ATTACHMENT_J.12._Army-DoDEA-Reconciliation.xlsx

Instructions

&A &P

Reconciliation Data Rqmts

• All Acquisition Fund Source Code values must be four alphanumeric characters.

• The only valid Acquisition Fund Source Code values for federal funds shall be taken from the Treasury Financial Manual Revised Federal Account Symbols and Titles (FAST) Book.

Included in Tool and Qtr Data Submission Counted toward status when situation is met (acquiring entity) Phase 1 Mandatory for acquiring Agency Acquisition Organization Code A code used to identify the organization(s) responsible for funding the acquisition of the real property asset. • The Services shall use their existing Acquisition Organization Codes until there is an official list of organization codes published by the P and R community.

• If the Acquisition Date field has a value, there must be a value entered for Acquisition Organization Code.

Not Included in Tool or Qtr Data Submission Not counted toward status Phase 2 -- On Hold Mandatory for acquiring Agency Acquisition Original Asset Recorded Cost Amount The acquisition cost plus all material amounts paid to bring the real property asset to its form and location suitable for its intended use. • The Acquisition Original Asset Recorded Cost Amount must be obtained from the acquiring document.

• An Acquisition Original Asset Recorded Cost Amount must be recorded for each asset to which the Government has acquired title.

• The ancillary costs must include any reasonable and necessary expenditures such as built-in equipment, site preparation, planning, design, and installation to get the real property asset in place and ready for use.

• This represents the cost of real property acquired under a capital lease that is the lesser of either the fair market value or the present value of the rental and other minimum lease payments during the lease term, excluding that portion of the payments representing executory cost to be paid by the lessor as derived from Acquisition.

• Each Asset Allocation Current Use FAC Code must be populated from either a Military Construction Project Data (DD 1391) form or a Transfer and Acceptance of Military Real Property (DD 1354) form.

• The Asset Allocation Current Use FAC Code should be obtained from the most current DoD Facilities Pricing Guide (UFC 3-701-XX).

• The Asset Allocation Current Use FAC Code may be changed as a result of a capital improvement.

• Each capital improvement must include the Asset Allocation Current Use FAC Code.

• Each real property asset must have at least one valid Asset Allocation Current Use FAC Code.

• The Asset Allocation Current Use FAC Code must represent the current use.

• Each Asset Allocation Current Use FAC Code must be mapped to at least one Asset Allocation Current Use CATCODE Code.

Included in Tool and Qtr Data Submission Counted toward status when situation is met (operating entity) Phase 1 Mandatory for Agencies funding operations Asset Allocation Operational Fund Source Code A code used to identify the fund type(s) that will pay for the operational functions of an assigned portion of a real property asset. • The Operational Fund Source Code must be used in conjunction with Department Regular Code and Sub-Account Code for all financial transactions.

• All Operational Fund Source Code values must be four alphanumeric characters.

• The only valid Operational Fund Source Code values for federal funds shall be taken from the Treasury Financial Manual Revised Federal Account Symbols and Titles (FAST) Book.

• Each real property asset may have one or more values for Operational Fund Source Code.

Included in Tool and Qtr Data Submission Counted toward status Phase 1 Mandatory for all Agencies Asset Allocation Operational Funding Organization Code A code used to identify the organization that will pay for the operational functions of the assigned portion of the real property asset. • Services and Agencies maintain the authoritative sources for Organization Codes.

• Each real property asset may have one or more values for Operational Funding Organization Code.

Included in Tool and Qtr Data Submission Counted toward status Phase 1 Mandatory for all Agencies Asset Allocation Size Quantity The quantity in terms of the associated unit of measure granted to the using organization associated with each assigned area use and user combination. • The Asset Allocation Size Quantity value shall be recorded to two decimal places.

• The Asset Allocation Size Quantity value must be greater than zero.

• Each real property asset must have at least one Asset Allocation Size Quantity value entered.

• The Asset Allocation Size Quantity value for all users other than owner shall be taken from the document/instrument assigning the area to the user.

• The Asset Allocation Size Quantity value must be recorded at both the use and user level.

• The Asset Allocation Size Quantity value for a secondary user may be equal to but must never be greater than the value for the primary user.

Included in Tool and Qtr Data Submission Counted toward status Phase 1 Mandatory for all Agencies Asset Allocation Size Unit Of Measure Code The Unit of Measure code used for the measurement of the assigned area size. • The Asset Allocation Size Unit of Measure Code must be recorded at both the use and user level.

