Expense Data Section

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Expense Data Section

Numbers in Brackets [ ] refer to the numbered accounts in the BOMA Chart of Accounts provided in the Help Section.

Submit data which covers only the previous calendar or fiscal year. Report in whole dollars—no cents. Exclude credits or reimbursable expenses incurred prior to 2009, even if they appear on an income/expense statement for 2009.

Step 5: Expense Information (Expenses in whole dollars)

1: Cleaning Expenses: Cleaning expenses include all required items for both daytime and nighttime cleaning of offices, public areas, atriums, elevators, restrooms, and windows. Includes upkeep and ordinary expenses, as well as replacement of cleaning equipment and supplies. Does not include any expenses for machine rooms and other restricted access areas. [40 000]

1: Payroll, Taxes, and Fringes: Payroll: Payroll, taxes, and fringe benefits for directly employed cleaning personnel including salaried supervisors or managers. [40 100] Give the average occupancy rate for the retail portion of the building for the year.

2: Routine Contracts: Routine day/evening cleaning expenses contracted to outside firms. [40 200]

3:Window Washing: List costs of all contracted window-washing services. [40 300]

4:Other Specialized Contracts: Includes all other cleaning services not covered by the routine contract service or window washing, such as drapery and carpet cleaning, etc. [40 300] 5:Supplies/Materials: Includes ordinary cleaning supplies and materials, paper products, plus directly expensed upkeep or replacement of cleaning equipment, directly expensed

tools/equipment and personnel uniforms. [40 400]

6:Trash Removal/Recycling: Includes all trash removal and recycling expenses, including medical and hazmat waste removal [40 500]

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7:Miscellaneous/Other: All other cleaning related expenses not captured above [40 400]

Total or summation of 1-7.

2:Repair / Maintenance: Include all expenses for elevators, HVAC, electrical, structural/roof, plumbing, and other building maintenance (including common areas, parking lots and general upkeep). Total payroll from individual item categories should be included in Payroll. Contract services and designated supplies should be included in individual item categories. [41 000]

1: Payroll, Taxes and Fringes: Payroll, taxes, and fringe benefits for directly employed cleaning personnel including salaried supervisors or managers. [40 100]

Give the average occupancy rate for the retail portion of the building for the year.

2:Elevator: Includes all elevator contract services, fees, directly expensed tools/equipment, and supplies/materials/miscellaneous expenses. [41 200]

3:HVAC: Includes all HVAC contract services, fees, directly expensed tools/equipment, and supplies/materials/miscellaneous expenses. [41 300]

4:Electrical: Includes all electrical contract services, fees, directly expensed tools/equipment, and supplies/materials/miscellaneous expenses. [41 400]

5:Structural/Roofing: Includes contract services, fees and supplies/materials/miscellaneous expenses during the operating year. [41 500]

6:Plumbing: Includes contract services, fees and supplies/materials/miscellaneous for domestic water and sewage services. Does not include piping for the mechanical system, sprinkler/standpipe system. [41 600]

7:Fire/Life Safety: Includes contract services, supplies/materials/miscellaneous, maintenance contracts, monitoring contracts, and fees. [41 700]

8:General Building Interior:Includes directly expensed outlays for building interiors such as pest control, signage, painting, music, carpet repairs, and other interior surface repairs. [41800]

9:General Building Exterior: General Building Expenses (Exterior): Includes directly expensed outlays for building exteriors such as exterior window replacement, repainting, power washing, repainting, and so forth. [41 850]

10:Parking Lot: Include costs of all contracted (or in-house) services for parking lot repairs and maintenance.

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11:Miscellaneous: All other repair/maintenance related costs/expenses not captured above.

Total or summation of 1-12.

