Volume 04 Chapter 24

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VOLUME 4, CHAPTER 24: “REAL PROPERTY”

SUMMARY OF MAJOR CHANGES

Changes are identified in this table and also denoted by blue font.

Substantive revisions are denoted by an (*) symbol preceding the section, paragraph,

table, or figure that includes the revision.

Unless otherwise noted, chapters referenced are contained in this volume.

Hyperlinks are denoted by bold, italic, blue, and underlined font.

The previous version dated June 2019 is archived.

PARAGRAPH

EXPLANATION OF CHANGE/REVISION

PURPOSE

Policy Memo

The Deputy Chief Financial Officer policy memorandum,

“Real Property Financial Reporting Responsibilities Policy

Update (FPM #19-05),” dated March 15, 2019, was

incorporated into the chapter and cancelled.

Cancellation

2.4

(240204)

Revised the accountability and financial reporting

requirements for real property assets based on

implementation of the Federal Accounting Standards

Advisory Board Technical Bulletin 2017-2, “Assigning

Assets to Component Reporting Entities.”

Revision

2.5.6.

(240205.F)

Revised the accounting and financial reporting

requirements for capital improvements.

Revision

3.5.2.

(240305.B)

Added requirement that the management representation

letter and the notes to the financial statements must include

a disclosure related to the Department of Defense real

property reporting policy.

Addition

Annex 5

Added illustrative examples, journal entries, and note

disclosures relating to financial reporting responsibilities

for real property.

Addition

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Table of Contents

VOLUME 4, CHAPTER 24: “REAL PROPERTY” ..................................................................... 1

1.0 GENERAL (2401) ............................................................................................................. 3

1.1 Overview (240101) .............................................................................................. 3

1.2 Purpose (240102) ................................................................................................. 4

1.3 Authoritative Guidance (240103)......................................................................... 4

2.0 ACCOUNTING FOR REAL PROPERTY (2402) ........................................................... 6

2.1 Definitions (240201) ............................................................................................ 6

2.2 Relevant USSGL Accounts (240202) .................................................................. 8

2.3 Valuation of Acquisitions and Transfers (240203) .............................................. 9

*2.4 Recognition (240204) ......................................................................................... 13

Figure 24-1. Relationships among a Construction Project, RPUID, and CIP Account ........ 19

2.5 Capital Improvements (240205) ......................................................................... 22

2.6 Depreciation (240206) ........................................................................................ 23

Table 24-1. DoD Useful Lives for Depreciable Real Property Assets .................................. 24

2.7 Impairment (240207) .......................................................................................... 25

2.8 Removal/Disposal (240208) ............................................................................... 28

3.0 ADDITIONAL CONSIDERATIONS (2403) ................................................................. 29

3.1 Use of Cancelled Treasury Account Symbol (240301) ..................................... 29

3.2 Supporting Documentation (240302) ................................................................. 30

Table 24-2. Examples of Supporting Documentation for Real Property Acquisition .......... 31

3.3 Physical Inventories of Real Property (240303) ................................................ 33

3.4 DM&R (240304) ................................................................................................ 33

3.5 Financial Statement Disclosure Reporting and Representation Requirements

(240305) ………………………………………………………………………………….35

3.6 Environmental Liabilities/Cleanup Costs (240306) ........................................... 36

Annex 1. Construction-in-Progress Cost Matrix .................................................................. A1-1

Annex 2. Decision Tree for Determining Imputed Costs ..................................................... A2-1

Annex 3. Capital Improvement Depreciation ....................................................................... A3-1

Annex 4. Alternative Valuation Methodology for Establishing Opening Balances for

Buildings, Structures, Linear Structures, Land and Land Rights .......................................... A4-1

*Annex 5. Illustrative Examples, Journal Entries and Note Disclosures Relating to Financial

Reporting Responsibilities for Real Property ........................................................................ A5-1

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CHAPTER 24

REAL PROPERTY

1.0 GENERAL (2401)

1.1 Overview (240101)

This chapter prescribes Department of Defense (DoD) accounting policy for real property,

which is a subset of General Property, Plant, and Equipment (General PP&E).

1.1.1. Description. General PP&E, which includes real property, consists of tangible

assets that:

1.1.1.1. Have an estimated useful life of two years or more;

1.1.1.2. Are not intended for sale in the ordinary course of operations; and

1.1.1.3. Are acquired or constructed with the intention of being used or being

available for use by the entity.

1.1.2. Characteristics of Real Property. Real property items are used in providing goods

or services, or support the mission of the entity, and typically have one or more of these

characteristics:

1.1.2.1. The item could be used for alternative purposes (e.g., by other DoD or

federal programs, state or local governments, or nongovernmental entities), but it is used to

produce goods or services, or to support the mission of the entity;

1.1.2.2. The item is used in business-type activities which are defined as a

significantly self-sustaining activity which finances its continuing cycle of operations through

collection of exchange revenue; and/or

1.1.2.3. The item is used by entities in activities whose costs can be compared to

those of other entities performing similar activities (e.g., federal hospital services in comparison

to commercial hospitals).

1.1.3. Inclusions. Real property also includes:

1.1.3.1. Items acquired through capital leases, including leasehold improvements

(see Chapter 26 for a discussion of accounting for real property acquired through leases);

1.1.3.2. Items under the accountability of the reporting DoD Component even

though it may be in the possession of others (e.g., state and local governments, colleges and

universities, or contractors);

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1.1.3.3. Land, other than Stewardship Land that was specifically acquired for, or

in connection with other General PP&E. See paragraph 240204 for election to expense land under

Federal Accounting Standards Advisory Board (FASAB) Statement of Federal Financial

Accounting Standards (SFFAS) 50.

1.1.3.4. Land rights held by a DoD Component in land owned by others. See

paragraph 240204 for election to expense land rights under FASAB SFFAS 50.

1.1.4. Examples. Real property examples include:

1.1.4.1. Real property including land, land rights, and facilities (includes buildings,

structures, and linear structures) (addressed in this chapter);

1.1.4.2. Construction-in-progress (CIP) (addressed in this chapter);

1.1.4.3. Assets under capital lease (addressed in chapter 26); and

1.1.4.4. Leasehold improvements (addressed in this chapter).

1.1.5. Exclusions. Real property excludes items:

1.1.5.1. In which the DoD has a reversionary interest (for example, the DoD

sometimes retains an interest in real property acquired with grant money in the event that the

recipient no longer uses the real property in the activity for which the grant was originally provided

and the real property reverts to the DoD); and

1.1.5.2. Classified as non-Multi-Use Heritage Assets or Stewardship Land (as

described in Chapter 28).

1.2 Purpose (240102)

This chapter prescribes DoD accounting policy for real property, a subset of General

PP&E. The applicable general ledger accounts are listed in the United States Standard General

Ledger (USSGL) contained in Volume 1, Chapter 7, and the accounting entries for these accounts

are specified in the DoD USSGL Transaction Library. Unless otherwise stated, this chapter is

applicable to all DoD Components, both General Fund and Working Capital Fund (WCF)

activities.

1.3 Authoritative Guidance (240103)

The accounting policy and related requirements prescribed by this chapter are in

accordance with the applicable provisions of:

1.3.1. FASAB Statement of Federal Financial Accounting Concepts (SFFAC) 5,

“Definitions of Elements and Basic Recognition Criteria for Accrual-Basis Financial Statements;”

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1.3.2. FASAB SFFAC 7, “Measurement of the Elements of Accrual-Basis Financial

Statements in Periods After Initial Recording;”

1.3.3. FASAB SFFAS 1, “Accounting for Selected Assets and Liabilities;”

1.3.4. FASAB SFFAS 4, “Managerial Cost Accounting Standards and Concepts;”

1.3.5. FASAB SFFAS 6, “Accounting for Property, Plant, and Equipment;”

1.3.6. FASAB SFFAS 23, “Eliminating the Category National Defense Property, Plant,

and Equipment;”

1.3.7. FASAB SFFAS 29, “Heritage Assets and Stewardship Land;”

1.3.8. FASAB SFFAS 40, “Definitional Changes Related to Deferred Maintenance and

Repairs: Amending Statement of Federal Financial Accounting Standards 6, Accounting for

Property, Plant, and Equipment;”

1.3.9. FASAB SFFAS 42, “Deferred Maintenance and Repairs: Amending Statements of

Federal Financial Accounting Standards 6, 14, 29, and 32;”

1.3.10. FASAB SFFAS 44, “Accounting For Impairment of General Property, Plant, and

Equipment Remaining In Use;”

1.3.11. FASAB SFFAS 50, “Establishing Opening Balances for General Property, Plant

and Equipment: Amending Statement of Federal Financial Accounting Standards (SFFAS) 6,

SFFAS 10, SFFAS 23, and Rescinding SFFAS 35;”

1.3.12. FASAB SFFAS 55, “Amending Inter-entity Cost Provisions;”

1.3.13. FASAB Technical Bulletin (TB) 2017-2, “Assigning Assets to Component

Reporting Entities;”

1.3.14. FASAB Technical Release (TR) 13, “Implementation Guide for Estimating the

Historical Cost of General Property, Plant, and Equipment;”

1.3.15. FASAB TR 14, “Implementation Guidance on the Accounting for the Disposal of

General Property, Plant & Equipment;”

1.3.16. FASAB TR 15, “Implementation Guidance for General Property, Plant, and

Equipment Cost Accumulation, Assignment and Allocation;”

1.3.17. FASAB TR 17, “Conforming Amendments to Technical Releases for SFFAS 50,

Establishing Opening Balances for General Property, Plant, and Equipment;”

1.3.18. FASAB TR 18, “Implementation Guidance for Establishing Opening Balances;”

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1.3.19. FASAB Staff Implementation Guidance 23.1, “Guidance for Implementation of

SFFAS 23, Eliminating the Category National Defense Property, Plant, and Equipment:

Classification of Items Formerly Considered National Defense PP&E;”

1.3.20. FASAB Staff Implementation Guidance 6.1, “Clarification of Paragraphs 40 – 41

of SFFAS 6, Accounting for Property, Plant, and Equipment, as Amended;”

1.3.21. Office of Management and Budget (OMB) Circular No. A-136, “Financial

Reporting Requirements;”

1.3.22. DoD Directive (DoDD) 4165.06, “Real Property;”

1.3.23. DoDD 5110.04, “Washington Headquarters Services (WHS);”

1.3.24. DoD Instruction (DoDI) 1015.15, “Establishment, Management, and

Control of Nonappropriated Fund Instrumentalities and Financial Management of Supporting

Resources;”

1.3.25. DoDI 4000.19, “Support Agreements;”

1.3.26. DoDI 4165.14, “Real Property Inventory (RPI) and Forecasting;”

1.3.27. DoDI 4165.70, “Real Property Management;”

1.3.28. DoDI 4165.71, “Real Property Acquisition;”

1.3.29. DoDI 4165.72, “Real Property Disposal;”

1.3.30. Treasury Financial Manual (TFM) Volume 1, Part 2, Chapter 4700, “Federal

Entity Reporting Requirements for the Financial Report of the United States Government;”

1.3.31. Title 10, United States Code, section 2674 (10 U.S.C. § 2674)

1.3.32. 10 U.S.C. § 2682;

1.3.33. 10 U.S.C. § 2721; and

1.3.34. Title 41, Code of Federal Regulations, part 102-75 (41 CFR 102-75)

2.0 ACCOUNTING FOR REAL PROPERTY (2402)

2.1 Definitions (240201)

2.1.1. Facility. A facility is a building, structure, or linear structure whose footprint

extends to an imaginary line surrounding a facility at a distance of five feet from the foundation

that, barring specific direction to the contrary such as a utility privatization agreement, denotes

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what is included in the basic record for the facility (e.g., landscaping, sidewalks, and utility

connections). This imaginary line is commonly referred to as the “5-foot line.” A facility will

have a Real Property Unique Identifier (RPUID) received from the Data Analytics & Integration

Support platform, which is entered into an Accountable Property System of Record (APSR) as a

unique real property record.

2.1.2. Funding DoD Component. The funding DoD Component is the entity paying to

acquire the real property asset or improvement, regardless of the specific types of funds used (e.g.,

appropriation or working capital funds).

2.1.3. Installation Host. Installation Host is a term used by the DoD to describe the

Military Department (i.e., Department of the Army, Department of the Navy which includes the

U.S. Marine Corps, or Department of the Air Force) or Washington Headquarter Services (WHS)

on whose installation a real property asset is located. An Installation Host may be either a General

Fund or a WCF operation.

2.1.4. Materiality. Materiality, as defined by the SFFAS 1, is the degree to which an item's

omission or misstatement in a financial statement makes it probable that the judgment of a

reasonable person relying on the information would have been changed or influenced by the

omission or the misstatement.

2.1.5. Net Realizable Value (NRV). NRV is the estimated amount that can be recovered

from selling, or any other method of disposing, of an item less estimated costs of completion,

holding, and disposal.

2.1.6. Real Property. Real property assets consist of buildings, structures, linear structures

(collectively called facilities), land, and land rights.

2.1.6.1. A building is a roofed and floored facility enclosed by exterior walls and

consisting of one or more levels that is suitable for single or multiple functions and that protects

human beings and their properties from direct harsh effects of weather such as rain, wind, sun and

other natural factors.

2.1.6.2. A structure is a facility, other than a building or linear structure that is

constructed on or in the land.

2.1.6.3. A linear structure is a facility whose function requires that it traverse land

(e.g., runway, road, rail line, pipeline, fence, pavement, electrical distribution line) or is otherwise

managed or reported by a linear unit of measure at the category code (commonly known as

CATCODE) level.

2.1.6.4. Land is defined as a portion of the earth’s surface distinguishable by

boundaries. Land must be accountable by parcel starting when the parcel was transferred into an

Installation Host’s custody and control. Excluded from the definition are natural resources

(e.g., depletable resources, such as mineral deposits and petroleum, renewable resources such as

timber and the outer continental shelf resources) related to land.

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2.1.6.5. A land right is an interest and privilege held by DoD or a DoD Component

in land owned by others, such as leaseholds, easements, water and water power rights, diversion

rights, submersion rights, rights-of-way, mineral rights and other like interests in land.

2.1.7. Value-In-Use. SFFAC 7 describes value-in-use as the benefit to be obtained by an

entity from the continuing use of an asset and from its disposal at the end of its useful life.

2.2 Relevant USSGL Accounts (240202)

2.2.1. Land and Land Rights (USSGL 171100). The amount of identifiable cost of land

and land rights of unlimited duration acquired for or in connection with General PP&E used in

general operations and permanent improvements are recorded in this account.

2.2.2. Construction-in-Progress (USSGL 172000). The CIP is used to accumulate the

costs of new construction of General PP&E (except for internal use software) and capital

improvements while the asset is under construction. CIP accounts include all costs (e.g., direct

labor, direct material, supervision, inspection and overhead) incurred in construction. Upon

completion, these costs will be transferred to the appropriate General PP&E account.