• If the Asset Allocation Size Quantity field has a value, there must be a value entered in the Asset Allocation Size Unit Of Measure Code.

Included in Tool and Qtr Data Submission Counted toward status when situation is met (sustaining entity) Phase 1 Mandatory for sustaining Agency Asset Allocation Sustainment Fund Code A code used to identify the fund type(s) that will pay for sustainment of the assigned portion of the real property facility. • If the real property asset is a land asset, then the Asset Allocation Sustainment Fund Code may contain null values.

• All real property assets, except land, must have a valid Asset Allocation Sustainment Fund Code.

• The Asset Allocation Sustainment Fund Code must be used in conjunction with Department Regular Code and Sub-Account Code for all financial transactions.

• All Asset Allocation Sustainment Fund Code values must be four alphanumeric characters.

• The only valid Asset Allocation Sustainment Fund Code values for federal funds shall be taken from the Treasury Financial Manual Revised Federal Account Symbols and Titles (FAST) Book.

Included in Tool and Qtr Data Submission Counted toward status Phase 1 Mandatory for all Agencies Asset Allocation Sustainment Organization Code A code used to identify the organization(s) responsible for funding sustainment of the assigned portion of the real property facility. • Services and Agencies remain the authoritative source for all organization codes used for real property accountability.

• If the real property asset is a land asset, then the Asset Allocation Sustainment Organization Code must contain null values.

• If the real property asset is designated for disposal with a RPA Operational Status Code equal to "EXCS" or "SURP", then the Asset Allocation Sustainment Organization Code must equal "000099".

• If the real property asset is pending disposal, then the Asset Allocation Sustainment Organization Code must equal “000099."

• The Services shall continue to use their existing Service defined organizational codes until which time the DoD official organization codes are published by the P and R community.

Included in Tool and Qtr Data Submission Counted toward status Phase 1 Mandatory for all Agencies Asset Allocation User Organization Code A code used to identify the organization using a specific portion of a real property asset. • Services and Agencies remain the authoritative source for all organization codes used for real property accountability.

• Each owned real property asset must have only one "owner" of the asset at a time.

• Each Real Property Asset may sustain multiple tenants.

• Each tenant must be recorded in the Asset Allocation User Organization Code field.

• The Services shall use their existing codes until there is an official list of organization codes published by DoD.

Not Included in Tool or Qtr Data Submission -- Propose not submitting in Qtr Data Submission Not counted toward status Phase 2 -- On Hold Mandatory for all Agencies Capital Improvement Placed In Service Date The calendar date the improvement to a real property facility is available for use by DoD. The date on which a leasehold improvement (capital improvement) is made to a leased facility. On this date, the government assumes liability and the warranties begin for the capital improvement to which they have received title. Also includes date of leaseholds. • If an Asset Review Date's year is only known, July 1 must be the default value.

• The rules for Capital Improvement Placed In Service Date must follow the same rules as Real Property Asset Placed In Service Date.

• The Capital Improvement Placed In Service Date triggers amortization of the leasehold improvement.

• There must be a Capital Improvement Placed In Service Date entered if there is a Project Detail Fund Cost Amount entered and there is a "CIMP" entered as the Project Type Code.

• When the Capital Improvement Placed in Service Date is exchanged between systems, the date must be transmitted in XML format (YYYY-MM-DD).

• If the nearest city is in a different county than the real property asset, then the asset's County Code prevails and an entry of "9999" will be selected for the City Code.

• City Codes will conform to the GSA Geographic Locator Codes.

Included in Tool and Qtr Data Submission Not counted toward status Phase 1 Optional Country Code The code used to identify the country in which the real property asset or organizational unit is located. • Country Code values must be recorded and reported per FIPS 10-4 as displayed by the General Services Administration Worldwide Geographic Location Codes.

• Real property asset and site records with a State or Country Primary Subdivision Code representing one of the fifty states or the District of Columbia must have a Country Code value of "US" (United States).

• Real property assets located in a US territory must have the same State or Country Primary Subdivision Code and Country Code as the Site they are assigned to.

