assigned to Standard Form 118 (Report of Excess). If you need more room than the block allows, you may continue your remarks on a separate sheet of paper. Block 59. Prepared By. Enter your name and title. Block 60. Signature. Sign your name. Block 61. Date. Enter the date that you prepared the report. § 101-3.4901-1166(I-A) Major cities.State and City Alabama Birmingham Montgomery Tuscaloosa Alaska Anchorage Fairbanks Juneau Arizona Phoenix Arkansas Little Rock California Fresno Los Angeles Oakland Sacramento San Diego San Francisco Santa Barbara Colorado Denver Connecticut Bridgeport Hartford New Haven Delaware Wilmington Florida Jacksonville Miami Georgia Atlanta Columbus Macon Savannah Hawaii Honolulu Idaho Boise Illinois Aurora Chicago Springfield Waukegan Indiana Indianapolis South Bend Iowa Council Bluffs Des Moines Sioux City Kansas Kansas City Topeka Wichita Kentucky Lexington Louisville Louisiana New Orleans Shreveport Maryland Baltimore Silver Spring Massachusetts Boston Lowell Lynn New Bedford Springfield Worcester Michigan Detroit Grand Rapids Lansing Minnesota Minneapolis St. Paul Mississippi Jackson Missouri Kansas City St. Joseph St. Louis Springfield Montana Billings Butte Great Falls Nebraska Lincoln Omaha New Hampshire Manchester New Jersey Camden Newark Trenton New Mexico Albuquerque New York Albany Buffalo New York City Rochester Syracuse North Carolina Charlotte Greensboro Raleigh Winston Salem North Dakota Fargo Ohio Akron Canton Cincinnati Cleveland Columbus Dayton Toledo Youngstown Oklahoma Oklahoma City Oregon Portland Pennsylvania Allentown Harrisburg Philadelphia Pittsburgh Reading Scranton Wilkes Barre Rhode Island Providence South Carolina Columbia Greenville Spartansburg Tennessee Chattanooga Knoxville Nashville Memphis Texas Austin Beaumont Corpus Christi Dallas E1 Paso Fort Worth Galveston Houston San Antonio Waco Utah Salt Lake City Virginia Alexandria Arlington Lynchburg Norfolk Richmond Roanoke Washington Everett Seattle Spokane Tacoma Yakima West Virginia Huntington Wisconsin Madison Milwaukee District of Columbia  Return to the Real Property Clearinghouse Homepage |
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