2.2.3. Buildings, Improvements, and Renovations (USSGL 173000). The Buildings,

Improvements, and Renovations account is used to record the cost of buildings acquired and

improvement(s) to them, under the legal jurisdiction of the Installation Hosts, which are used in

providing DoD services or goods. This account also includes the cost of renovation, improvement,

or restoration of multi-use heritage assets classified as buildings after transfer from the CIP

account.

2.2.4. Accumulated Depreciation on Buildings, Improvements, and Renovations (USSGL

173900). The Accumulated Depreciation on Buildings, Improvements, and Renovations account

is used to record the amount of accumulated depreciation charged to expense for assets and

improvements recorded in the USSGL 173000 account.

2.2.5. Other Structures and Facilities (USSGL 174000). The Other Structures and

Facilities account is used to record the cost or appraised value of structures and linear structures

and improvements to them, under the legal jurisdiction of the Installation Hosts, which are used in

providing DoD services or goods. This account also includes the cost of renovation, improvement,

or restoration of multi-use heritage assets classified as structures or linear structures after transfer

from the CIP account.

2.2.6. Accumulated Depreciation on Other Structures and Facilities (USSGL 174900).

The Accumulated Depreciation on Other Structures and Facilities account is used to record the

amount of accumulated depreciation charged to expense for assets and improvements recorded in

the USSGL 174000 account.

2.2.7. General Property, Plant, and Equipment Permanently Removed but Not Yet

Disposed (USSGL 199500). The General Property, Plant, and Equipment Permanently Removed

but Not Yet Disposed account is used to record the value of General PP&E assets, which have

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been permanently removed from service but not yet disposed. Upon permanent removal from

service, General PP&E assets must be recorded at their expected NRV and must cease to be

depreciated.

2.2.8. Financing Sources Transferred In Without Reimbursement (USSGL 572000). The

amount determined to increase the financing source of a reporting Federal entity that occurs as a

result of an asset being transferred in. The amount of the asset is recorded at book value of the

transferring Federal entity.

2.2.9. Financing Sources Transferred Out Without Reimbursement (USSGL 573000). The

amount determined to decrease the financing source of a reporting Federal entity that occurs as a

result of an asset being transferred out. The amount of the asset is recorded at book value as of

the transfer date.

2.2.10. Depreciation, Amortization and Depletion (USSGL 671000). The expense

recognized by the process of allocating costs of an asset (tangible or intangible) over the period of

time benefited or the assets useful life is recorded in this account.

2.3 Valuation of Acquisitions and Transfers (240203)

2.3.1. Recorded Cost. When acquiring a real property asset, the recorded cost must be

recognized in accordance with paragraph 240204. The recorded cost of a real property asset is the

basis for computing depreciation. The recorded cost must include all amounts paid to bring the

real property asset to its form and location suitable for its intended use. This subparagraph defines

and prescribes the use of acquisition cost, net book value (NBV), fair value, and ancillary cost

when recording the cost of newly acquired real property assets. The funding source (e.g.,

appropriation and WCFs) is not a factor in determining whether or not an item should be

capitalized.

2.3.1.1. Acquisition Cost. For purposes of this chapter, acquisition cost refers to

the original purchase or construction cost, net of (less) any purchase discounts. Purchase discounts

lost and late payment interest expenses must not be included as a cost of the asset; rather, such

costs must be recognized as operating expenses. Although the measurement basis for valuing real

property remains historical cost, for purposes of establishing auditable opening balances, DoD

Components should use the Plant Replacement Value as the methodology for calculating deemed

cost as a surrogate for the historical cost for real property as described in SFFAS 6 as amended by

SFFAS 50 (see Annex 4 for additional guidance).

2.3.1.2. NBV. NBV is the recorded cost of a real property asset, less its

accumulated depreciation.

2.3.1.3. Fair Value. Fair value is the amount at which an asset or liability could be

exchanged in a current transaction between willing parties, other than in a forced or liquidation

sale.

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2.3.1.4. Ancillary Cost. Ancillary costs are included in the recorded cost in

addition to the acquisition cost of the asset. These costs are identifiable and necessary to bring the

asset to its form and location suitable for its intended use including other direct and indirect costs.

Examples include:

2.3.1.4.1. Labor and other direct or indirect production costs (for assets

produced or constructed);

2.3.1.4.2. Engineering, architectural, and other outside services for designs,

plans, specifications, and surveys after funding and design authorization;

2.3.1.4.3. Acquisition and preparation costs of buildings and other

facilities;

2.3.1.4.4. An appropriate share of the cost of the equipment used in

construction work;

2.3.1.4.5. Fixed equipment and related installation costs required for

activities in a building or facility;

2.3.1.4.6. Allowable direct costs of inspection, supervision, and

administration of construction contracts and construction work;

2.3.1.4.7. Legal and recording fees and damage claims;

2.3.1.4.8. Fair value of facilities and installed equipment donated to the

DoD;

2.3.1.4.9. Interest paid directly to providers of goods or services related to

the acquisition or construction (not including late payment interest penalties).

2.3.2. Method of Acquisition or Transfer Determines Recorded Cost

2.3.2.1. Purchased Real Property. The cost to be recorded for real property assets

acquired by purchase from a third party (private, commercial, or state or local government) is its

purchase contract cost plus applicable ancillary costs. Examples of ancillary costs are included in

the listing in subparagraph 240203.A.4. For purposes of this guidance, purchase includes

procurements of real property by cash, check, or installment or progress payments on contracts or

purchase agreements.

2.3.2.2. Constructed Real Property. The cost to be recorded for constructed real

property asset(s) is the sum of all the costs incurred to bring the real property asset(s) to a form

and condition suitable for its intended use. These costs include the costs of project design and

actual construction such as labor, materials, and overhead costs (see Annex 1 for a list and

description of the costs to be accumulated for constructed assets). Note that preliminary planning

and design costs accumulated prior to funding and design authorization must be expensed and not

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be captured as part of the recorded cost of constructed assets. The cost of real property under

construction must be recognized in accordance with the CIP guidance prescribed in

subparagraph 240204.G.

2.3.2.3. Donated Real Property. The cost to be recorded for real property received

through donation, execution of a will, or judicial process excluding forfeiture must be its estimated

fair value at the time received by the DoD and any costs incurred by the DoD to bring the asset

into service (e.g., legal fees).

2.3.2.4. Exchanged Real Property. The cost to be recorded for real property

acquired through exchange between the DoD and a nonfederal entity is the fair value of the

consideration surrendered at the time of exchange. If the fair value of the real property acquired

is more readily determinable than that of the consideration surrendered, the cost will be the fair

value of the real property acquired. If neither fair value can be determined, the cost of the real

property acquired will be the cost recorded for the consideration surrendered, net of any

accumulated depreciation/amortization. Any difference between the net recorded amount of the

consideration surrendered and the cost of the real property acquired must be recognized as a gain

or loss. In the event that additional cash consideration is included in the exchange, the cost of real

property acquired will be increased by the amount of cash consideration surrendered or decreased

by the amount of cash consideration received. If the DoD Component enters into an exchange in

which the fair value of the real property acquired is less than that of the consideration surrendered,

the real property acquired will be recognized at the amount of consideration surrendered, as

described previously and subsequently reduced to its fair value. A loss must be recognized in an

amount equal to the difference between the amount of consideration surrendered for the real

property acquired and its fair value. This guidance on exchanges applies only to exchanges

between a DoD Component and a nonfederal entity. Exchanges between a DoD Component and

another DoD Component or federal agency must be accounted for as a transfer.

2.3.2.5. Capital Leases. The recorded cost of real property acquired under a capital

lease is the present value of the rental and other minimum lease payments during the lease term,

excluding that portion of the payments representing executory costs (e.g., insurance, maintenance

and taxes) to be paid by the lessor. The present value is the value of future cash flows (e.g., lease

payments) discounted to the present at a certain interest rate (such as the reporting entity’s cost of

capital), assuming compound interest. However, if the amount so determined exceeds the fair

value of the leased property at the inception of the lease, the amount recorded will be the fair value.

If the portion of minimum lease payments representing executory costs is not determinable from

the lease provisions, the amount should be estimated. See Chapter 26 for additional guidance on

capital leases.

2.3.2.6. Seized and Forfeited Real Property. The cost recorded for real property

acquired through seizure or forfeiture is its fair value, less an allowance for any liens or claims

from a third party.

2.3.2.7. Vested and Seized Property During Times of War. See Volume 12,

Chapter 29, for discussion of vested and seized property during times of contingency operations.

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2.3.2.8. Transferred Real Property from a non-DoD Federal agency to DoD. The

cost recorded for real property transferred from a non-DoD Federal agency to a DoD Component

is the cost recorded on the transferring entity’s books for the real property, net of any accumulated

depreciation/amortization. If the receiving DoD Component cannot reasonably ascertain those

amounts, the cost of the asset will be its fair value at the time of transfer.

2.3.2.9. Transfer of Capitalized Real Property between DoD Components. DoD

Components must adhere to the following:

2.3.2.9.1. The cost recorded for real property transferred from one DoD

Component to another DoD Component shall be the gross cost recorded net of accumulated

depreciation/amortization on the transferring DoD Component’s books. The DoD Component

transferring the real property is responsible for providing the gross cost net of accumulated

depreciation/amortization of the asset being transferred to the DoD Component receiving the

transfer. Both parties must agree to the transfer and the agreement must be documented using the

appropriate documentation. Each DoD Component has execution responsibility to ensure that

requisite tasks are being completed in a timely manner for all transfers.

2.3.2.9.2. When completing a transfer, the transferring DoD Component, is

required to provide financial reporting information to the receiving DoD Component whenever the

asset is transferred throughout the asset lifecycle. When transfers are implemented, supporting

documentation which includes financial reporting information, trading partner information, and

associated data elements must be provided. These data elements include, Project/Work Order

Number, Name, RPUID, Real Property Site Unique Identifier (RPSUID), Contract Number(s),

Operational Status Code, Acquisition Original Recorded Cost Amount and Capital Improvement

Recorded Cost Amount (for all capitalized improvements), Placed in-Service Date, Capital

Improvement Placed in-Service Date (for all capitalized improvements), Facility Total

Accumulated Depreciation Amount, Capital Improvement Estimated Useful Life Year Quantity,

Facility Estimated Useful Life Quantity, Facility Estimated Useful Life Adjustment Quantity,

transaction details to include Acquisition Fund Source Code, Acquisition Method Code, and Real

Property Asset Predominate Design Use Facility Analysis Code (FAC). If this information is not

available, the receiving and transferring entities must develop and document an estimate to support

the financial transfer of the asset. See Volume 12, Chapter 14, for further policy on transfers of

DoD real property between Installation Hosts.

2.3.2.9.3. Within DoD Components, there are different capitalization

thresholds. For transferred real property between DoD Components if an asset was capitalized at

acquisition, it will continue to be capitalized and depreciated after transfer regardless of the new

financial reporting entity’s capitalization threshold. If an asset was expensed at acquisition, it will

not be capitalized and depreciated after transfer to the new financial reporting entity, even if the

new financial reporting entity has a lower capitalization threshold than the original entity that

acquired the asset. The receiving DoD Component will include the item in its APSR as

accountable real property.

2.3.2.10. Joint Venture Type Arrangements. Joint venture type arrangements

should be accounted for as follows:

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2.3.2.10.1. There may be situations where a DoD Component jointly funds

the acquisition or construction of real property with a Nonappropriated Fund Instrumentality

(NAFI). As defined in DoDI 1015.15, a NAFI is a DoD organizational and fiscal entity that is

supported in whole or in part by nonappropriated funds (NAFs). It acts in its own name to provide

or assist Secretaries of Military Departments in providing programs for DoD personnel. It is not

incorporated under the laws of any State or the District of Columbia, but has the legal status of an

instrumentality of the U.S. Under current GAAP, NAFI entities are not included in the DoD

consolidated financial statements. An example of a NAFI would be an Armed Services Exchange.

2.3.2.10.2. Where a DoD Component jointly funds the acquisition or

construction of real property with a NAFI, the DoD Component will, assuming the amount meets

the capitalization threshold in effect at the time of the acquisition, record the real property on its

Balance Sheet and report it in its financial statements in the amount of its share of the funding.

For example, if a DoD Component and a NAFI each fund $10 million in the acquisition of a real

property asset with a total of 50,000 square feet (with each acquiring 25,000 square feet); the DoD

Component would record the real property at $10 million. Subsequent to the acquisition, the DoD

Component, that jointly funded the acquisition, should evaluate whether the real property asset

should be transferred to another DoD Component in accordance with paragraph 240204 and follow

the requirements to transfer the real property asset to another DoD Component, if applicable.

2.3.3. Documentation. When recording the acquisition of a real property asset in the

APSR and/or accounting system, the asset must be assigned a dollar value (i.e., recorded cost) as

detailed in this chapter. The dollar value must be supported by appropriate documentation. A

complete discussion of supporting documentation can be found at paragraph 240302. To establish

proper financial control when acquiring real property from another DoD Component or Federal

agency, the acquiring DoD Component must request from the transferring DoD Component or

other Federal agency, the necessary source information and financial transfer documents. Such

information and documents must include unique identifier(s) for the asset(s); location; original

acquisition cost(s); cost of any improvements; the date the asset was constructed, or acquired; the

estimated useful life; the amount of accumulated depreciation; the condition; and other relevant

information linked to that asset. If this information is not available, the receiving and transferring

entities must develop and document an estimate to support the financial transfer of the asset. See

Volume 12, Chapter 14 for further policy on transfers of DoD real property between Installation

Hosts. See Volume 12, Chapter 14 and DoDI 4165.70 for further policy on transfers of DoD real

property between Installation Hosts.

*2.4 Recognition (240204)

All real property assets acquired by DoD Components must be recognized for

accountability and financially reported as required by this chapter. Recognition requires the

appropriate accounting treatment (expensed or capitalized) and the reporting of capitalized

amounts and accumulated depreciation/amortization on the appropriate DoD Component’s

financial statements.

Note, SFFAS 50 applies to a reporting DoD Component that is presenting financial

statements, or one or more line items in the financial statements, following Generally Accepted

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Accounting Principles (GAAP) promulgated by FASAB either (1) for the first time or (2) after a

period during which existing systems could not provide the information necessary for producing

such GAAP based financial statements without use of the alternative methods for opening balances

set out in SFFAS 50. A reporting DoD Component meeting either one of these criteria may elect

to apply the alternative valuation method described in SFFAS 50, including the election to record

a zero value for land and land rights. However, if the reporting DoD Component has previously

undergone a financial statement audit and received an unmodified audit opinion, they would not

meet either of these two criteria and therefore would not be able to elect this alternative valuation

method. Refer to Annex 4 for additional guidance on alternative valuation methodology for

establishing opening balances for buildings, structures, linear structures, land and land rights.