Included in Tool and Qtr Data Submission Not counted toward status Phase 1 Optional County Code The code used to identify the county in which the real property asset or organizational unit is located. This code identifies Counties and equivalent administrative entities of the US, its possessions, and associated areas as defined by FIPS and found in the GSA GLCs or the county equivalent for countries not covered in the GSA GLCs. A county code is only unique if it is combined with a state code in the areas listed in the GSA GLCs or with the Country code for areas not in the GSA GLCs. • County Codes will conform to the GSA Geographic Locator Codes.

• For areas inside the United States and its Territories, a County Code must be associated with a State or Country Primary Subdivision Code (FIPS 5-2 as found in GSA GLC).

Not Included in Tool or Qtr Data Submission Not counted toward status Phase 2 -- On Hold Mandatory for all Agencies Facility Current Period Depreciation Amount The amount the facility has been depreciated for the current period. • The Facility Current Period Depreciation Amount is calculated from the Acquisition Original Asset Recorded Cost Amount and each capital improvement cost in accordance with FMR Volume 4, Chapter 6.

• If the life of the facility has been extended, then depreciate the book value and the capital improvement costs over the new remaining life.

• Otherwise, depreciate the book value of the facility over its remaining life and each capital improvement over its life.

• There must be a Facility Current Period Depreciation Amount recorded for each valid RPA Type Code value of "B" (Building), "S" (Structure), or "LS" (Linear Structure) entered for an asset that is not yet fully depreciated.

• The Facility Current Period Depreciation Amount must be recorded in US dollars and cents.

• There must not be a Facility Current Period Depreciation Amount value entered for a valid RPA Type Code value of "L" (Land).

Included in Tool and Qtr Data Submission Counted toward status Phase 1 Mandatory for all Agencies Facility Number A locally developed asset identification that is normally visible, either painted or by signage on the exterior of a real property facility, used for visual identification of the facility. • The Facility Number is normally assigned during the planning process.

• There must be a Facility Number recorded for each valid RPA Type Code value of B (Building) or S (Structure) entered.

• Uniqueness for the assignment of a RPUID for assets is determined by Real Property Site Unique Identifier, Facility Number or Land Acquisition Tract Identifier, and Disposal Date.

• To have a RPUID assigned by the RPUIR, the Service record must contain a value for either the Facility Number or Land Acquisition Tract Identifier.

• The RPUIR will return to the Service system an error message for any record received with a RPA Type Code value of B (Building) or S (Structure) that has a null Facility Number.

Included in Tool and Qtr Data Submission Counted toward status when situation is met (sustaining entity) Phase 1 Mandatory for sustaining Agency Facility Replacement Program Fund Code A code used to identify the fund type for replacement of the entire real property facility. • If the real property asset is a land asset, the Facility Replacement Program Fund Code value must be null.

• The Facility Replacement Program Fund Code must be used in conjunction with Department Regular Code and Sub-Account Code for all financial transactions.

• For federal funds, the only valid Facility Replacement Program Fund Code values shall be taken from the Treasury Financial Manual Revised Federal Account Symbols and Titles (FAST) Book.

• For federal fund types, a preceding zero will be added to Department Regular Code entry when the FAST Book value is two numeric characters.

• If the real property asset is a land asset, the Facility Replacement Program Fund Code value must be null.

• The Facility Replacement Program Fund Code must be used in conjunction with Department Regular Code and Sub-Account Code for all financial transactions.

• For federal funds, the only valid Facility Replacement Program Fund Code values shall be taken from the Treasury Financial Manual Revised Federal Account Symbols and Titles (FAST) Book.

• For federal fund types, a preceding zero will be added to Department Regular Code entry when the FAST Book value is two numeric characters.

Included in Tool and Qtr Data Submission Counted toward status when situation is met (sustaining entity) Phase 1 Mandatory for sustaining Agency Facility Replacement Program Organization Code A code used to identify the organization responsible for replacement of the entire real property facility • There must be a Facility Replacement Program Organization Code value entered for all valid RPA Type Code values except "L" (Land).

• Services may maintain their list of Organization Codes but shall report to OSD using Codes as published in the RPAD end of year guidance document.

Included in Tool and Qtr Data Submission Counted toward status when situation is met (sustaining entity) Phase 1 Mandatory for sustaining Agency Facility Restoration and Moderization Program Fund Code A code used to identify the primary fund type used to restore degraded facilities to working condition or to upgrade (modernize) facilities to new standards or functions. • If the real property asset is a land asset, the Facility Restoration and Modernization Program Fund Code value may be null.