3: Utility: All utilities expensed to the building. Includes any energy that is sub-metered, even if you are

receiving income for it; show the total expense, not the net expense after tenant reimbursement. If the utilities are directly metered to the tenant, then estimate the expense and indicate on the form that your numbers are estimated by writing “estimated” in the margin. [42 000]

1: Total Electricity: Total HVAC-related electricity expenses and Total non-HVAC-related electricity expenses [42 100]

2:Gas: Total gross gas utility expense for the building. [42 200]

3:Fuel Oil: Total gross fuel oil utility expense for the building. [42 300]

4:Steam: Total gross purchased steam utility expense for the building. This is the cost of utilizing steam purchased from any outside source. Include the purchase of hot water expenses here as well. [42 400]

5:Chilled Water: Total gross purchased chilled water utility expenses for the building. [42 500]

6:Water/Sewer: Total gross water/sewer expenses for the building. [42 600] [42 700]

Total or summation of 1-6.

4: Roads/Grounds: Any expense related to exterior maintenance (exclude parking lot r/m) other than the building structure (or related remote mechanical equipment), such as landscaping, snow removal, site signage, site lighting, and so forth. [43 000] Note: If the parking lot charges a parking fee, do not include any of its maintenance costs here; see Parking Expenses [46 000].

1: Landscaping: Includes expenses associated with salaried employees such as payroll taxes and benefits, landscaping contract, directly expensed tools/ equipment, outdoor sprinklers, and supplies/materials/miscellaneous. [43 100]

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2:Snow Removal: Includes long-term contracts, directly expensed tools/equipment as well as supplies/materials/miscellaneous. [43 300]

3:Miscellaneous/Other: All other supplies/materials/miscellaneous expenses not capture above as well as expenses associated with exterior lighting and signage. [43 400]

Total or summation of 1-3.

5: Security: Security expenses are those related to the security of tenants and buildings. Those include payroll, benefits and taxes for directly employed security personnel; as well as expenses for contract employees. Also includes security equipment/systems, supplies and maintenance expenses associated with them. [44 000]

1: Payroll: Payroll, taxes, and fringe benefits for directly employed security personnel. [44 100]

2:Contracts: Total of all security related contracts; include both guard and monitoring contracts. Contracts/Guard: Expenses of individuals and/or firms contracted to perform specific security tasks. [44 200] Contracts/Monitoring includes expenses/contracts for security monitoring programs. [44 300]

3:Equipment: Includes all directly expensed security equipment/systems plus maintenance expenses associated with them and ordinary supplies necessary to operate a security program such as uniforms, batteries, control forms, access cards, etc. Also include Vehicle Lease; including cost of lease/vehicle and all associated maintenance for specific use by security personnel, including items such as a golf cart or security car. [44 400] [44 500]

4:Miscellaneous/Other: All other security expenses not captured above. [44 600]

Total or summation of 1-4.

6: Administrative: Administrative expenses are those directly related to the administration of the building. This item can also include professional fees pertaining to the operation of the building, such as labor disputes and contractor agreements. Does not include legal costs pertaining to leasing nor should it include costs of owners’ income tax work, partnership reporting requirements, or other non-operating accounting work. Does not include general maintenance/operation costs. [45 000]

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1: Payroll: Payroll, taxes, and fringe benefits for directly employed administrative personnel such as building manager, building secretary, and assistant building manager. (Engineering, maintenance, and other building staff should be allocated to the appropriate functional categories.) [45 100]

2:Management Fees:For a building managed under a management contract. If you checked “YES” in Step 3, #2, then this line item should not be blank. [45 300]

3:Professional Fees: Pertaining to the operation of the building, such as labor disputes, contractor agreements, and so on. Also includes accounting, data processing, and auditing costs to the extent necessary to satisfy tenant lease requirements and permanent lender requirements. Does not include legal costs pertaining to leasing nor should it include costs of owner’s income tax work, partnership reporting requirements, or other non-operating

accounting work. [45 400]

4:General Office Expenses: General expense of running and maintaining the building manager’s office: supplies, furniture, telephones, temporary office help, postage, and so on plus such things as dues/subscriptions, classified ads for hiring/contract solicitation and E/O insurance. Includes “office rent” for the building manager’s office calculated at fair market value. [45 500]

5:Employee Expenses: Includes travel and entertainment, educational programming, and car allowances. [45 600]

6:Miscellaneous/Other: All other administrative expenses not captured above; e.g. Concierge services, merchant association dues, etc. [45 700]