2.4.1. Recognition Responsibility.

2.4.1.1. General Requirements for Recognition Responsibility

2.4.1.1.1. 10 U.S.C. § 2682 states “a real property facility under the

jurisdiction of the Department of Defense which is used solely by an activity or agency of the

Department of Defense (other than a military department) shall be under the jurisdiction of a

military department designated by the Secretary of Defense.” The DoD determined that because

the entities with jurisdiction over real property assets have existing requirements to manage the

asset-related data required for financial reporting, it is rational and consistent that those entities

carry the financial reporting responsibility for those assets in accordance with FASAB TB 2017-2.

In addition, WHS is delegated jurisdiction over its facilities via 10 U.S.C. § 2674 and

DoDD 5110.04.

2.4.1.1.2. Real property is generally reported on the General Fund’s

financial statements of a Military Department or WHS, but a Military Department WCF can report

real property on its financial statements if it has been given jurisdiction over a specific installation.

2.4.1.1.3. Financial reporting responsibility for real property assets

includes all aspects of financial reporting and disclosures such as, but not limited to, footnote

disclosures, deferred maintenance and repair (DM&R), and other required supplemental

information (RSI).

2.4.1.1.4. Financial reporting responsibility for real property assets must be

supported by documentation establishing the rights and obligations of the reporting entity for each

asset (see paragraph 240302). Such documentation may include real property records reflecting

the jurisdiction of an Installation Host over real property, as well as inter- and intra-agency

agreements and records reflecting host-tenant support relationships.

2.4.1.1.5. See Annex 5 for illustrative examples and journal entries relating

to financial reporting responsibilities for real property.

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2.4.1.2. Construction-In-Progress

2.4.1.2.1. The funding DoD Component reports CIP for real property

(including improvements) in its CIP account until the asset or improvement is placed in service.

The funding DoD Component also relieves CIP when the asset or improvement is placed in service.

At this time, an asset or improvement will be recorded by the funding DoD Component and an

interim DoD (DD) Form 1354 will be used to document the construction in accordance with

existing DoD real property policy. If additional costs continue to be incurred after the asset or

improvement is placed in service, those costs will continue to be recorded in the funding DoD

Component’s CIP account. Upon final contract closeout, the CIP will be relieved and a final

DD Form 1354 will be completed.

2.4.1.2.2. Once the asset is placed in service, if the funding DoD

Component is not the Installation Host, then the asset will need to be transferred from the funding

DoD Component to the Installation Host.

2.4.1.3. In-Service Real Property

2.4.1.3.1. Real property must be reported on the financial statements of the

Installation Host on whose installation a real property asset is located.

2.4.1.3.2. DoD real property that is not located on a DoD installation

(including property located on an installation that is hosted by an entity other than DoD) will be

reported on the financial statements of the Military Department that is the Installation Host having

jurisdiction of the real property asset. Jurisdiction of real property is identified in the Office of the

Secretary of Defense (OSD) consolidated real property database. This database is maintained and

managed by the Office of the Assistant Secretary of Defense (Sustainment). Disputes between

Installation Hosts regarding who should be the financial reporting organization may be resolved

by contacting the Office of the Assistant Secretary of Defense (Sustainment). If a real property

asset is located on a DoD installation that is funded by an entity that is not part of the consolidated

DoD financial statements, it will be the financial reporting responsibility of the non-DoD entity.

2.4.1.3.3. For DoD Components that do not already have an unmodified

audit opinion, existing land and land rights will be valued at zero dollars and future land

acquisitions will be expensed as described in SFFAS 50.

2.4.1.3.4. Assets assigned to/from one reporting DoD Component to

another reporting DoD Component should be treated as transfers of assets per SFFAS 7,

“Accounting for Revenue and Other Financing Sources.”

2.4.1.4. Capitalized Improvements to Real Property

2.4.1.4.1. Capital improvements to an asset will be reported by the DoD

Component that reports the real property asset that is being improved. Capital improvements that

are under construction will be reported in accordance with subparagraph 240204.A.2.

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2.4.1.4.2. The cost of a capitalized improvement will be accumulated and

reported by the funding DoD Component until the improvement to the asset is placed in service,

at which time it will be transferred to the entity responsible for reporting the real property base

asset. The funding DoD Component will coordinate the delivery of the final DD Form 1354 and

supporting documentation to the Installation Host.

2.4.2. Intra-DoD Transfers

2.4.2.1. Both parties must agree to the transfer and the agreement must be

documented using the appropriate documentation (e.g., DD Form 1354). In addition, the entity

transferring the real property must provide adequate and appropriate supporting documentation for

financial statement reporting (financial reporting information). Data elements included in the

financial reporting information, should include but are not limited to, Project/Work Order Number,

Name, RPUID, RPSUID, Contract Number(s), Operational Status Code, Acquisition Original

Recorded Cost Amount and Capital Improvement Recorded Cost Amount (for all capitalized

improvements), Placed in-Service Date, Capital Improvement Placed in-Service Date (for all

capitalized improvements), Facility Total Accumulated Depreciation Amount, Capital

Improvement Estimated Useful Life Year Quantity, Facility Estimated Useful Life Quantity,

Facility Estimated Useful Life Adjustment Quantity, transaction details to include Acquisition

Fund Source Code, Acquisition Method Code, and Real Property Asset Predominate Design Use

FAC. The financial reporting information will be maintained with the asset throughout the asset

lifecycle.

2.4.2.2. Transfers between DoD Components may occur regularly due to

construction or improvement of real property. When a transfer occurs due to the construction or

improvement of real property, the Installation Host will accept the transfer on their installation

when the funding entity provides the appropriate transfer documentation. In cases where property

is transferred, the values transferred should be the same on each side of the transfer to ensure there

are no discrepancies between DoD Components. Adjustments to the transferred value recorded

may subsequently be made to record value at deemed cost in accordance with SFFAS 50.

2.4.3. Memorandum of Agreement (MOA). All DoD Component tenants must have

MOAs in place with the Installation Host. A MOA will be executed to establish rights and

obligations between the Installation Host and the DoD Component using the real property asset.

All tenants must maintain a list of real property facilities they occupy and for which they have

facility operations and maintenance or facility improvement responsibility. The MOA should also

identify the respective maintenance and other operational responsibilities of the host and tenant.

DoDI 4000.19 prescribes DoD policy on intra-departmental support, to include establishment of

MOAs to document host-tenant relationships.

2.4.4. WCF Capital Recovery Rate and Accounting Treatment. WCF will continue to

recover costs associated with the construction of real property that is funded by the WCF regardless

of financial reporting responsibility. In cases where a capital improvement is transferred to a

different reporting entity, the WCF will record an imputed cost in lieu of an actual depreciation

expense for the improvement. Capital recovery rates will be set in accordance with Volume 2B,

Chapter 9.

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2.4.5. Inter-Entity Costs.

2.4.5.1. SFFAS 55 requires the continued recognition of significant inter-entity

costs among and between federal agencies by business-type activities (e.g., WCFs) and allows

non-business type activities to elect not to recognize inter-entity costs, with the exception of inter-

entity costs for personnel benefits and the U.S. Department of the Treasury (Treasury) Judgment

Fund settlements unless otherwise directed by the OMB. DoD has elected to not recognize

imputed costs and corresponding imputed financing from non-business-type-activities, aside from

the exceptions stated in this subparagraph.

2.4.5.2. WCFs or other business like activities must impute costs in accordance

with SFFAS 55. These imputed costs would include depreciation expense. The imputed costs

will include what would otherwise have been depreciation expense for real property assets and

improvements that were funded by the WCF and subsequently transferred to the General Fund, as

well as any depreciation expense or other costs for assets not funded by the WCF (see Annex 2).

Imputed costs are recorded as a debit to Imputed Cost (USSGL 673000) and a credit to Imputed

Financing Sources (USSGL 578000).

2.4.5.3. Disclosure requirements for inter-entity costs are described in

subparagraph 240305.D.

2.4.6. Recognition Uncertainty. It is important that the overall accounting records of the

DoD and the Federal Government are not duplicative.

2.4.6.1. In situations where doubt exists as to which DoD Component should

recognize the real property asset, DoD Components involved must reach agreement with the other

applicable DoD Components or Federal agencies as to which DoD Component or Federal Agency

will record the asset for financial reporting purposes.

2.4.6.2. If an agreement cannot be reached, the matter must be referred to Office

of the Assistant Secretary of Defense (Sustainment) for resolution. Requests for resolution must

be accompanied by adequate supporting documentation to assist in resolution of the matter and be

submitted through the Financial Management and Comptroller of the submitting DoD Component.

2.4.7. Recognition Timing. Recognition of real property for financial reporting purposes

must occur upon acceptance to the acquiring DoD Component. Contract progress payments made

must be recorded in the CIP account until the real property asset is accepted. See subparagraph

240204.I for guidance on the use of the CIP account.

2.4.8. Capitalization Thresholds. The capitalization threshold for real property is

$250,000 for both the General Fund and WCF, except for the National Security Agency and the

Office of the Director of National Intelligence for which the threshold is $1 million. Real property

assets with a recorded cost that equals or exceeds the capitalization threshold and have a useful

life of at least two years must be capitalized as an asset in the appropriate DoD Component’s

accounting records and depreciated/amortized over its useful life. Real property assets with a

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recorded cost below the applicable capitalization threshold or which has a useful life of less than

two years must be expensed.

2.4.9. CIP Process. CIP must be used to accumulate costs of new real property

construction and capital improvements, which are anticipated to meet the capitalization criteria.

2.4.9.1. A CIP account will be created when either of these triggering events

occurs: (i) work order and funding authorizations are received for an in-house construction project;

or (ii) design and fund authorizations are received for construction projects performed by a

construction agent (i.e., another DoD Component, Federal agency or commercial entity). When a

DoD Component is constructing a real property asset to be transferred to another DoD Component,

as the construction agent they must accumulate all costs since project inception in a CIP account

until the costs are billed to the funding (purchasing) DoD Component. The billed costs in such a

scenario must be removed from the CIP account of the construction agent when billed to the

funding (purchasing) DoD Component entity and the funding (purchasing) DoD Component must

record such billed amounts in their appropriate CIP account. See Volume 3, Chapter 17 for

additional guidance on inter-governmental construction work or services.

2.4.9.1.1. When there is a cost shared project between Federal and

nonfederal entities, a CIP account must only be created when the real property asset will be

federally owned. Only the federal share of construction costs in conjunction with a nonfederal

cost shared project should be captured in a CIP account. In the case of a cost shared project

between DoD and another Federal agency (e.g., Department of State), only the DoD share of

construction costs should be captured in a CIP account within DoD’s financial statements. At the

time the asset is placed in service, the real property asset must be recognized in the financial

statements of the acquiring DoD Component for the value of the DoD Component’s share of the

costs.

2.4.9.1.2. For cost shared projects where a DoD Component is the

construction agent and constructing a non-federally owned real property asset, costs must be

accumulated in a CIP account to be billed to the customer. If a DoD Component is not the

construction agent and the real property asset is not DoD owned, the DoD Component’s share of

construction cost must be expensed as incurred. If the real property asset’s final ownership was

not determined at project funding and design authorization, this cost must be relieved from the CIP

account and properly expensed when it is determined that the real property asset will not be

federally owned.

2.4.9.2. DoD Components must assign a Component unique project number and

the Installation Host will assign at least one RPUID for each approved construction project. The

project number and RPUID will be associated to a CIP account when created. The Component

unique project number must remain the same and be used for all phases of a particular construction

project regardless of the fiscal year.

2.4.9.3. All costs for a construction project will be accumulated in a CIP account.

A reasonable allocation methodology must be established and documented to assign project costs,

direct and indirect, to all real property assets that will be constructed or improved with

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corresponding RPUIDs. Any indirect project costs must be allocated to the project CIP account

as they are incurred. Thus, the full cost of constructed items must be adequately captured, reported

and distributed across real property assets by RPUID, no later than the time the real property assets

are placed in service and available for use. See Chapter 19 Managerial Cost Accounting for

additional information on indirect costs.

2.4.9.4. CIP costs must be tracked by both the Component unique project number

and the RPUID to ensure visibility, traceability, and accountability. The relationship among a

construction project, RPUID and CIP account is provided in Figure 24-1.

Figure 24-1. Relationships among a Construction Project, RPUID, and CIP Account

End

RPUID

Yes

RPUID

Unique Project Number

Construction project

funding and design

authorization received

Cost incurred

Should this be captured

as CIP?

Expense General Ledger

Account

CIP Account

CIP General Ledger

Summary Account No.

172000

Unallocated

Indirect Costs

Direct and Indirect Costs as a

part of a contract are captured

by Project Number and RPUID

Maintenance / repair

costs

2.4.9.5. The funding DoD Component must continue to report CIP on their

financial statements until the constructed item is accepted by the accountable DoD Component (if

the accountable DoD Component is different than the funding DoD Component). The minimum

information associated with the CIP amount reported for financial statement preparation purposes

must include the funding DoD Component’s Project Number, Project Detail Fund Code(s), Project

Detail Fund Code Cost Amount, Project Detail Organization Code(s), Programmed Amount, and

RPUID(s). For a specified project and for the purpose of an audit trail of the CIP account, the

construction agent and the funding DoD Component must retain the supporting documentation for

their respective portion(s) of the project to which they have fiscal accountability. For additional

information regarding representative documentation for a construction project, refer to

paragraph 240302. Upon acceptance of the constructed real property asset(s) or improvements,

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the construction agent must provide the funding DoD Component and the military service real

property accountable officer with auditable supporting documentation. The funding DoD

Component and military service real property accountable officer, in turn, must ensure the

documentation is retained in accordance with applicable laws, regulations, and instructions.

2.4.9.6. When constructed real property asset(s) or improvements are accepted and

placed in service, the costs accumulated in the CIP account must be relieved in a manner that

recognizes the cost of each individual real property asset with a RPUID (i.e., transferred to the

appropriate real property account). To ensure constructed real property asset(s) or improvements

are recorded at full cost, the recorded cost of the real property asset(s) or improvements accepted

must equal the sum of all construction and applicable design costs. (See Annex 1 for a

comprehensive list of cost types.) In addition, the funding DoD Component of a construction

project must ensure that all costs incurred by the funding DoD Component are provided to the

construction agent on a formal document for inclusion in the full cost of the real property asset(s)

or improvements prior to acceptance by the accountable DoD Component.

2.4.9.7. For construction projects that are completed in multiple phases, the cost of

each phase is transferred from the CIP account to the appropriate asset account, by RPUID, at the

time each real property asset or useable portion of the asset in the phase is placed in service. Each

constructed real property asset or useable portion of the asset, therefore, may have one or more

placed in-service dates, which will be used to initiate the capitalization of each corresponding

phase. Each phase must be depreciated over its estimated useful life when placed in service.

2.4.9.8. If a construction project is cancelled, all cost accumulated in the associated

CIP account must be expensed. When a portion of a project is cancelled or decreased in scope,

the cost directly associated to that portion of the project, and an allocated portion of the common

cost in the CIP, must be expensed. All projects deferred for more than two years must be reviewed

for continuance or cancellation during the review cycle.