• The Facility Restoration and Modernization Program Fund Code must be used in conjunction with Department Regular Code and Sub-Account Code for all financial transactions.

• For federal funds, the only valid Facility Restoration and Modernization Program Fund Code values shall be taken from the Treasury Financial Manual Revised Federal Account Symbols and Titles (FAST) Book.

Included in Tool and Qtr Data Submission Counted toward status when situation is met (sustaining entity) Phase 1 Mandatory for sustaining Agency Facility Restoration and Moderization Program Organization Code A code used to identify the organization responsible for funding restoration and/or modernization projects to the facility. • There must be a Facility Restoration and Modernization Program Organization Code value recorded for each valid Facility Restoration and Modernization Program Fund Code value.

• Services may maintain their list of Organization Codes but shall report to OSD using Codes as published in the RPAD end of year guidance document.

Not Included in Tool or Qtr Data Submission Not counted toward status Phase 2 -- On Hold Mandatory for acquiring Agency Facility Total Accumulated Depreciation Amount The cumulative amount of all depreciation that has taken place on a particular real property facility up to the present time. • The Facility Total Accumulated Depreciation Amount must be recorded in US dollars and cents.

• There must be a Facility Total Accumulated Depreciation Amount recorded for each valid RPA Type Code value of "B" (Building), "S" (Structure), or "LS" (Linear Structure) entered.

Included in Tool and Qtr Data Submission Not counted toward status Phase 2 Mandatory for Agencies acquiring leases Grant Authority Type Code A code which indicates if an agency entered into a lease under its own independent statutory authority or under a delegation authority from GSA. • When the RPA Interest Type Code value is “LEAS” (Leasehold), there must be a value recorded in Grant Authority Type Code.

• If the lease was entered under independent statutory authority, the value for Grant Authority Type Code must be "IST" (Lease entered under Independent Statutory Authority).

• If the lease was entered under a categorical space delegation authority from GSA, the value for Grant Authority Type Code must be "DCS" (Lease entered under categorical space delegation authority from GSA).

• If the lease was entered under a special purpose space delegation authority from GSA, the value for Grant Authority Type Code must be "DSP" (Lease was entered under a special purpose space delegation authority from GSA).

• If the lease was entered under a provider of choice delegation authority from GSA, the value for Grant Authority Type Code must be "DPC" (Lease was entered under a provider of choice delegation authority from GSA).

• For leased properties obtained through a GSA delegation, the agency that signs the lease will report the leased asset.

Included in Tool and Qtr Data Submission Not counted toward status Phase 2 Mandatory for Agencies acquiring leases Grant Capital Lease Criteria Code A code used to identify the reason(s) why the lease was classified as a capital lease. • The Grant Capital Lease Criteria Code must contain a valid value from the predefined pick list.

• The Grant Capital Lease Criteria Code must have a default value of NONE for None of the above, if it is not a capital lease.

• There must be a Grant Capital Lease Criteria Code for each valid Grant Start Date entry.

• If the RPA Interest Type Code is LEAS (Leasehold) there must be a value Grant Capital Lease Criteria Code.

Included in Tool and Qtr Data Submission Not counted toward status Phase 2 Mandatory for Agencies acquiring leases Grant End Date The last calendar date of occupancy allowed by the legal instrument or contract governing a grant. • If the Grant End Date month is unknown, then the month must be defaulted to "07" (July).

• If the Grant End Date day is unknown, then the day must be defaulted to "01" (one).

• There must be a Grant End Date for each valid Grant Start Date entry.

• The Grant Actual Termination Date may be later than the Grant End Date for holdover tenants.

• The Grant End Date must be taken from the legal instrument or contract that established the grant.

• The Grant End Date must be shown as "09099999” for all grants held in perpetuity.

• When the Grant End Date is exchanged between systems, the date must be transmitted in XML format (YYYY-MM-DD).

Included in Tool and Qtr Data Submission Not counted toward status Phase 2 Mandatory for Agencies acquiring leases Grant Maintenance Indicator A code which identifies whether the Component that in-leases the asset has responsibility for maintaining the condition of the leased asset. • There must be an entry for Grant Maintenance Indicator if the RPA Interest Type Code is "LEAS" (Leasehold).

• An entry of Y (Yes) in Grant Maintenance Indicator indicates that the Component that in-leases that asset has responsibility for maintaining the condition of the leased asset.

