SOCIAL SERVICES FISCAL MANUAL DETERMINATION OF COST
Section II F
OMB Circular A-87 Date March 31, 2024
II F-25
d. Where the use allowance method is followed, the use allowance for buildings and
improvements (including land improvements, such as paved parking areas, fences, and
sidewalks) will be computed at an annual rate not exceeding two percent of acquisition
costs. The use allowance for equipment will be computed at an annual rate not exceeding 6
2/3 percent of acquisition cost. When the use allowance method is used for buildings, the
entire building must be treated as a single asset; the building's components (e.g., plumbing
system, heating and air condition, etc.) cannot be segregated from the building's shell. The
two percent limitation, however, need not be applied to equipment which is merely attached
or fastened to the building but not permanently fixed to it and which is used as furnishings
or decorations or for specialized purposes (e.g., dentist chairs and dental treatment units,
counters, laboratory benches bolted to the floor, dishwashers, modular furniture, carpeting,
etc.). Such equipment will be considered as not being permanently fixed to the building if it
can be removed without the destruction of, or need for costly or extensive alterations or
repairs, to the building or the equipment. Equipment that meets these criteria will be subject
to the 6 2/3 percent equipment use allowance limitation.
e. Where the depreciation method is followed, the period of useful service (useful life)
established in each case for usable capital assets must take into consideration such factors as
type of construction, nature of the equipment used, historical usage patterns technological
developments, and the renewal and replacement policies of the governmental unit followed
for the individual items or classes of assets involved. In the absence of clear evidence
indicating that the expected consumption of the asset will be significantly greater in the
early portions than in the later portions of its useful life, the straight line method of
depreciation shall be used. Depreciation methods once used shall not be changed unless
approved by the Federal cognizant or awarding agency. When the depreciation method is
introduced for application to an asset previously subject to a use allowance, the annual
depreciation charge thereon may not exceed the amount that would have resulted had the
depreciation method been in effect from the date of acquisition of the asset. The
combination of use allowances and depreciation applicable to the asset shall not exceed the
total acquisition cost of the asset or fair market value at time of donation.
f. When the depreciation method is used for buildings, a building's shell may be segregated
from the major component of the building (e.g., plumbing system, heating, and air
conditioning system, etc.) and each major component depreciated over its estimated useful
life, or the entire building (i.e., the shell and all components) may be treated as a single asset
and depreciated over a single useful life.
g. A reasonable use allowance may be negotiated for any assets that are considered to be fully
depreciated, after taking into consideration the amount of depreciation - previously charged
to the government, the estimated useful life remaining at the time of negotiation, the effect
of any increased maintenance charges, decreased efficiency due to age, and any other factors
pertinent to the utilization of the asset for the purpose contemplated.