What space is an agency required to report?
Agencies are required to report the occupancy and the actual utilization rates of space in public buildings, as defined in 40 U.S.C. § 3301, and federally leased space occupied by the respective agency.
A head of an agency may exempt individual public buildings from utilization monitoring if the agency head determines that such monitoring would be detrimental to national security.
Does the data need to be provided by GSA Occupancy Agreement or can it be provided by building number?
Data must be provided for each OA by citing the OA number if it is a GSA controlled asset. Data must be provided for each real property unique identifier by citing the RPUID number if it is not a GSA-controlled asset.
What types of space are generally counted in office usable square foot calculations?
The table below should be referenced for USF calculations. Please note that agencies will determine whether sensitive compartmented information facility space is office space.
| Considered “typical office space” | Not considered “typical office space” |
| Workstations (open office), private offices | Print shops, light industrial (e.g., mail centers) |
| Circulation, conference rooms, training rooms (unless agency mission) | Labs, holding cells, sally ports |
| Regular office storage and administrative space (e.g., file, copy, mail—not warehouse) | Warehouses, vaults, secure storage, weapons rooms |
| Collaborative areas, break rooms, pantry/kitchenettes | Fitness centers, locker rooms, occupational health units |
| Waiting/reception areas (non-public facing), privacy rooms (e.g., wellness rooms) | Data centers, public-facing waiting areas |
| Auditoriums, libraries | Spaces atypical of commercial office environments |
How should departments and agencies address space that is only occupied in case of a disaster or emergency scenario?
Agencies will determine how this space is considered, similar to SCIF space noted above.
Should agencies report vacant buildings? What about space awaiting demolition?
Yes. Agencies must report the occupancy and the actual utilization rates of space in public buildings, as defined in 40 U.S.C. § 3301, and federally leased space occupied by the respective agency.
How should agencies report space that is in transition, such as under renovation, reducing, or in the process of a move?
Agencies should report current inventory and occupancy by the deadline, including space that is in transition.
Where can I find Section IX referenced in Footnote 6 in OMB M-25-25?
Please disregard this reference. It was erroneously included.
Is there help available to reduce space and optimize the federal footprint?
GSA has tools and resources to reduce space to reflect requirements, work patterns, and optimize the federal footprint.
If an agency has multiple OAs in a building, can only one be reported in OMB Collect?
No. For space within GSA’s jurisdiction, custody and control, agencies should report utilization by individual OA. If an agency has space in a building with multiple OAs, the occupant agency should report utilization rates for each individual OA.
If the agency’s method for gathering utilization rates does not delineate between OAs, the agency should allocate between the OAs to the best of their ability.
Can an agency use more than one collection methodology across different locations?
Yes, multiple collection methodologies are acceptable.
Does occupancy count include contractors, or only full-time equivalents?
The occupancy count should include all government employees and contractors who utilize the space.
OMB M-25-25 references daily occupancy totals starting on Sunday and concluding on Saturday, but OMB Collect only allows ten days per pay period. Are agencies required to report occupancy totals for Saturday and Sunday?
Reporting is only needed for Monday-Friday. Agencies do not need to report occupancy on weekends, even for 24/7 operations.
Who can upload this occupancy data?
Each agency will identify two points of contacts to upload this data. These POCs will have access to only their agency’s data on OMB Collect (accessible via MAX.gov with a PIV card).
What if we don’t have reliable occupancy data yet?
Agencies are expected to report this data for the first pay period after May 4, 2025. We have suggestions for tools to collect this data.
When are submissions due each cycle? What if a federal holiday falls on this day?
Submissions are due the Monday following the end of a pay period. If Monday falls on a holiday, please submit on the next official business day.
How do I get an Excel file to upload in OMB Collect?
The primary and secondary POCs will get an Excel file for their agency via email every two weeks.
Can I update a data set after submission and before the deadline?
Yes, there is an option to Withdraw Submission that allows for a data set to be revised before the deadline.
Can I retroactively update a data set?
No, you can not update data after the submission deadline. However, you may update data until the pay period submission deadline.
How do I change my input POC?
Email [email protected].
How do I see my data after it is submitted?
Data will be made available on D2D.gsa.gov at a later date.
What if I do not have Excel?
Google Sheets can be used to convert files to Excel. Excel files can be uploaded to GSheets, edited, and exported as an Excel file.
What if I get the error: In the “Bureau” Column: “adsfsd” is not valid?
Bureaus for your agency must come from the file named “Agency_Bureau_List_for_Occupancy_Collection.csv” made available on this connect.gov page.
What if I get the error: Cell validation error: ‘x’ is not a valid value for form field?
This error will happen if you provide a value that is not an integer for the Week Day columns. You will need to round decimal values to the nearest integer value before uploading.
In a GSA-controlled space with multiple agencies occupying space in one OA, who reports the data?
The agency assigned in the OA reports the total FTE count for all agencies occupying the space during the two-week reporting period.
When non-GSA-controlled space is 100% occupied by an agency different from the landholding agency, which agency needs to report the utilization data?
The occupying agency should report the space’s occupancy associated with that RPUID, with coordination from the land holding agency to ensure accurate reporting.
When non-GSA-controlled space under a RPUID is not fully occupied by another agency, which agency needs to report the utilization data?
The landholding agency should report the total FTE count for all agencies occupying the space during the two-week reporting period, similar to multiple agencies question.
Is the 150 USF per person design requirement in OMB M-25-25 applicable to public buildings or federally leased space without a Federal Real Property Profile (FRPP) predominant use code of “Office”?
- The design standard applies to office space regardless of whether it is leased or federally owned.
- Only spaces designed for public-facing uses are excluded from this requirement.
- This requirement is not retroactive, meaning agencies are not required to modify existing space to meet the standard.
- For the most recent building definitions, see the most recent FRPP data dictionary.
Who do I contact if I have other questions?
Email [email protected] if you have questions related to USE IT Act, OMB Memorandum M-25-25, or data collection through OMB Collect.
U.S. General Services Administration