• If Grant Maintenance Indicator value is Y (Yes), this requires an entry of an amount in RPA Annual Operating Cost Amount.

Included in Tool and Qtr Data Submission Not counted toward status Phase 2 Mandatory for Agencies acquiring leases Grant Start Date The calendar date that the original legal instrument or contract governing a grant is effective. • Each grant must have a Grant Start Date.

• The beginning date outlined in the lease terms will constitute the Grant Start Date.

• The ending date outlined in the lease terms will constitute the Grant End Date.

• If the real property asset is acquired by a lease, the Acquisition Date value is the date the Service executed the lease document.

• If the real property asset is acquired as a result of an occupancy agreement, the Acquisition Date value is the date of Service acceptance of GSA space.

• When the Grant Start Date is exchanged between systems, the date must be transmitted in XML format (YYYY-MM-DD).

Included in Tool and Qtr Data Submission Not counted toward status Phase 2 Mandatory for Agencies acquiring leases Grant Tenant Improvement Allowance Indicator The designator signifying that a lease involves a Tenant Improvement Allowance being paid as part of the lease payment in excess of the base rent. • The Grant Tenant Improvement Allowance Indicator default value shall be "N" (No).

• The Grant Tenant Improvement Allowance Indicator must be populated with either "Y" (Yes) or "N" (No).

• Each owned Real Property Asset must be assigned to a single Site Code which in turn, is assigned to a single Installation Code.

• Each Installation Code must adhere to the Service's (includes Washington Headquarters Service) business rules in assigning the code.

• When a Service Installation Code is received that already exists in the RPUIR, and the Installation Reporting Component Code is from a different Service, a new installation record will be created.

• Installation records submitted to the RPUIR for update will be rejected if the Installation Code value does not exist with the same Service's Installation Reporting Component Code.

• Installation uniqueness in the RPUIR is determined by the combination of Installation Code and the Service's reporting system.

Included in Tool and Qtr Data Submission Counted toward status Phase 1 Optional Installation Name The official identification or name applied to the entire installation, as used by the DoD and the Services to recognize the installation. • When the Installation Name changes, the old Installation Name will be archived in the real property inventory system.

• The Installation Name must be assigned in accordance with the rules of the Service assigning the name.

• The Installation Name must be completely spelled out.

• For the Real Property Unique Identifier Registry, changes will be archived in the RPUIR history files.

Included in Tool and Qtr Data Submission Not counted toward status Phase 1 Optional Postal Code Postal code of an address. • The Postal Code will be reported and displayed with dashes.

• Postal Code will not include the words "APO" and "FPO" because they are listed in the city field.

• The Postal Code must be populated with the five (5) digit zip code for US addresses, or the nine (9) digit number if available.

• Use the local Postal Code (zip code equivalent) for foreign sites physical addresses.

Included in Tool and Qtr Data Submission Counted toward status Phase 1 Mandatory for all Agencies Real Property Site Unique Identifier The unique identifier (UID) used to permanently identify a Site. This UID will be a Real Property Site Unique Identifier (RPSUID). • Each owned site must be assigned to only one installation.

• The perimeter of the site will be delineated by metes and bounds, other survey methods or the geographic location of the facility for stand-alone facilities and must be part of the electronic record.

• The perimeter of a site must represent a closed polygon.

• The Real Property Site Unique Identifier (RPSUID) assigned to a site remains the same regardless if the site expands or contracts or the description and attributes of the site change.

• When there is more than one facility within a contiguous geographic area, a site can be created for these facilities.

• A Real Property Site Unique Identifier (RPSUID) cannot be duplicated or reused.

• Equal status among sites exists in that there is no "parent-child" relationship between sites.

• When two or more sites are merged, the gaining site will receive the real property asset records (land and/or facilities) through an association of these records to the RPSUID via the real property asset record RPUID.

• In a transfer of sites, the losing site will have its Real Property Site Unique Identifier (RPSUID) archived by the Real Property Unique Identifier Registry (RPUIR).

• An owned site implies access can be unilaterally controlled by the Service or responsible entity.

• Real Property Site Unique Identifiers are assigned by the Real Property Unique Identifier Registry (RPUIR).

• In a site merger, the losing site will have its Real Property Site Unique Identifier (RPSUID) archived by the Real Property Unique Identifier Registry (RPUIR).