2.4.10. Accounting for Real Property Outside of the U.S. As used in this chapter, U.S.

means the 50 States of the U.S., the District of Columbia, and the commonwealths, territories, and

possessions of the U.S. In carrying out their mission, operations and objectives, there are

circumstances in which DoD Components occupy and use real property facilities outside of the

U.S. DoD's rights to real property outside of the U.S. are different from those within the U.S. For

financial reporting purposes, a DoD Component that occupies and uses facilities outside of the

U.S. must adhere to the following guidance:

2.4.10.1. DoD real property that is not located on a DoD installation (including

property located on an installation of a host nation) will be reported on the financial statements,

(including capital improvements) of the Installation Host that is identified in the OSD approved

Enduring Location Master List, which is maintained and managed by the Office of the Under

Secretary of Defense for Policy, when all of the following criteria are met:

2.4.10.1.1. An agreement exists between the U.S. and the host

nation/foreign government (e.g., Cooperative Security Agreement, Bilateral Security Agreement

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and Status of Forces Agreement) and the agreement conveys a right to construct and operate

facilities (i.e., real property);

2.4.10.1.2. The U.S. Government/DoD Component funded the asset's

acquisition (e.g., purchase and construction) and/or capital improvements. See

subparagraphs 240204.A and 240204.B for transfers between DoD Components when the real

property acquisition is funded by a DoD Component other than an Installation Host having

jurisdiction over the installation on which the real property resides.

2.4.10.1.3. The cost incurred is over the DoD Component's real property

capitalization threshold (if the asset is partially funded by DoD, only the portion funded by DoD

will be evaluated against the capitalization threshold and recognized as an asset if applicable);

2.4.10.1.4. The asset has an estimated useful life of two years or more; and

2.4.10.1.5. The DoD Component is using the asset in its operations.

2.4.10.2. Such capitalized assets will be depreciated over their estimated useful

lives. Should the use of the asset terminate earlier than the estimated useful life, the asset's

remaining NBV will be written off.

2.4.10.3. When a DoD Component occupies a facility but the DoD did not fund its

acquisition, the DoD Component will recognize such facilities on its financial statements as assets

under a capital lease, if a specific agreement with the host nation/foreign government exists and

addresses the use of the facility. See Chapter 26 for guidance on applying the lease criteria for

real property outside of the U.S.

2.4.10.4. SFFAS 4 “Managerial Cost Accounting Standards and Concepts”

addresses imputed costs between federal agencies but does not extend to entities outside of the

federal context. The concept of imputed costs does not apply to activities between a DoD

Component and a host nation/foreign government. Therefore, a DoD Component will not record

imputed costs for the use and/or occupancy of facilities, for which it does not pay directly or pay

through reimbursement, provided by international organizations (e.g., North Atlantic Treaty

Organization) or host nation/foreign government.

2.4.10.5. The Installation Host with jurisdiction over the installation outside of the

U.S. must record all real property occupied and used by it in an APSR, regardless of interest type,

including those that have not been capitalized for accounting and financial reporting purposes, in

accordance with 10 U.S.C. § 2721, DoDI 4165.14 and subparagraphs 240204.J.1 and 240204.J.3.

Assets that do not meet the criteria for capitalization in accordance with subparagraphs 240204.J.1

and 240204.J.3 will be expensed in the period received for use by DoD.

2.4.10.6. The Installation Host with jurisdiction over the installation outside of the

U.S. must record an expense for any maintenance and sustainment costs relating to the real

property paid, or to be paid by them in the period incurred regardless of real property interest type.

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2.5 Capital Improvements (240205)

2.5.1. Capital improvements to real property assets must be capitalized when (1) the

improvement increases the asset's useful life by two or more years, or increases its capacity or size,

and (2) the cost of the improvement equals or exceeds the capitalization threshold (see

subparagraph 240204.H). If capital improvements do not meet these two criteria, they should be

expensed. Funding source (e.g., appropriation or WCFs) is not a factor in determining whether or

not an improvement will be capitalized. If the capital improvement increases the underlying asset's

useful life by two years or more, the DoD Component must capitalize and depreciate the

improvement with the original asset over the revised estimated useful life. Costs of capital

improvements which do not extend the useful life of an existing real property asset but enlarge or

improve its capacity and have a useful life of two years or more must be capitalized and depreciated

over the lesser of the useful life of the improvement or the remaining economic useful life of the

underlying asset. Note that the economic life of the real property asset, in certain instances, may

be different than the original estimated accounting useful life. The economic life reflects the

remaining period of utility for the real property.

2.5.2. The cost of improvements to more than one real property asset as identified by a

RPUID when constructed under a single project or work order, and that cannot be specifically

identified by asset, will be capitalized only if the allocated cost per real property asset equals or

exceeds the capitalization threshold. When more than one improvement is made to a single real

property asset, in a single project and the improvements are part of one effort to increase the real

property’s capacity, size, and/or useful life, the sum of the costs of the improvements must be

capitalized, if the summed costs equal or exceed the capitalization threshold. This is required even

when the improvements are funded by different fund sources. Once a determination has been

made that the aggregate costs of the improvements will be capitalized, the summed costs of

improvements should be capitalized and depreciated upon being placed in service as described in

paragraph 240205.A.

2.5.3. Maintenance and repair costs are not considered capital improvements, regardless

of whether the cost equals or exceeds the capitalization threshold. Per SFFAS 42, maintenance

and repairs are defined as activities directed toward keeping fixed assets in an acceptable condition.

Maintenance and repair activities include preventative maintenance; replacement of parts, systems,

or components; and other activities needed to preserve or maintain assets. Maintenance and repair

activities also include cyclic work done to prevent damage that would be more costly to restore

than to prevent (e.g., painting). A roof or a heating and air conditioning system that is replaced

due to failure should be classified as a repair and should be expensed, even if the replacement

incorporated a better quality and longer life shingle or a more efficient heating and air conditioning

unit.

2.5.4. Although maintenance and repairs are generally expensed in the period incurred,

certain replacements of parts, systems, or components may or may not be an improvement for

accounting purposes. Crucial to the determination of whether a replacement must be recognized

as a repair or an improvement is the intent behind the replacement. Replacement of parts, systems,

or components that have failed, are in the incipient stages of failing, or are no longer performing

the functions for which they were designated are classified as a repair; replacements falling into

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this category must be expensed. If the replacement was undertaken to expand the capacity or

extend the life of a real property asset that was in good working order, then the replacement must

be recognized as an improvement. A replacement classified as a repair does not include rebuilding

entire structures within the same physical area (footprint).

2.5.5. For the purpose of capital improvements, capacity is defined as an increased

footprint, or internal structural reconfiguration that increases the amount of usable space, number

of personnel, or increased throughput. Increased capacity includes activities that upgrade the asset

to serve needs different from, or significantly greater than its current use.

* 2.5.6. Capital Improvements (which includes leasehold improvements), at or over the

capitalization threshold in effect at the time the capital improvements/leasehold improvements are

acquired, must be capitalized. The cost of a capitalized improvement should be accumulated and

reported by the funding DoD Component in a CIP account until the improvement to the asset is

placed in service, at which time it will be transferred to the entity responsible for reporting the real

property base asset. See subparagraph 240204.B for intra-DoD transfers. Only Installation Hosts

with jurisdiction over a specific installation have financial reporting responsibility for real property

and completed capital improvements.

2.6 Depreciation (240206)

2.6.1. The recorded cost of real property and capital improvements which have been

capitalized in accordance with the guidance prescribed by paragraphs 240204 and 240205 must be

depreciated over the shorter of (i) the period of time benefited, or (ii) the asset’s useful life. Such

capitalized amounts, as well as associated amounts of accumulated depreciation and depreciation

expense, must be reflected in DoD financial statements.

2.6.2. Depreciation is the systematic and rational allocation of the recorded cost of an asset

over its estimated useful life. Estimates of useful life for real property assets must consider factors

such as usage, physical wear and tear and technological change. For purposes of computing

depreciation on DoD real property assets, specific useful lives are prescribed. Table 24-1 reflects

the useful lives to be used for DoD real property in establishing opening balances as well as for

real property acquired after establishment of opening balances.

2.6.3. The event that triggers the calculation of depreciation is the date the real property

asset is placed in service (regardless of whether it is actually used). The actual commencement of

depreciation will generally be based on the Month Available for Service method. Under this

method, the month the asset was available for use, regardless of whether it was actually used, is

the month used to commence the calculation of depreciation expense for the first year.

2.6.4. DoD policy permits only the use of the straight-line method of depreciation for real

property assets. Straight-line depreciation expense is calculated as the recorded cost divided

equally among accounting periods during the asset’s useful life based on useful lives in Table 24-1.

2.6.5. If an asset remains in use longer than its estimated useful life, it must be retained in

the APSR, as well as the accounting records, and reflect both its recorded cost and accumulated

depreciation until disposition of the asset.

2.6.6. WCF activities are required to depreciate real property assets in accordance with the

guidance in this chapter without regard to whether such assets are procured through the WCF

activity’s Capital Purchase/Investment Program budget or whether depreciation for such assets is

included in rates charged to customers. The recognition of real property assets and the depreciation

of such assets by WCF activities, therefore, may be different for financial statement reporting

purposes than the depreciation amounts used for WCF rate development and budget presentation.

All real property depreciation of WCF activities must be recognized as an expense on the

Statement of Net Cost, included in accumulated depreciation amounts on the Balance Sheet, and

reported in the “Defense Working Capital Fund Accounting Report [Accounting Report (Monthly)

1307] (AR(M)1307).” Depreciation recorded on real property that was not acquired nor will be

replaced through use of Defense WCF resources must be classified as non-recoverable for rate

setting purposes and reported appropriately on the AR(M)1307. Defense WCF rates charged to

customers are based on guidance in Volume 2B and Volume 11B.

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Table 24-1. DoD Useful Lives for Depreciable Real Property Assets

Real Property

Classification

Real Property Useful Lives Capital Improvements (if useful

life is not provided by an

ineerin

estimate)(ii)

Buildin

s 45

ears 20

ears

Structures 35

ears 15

ears

Linear Structures 40

ears 20

ears

Land Rights of a

Limited Duration (i)

Over the specified duration -

i. Land Rights are included on the balance sheet in General PP&E only if the

DoD Component did not make the election to implement the provisions of SFFAS 50,

paragraph 13 to exclude land rights from the opening balance of General PP&E and

expense future land rights acquisitions after establishment of the opening balance.

ii. Engineering estimates are of particular importance when evaluating full restoration or

conversion.

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2.7 Impairment (240207)

2.7.1. Description. SFFAS 44 defines impairment as a significant and permanent decline

in the service utility of General PP&E (which includes real property assets) or expected service

utility of CIP that results from events or changes in circumstances that are not considered normal

and ordinary. Identified real property (i.e., real property for which a significant decline in the

service utility has occurred) should be tested for impairment by determining whether the

magnitude of the decline in the service utility is significant and whether the decline in the service

utility is expected to be permanent.

2.7.1.1. See subparagraph 240207.B.2 for a discussion of determining the

significance and permanence of a service utility decline.

2.7.1.2. The service utility of real property is the usable capacity that, at acquisition

or after improvement, was expected to be used to provide service. The current usable capacity of

real property may be less than its original usable capacity due to the normal or expected decline in

useful life or to impairing events or changes in circumstances, such as physical damage,

obsolescence, enactment of approval of laws or regulations or other changes in environmental or

economic factors, or changes in the manner or duration of use.

2.7.1.3. Normal and ordinary events or circumstances are those that fall within the

expected useful life of the real property such as standard maintenance and repair requirements.

Events or circumstances that are not considered normal are those that, at the time the real property

was acquired or improved, the event or change in circumstance would not have been expected to

occur during the useful life of the real property or, if expected, was not sufficiently predictable to

be considered in estimating the real property’s useful life.

2.7.2. Identification of Potential Impairment Loss. The determination of whether real

property remaining in use is impaired is a two-step process which includes (1) identifying potential

impairment indicators and (2) testing for impairment.

2.7.2.1. Step 1 – Identify Indicators of Potential Impairment. Indicators of

potential impairment can be identified and brought to DoD Component’s attention in a variety of

ways, such as procedures related to DM&R. Although DoD Components are not required to

establish additional or separate procedures beyond those that may already exist, they should

evaluate existing processes and internal controls to determine if they are sufficient to reasonably

assure the identification of potential impairment indicators and implement appropriate additional

processes and internal controls if necessary. Once identified, indicators are not conclusive

evidence that a measurable or reportable impairment exists; DoD Components should carefully

consider the surrounding circumstances to determine whether a test of potential impairment is

necessary given the circumstances. Some common indicators of potential impairment include:

2.7.2.1.1. Evidence of physical damage;

2.7.2.1.2. Enactment or approval of laws or regulations which limit or

restrict the usage of the real property asset;

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2.7.2.1.3. Changes in environmental factors (e.g., change in floodplain);

2.7.2.1.4. Technological changes or evidence of obsolescence (however, if

obsolete real property continues to be used, the service utility expected at acquisition may not be

diminished);

2.7.2.1.5. Changes in the manner or duration of use of real property;

2.7.2.1.6. Construction stoppage or contract termination; and

2.7.2.1.7. Real property idled or unserviceable for excessively long

periods.

2.7.2.2. Step 2 – Impairment Test. Identified real property should be tested for

impairment by determining whether these two factors are present: (1) the magnitude of the decline

in service utility is significant and (2) the decline in service utility is expected to be permanent.

2.7.2.2.1. Significant declines in service utility are those that cause costs

(including operational and maintenance costs) to be disproportionate to the new expected service

utility. The determination of whether or not an impairment is significant is a matter of professional

judgement and is distinct from materiality considerations. Such judgements may be based on the

relative costs of maintaining the service utility of the facility before and after the decline, the

percentage decline in service utility, or other considerations.

2.7.2.2.2. The decline in service utility is considered permanent when the

DoD Component has no reasonable expectation that the lost service utility will be replaced or

restored; that is, the DoD Component expects that the real property will remain in service so that

its remaining service utility will be utilized. In contrast, reasonable expectation that the lost service

utility will be replaced or restored may exist when the DoD Component has:

2.7.2.2.2.1. Specific plans to replace or restore the lost service

utility of the real property,

2.7.2.2.2.2. Committed or obligated funding for remediation

efforts, or

2.7.2.2.2.3. A history of remediating lost service utility in similar

cases or for similar real property.

2.7.2.3. For CIP, the testing of impairment in subparagraph 240207.B.2 should be

performed over the period of expected future service utility rather than current service utility.

2.7.3. Determining the Appropriate Measurement Approach. Impairment losses on real

property that will continue to be used by the DoD Component should be estimated using a

measurement approach that reasonably estimates the portion of NBV associated with the

diminished service utility of the real property. A measurement method would not be considered

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appropriate if it would result in an unreasonable NBV associated with the remaining service utility

of the real property. Conversely, a reasonable measurement method may result in no impairment

loss to be recorded. Regardless of the method used, recognition of impairment loss should be

limited to the asset’s NBV at the time of impairment. Widely recognized methods for measuring

impairment include:

2.7.3.1. Replacement Approach. Impairment of real property with physical

damage generally may be measured using a replacement approach. This approach uses the

estimated cost to replace the lost service utility of the real property at today’s standards

(i.e., at current market prices and in compliance with current statutory, regulatory, or industry

standards) to identify the portion of the historical cost of real property that should be written off

due to impairment. It may be appropriate to apply the ratio of estimated cost to replace the

diminished service utility over total estimated cost to replace the real property, to the NBV of real

property to determine the impairment amount.