Total or summation of 1-6. Total Operating Expenses

7: Fixed Expenses: Includes real estate taxes, personal property tax, other taxes, building insurance, and any related licenses, fees, and permits. Exclude any fixed expenses that are not operational-related such as ground rent, which is treated as a financial expense. Include the gross tax amount or what the taxes would have been if money was owed – do not Net out any refunds or reimbursements. [47 000]

1: Real Estate Taxes: Total land and building real estate taxes. [47 100]

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3:Other Taxes: Includes any kind of annual or periodic or excise tax. Payroll taxes should be included with the appropriate Payroll categories; do not include ground rent. [47 300]

4:Building Insurance: All types of building insurance, including fire, boiler and other. Does not include errors and omissions (General Office Expense), insurance related to employee benefits or, in the case of corporate facilities, liability insurance that would normally be paid by tenants. [47 400]

5:Licenses/Fees/Permits: All license, fees, and permit expenses associated with the above taxes and insurance. [47 500]

Total or summation of 1-5.

Total Operating plus Fixed Expenses

8: Directly Expensed Leasing: Expenditures directly related to the leasing of space within the building. Depending on the accounting methods and practices, report either directly expensed or the

amortized/depreciated value. Leasing expense should not be report twice. However, if some expenditures are directly expensed and others amortized/depreciated within the same general ledger account, it is okay to report as such them under the appropriate columns. [50 000] [60 000] [61 000] Also, please indicate the square footage covered (leased) by these leasing expenditures.

1: Payroll: Payroll, taxes, and fringe benefits for directly employed leasing personnel [50 100]

2:Fees and Commissions: Directly expensed (typically a lease of 1 year or less) leasing commissions and other fees paid to the leasing broker. [50 150]

3: Advertising/Promotions: Costs for advertising and promoting building space. [50 200] 4:Professional Fees: Legal and other fees incurred for leasing negotiations. [50 400]

5:Tenant Improvements: Alteration expenditures made during the year to retain current tenants or secure new tenants. Include the value of standard items supplied from building inventory and deduct all tenant contributions toward the alteration cost.

6:Other Leasing Costs: All other leasing costs not captured above. Includes costs of preparing documents and cash advances for moving expenses. [50 600]

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9. Amortized Leasing: Amortized leasing expenses are those not directly expensed. Depending on your accounting methods, report either directly expensed or the amortized value. Include all amortized leasing expenses on signed leases incurred during 2009 as well as any expenses incurred from previous leases that are scheduled to be amortized [60 000].

1: Fees and Commissions: Amortized (typically a lease of more than 1 year) leasing commissions and other fees paid to the leasing broker. [60 200]

2:Tenant Improvements: Alteration expenditures made during the year to retain current tenants or secure new tenants. Include the value of standard items supplied from building inventory and deduct all tenant contributions toward the alteration cost. Report the directly expensed amount [50 600] and/or the amortized amount (only portion to be assessed during the current year) [61 400]

3: Other Leasing Costs:All other leasing costs not captured above. Includes costs of preparing documents and cash advances for moving expenses. [50 600]

10: Parking Expenses (for Fee): Expenses directly connected with administration and operation of a fee based parking facility(s). If the parking facility is operated directly by the building owner or manager, then expenses associated with cleaning, repairs/maintenance, utilities, and so forth should be recorded here. If the facility is operated on a net basis, then only the building owner’s parking-related expenses should be reported. If parking is “free” to all tenants, parking expenses should be reported under 49B and 47J. [46 000]

1: In-house: Includes all expenses including payroll, cleaning, repairs/ maintenance, utilities, security, administrative, fixed and supplies/material/miscellaneous expenses. [46 100] 2:Contract: Management fees associated with the operation of the facility by a separate contractor specializing in parking operations, also includes their

supplies/materials/miscellaneous expenses. [46 200]

3:Snow Removal: Separately contracted expenses associated with snow removal from parking areas if not provided in the above operations. [46 300]

4: Shuttle: Expenses associated with moving tenants/worker to and from satellite parking

Total or summation of 1-4.

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11: Total Telecom Expense: Total of all expenses incurred by the owner/manager associated with telecom income reported in Step 4, #4. If any of these expenses are amortized/depreciated, only report the portion of this expense incurred in 2009.

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