• The RPUIR determines asset uniqueness when assigning a RPUID by the combination of the Real Property Site Unique Identifier (RPSUID), Facility Number or Land Acquisition Tract Identifier, and Disposal Date.

Included in Tool and Qtr Data Submission Counted toward status Phase 1 Mandatory for all Agencies Real Property Unique Identifier The real property unique identifier (RPUID) is a non-intelligent code used to permanently and uniquely identify a real property asset. • Each real property asset in which the DoD has a legal interest must be assigned a Real Property Unique Identifier (RPUID).

• A RPUID must never be duplicated or reused to represent a different asset than that to which it was initially assigned.

• Each structure, facility or other footprint-type (non-linear) asset must be assigned its own RPUID and have its own real property asset record.

• A new RPUID and asset record must be created for the portion of a real property asset being transferred within the DoD.

• The portion of the real property asset that remains retains the original RPUID and asset record. Its attributes must be updated.

• Each individual unique real property asset within a lease or occupancy agreement must be assigned a RPUID.

• The split of a land parcel (generally by disposition) must result in the creation of a new asset record with a new RPUID being assigned to the disposed of portion.

• Each short-term lease or assignment authorized under real property acquisition law or regulation must be recorded in the real property inventory and assigned an RPUID.

• A new asset record must be created in the real property inventory for an ingrant of property rights to a DoD entity from a non-DoD entity and must be assigned a new RPUID unless the ingrant is a renewal (with no gap in time) or a sublease of space already inventoried.

• A RPUID must be assigned when: (a) an acquisition contract, (land purchase, construction, or design-build effort), is awarded, (b) ownership of an asset is initially transferred into the Military Department/Washington Headquarter Service (WHS), (c) a leasing contract is awarded, (d) an asset is permitted from another government agency, (e) a license agreement is executed, (f) a Status of Forces Agreement (SOFA) is negotiated and signed, or (g) an easement is negotiated and signed.

• When the transfer of real property within DoD results in the splitting of a site or asset, the transferring activity retains the original RPSUID/RPUID and accomplishes the necessary adjustments to the asset's attributes. The receiving activity will process the transferred assets as new assets and perform the necessary acceptance to add it to their real property inventory. In the case of land, adjustments and recordation of new deeds may be required, especially where restrictions are involved.

• The RPUID must remain the same for an expansion or contraction of a facility, land, or leased space.

• The RPA Command Claimant Code pick list will be specific to and provided by the Services. • The values for the RPA Command Claimant Code are limited to the holders of real property inventory.

• The RPA Financial Reporting Organization Code is used to report and depreciate the original acquisition cost of the facilities on the financial statements as follows: Military Services: RPA Financial Reporting Organization Code for the original asset represents the owner of the facility. Defense Agencies: RPA Financial Reporting Organization Code for the original asset represents the predominant user of the facility (RPA Preponderant Using Organization Code).

• The RPA Financial Reporting Organization Code is used to report and depreciate the capital improvements on the financial statements, as follows: Military Services: RPA Financial Reporting Organization Code for the capital improvement represents the owner of the facility. Defense Agencies: General Fund (GF): RPA Financial Reporting Organization Code for the capital improvement represents the predominant user of the facility (Preponderant Using Organization Code) WCF: RPA Financial Reporting Organization Code for the capital improvement represents the activity funding the capital improvement (Capital Improvement Organization Code).

• Each RPA Financial Reporting Organization Code must go to the lowest financial reporting organization level.

• The Services shall use their existing codes for RPA Financial Reporting Organization Code until there is an official list of organization codes published by the P and R community.

• There should be sufficient documentation on hand to validate the RPA Historic Status Code selected for any given facility.

• The RPA Historic Status Code value of "ELPA" (Eligible for the purposes of a Program Alternative) is only determined at the national level, and installations will be advised as to how to assign this code.

• The RPA Historic Status Code value of "DNR" (NHLI/NHLC/NREI/NREC National Registry Property - Designation rescinded) is only determined at the Service headquarters level, and installations will be advised as to how to assign this code.

• RPA Historic Status Code shall have a default value of "NEV" (A facility that has not yet been evaluated for historic status) for all real property assets.

• The real property inventory system shall generate a prompt once a facility reaches 45 years in age (based on year built) to remind the user that the facility should be evaluated and the RPA Historic Status Code updated before the building becomes 50 years.

• This prompt shall continue until the Historic Status Code value does not equal “NEV” (Not Yet Evaluated).