2.7.3.2. Restoration Approach. This approach uses the estimated cost to restore

the diminished service utility of the real property to identify the portion of the historical cost of

the real property that should be written off. This approach does not include any amounts

attributable to improvements and additions to meet today’s standards. The estimated restoration

cost can be converted to historical cost by restating (i.e., deflating) the estimated restoration cost

using an appropriate cost index. Alternatively, it may be appropriate to apply the ratio of estimated

restoration cost to restore the diminished service utility over total estimated restoration cost to the

NBV of the real property to determine the impairment amount.

2.7.3.3. Service Unit Approach. Impairment of real property that are affected by

enactment or approval of laws or regulations or other changes in environmental factors or are

subject to technological changes or obsolescence generally may be measured using a service unit

approach. This approach compares the service units (e.g., operational capacity) provided by the

real property before and after the impairment to isolate the historical cost of the service utility that

cannot be used due to the impairment to determine the impairment amount.

2.7.3.4. Deflated Depreciated Current Cost Approach. Impairments of real

property that are subject to a change in manner or duration of use generally may be measured using

a deflated depreciated current cost approach. Under this approach, a current cost for a real property

asset to replace the current level of service is estimated. This estimated current cost is then

depreciated to reflect the fact that the real property is not new, and is then subsequently deflated

to convert it to historical cost dollars. A potential impairment loss results if the NBV of the real

property exceeds the estimated historical cost of the current service utility (i.e., deflated

depreciated current cost).

2.7.3.5. Cash Flow Approach. Recognizes an impairment loss only if the NBV (i)

is not recoverable and (ii) exceeds the higher of its NRV or value-in-use estimate.

2.7.3.5.1. The NBV of real property is not recoverable if it exceeds the sum

of the undiscounted cash flows expected to result from the use and eventual disposition of the real

property.

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2.7.3.5.2. If the NBV is not recoverable, the impairment loss is the amount

by which the NBV of the real property exceeds the higher of its NRV or value-in-use estimate.

No impairment loss exists if the NBV is less than the higher of the real property’s NRV or value-

in-use estimate.

2.7.3.6. Lower of (a) NBV or (b) Higher of NRV or Value-In-Use Approach. Real

property impaired from either construction stoppages or contract terminations, which are expected

to provide service, should be reported at their recoverable amount; the lower of (i) the real

property’s NBV or (ii) the higher of its NRV or value-in-use estimate. Impaired real property,

which is not expected to provide service, should be accounted for in accordance with

paragraph 240208.

2.7.4. Recognizing and Reporting Impairment Losses. The loss from impairment, if any,

should be recognized and reported in the Statement of Net Cost in the period in which the

Installation Host, with jurisdiction over the real property, concludes that the impairment is both

(1) a significant decline in service utility and (2) expected to be permanent. Such losses may be

included in program costs or costs not assigned to programs. A general description of the real

property for which an impairment loss is recognized, the nature (e.g., damage or obsolescence)

and amount of the impairment and the financial statement classification of the impairment loss

must be disclosed in the notes to the financial statements in the period the impairment loss is

recognized.

2.7.5. Recoveries. The impairment loss must be reported net of any associated recovery

when the recovery and loss occur in the same fiscal year. Recoveries reported in subsequent fiscal

years must be reported as revenue or other financing source as appropriate. The amount and

financial statement classification of recoveries should be disclosed in the notes to the financial

statements.

2.7.6. Remediating Previously Reported Impairments. The costs incurred to replace or

restore the lost service utility of impaired real property remaining in use must be accounted for in

accordance with applicable standards (i.e., recognized according to the nature of the costs incurred

and the appropriate capitalization threshold).

2.7.7. Diminished Service Utility Without Recognized Impairment Loss. If the future

service utility has been adversely affected but the impairment test determines that a loss does not

need to be recognized, a change to the estimates used in depreciation calculations (such as

estimated useful life and salvage value, if applicable) should be considered and adjusted as

appropriate.

2.8 Removal/Disposal (240208)

2.8.1. FASAB TR 14 defines removal from service as an event that terminates the use of

a real property asset. Removal from service may occur because of a change in the manner or

duration of use, change in technology or obsolescence, damage by natural disaster, or identification

as excess to mission needs. Removals from service should be considered other than permanent

unless (1) the asset’s use is terminated and (2) there is documented evidence of the DoD

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Component’s decision to permanently remove the asset from service (e.g., by selling, donating, or

demolishing the asset). If only one of the two business events has occurred, permanent removal

from service has not occurred (i.e., the removal is considered other than permanent).

2.8.2. If an asset’s normal use is terminated (i.e., it no longer provides service in the

operations of the entity) but the DoD Component has not yet decided to permanently remove the

asset from service, the removal from service must be accounted for as other than permanent. Other

than permanent removal from service is evidenced by activities such as continuing low-level

maintenance to sustain the asset in a recoverable status or until reutilization efforts are exhausted.

There is no change in the reported value for assets that have been other than permanently removed

from service and the assets must continue to be depreciated.

2.8.3. If (1) an asset’s use is terminated and (2) the DoD Component has documented its

decision to permanently remove the asset from service, the removal from service must be

accounted for as permanent. Assets permanently removed from service are no longer depreciated.

Permanent removal from service is evident from the DoD Component’s documented decision to

dispose of an asset by selling, donating, or demolishing the asset. The recorded cost as well as the

accumulated depreciation/amortization of an asset permanently removed from service must be

removed from the accounts in which they are reported, and the asset must be recorded at its NRV

in General PP&E Permanently Removed But not Yet Disposed (USSGL Account 199500). Any

difference between the NBV of the asset and its expected NRV must be recognized as a gain or

loss. The expected NRV should be evaluated at the end of each fiscal year and any change in NRV

should be recognized as a gain or loss. Assets permanently removed from service are no longer

depreciated.

2.8.4. When an asset is disposed of (e.g., by selling, donating, or demolishing the asset)

the asset must be written off and the difference between any disposal proceeds and the asset’s NBV

must be recognized as a gain or loss. The disposal start date is the calendar date of a legally

enforceable and recognizable obligation to complete the disposal action. For demolitions, this

represents the demolition contract’s start date. For transfers to a non-DoD entity and sales, this

represents the date on which the instrument is endorsed or operation is ceased, whichever comes

later. For natural disasters, this represents the actual date of the incident if the asset is a complete

loss.

3.0 ADDITIONAL CONSIDERATIONS (2403)

3.1 Use of Cancelled Treasury Account Symbol (240301)

3.1.1. The Treasury's Governmentwide Treasury Account Symbol Adjusted Trial Balance

System (GTAS) is a data collection system that replaces the reporting functionalities of Federal

Agencies Centralized Trial Balance System I and II, Intra-governmental Fiduciary Confirmation

System, and Intra-governmental Reporting and Analysis System, as the primary means for DoD

Components to report their trial balance data to Treasury. Capitalized assets are required to be

reported and remain in GTAS after the original purchasing Treasury Account Symbol (TAS) has

expired and been cancelled. If a capitalized asset has not been moved to a cancelled (“C”) TAS

as described in subparagraph 240301.B; GTAS will provide a “C” TAS on the GTAS Super Master

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Account File (SMAF) for each fund family represented on the SMAF. The system generated “C”

TAS will have three components: the three-digit agency identifier, availability type "C", and a

four-digit main account.

3.1.2. All DoD Components must use the “C” availability type TAS to report capitalized

assets. Assets may be moved to a “C” TAS at any time from the purchase date to the date the

original purchasing fund cancels. (Refer to the TFM Volume 1, Part 2, Chapter 4700 for additional

information.)

3.1.3. To transfer an asset to a “C” TAS:

3.1.3.1. Use USSGL account transaction E510 to transfer-out the asset from the

purchasing fund account.

3.1.3.2. Use USSGL account transaction E606 to transfer-in the asset into the

appropriate “C” TAS.

3.2 Supporting Documentation (240302)

Entries to record financial transactions in accounting system general ledger accounts and

the accountable property records and/or systems must:

3.2.1. Be supported by source documents that reflect all transactions affecting the DoD

Component’s investment in the real property.

3.2.1.1. All real property acquisitions, whether by purchase, transfer from other

agencies, donation, or other means, must be supported as of the date the DoD Component takes

custody of the real property. The documents listed in Table 24-2, where applicable, must be readily

available to support the changes in asset value or physical attributes as a result of new acquisition

or capital improvement.

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Table 24-2. Examples of Supporting Documentation for Real Property Acquisition

(Note: These examples may not be all inclusive for all circumstances)

Evidence

Examples

Unique Identification

Assignment of RPUID

Project Approval

Such as, but not limited to a Work Order

Obligation on Behalf of

the Government

Such as, but not limited to:

1. For contracts, contract modifications, or change orders:

• Statement of Work;

• Dollar Amount of Contract;

• Location;

• Source of Funds;

• Parties to the Contract; and

• Signature Page [Signature of All Parties].

2. Documentation of troop labor hours;

3. Approved Work Order.

Payment Submitted

Such as, but not limited to:

1. Approved last invoice reflecting the total amount submitted for

payment and received to date;

2. Evidence of in-house construction costs, including labor;

3. Indirect Costs incurred internally by the gaining activity that

relate to the new acquisition or capital improvement.

Acceptance

Such as, but not limited to:

1. General Services Administration Form 1334, Request for

Transfer of Excess Real and Related Personal Property;

2. Interim and final DD Form 1354, Transfer and Acceptance of

DoD Real Property, with associated source documentation retained

by the responsible party. Note: All cost information transferred

from the CIP account to the real property asset account at the time

the asset or improvement is placed in-service, must be included as

support for the DD Form 1354;

3. Executed acquisition document and appraisal results for the

donated assets;

4. Signed judgment documents for condemnations;

5. Deed;

6. Signed lease for leased property;

7. Letter of withdrawal for property withdrawn from public domain;

8. Executed occupancy agreement;

9. Executed reversionary document;

10. Transfer letter and documents for transferred assets; and

11. Collection voucher.

Project Closeout

Such as, but not limited to a final DD Form 1354, with associated

source documentation retained by the responsible party.

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3.2.1.2. All disposals must be supported as of the date the real property leaves the

custody of the DoD Component to provide an adequate audit trail for the disposal of an asset. The

execution of certain disposal events will generate financial or administrative accountability

transactions. These documents, where applicable, must be readily available to support disposals:

3.2.1.2.1. Declaration of excess document;

3.2.1.2.2. Disposal approval documentation (to include disposal of land);

3.2.1.2.3. Original acquisition documents;

3.2.1.2.4. Legal instruments (such as a deed or contract) to indicate legal

obligation to dispose of an asset;

3.2.1.2.5. Document showing the disposal completion date;

3.2.1.2.6. Receipt documentation; and

3.2.1.2.7. Transfer documents for transferred assets or as otherwise stated.

3.2.1.3. Documents that support the recorded cost of real property assets must be

retained by the DoD Component in accordance with the National Archives and Records

Administration requirements described in Volume 1, Chapter 9. Documentation (original

documents and/or hard and electronic copies of original documentation) must be maintained in a

readily available location during the applicable retention period to permit the validation of

information pertaining to the asset such as the purchase cost, purchase date, and cost of

improvements. The documentation must also be linked to the appropriate RPUID(s). Supporting

documentation may include, but is not limited to, the documentation as outlined in this

subparagraph.

3.2.2. Include sufficient information indicating the physical size, location, and unit cost of

each real property asset. The APSR and/or other systems must be designed to be of maximum

assistance in making procurement and utilization decisions, including decisions related to

identifying potential excess real property that may be available for reuse, transfer to other DoD

Components, or made available for disposal in accordance with current DoD regulations and other

regulatory requirements.

3.2.3. Enable periodic, independent verification of the accuracy of the accounting and

APSR and/or other systems through periodic physical counts/inventories of real property existence

and completeness (known as “book to floor and floor to book”). Such periodic inventories also

must include reconciling the APSR and/or other systems with the general ledger accounts and

physical counts. Personal hand receipt self-validations are not acceptable for meeting the

independent verification of physical inventory requirements (see DoDI 4165.14).

3.2.4. Identify and classify real property that was capitalized, recorded in the APSR and

accounting system, and reported in the financial statements.

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3.2.4.1. The Installation Host having jurisdiction over the real property, in

accordance with DoDD 4165.06 and DoDI 4165.70, is required to record real property assets in

their APSR.

3.2.4.2. The Installation Host must reconcile their real property APSR to their

financial statements (or to their trial balance if financial statements are not required to be prepared)

on a quarterly basis.

3.2.4.3. All DoD Components funding CIP must reconcile their recorded CIP

balances on a quarterly basis with any construction service provider working on the CIP. CIP

should reflect the value associated with the actual progress payments and other costs incurred

based on the progress of work completed as of the quarter end.

3.2.5. Be based on the same documents, to ensure that entries to the financial

accounting/reporting and APSR are the same. This will ensure that the APSR is integrated and

subsidiary to the financial accounting system and such records can be reconciled with the

accounting system.

3.2.6. Include documents used to accumulate the cost of construction projects. Each

document must link to the appropriate RPUID(s). For a listing of those costs that may be incurred

during the construction, see Annex 1.

3.2.7. Include all real property in which the DoD has a legal interest.

3.2.8. Provide information to identify and account for leased real property, regardless of

whether the real property was acquired by a capital lease or operating lease or whether the value

of the real property exceeds DoD capitalization thresholds.

3.2.9. Provide information to identify and account for capitalized improvements to real

property.

3.3 Physical Inventories of Real Property (240303)

DoD Components must perform periodic physical inventories of real property in

accordance with DoDI 4165.14.

3.4 DM&R (240304)

3.4.1. Description

3.4.1.1. FASAB SFFAS 42 defines DM&R as maintenance and repairs that were

not performed when they should have been or were scheduled to be and which are put off or

delayed to a future period.

3.4.1.2. Maintenance and repairs are activities directed toward keeping fixed assets

in an acceptable condition. Maintenance and repairs include preventive maintenance; replacement

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of parts, systems, or components; and other activities needed to preserve or maintain the asset in

working condition.

3.4.1.3. Maintenance and repairs exclude activities aimed at expanding the

capacity or capability of an asset or otherwise upgrading it to serve needs different from or

significantly greater than its current use.

3.4.2. Measurement

3.4.2.1. The values reported for real property DM&R must be consistent with the

Facility Condition Index ratings and Facility Plant Replacement Values of the applicable real

property facilities.