• There must be a RPA Interest Type Code recorded for each Real Property Unique Identifier (RPUID).

• RPA Name shall accept null values.

• The RPA Operational Status Code must contain a valid value from the predefined pick list.

• When all real property assets associated with a site have the same RPA Operational Status Code, the Site Operational Status Code shall be assigned the same value as the RPA Operational Status Code.

• Real property assets with a RPA Operational Status Code of "DISP" (Disposed) must have a valid value in Disposal Reason Code.

• Real property assets with a RPA Operational Status Code of "OUTG" (Outgrant), must have valid Grant Start Date.

• Real property assets with a Disposal Reason Code of "BRAC", cannot have a RPA Operational Status Code value of "ACT" (Active) or "SEMI" (Semi-Active).

• Real property assets with a Disposal Reason Code of "EXCS" (Excess), must have a RPA Operational Status Code of "EXCS" (Excess).

• If the RPA Operational Status Code value is "TBA," there should not be a value entered in the RPA Placed In Service Date field.

• If the RPA Operational Status Code is TBA (To Be Acquired), only the following data elements must have a value: Real Property Site Unique Identifier, RPA Type Code, RPA Interest Type Code, RPA Predominant Design Use FAC Code, and Country Code.

• Each real property asset with any RPA Operational Status Code value except "TBA" (To Be Acquired) must have one and only one Acquisition Date.

• For real property assets with a RPA Operational Status Code value of “TBA” (To Be Acquired), the Acquisition Date must contain a null value.

• RPUIR will return an error message if RPA Operational Status Code value equals “TBA” (To Be Acquired) where there is a value in the Acquisition Date field Included in Tool and Qtr Data Submission Counted toward status Phase 1 Mandatory for all Agencies RPA Command Claimant Code A code used to identify the Service organization that has direct command authority over a real property asset. • The RPA Command Claimant Code pick list will be specific to and provided by the Services.

• The values for the RPA Command Claimant Code are limited to the holders of real property inventory.

• The RPA Financial Reporting Organization Code is used to report and depreciate the capital improvements on the financial statements, as follows: Military Services: RPA Financial Reporting Organization Code for the capital improvement represents the owner of the facility. Defense Agencies: General Fund (GF): RPA Financial Reporting Organization Code for the capital improvement represents the predominant user of the facility (Preponderant Using Organization Code) WCF: RPA Financial Reporting Organization Code for the capital improvement represents the activity funding the capital improvement (Capital Improvement Organization Code).

• Each RPA Financial Reporting Organization Code must go to the lowest financial reporting organization level.

• The Services shall use their existing codes for RPA Financial Reporting Organization Code until there is an official list of organization codes published by the P and R community.

Included in Tool and Qtr Data Submission Counted toward status Phase 1 Optional RPA Historic Status Code A code used to identify the historical status of a real property asset. • There should be sufficient documentation on hand to validate the RPA Historic Status Code selected for any given facility.

• The RPA Historic Status Code value of "ELPA" (Eligible for the purposes of a Program Alternative) is only determined at the national level, and installations will be advised as to how to assign this code.

• The RPA Historic Status Code value of "DNR" (NHLI/NHLC/NREI/NREC National Registry Property - Designation rescinded) is only determined at the Service headquarters level, and installations will be advised as to how to assign this code.

• RPA Historic Status Code shall have a default value of "NEV" (A facility that has not yet been evaluated for historic status) for all real property assets.

• The real property inventory system shall generate a prompt once a facility reaches 45 years in age (based on year built) to remind the user that the facility should be evaluated and the RPA Historic Status Code updated before the building becomes 50 years.

• This prompt shall continue until the Historic Status Code value does not equal “NEV” (Not Yet Evaluated).

• When all real property assets associated with a site have the same RPA Operational Status Code, the Site Operational Status Code shall be assigned the same value as the RPA Operational Status Code.

• Real property assets with a RPA Operational Status Code of "DISP" (Disposed) must have a valid value in Disposal Reason Code.

• Real property assets with a RPA Operational Status Code of "OUTG" (Outgrant), must have valid Grant Start Date.

• Real property assets with a Disposal Reason Code of "BRAC", cannot have a RPA Operational Status Code value of "ACT" (Active) or "SEMI" (Semi-Active).

• Real property assets with a Disposal Reason Code of "EXCS" (Excess), must have a RPA Operational Status Code of "EXCS" (Excess).