3.4.2.2. DoD Components should determine what condition standards are

acceptable and which DM&R measurement methods to apply. Condition standards and

measurement methods must be consistently applied unless the DoD Component determines that

changes are necessary. Changes deemed necessary by the DoD Component must be accompanied

by an explanation documenting the rationale for the change(s) and any related impact the change(s)

will have on the DM&R estimates.

3.4.2.3. DM&R must be measured for capitalized and non-capitalized real

property, and fully depreciated real property. In addition, DM&R associated with inactive real

property should only be included when the asset is reported with an operational status of caretaker

(CARE), closed (CLSD) or non-functional (NONF). In addition, DM&R must measure funded

maintenance and repairs that have been delayed for a future period as well as unfunded

maintenance and repairs. The reported data should not include DM&R that would be funded with

NAFs commissary surcharge, or funding from non-DoD sources.

3.4.3. Required Supplemental Information

The Installation Host that reports real property must report material amounts of DM&R as

RSI to the financial statements (see Volume 6B, Chapter 12). At a minimum, the following

information must be presented as RSI:

3.4.3.1. Estimates of the beginning and ending balances of DM&R for each major

category of real property;

3.4.3.2. A summary of the DoD Component’s maintenance and repairs policies and

a brief description of how they are applied (i.e., method of measuring DM&R);

3.4.3.3. Policies for ranking and prioritizing maintenance and repair activities;

3.4.3.4. Factors the DoD Component considers in determining acceptable

condition standards;

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3.4.3.5. Whether DM&R relates solely to capitalized facilities or also to amounts

relating to non-capitalized or fully depreciated real property;

3.4.3.6. Capitalized real property for which the DoD Component does not measure

and/or report DM&R and the rationale for the exclusion; and

3.4.3.7. If applicable, explanation of any significant changes to

3.4.3.7.1. DM&R amounts from the prior year; and

3.4.3.7.2. The policies and factors subject to the reporting requirements

established in subparagraphs 240304.C.2 through 240304.C.6.

3.5 Financial Statement Disclosure Reporting and Representation Requirements (240305)

3.5.1. DoD Components that financially report real property should reference a note on

the Balance Sheet that discloses information about the reported real property assets.

* 3.5.2. The management representation letter provided to the Independent Public

Accountant (for those DoD Components that undergo a financial statement audit), and the notes

to the financial statements must include a disclosure related to real property reporting accounting

policy. Examples of note disclosures are included in Appendix 5, paragraph A50104. It is the

responsibility of each DoD Component to ensure that they are making a full and complete

disclosure of how real property is being reported in accordance with the policies in this chapter.

3.5.3. DoD Components must disclose in the notes to the financial statements those

instances in which they are using real property provided by a host nation/foreign government

without reimbursement by DoD to the host nation/foreign government, as applicable, that:

3.5.3.1. The DoD Component is utilizing real property provided by and owned by

a host nation/foreign government in its operations outside of the U.S. without reimbursement by

DoD to the host nation/foreign government and that there are no amounts recorded in the financial

statements related to these properties.

3.5.3.2. The general nature of the agreement with the host nation/foreign

government. It is not intended or recommended that the geographic location of the host

nation/foreign government be disclosed.

3.5.4. In accordance with SFFAS 55, DoD Components must disclose in the notes to the

financial statements that only certain inter-entity (imputed) costs are recognized for goods and

services that are received from other federal entities and/or DoD Components at no cost or at a

cost less than the full cost as applicable. Such imputed costs and revenues relate to business-type

activities (if applicable), employee benefits, and claims to be settled by the Treasury Judgment

Fund. However, unreimbursed costs of goods and services other than those identified in the

preceding sentence are not included in DoD financial statements.

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3.5.5. Refer to Volume 6B, Chapter 10 for additional disclosure reporting requirements.

3.6 Environmental Liabilities/Cleanup Costs (240306)

The accounting policy for environmental liabilities/cleanup costs pertaining to real

property is contained in Chapter 13.

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Annex 1. Construction-in-Progress Cost Matrix

(Costs to be accumulated for constructed assets)

Cost Type Description

Cost of contract work Amounts paid for work performed under contract, as well as

any incentive fees paid to contractors to reward performance

goals.

Direct cost of labor The direct cost of labor and all associated fringe benefits in

connection with the construction project. Includes both

military and civilian labor costs.

Direct cost of materials and

supplies

The purchase price and the cost of inspection.

Cost of Supervision,

Inspection, and Overhead

Support associated with the administration of contracts for

facility projects. Support may include processing of contract

award and payments, performing inspections, and other

actions taken during project execution.

Cost of transportation

Amounts paid for transportation of workers, materials, and

supplies in connection with the construction project.

Cost of handling and storage

Amount paid for packaging and storing the materials and

supplies and equipment used in the construction project.

Cost of legal and recording

fees

Legal fees incurred to bring the asset to its intended use

(e.g., title or recording fees).

Cost of architecture and

engineering studies

Amounts paid for engineering, architectural, and other

outside services for designs, plans, specifications, and

surveys after funding and design authorization. May include

design reviews, environmental impact studies, and soil

testing for the new construction projects.

Cost of facility and site

preparation

Amounts paid to prepare the site for new construction, such

as soil removal and restoration. Includes amount paid to

prepare the asset for its intended use, such as installation of

utilities in a facility.

Cost of installed equipment

Fixed equipment and related installation costs required for

activities in a facility.

Cost of government

furnished property

An appropriate share of the cost of the government furnished

equipment and material used in construction work.

Cost of donated assets

The fair market value of equipment donated to the

government, as authorized by a special legislation, in

connection with the construction project.

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Annex 2. Decision Tree for Determining Imputed Costs

Accounting for imputed costs as displayed in the decision tree is applicable only to business-type

activities (e.g., Working Capital Funds (WCFs)). See Chapter 24, subparagraph 240204.E for

further guidance on inter-entity costs.

The following decision tree provides an illustrative guide to determine what real property

asset-related costs should be imputed and reported by a Department of Defense (DoD) Component

which is business-type activity (e.g., WCF) based on specific business case scenario attributes.

Note 1: With regard to imputed costs, if only partial direct payment or reimbursement is made by the DoD Component, it would record an

imputed cost for the difference between the full value/benefit received and the direct payment or reimbursement.

Note 2: Quantitative information for imputing costs should be provided by the DoD Component incurring those costs (i.e., depreciation,

amortization, operation costs and sustainment costs).

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Annex 3. Capital Improvement Depreciation

3.1 As stated in paragraph 37 of Statement of Federal Financial Accounting Standards 6

(SFFAS 6), “costs which either extend the useful life of existing General PP&E, or enlarge or

improve its capacity shall be capitalized and depreciated/amortized over the remaining useful life

of the associated General PP&E.”

3.2 The following Scenarios I and II illustrate application of the depreciation methodology for

capital improvements and the underlying real property asset as directed by SFFAS 6 for

improvements that equal or exceed the Department of Defense’s (DoD’s) capitalization threshold.

When improvements extend the useful life of the associated General PP&E, the original estimated

useful life will be adjusted for the estimated extension created by the improvement. When an

improvement increases the capacity, size, or functionality/use of the associated General PP&E, but

does not extend its useful life, the improvement should be capitalized and depreciated over the

lesser of the useful life of the improvement or the remaining economic useful life of the underlying

asset. Note that the economic life of the real property asset, in certain instances, may be different

than the original estimated accounting useful life. The economic life reflects the remaining period

of utility for the real property.

3.3 Examples and Scenarios of Capital Improvements

3.3.1. Extends the useful life: Major restoration or reconstruction restore facilities

damaged by a natural disaster or event of similar consequence (e.g., reconstruction of a building

on an existing foundation).

3.3.2. Increase capacity: Raising the roof of the warehouse to increase cubic feet.

3.3.3. Increase size: Build an addition, expansion or extension to the building, i.e.,

increase the footprint.

3.3.4. Modify functionality: Convert an office to a warehouse; upgrade architectural

elements of a facility that is or is not failing; e.g., upgrade a flat roof to a pitched roof; install

elevator where none existed.

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Scenario I. Capital Improvement Extends the Useful Life of Existing General PP&E

In this scenario, the estimated extension of the useful life is combined with the remaining

useful life of the original asset to establish a revised useful life. The remainder of the revised

useful life at the date the improvement is placed in service is then used as the basis for calculating

depreciation for the combined NBV of the original asset plus the value of the improvement.

In this Scenario, for example the conversion of a warehouse to office space, the capital

improvement is placed in service at the beginning of the 26th year of the useful life of the original

asset.

Scenario I

Value

Original Building Acquisition Cost

$450,000

Original Estimated Useful Life in years (yrs.)¹

Annual Depreciation Expense (using straight-line depreciation)

($450,000 ÷ 45)

$10,000

Accumulated Depreciation at the end of year 25

(25 yrs. X $10,000 per year)

$250,000

NBV of original asset at the end of year 25

($450,000 - $250,000)

$200,000

Capital Improvement – added at the beginning of year 26 of original

building’s useful life

$280,000

Extension of useful life (yrs.) of existing building from capital

improvement based on documented Engineering Estimate

Revised remaining useful life for building with the capital

improvement

(45 yrs.(original useful life) less 25 yrs. (expired useful life) plus 30

yrs. (capital improvement useful life))

Revised depreciable value of building including capital improvement

($200,000 (original NBV) plus $280,000 (capital improvement))

$480,000

Revised annual depreciation for the building and capital improvement

($480,000 ÷ 50 yrs.)

$9,600

¹From Table 24-1

If an Engineering Estimate for the extended useful life of the capital improvement

were not available; the 20 year useful life from Table 24-1 would be used.

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Scenario II. Capital Improvement Increases the General PP&E Asset’s Capacity, Size, or Modifies

the Functionality/Use but Does Not Extend the Life of the Original General PP&E Asset

In this type of scenario, the capital improvement is depreciated over the lesser of the useful

life of the improvement or the remaining economic useful life of the underlying General PP&E

asset.

In this scenario, the capital improvement is placed in service at the beginning of the 16th

year in the useful life of the original base asset. In this scenario, the remaining economic useful

life of the original base asset is 25 years at the date the capital improvement is placed in service.

Scenario II

Value

Original Linear Structure Acquisition Cost

$500,000

Original Estimated Useful Life (yrs.)¹

Annual Depreciation Expense (using straight-line depreciation)

($500,000 ÷ 40)

$12,500

Accumulated Depreciation at the end of year 15

(15 yrs. X $12,500 per year)

$187,500

NBV of original asset at the end of year 15

($500,000 - $187,500)

$312,500

Capital Improvement – added at the beginning of year 16 of original

linear structure useful life

$270,000

Useful life of capital improvement (yrs.)²

Annual Depreciation Expense (using straight-line depreciation)

($270,000 ÷ 20)

$13,500

Depreciation for the original value of linear structure would continue

on an annual basis for the next 25 years

((40 yrs. (original useful life) - 15 yrs. (expired useful life))

$12,500

annual depreciation

Depreciation for the capital improvement would be recorded over the

estimated 20 year useful life of the improvement

$13,500

annual depreciation

From Table 24-1

² If an Engineering Estimate were available for the useful life of the capital

improvement were available, the Engineers Estimate would be used rather than the

amount from Table 24-1

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Annex 4. Alternative Valuation Methodology for Establishing Opening Balances for Buildings,

Structures, Linear Structures, Land and Land Rights

4.1 Establishing Opening Balances for Buildings, Structures and Linear Structures (A40101)

4.1.1. The alternative valuation methods for establishing opening balances for Property,

Plant and Equipment described in Federal Accounting Standards Advisory Board (FASAB)

Statement of Federal Financial Accounting Standards (SFFAS) 50, “Establishing Opening

Balances for General Property, Plant and Equipment: Amending Statement of Federal Financial

Accounting Standards (SFFAS) 6, SFFAS 10, SFFAS 23, and Rescinding SFFAS 35,” is available

only once to each reporting Department of Defense (DoD) Component. Therefore, prior to the

establishment of opening balances for buildings, structures and linear structures (real property

facilities), DoD Components must validate that they are prepared to account for and comply with

the recognition, measurement, presentation and disclosure requirements for real property in

accordance with FASAB SFFAS 6, “Accounting for Property, Plant and Equipment.”

4.1.2. If historical cost, as described in SFFAS 6, has not already been recorded and

included in financial statements that have been audited by an Independent Public Accountant and

received an unmodified opinion, deemed cost will be used as a surrogate to establish opening

balances for real property. In this context, deemed cost is an amount used as a surrogate for initial

amounts that otherwise would be required by SFFAS 6 to establish opening balances. Although

deemed cost may be based on any one of, or a combination of, allowable valuation methods such

as fair value, estimated historical cost, or replacement cost (which includes Plant Replacement

Value (PRV)), DoD’s selected valuation method for real property facilities is PRV. Once

established using PRV, opening balances will be used as a surrogate for the initial amounts that

would have existed had an SFFAS 6 compliant valuation method been used.

4.1.3. Only existing real property assets with a gross PRV value equal to or over the current

real property capitalization threshold and with a remaining book value will be recorded as a part

of the opening balance. When evaluating real property for the purpose of establishing opening

balances, DoD Components should apply the applicable capitalization threshold to their entire

population of real property retroactively, irrespective of the capitalization thresholds in effect for

years prior to October 1, 2013. The current real property threshold is $250,000 for both the General

Fund and Working Capital Fund (WCF), except for the National Security Agency (NSA) and the

Office of the Director of National Intelligence (ODNI) for which the threshold is $1 million. When

establishing real property opening balances, DoD Components need to take the appropriate steps

to ensure all relevant prior period adjustments and note disclosures are included in their annual

financial statements in accordance with SFFAS 50. As part of their evaluation, DoD Components

should not simply value assets already recorded above the capitalization threshold. DoD

Components should perform additional analytical procedures to identify any assets that have been

improperly capitalized or expensed. Examples of this type of review can include searching for

real property assets with values of $0 or $1 which are indications of erroneous values. An

additional example can include real property for which an additional zero was added in error,

incorrectly placing the asset above the capitalization threshold.

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4.1.4. When establishing opening balances using deemed cost:

4.1.4.1. DoD Components will calculate a gross value and an accumulated

depreciation value for real property assets. Both the gross value deemed cost and accumulated

depreciation deemed cost will be recorded in the accounting records. The difference between the

net book value (NBV) of the deemed cost on the opening Balance Sheet of the current fiscal year

presented and the existing/historical NBV of the real property as of the ending Balance Sheet of

the previous fiscal year, is considered a prior period adjustment. This prior period adjustment

represents a change in accounting principle in accordance with paragraph 13 of FASAB

SFFAS 21, “Reporting Corrections of Errors and Changes in Accounting Principles, Amendment

of SFFAS 7, Accounting for Revenue and Other Financing Sources.” If any depreciation based

on the original historical real property value has been recorded in the year in which the prior period

adjustment for deemed cost is recorded, that depreciation expense should be reversed and

depreciation for the deemed cost value should be recorded.