• If the RPA Operational Status Code value is "TBA," there should not be a value entered in the RPA Placed In Service Date field.

• If the RPA Operational Status Code is TBA (To Be Acquired), only the following data elements must have a value: Real Property Site Unique Identifier, RPA Type Code, RPA Interest Type Code, RPA Predominant Design Use FAC Code, and Country Code.

• Each real property asset with any RPA Operational Status Code value except "TBA" (To Be Acquired) must have one and only one Acquisition Date.

• For real property assets with a RPA Operational Status Code value of “TBA” (To Be Acquired), the Acquisition Date must contain a null value.

• RPUIR will return an error message if RPA Operational Status Code value equals “TBA” (To Be Acquired) where there is a value in the Acquisition Date field.

Included in Tool and Qtr Data Submission Counted toward status Phase 1 Mandatory for all Agencies RPA Placed In Service Date The calendar date the real property asset is available for use by DoD. On this date, an interim Transfer and Acceptance of Military Real Property document (DD Form 1354) is signed, title for assets listed on the acceptance form is transferred, and the punch list of additional work and certificate of occupancy by local authorities are attached to the acceptance form. On this date, the government assumes liability and the warranties begin for the asset to which DoD has received title. • For construction projects that are completed in multiple phases (CIP Phase Indicator value is Yes), the cost of each phase is transferred from the construction-in-progress (CIP) account to the real property asset account at the time the phase is placed in service.

• Each phase shall be depreciated separately over its estimated useful life. Each Facility could have one or more RPA Placed In Service Date values.

• Also, on this date, an interim Transfer and Acceptance of Military Real Property document (DD Form 1354) is signed, title for assets listed on the acceptance form is transferred, and the punch-list of additional work and certificate of occupancy by local authorities are attached to the acceptance form.

• All cost information transferred from the construction-in-progress (CIP) account to the real property asset account, at the time the asset or the capital improvement to the asset is placed in service, shall be supported by the Transfer and Acceptance of Military Real Property document (DD Form 1354).

• All additional expenses incurred following the RPA Placed In Service Date shall be transferred from the CIP account to the real property asset account with the final Transfer and Acceptance of Military Real Property document (DD Form 1354).

• The original acquisition cost of the asset shall be adjusted for this amount and the revised amount shall continue to be depreciated over the remaining useful life of the asset.

• For Transfer-in and Purchase acquisition methods, only the final Transfer and Acceptance of Military Real Property document (DD Form 1354) is prepared and delivered.

• As a result, the RPA Placed In Service Date shall be equivalent to the Acquisition Date, where the Acquisition Date represents the date of the final Transfer and Acceptance of Military Real Property document (DD Form 1354).

• For Transfer-in Real Property assets, the financial reporting responsibility is transferred on the date of the final Transfer and Acceptance of Military Real Property document (DD Form 1354).

• The cost recorded on the acquiring DoD component’s financial records shall be the book value of that real property asset.

• If the RPA Placed In Service Date month is unknown, then the month must be defaulted to "07" (July).

• If the RPA Placed In Service Date day is unknown, then the day value must be defaulted to "01" (one).

• When the RPA Placed in Service Date is exchanged between systems, the date must be transmitted in XML format (YYYY-MM-DD).

• All Services are required to report assets using RPA Total Unit Of Measure Code.

• If the RPA Type Code value is "L" (Land), the RPA Total Unit of Measure Code shall be "AC" for Acres.

• Additional units of measure in addition to RPA Total Unit Of Measure Code are Service optional.

• The RPA Total Unit of Measure Code must equal the unit of measure that is associated with the RPA Predominant Current Use FAC Code.

• There must be a Land Acquisition Tract Identifier entered for each valid RPA Type Code value of "L" (Land).

• The RPUIR will return an error message for each RPA Type Code Value of “B” (Building) or “S” (Structure) that has a null value for the Facility Number.

• The RPUIR will return an error message for each RPA Type Code Value of “L” (Land) that has a null value for the Land Acquisition Tract Identifier.

• The State or Country Primary Subdivision Code must be appropriate for the selected Country Code in a real property record.

• The County Code must be appropriate for the selected Country Code/State or Country Primary Subdivision Code combination in a real property record.

• Real property asset and site records with a State or Country Primary Subdivision Code representing one of the fifty states and The District of Columbia must…