4.1.4.2. Any adjustment must be properly documented and supported to assist

ongoing audit efforts including retaining documentation of the existing/historical real property

value in the Accountable Property System of Record (APSR) and documentation supporting the

deemed cost value. The existing/historical gross value and accumulated depreciation of the real

property will need to be removed from the APSR and be replaced with the new gross value and

accumulated depreciation for deemed cost.

4.2 Financial Statement Disclosure Requirements (A40102)

DoD Components who apply the PRV deemed cost methodology to adjust their opening

real property balances, must disclose in their financial statements that an alternative valuation

method was applied in establishing their opening balances and describe the method used in the

first reporting period in which the reporting DoD Component makes an unreserved assertion that

its financial statements, or one or more line items, are presented fairly in accordance with

Generally Accepted Accounting Principles (GAAP). An unreserved assertion is an unconditional

statement. No disclosure of the distinction or breakout of the amount of deemed cost of real

property included in the opening balances is required.

4.3 Deemed Cost Methodology (A40103)

4.3.1. The DoD’s selected deemed cost methodology for establishing opening balances in

the absence of previously audited historical costs is current replacement cost or PRV, as calculated

using the DoD’s PRV model. The PRV approach has been selected as the preferred method for the

following reasons:

4.3.1.1. Cost and time effectiveness: The PRV model already exists and values are

required to be updated annually for all assets;

4.3.1.2. Many of the key data elements required by the PRV model have been

validated by the DoD Components during their existence and completeness procedures;

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4.3.1.3. Consistency: The PRV model provides a common approach for DoD to

establish and support its opening balances for these assets.

4.3.2. The use of deemed cost does not change the requirement that documentation be

available to support asset values. Therefore, documentation must exist to support the values (e.g.,

support for data element inputs for PRV model calculations).

4.4 PRV Responsibilities (A40104)

The successful use of the PRV model in establishing opening balances requires specific

actions on the part of the DoD Components, and the Office of the Secretary of Defense (OSD).

OSD specific actions are carried out by the Office of the Under Secretary of Defense (Comptroller)

Financial Improvement and Audit Remediation Directorate; and the Office of the Assistant

Secretary of Defense (Sustainment). A summary of responsibilities is:

4.4.1. DoD Components are responsible for ensuring:

4.4.1.1. First, key PRV data element inputs are accurate. The critical data elements

for the PRV model are:

4.4.1.1.1. Real Property Site Unique Identifier (RPSUID);

4.4.1.1.2. Real Property Unique Identifier (RPUID);

4.4.1.1.3. Real Property Asset (RPA) Interest Type;

4.4.1.1.4. Asset Allocation Current Use Category Code;

4.4.1.1.5. Asset Allocation Current Use Facility Analysis Category (FAC)

Code;

4.4.1.1.6. Asset Allocation Size Quantity;

4.4.1.1.7. Asset Allocation Unit of Measure Code; and

4.4.1.1.8. RPA Historic Status Code.

4.4.1.2. Second, additional data elements are required to apply and report the PRV

values are accurate.

4.4.1.2.1. RPA Placed in-Service Date. This data element is important for

depreciation purposes. See subparagraph A40106 for guidance on determining placed in-service

date.

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4.4.1.2.2. Government Investment Percentage (For Government / Private

Agreement (GVPV) interest type only). The amount of the Government’s investment as a

percentage of an asset’s total value is required for GVPV interest types in order to allocate DoD’s

portion of the total PRV.

4.4.1.3. Third, documentation exists and is readily available to support the Asset

Allocation Size Quantity, RPA Historic Status Code, RPA Placed in-Service Date, and

Government Investment Percentage (for GVPV interest types).

4.4.1.4. Fourth, processes, controls, and systems are in place to value newly

acquired assets at actual cost in accordance with SFFAS 6.

4.4.1.5. Fifth, valuation calculations are performed correctly using the PRV

formula and appropriate cost factors and adjustments found in the Unified Facilities Criteria 3-

701-01 (UFC 3-701-01), “DoD Facilities Pricing Guide.”

4.4.1.6. Sixth, resulting accounting adjustments are performed accurately and

timely, are supported with sufficient documentation, and are reflected in the DoD Component’s

APSR, general ledger, and financial statements.

4.4.2. OSD is responsible for ensuring that:

4.4.2.1. The PRV model itself is supportable from a financial statement audit

perspective. OSD will evaluate the processes, procedures, systems and controls that produce the

PRV tables, factors, indexes, and functions, and reviewing the model outputs for overall

reasonableness.

4.4.2.2. DoD estimated useful lives for depreciation purposes are supportable.

4.5 Steps to Establish Deemed Cost Using PRV (A40105)

DoD Components will perform several steps to develop opening balances using the PRV

approach. In summary, DoD Components will:

4.5.1. Validate all asset data that the DoD Components used to calculate and apply PRV

values (paragraph A40104.A.1 PRV Responsibilities);

4.5.2. Calculate each asset’s PRV as found in the DoD UFC 3-701-01. Capital

improvements are included within the PRV calculation and do not need to be valued or depreciated

separately from the base asset as part of this initial process. Each DoD Component’s management

must formally document the review and acceptance of the resulting values;

4.5.3. For assets with a GVPV interest type, the percentage of DoD’s interest in the asset

will be multiplied by the asset’s total PRV to calculate the amount the DoD Component will report.

Only assets where DoD’s portion of the PRV equal to or more than $250,000 for both General

Fund and WCF and $1 million for NSA and ODNI will be reported;

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4.5.4. Identify all DoD accountable General Property, Plant, and Equipment (General

PP&E) (commonly known as FEE assets) with a PRV equal to or more than $250,000 for both the

General Fund and WCF and $1 million for NSA and ODNI. These assets will be considered

capitalized assets and must be reported on the DoD Component’s Balance Sheet. For the purpose

of establishing opening balances, the current real property capitalization threshold of $250,000 for

both the General Fund and WCF and $1 million for NSA and ODNI will be applied to all existing

real property assets;

4.5.5. Adjust, as appropriate, the DoD Component’s APSR, general ledger, and financial

statements upon establishing the beginning balance. Documentation supporting any adjustments

must be maintained.

4.6 Determining Placed in-Service Date (A40106)

4.6.1. The Real Property Information Model (RPIM) defines RPA Placed in-Service Date

as “the calendar date the real property asset is available for use by DoD and the Government

assumes liability and the warranties and receives legal interest.” The UFfC 1-300-08, “Criteria for

Transfer and Acceptance of DoD Real Property,” notes this date as “the date an interim Transfer

and Acceptance of Military Real Property document (DoD (DD) Form 1354) is signed and title

for assets listed on the acceptance form is transferred to the DoD on behalf of the United States

(U.S.) Government.”

4.6.2. To assure consistent and accurate placed in-service dates, DoD Components must

adhere to one of the following methods, and ensure that sufficient supporting documentation exists

for auditors to validate the date recorded. Existing guidance that describes how placed in-service

dates for real property assets will be determined is presented in Table A4-1

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Table A4-1

Acquisition

Method

Source

Document

Acceptance

Date

Effective Date

Acquisition

Date¹

RPA Place in-

Service Date²

(Depreciation

Triggering

Event)

New

construction

DD form 1354

Executed interim

DD Form 1354

transaction

Date specified in

DD Form 1354

transaction

Date first

interim DDForm

1354

transaction is

executed

Date interim DD

Form 1354

transaction is

executed

Purchase

(can

include

Exchange)

Deed

Executed interim

DD Form 1354

transaction

Date of delivery/

recordation

Date of delivery/

recordation

Acquisition Date

Lease/Grant

Signed

lease/grant

Grant Start Date

Date lease

signed

Grant start date

(Not applicable

for depreciation)

Transfer

between

Services

DD Form 1354

Executed interim

DD Form 1354

transaction

Date specified in

transaction

Date of

original

transaction

when United

States

Government

acquired title

or legal

interest in the

asset

(Acquisition

Date for the

transferring

Service)

Original DoD

RPA

Placed in-Service

Date as shown by

the transferring

Service

Inventory

Adjustment

Tier

documentation

noted

in Table A5-3

Executed

interim DD

Form 1354

transaction

Date based on

Tier

documentation

noted in

Table A5-3

Date based on

Tier

documentation

noted in

Table A5-3

Date based on

Tier

documentation

noted

in Table A5-3

Transfer from

one federal

Component to

another

Transfer letter,

SF 1334

Executed

interim

DD Form 1354

transaction

Date specified

in document

Date the

United States

Government

acquired title

or legal

interest in the

asset

Acquisition Date

Condemnation

Judgment

document

Executed

interim

DD Form 1354

transaction/

Signed

Judgment

Declaration of

Taking is

accepted by a

court

Declaration of

Taking is

accepted by a

court

Acquisition Date

Reversion

legal

document

Executed

interim DD

Form 1354

transaction

Date of

executed

reversionary

document

Date of

executed

reversionary

document

Date of executed

reversionary

document

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Acquisition

Method

Source

Document

Acceptance

Date

Effective Date

Acquisition

Date¹

RPA Place in-

Service Date²

(Depreciation

Triggering

Event)

Gifts and

donations

Executed

acquisition

document

Deed

delivery/

recordation

Date of

acquisition

document

Date of

acquisition

document

Acquisition Date

¹ Acquisition Date is a RPIM data element to be populated upon first acceptance by the United States Government.

For RPA Placed in-Service Date, the term Acquisition Date equals the entry in the column titled Acquisition Date.

² The date reflected in box 7a on the DD Form 1354.

Changed from final DD Form 1354 to interim DD Form 1354.

Purchase acquisition method is associated to both the land purchase and land purchase with facilities and exchange

acquisition scenarios.

This method of acquisition is being added to the UFC 1-300-08 as requiring a completed interim DD Form 1354 at

acceptance.

4.6.3. In the absence of information noted in Table A4-1, the guidance in Table A4-2

should be used.

Table A4-2

Governing Document Reference

Placed in-Service Date Determination

FASAB - SFFAS 6, Paragraph 34

“PP&E shall be recognized when title passes to the

acquiring entity or when the PP&E is delivered to the

entity or an agent of the entity.”

FASAB - SFFAS 6, Paragraph 40 and SFFAS 50,

Paragraph 13

“In some cases, the in-service date must be estimated.

In estimating the year that the base unit was placed in

service, if only a range of years can be identified, then

the midpoint of the range is an acceptable estimate of

the in-service date.”

“It is not necessary to separately identify the in-service

date for material improvements included in the opening

balances of a base unit. All improvements included in

the opening balances at deemed cost may be treated as

if they were placed in-service at the date the base unit

was placed in-service.”

Chapter 24, Paragraph 240206.C

“The event that triggers the calculation of depreciation

is the date the real property asset is placed in service

(regardless of whether it is actually used).”

Defense Finance and Accounting Service 7900.4-M,

Financial Management Systems Requirements Manual

Volume 3, Property, Plant and Equipment, page 41,

August 2014

“Property, Plant and Equipment (PP&E) shall be

recognized when title passes to the acquiring entity or

when the PP&E is delivered to the entity or to an agent

of the entity. In the case of constructed Property,

PP&E, the PP&E shall be recorded as construction

work in process until it is placed in service, at which

time the balance shall be transferred to general PP&E

in the system.”

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4.6.4. DoD Components must review real property asset records for the existence and

adequacy of documentation to support placed in-service information. In reviewing asset records,

answers to the following questions must be answered:

4.6.4.1. Does sufficient documentation exist?

4.6.4.2. Does alternative documentation need to be used?

4.6.4.3. Is the placed in-service date clearly identified and marked on supporting

documents?

4.6.4.4. Are all required appropriate/authorized signatures noted on

documentation?

4.6.5. Documentation to support the placed in-service date is vital to the completeness of

both functional and financial records. GAAP allows for alternative placed in-service

methodologies where adequate historical documentation does not exist. These estimates of cost

and placed in-service date must be fully supported, and information retained in accordance with

National Archives and Records Administration requirements described in Volume 1, Chapter 9.

Table A4-3 lists examples of supporting documentation for placed in-service date in descending

order of preference.

Table A4-3

Documentation for

Placed in-Service

Date

Description

Tier

Source

Documentation

(noted in Table A4-1)

Noted in the second column of Table A4-1.

Tax Assessor

Records

If adequate historical placed in-service date is not available, a search of

the county tax assessor's website for the asset and the purchase date

should be used to determine a reasonable estimate for placed in-service

date.

Dedication Plaque

If adequate historical placed in-service date is not available, a search of

the asset should be conducted for a dedication plaque. Once the

dedication plaque has been found, ensure that it references the DoD as

owners. If DoD is listed as owners, obtain a photograph of the

dedication plaque with an inscription indicating the dedication date. If

DoD is not listed on the plaque, the date shall not be used as an

alternative for placed in-service date.

Cornerstone

If adequate historical placed in-service date is not available, search the

asset for a cornerstone. If the cornerstone is found, obtain a photograph

of the cornerstone. The cornerstone should be located on the outside of

the building or structure with an inscription on the stone indicating the

construction date. This date would be used for the placed in-service date.

Earliest Site Plot of

Asset

If adequate historical placed in-service date is not available, search

online in the DoD Component database for the earliest site plot or asset

drawing available. Once found, the date on the earliest plot or asset

drawing may be used as a reasonable alternative for placed in-service

date.

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Documentation for

Placed in-Service

Date

Description

Tier

Earliest Maintenance

Record of Asset or

Engineering

Estimates (e.g.,

Engineering Form

3013)

If adequate historical placed in-service date is not available, search for

work order or maintenance records from Department of Public Works or

real property accountable officer or local program office. Once found,

the date of the earliest recorded work order or maintenance may be used

as a reasonable alternative for placed in-service date.

Placed in-Service

Date of Major Asset

on Site

If adequate historical placed in-service date is not available, research and

obtain the actual or alternate placed in-service date established from a

major asset on the DoD site. A major asset can be defined as a

significant asset that is critical to the primary function of the site. The

major assets may vary based on the purpose of the site. For example, a

tower would be a major asset at a communications station, a house would

be a major asset at a housing site, and a lighthouse would be a major

asset for a site that includes the lighthouse, housing units, as well as other

assets such as driveways, fences, and storage buildings that were

established to support the lighthouse. For other sites, such as air stations,

units, or sectors that may have multiple functions, a major asset could be

a building where many of the management and administrative activities

occur. The major assets must be located within the same real property

site. Upon obtaining the placed in-service date of the major asset, use the

placed in-service date of the major asset as the reasonable alternative for

the placed in-service date of the supporting assets in question. If more

than one major asset has a reliable placed in-service date on the site, and

the placed in-service date of the major assets are different, then use the

placed in-service date of the oldest asset on the site. Once found, the

placed in-service date of the oldest major asset may be used as a

reasonable alternative for placed in-service date.

Construction Style

If adequate historical placed in-service date is not available, a search for

assets on the DoD site of a similar construction style or period. Once

found, the placed in-service date of the similar style asset may be used as

a reasonable alternative for placed in-service date. If only a range of

years can be identified, then the mid-point of the range is an acceptable

estimate of the placed in-service date.

4.7. Definitions (A40107)

4.7.1. Asset Allocation Current Use Category Code: A Military Service designator that

represents the current use by the assigned user of a specific portion of a RPA.

4.7.2. Asset Allocation Current Use FAC Code: An OSD level designator that represents

the current use by the assigned user of a specific portion of the RPA.

4.7.3. Asset Allocation Size Quantity: The amount of the asset granted for use based on

the Asset Allocation Current Use FAC and expressed in terms of the Asset Allocation Unit of

Measure Code.

4.7.4. Asset Allocation Unit of Measure Code: The unit of measure code used for the

measurement of the associated Asset Allocation Size Quantity.

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4.7.5. Building: A roofed and floored facility enclosed by exterior walls and consisting of

one or more levels that is suitable for single or multiple functions and that protects human beings

and their properties from direct harsh effects of weather such as rain, wind and sun.

4.7.6. City Code: The code used to identify the city or the nearest city to where the real

property asset or real property site is located. The nearest city shall be in the same county as the

asset.

4.7.7. Country Code: The Geopolitical Component Names, and Codes standard, code used

to identify the country in which the real property asset or site is located.

4.7.8. County Code: The code used to identify the county in which the real property asset

or site is located. This code identifies counties and equivalent administrative entities of the U.S.,

its possessions, and associated areas as defined by the Federal Information Processing Series

(FIPS) and found in the General Services Administration (GSA) Geographic Locator Codes

(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 or Country Primary Subdivision Code in the areas listed

in the GSA GLCs or with the Country Code for areas not in the GSA GLCs.

4.7.9. Deemed Cost: An amount used as a surrogate for initial amounts that otherwise

would be required by SFFAS 6 to establish opening balances.

4.7.10. Fair Value: The amount at which an asset or liability could be exchanged in a

current transaction between willing parties, other than in a forced or liquidation sale.

4.7.11. GVPV: An interest in a real property asset held by the U.S. Government acquired

by a mutually beneficial partnership agreement between a Military Department or WHS and a

private entity, where equity interest in a project is shared for a specific business purpose. This

interest type applies when the DoD has ongoing reported financial statement costs directly

associated with an asset(s) gained by the project or the asset is located on a military installation.

4.7.12. Linear Structure: A facility whose function requires that it traverse land (e.g.,

runway, road, rail line, pipeline, fence, pavement, electrical distribution line) or is otherwise

managed or reported by a linear unit of measure at the category code level.

4.7.13. Opening Balances: Account balances that exist at the beginning of the reporting

period. Opening balances are based upon the closing balances of the prior period and reflect the

effects of transactions and events of prior periods and accounting policies applied in the prior

period. Opening balances also include matters requiring disclosure that existed at the beginning

of the period, such as contingencies and commitments.

4.7.14. PRV: A value, recorded in U.S. dollars, which represents the cost to design and

construct a facility to current standards for replacement of an existing facility at the same location.

4.7.15. RPA Historic Status Code: A code used to identify the current historical status of

a RPA.

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4.7.16. RPA Interest Type Code: A code used to identify the type of legal interest that

DoD holds in a RPA.

4.7.17. RPSUID: A unique non-intelligent code used to permanently identify real property

sites. A real property site is a specific geographic location that has individual land parcels and/or

facilities assigned to it. The City Code, County Code, State or Country Primary Subdivision Code

and Country Code associated to the RPSUID will provide location information necessary for

location cost factors.

4.7.18. RPUID: A unique non-intelligent code used to permanently identify a real property

asset.

4.7.19. State or Country Primary Subdivision Code: The code used to identify the primary

subdivision of a country such as a state, the District of Columbia, or a possession in which the real

property asset or site is located.

4.7.20. Structure: A facility, other than a building or linear structure, that is constructed on

or in the land.

4.8 Establishing Opening Balances for Land and Land Rights (A40108)

4.8.1. This paragraph does not change existing accounting or financial reporting guidance

regarding Stewardship Land, including guidance in Chapter 28.

4.8.2. All DoD Components that have not yet undergone a financial statement audit where

they received an unmodified audit opinion will exclude the value of General PP&E land and land

rights from opening balances of GPP&E on their Balance Sheet. This means that DoD

Components who have not undergone a financial statement audit where they received an

unmodified audit opinion will adjust their land and land rights opening balances to zero. A DoD

Component that has received an unmodified audit opinion will continue to account for land and

land rights in accordance with SFFAS 6.

4.8.3. Entries in the DoD Component accounting systems/records to adjust the value of

land and land rights to zero are subject to the reporting requirements under paragraph 13 of FASAB

SFFAS 21, “Reporting Corrections of Errors and Changes in Accounting Principles, Amendment

of SFFAS 7, Accounting for Revenue and Other Financing Sources.” Accordingly, the entries will

be reflected as a change in accounting principle. Any adjustments must be properly documented

and supported to assist ongoing audit efforts.

4.8.4. DoD Components adjusting their land and land rights to zero in accordance with

subparagraph A40108.B will also expense future General PP&E land and land rights acquisitions.

4.8.5. DoD Components must disclose, in the notes to their financial statements, with a

reference on the Balance Sheet, the number of acres of General PP&E land and land rights (where

the types of land rights are conducive to measurement in acres) held as of the period of its first

audited financial statement. This acreage amount must be reported separately from the DoD

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Component's Stewardship Land. There are no disclosure requirements for General PP&E land

rights not measured in acres in establishing opening balances.

4.8.6. For all years after the initial financial statements, where land and land rights were

reported as zero, DoD Components must disclose, in the notes to their financial statements, with a

reference on the Balance Sheet, the number of acres of General PP&E land and land rights

measured in acres held at the beginning of each reporting period, the number of acres added during

the period, the number of acres disposed of during the period, and the number of acres held at the

end of each reporting period. These acreage amounts must be reported separately from the DoD

Component's Stewardship Land. There are no disclosure requirements for General PP&E land

rights not measured in acres.

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*Annex 5. Illustrative Examples, Journal Entries and Note Disclosures Relating to Financial

Reporting Responsibilities for Real Property

5.1 Construction-In-Progress (CIP) Illustrative Example and Journal Entries (A50101)

5.1.1. CIP Example: The Department of Defense Education Activity (DoDEA) funds the

construction of a new high school on an Army Installation. DoDEA reports the CIP on its financial

statements. When the asset is placed in service, DoDEA relieves the appropriate CIP amount,

recognizes the asset, and transfers the asset to the Army along with all relevant supporting

documentation. Upon transfer, the Army reports the school on its financial statements.

5.1.2. Table A5-1 depicts illustrative General Ledger (G/L) journal entries to demonstrate

the relief of CIP in the accounting records and initial recording of the asset by the funding

Department of Defense (DoD) Component and the subsequent transfer of that asset to the

Installation Host when the funding DoD Component is not the Installation Host.

Table A5-1. Liquidation of CIP and Transfer of Completed Asset

Funding

DoD

Component

G/L Entry – Liquidation of CIP by the DoD Component Funding

Construction to Place the Asset in Service (Transaction Code D510)

Debit 173000 Buildings, Improvements, and Renovations

Debit 174000 Other Structures and Facilities

Credit 172000 Construction-in-Progress

G/L Entry – Transfer Out to Installation Host (Transaction Code E510)

Debit 573000 Financing Sources Transferred Out Without Reimbursement

Credit 173000 Buildings, Improvements, and Renovations

Credit 174000 Other Structures and Facilities

Installation

Host

G/L Entry – Transfer In by Installation Host (Transaction Code E606)

Debit 173000 Buildings, Improvements, and Renovations

Debit 174000 Other Structures and Facilities

Credit 572000 Financing Sources Transferred in Without Reimbursement

Note: If the transfer is not completed during the month CIP is relieved and depreciation has been

recorded by the funding DoD Component, the recorded amount of accumulated depreciation

recorded will also be transferred.

5.2. In-Service Real Property Illustrative Examples and Journal Entries (A50102)

5.2.1. In-Service Real Property Examples:

5.2.1.1. The Missile Defense Agency (MDA) operates a facility that includes other

defense agency tenants located on an Army Installation. The Army does not have operations in

the facility but is the designated Installation Host and carries the MDA facility as Army real

property in its real property database. The Army is the financial reporting entity for the facility.

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5.2.1.2. The Army Working Capital Fund (WCF) operates and has jurisdiction

over a maintenance depot. The Army WCF will report the real property on that installation on its

financial statements and is responsible for maintaining supporting documentation to support audit.

5.2.2. Table A5-2 depicts illustrative G/L journal entries to demonstrate the transfer of in-

service real property from one DoD Component to the Installation Host.

Table A5-2. Transfer of In-Service Real Property Reporting Responsibility

DoD

Component

G/L Entry – Transfer Out to Installation Host (Transaction Code E510)

Debit 573000 Financing Sources Transferred Out Without Reimbursement

Debit 173900 Accumulated Depreciation on Buildings, Improvements, and Renovations

Debit 174900 Accumulated Depreciation on Other Structures and Facilities

Credit 173000 Buildings, Improvements, and Renovations

Credit 174000 Other Structures and Facilities

Installation

Host

G/L Entry – Transfer In by Installation Host (Transaction Code E606)

Debit 173000 Buildings, Improvements, and Renovations

Debit 174000 Other Structures and Facilities

Credit 173900 Accumulated

Depreciation on Buildings, Improvements and

Renovations

Credit 174900 Accumulated Depreciation on Other Structures and Facilities

Credit 572000 Financing Sources Transferred In Without Reimbursement

5.3 Capitalized Improvements to Real Property Illustrative Examples and Journal Entries

(A50103)

5.3.1. Capitalized Improvements to Real Property Examples:

5.3.1.1. The Defense Logistics Agency (DLA) WCF funds an improvement to a

building on an Army base. DLA reports the CIP until the improvement is complete, then transfers

the improvement to the Army to be reported on the Army’s General Fund financial statements.

DLA will set its capital recovery rates related to the capital improvement in accordance with

Volume 2B, Chapter 9, recording the imputed cost instead of actual depreciation expense as the

basis for their budget.

5.3.1.2. The Defense Advanced Research Projects Agency (DARPA) funds a

conversion of an office suite to another purpose that it occupies on a Navy installation. DARPA

reports the CIP until the conversion is complete, relieves CIP, and then transfers the improvement

to the Navy to be reported on the Navy’s General Fund financial statements.

5.3.2. Table A5-3 depicts illustrative G/L journal entries to demonstrate the transfer of in-

service capital improvements from one DoD Component to the Installation Host.

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Table A5-3. Transfer of In-Service Capital Improvements to Real Property

Funding DoD

Component

G/L Entry – Transfer Out to Installation Host (Transaction Code E510)

Debit 573000 Financing Sources Transferred Out Without Reimbursement

Debit 173900

Accumulated Depreciation on Buildings, Improvements, and

Renovations

Debit 174900 Accumulated Depreciation on Other Structures and Facilities

Credit 173000 Buildings, Improvements, and Renovations

Credit 174000 Other Structures and Facilities

Installation

Host

G/L Entry – Transfer In by Installation Host (Transaction Code E606)

Debit 173000 Buildings, Improvements, and Renovations

Debit 174000 Other Structures and Facilities

Credit 173900 Accumulated Depreciation on Buildings, Improvements

and Renovations

Credit 174900 Accumulated Depreciation on Other Structures and

Facilities

Credit 572000 Financing Sources

Transferred In Without

Reimbursement

5.4 Note Disclosure Examples (A50104)

5.4.1. The following is an example of a note disclosure for Installation Hosts, which could

be Military Departments, WHS or Military Department WCFs:

The [Installation Host] reports the real property within the jurisdiction of [Installation Host]

installations, in its financial statements because it is the designated Installation H

ost. This

includes real property on [Installation Host] installations in

cluding real property used and

occupied by [another Military Department, WHS, another Military Department WCF or other

DoD Components (who are not the Installation Host)]. The [Installation Host

] who is the

Installation Host does not report assets on its installation that were funded by,

and are

exclusively used by an entity not included in the consolidated DoD financial statements. While

the [Installation Host] is responsible and accountable for accepting, controlling, managing, and

utilizing real property assets, the [Installation Host] has entered into Memoranda of Agreement,

with another Installation Host, or other DoD Components, and license or permit with non-DoD

governmental agencies, transferring the right to control the use of a [Installation Host] real

property asset to the [other Installation Host and other DoD Components and non-DoD

governmental agencies (who are not the Installation Host)]. The transfer of the right to control

the use of the real property asset does not transfer jurisdiction and the asset remains an asset

under the jurisdiction of the [Installation Host].

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5.4.2. The following are examples of note disclosures for DoD Components utilizing real

property assets in their operations that are being financially reported by an Installation Host:

Example of the Note for DoD Component:

The [DoD Component] does not report in its financial statements real property that they use

and occupy within the jurisdictions of [Military Department or WHS]. This includes all real

property used and occupied by the [DoD Component]. The [DoD Component] has entered into

Memoranda of Agreement, with the [Installation Host] that is the Installation Host, which

transfers the right to control the use of [Installation Host] real property asset to the [DoD

Component]. The transfer of the right to control the use of the real property asset does not

transfer jurisdiction and the asset remains an asset of the [Installation Host

] acting as the

Installation Host.

Example of the Note for a non-Military Department WCF Component (e.g., DLA):

The [DoD WCF Component] does not report in its financial statements real property that they

use and occupy within the jurisdiction of [Installation Host]. This pertains to all real property

used and occupied by the [DoD WCF Component] including real property that was funded with

WCF outlays that are being recovered through the capital recovery rate. The [DoD WCF

Component] has entered into Memoranda of Agreement, with the [Installation Host] that is the

Installation Host, which transfers the right to control the use of a [Installation Host

] real

property asset to the [DoD WCF Component]. The transfer of the right to control the use of the

real property asset does not transfer jurisdiction and the asset remains and asset of the

[Installation Host] acting as Installation Host.

5.4.3. The following is an example of a note disclosure for a Military Department WCF

that (1) has been given jurisdiction over specific installation(s) and financially reports that real

property; and, (2) also used and occupied other real property for which it is not the financially

reporting Installation Host:

The [Military Department WCF] reports in its financial statements real property within the

jurisdiction of the [Military Department WCF], when it is the designated Installation Host for

the real property. This includes real property on [Military Department WCF] designated

installations including real property used and occupied by [another Military Department, WHS

or other DoD Components (who a

re not the Installation Host)]. However, the [Military

Department WCF] who is the designated Installation Host does not report assets on its

installation that were funded by,

and are exclusively used by an entity not included in the

consolidated DoD financial statements.

The [Military Department WCF] used and occupied certain real property asset(s) in which it is

not the designated Installation Host as a result does not include the real property asset(s) in its

financial statements. The [Military Departm

ent WCF] has entered into Memoranda of

Agreement, with the [Installation Host] that is the Installation Host, which transfers the right to

control the use of [Installation Host] real property asset(s) to the [Military Department WCF].

The transfer of the right to control the use of the real property asset does not transfer jurisdiction

and the asset remains an asset of the [Installation Host] acting as the Installation Host

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