New Build Released for REIA Pro v17

Yesterday we released build 1.12 of REIA Pro which fixes two minor issues:  first, the Hide Taxes option was not working correctly with one report and second, we have implemented an improvement to the code which controls the saving and closing of the workbook so that you will not be prompted to save the file if you have not made any changes.

All customers who have a license of the REIA Professional v17 software are encouraged to update their software.  Just click on the “Check for Updates” button on the Welcome worksheet, or login to your account at realdata.com to get the latest installer file.

New Updates Add Waterfall Returns to On Schedule and C/I Development programs

Need waterfall returns for your equity partners in your development projects?  You asked and we have delivered by adding this new feature to both our On Schedule and C/I Development programs.  This feature is available at no charge to customers with licenses of the latest versions of these products.  At this time, this feature is available for Windows products only.

Update your software to version 5, build 1.16 for On Schedule and version 6, build 1.17 for CID by clicking on the “Check for Updates” button on the Welcome worksheet of your product, or by logging into your customer account and downloading the latest installer file.

What are Waterfall Tiers?

With this new option, you can now configure IRR achievement hurdles for your limited partners / non-managing members. Enter up to four different tiers with different IRR rates, just as in our REIA Professional program.

waterfall

 

If you have a license of a previous version of On Schedule or CID, consider upgrading to gain access to this and other powerful new features.  See our upgrade page for pricing and more information.

Real Estate Project Feasibility – What’s Behind Door #2?

door_1_2In an earlier article we discussed the first of two ways that developers traditionally use to look at the feasibility of income-property projects. That one was called the “Back Door” approach. It will come as no surprise to learn that we call the other method the “Front Door” approach.

The difference between these two approaches lies in what you consider to be the unknown variable. With the Back Door, you believe you know the rental rate that you can obtain for the space once it is built. You also know the cost of financing your project and what you consider to be an acceptable rate of return on your own equity investment. Blend this all together and what you’re really saying is that you know the revenue stream and want to figure out is the maximum total project cost that you can support with that revenue stream.

Once you get that far, you can refine the process a bit by breaking the total project cost into land and improvements. If you can estimate your cost for improvements, that allows you to back into the maximum land value that you can justify for this deal. We say land “value” rather than “cost” because you may already own the land. If that’s the case, then the decision you reach via the Back Door is whether or not the project you have in mind is in fact the best economic use of your land.

As its name suggests, the Front Door approach is a bit more direct. In this case you believe you know the total project cost – your outlay for improvements and the cost or value of your land. Now the unknown variable is the revenue stream. What rent must you generate in order to make this deal worthwhile? To ask this question another way, if you charge market rent does the deal provide an acceptable return?

Let’s look at an example. We’ll start with the project cost, which is made up of hard costs, soft costs and land. Recall from the earlier article that hard costs include construction as well as related items such as civil/mechanical utilities and environmental remediation; and soft costs include architectural and engineering, loan fees, development loan interest, legal fees, zoning-related costs, permits and similar items.

Hard costs: $1,700,000
Soft Costs: $750,000
Land Costs: $350,000
Total Project Cost: $2,800,000

The market capitalization rate for properties like this in your area is 11%. (If you haven’t done so already, you should read our article about cap rates in the Learn section of realdata.com. Even better, my book, What Every Real Estate Investor Needs to Know About Cash Flow…, provides a detailed tutorial.) In order for the property to yield such a rate, it needs to have a Net Operating Income that we calculate as follows:

Net Operating Income = Cap Rate x Value
Net Operating Income = 0.11 x 2,800,800
Net Operating Income = $308,000

We need a few more puzzle pieces to complete the picture. We know that we are building a project that will offer a total of 20,000 square feet of rental space. We must build in an allowance of 3% of the Gross Scheduled Income (the total potential rent) for possible vacancy and credit losses. We estimate that our operating expenses (property taxes, insurance, etc.) will be $50,000 for the first year. We can use the same format as we did in the Back Door analysis:

Total Rentable Square Feet x Average Rental Rate
= Gross Scheduled Income
– Vacancy and Credit Allowance
= Gross Operating Income
– Operating Expenses
= Net Operating Income

Let’s fill in what we know:

20,000 x Average Rental Rate
= Gross Scheduled Income
– 3% of Gross Scheduled Income
= Gross Operating Income
– Operating Expenses of 50,000
= Net Operating Income of 308,000

I’ll spare you the algebra involved and reveal the precise answer in a moment. It is for times like this that you use professional real estate software, so I’ll digress to suggest that you look at our Commercial / Industrial Development software, which we have offered since 1983. It’s designed specifically to analyze development projects and to help you sort out this sort of front-door back-door feasibility.

In real life what you would probably do next is to plug in the current market rental rate to see if in fact it would give you at least a $308,000 Net Operating Income, thus demonstrating that the project is feasible. Let’s say that the market rate for this space is $18.50 per square foot per year and try that:

20,000 sf x 18.50 per sf
= Gross Scheduled Income of 370,000
– 3% of Gross Scheduled Income of 11,100
= Gross Operating Income of 358,900
– Operating Expenses of 50,000
= Net Operating Income of 308,900

We were looking to achieve a NOI of $308,000, so for all practical purposes we nailed it. Based on these numbers, the project makes sense. For those readers who labored to calculate the exact rate to get the $308,000 NOI, it is a fraction of a cent more than $18.45.

Neither the front- nor the back-door approaches is a just brain teaser. These are effective methods to look at income-property projects to help you decide if they make economic sense.

—-Frank Gallinelli

Want to learn more about real estate investing? Visit learn.realdata.com

####

Your time and your investment capital are too valuable to risk on a do-it-yourself investment spreadsheet. For more than 30 years, RealData has provided the best and most reliable real estate investment software to help you make intelligent investment decisions and to create presentations you can confidently show to lenders, clients, and equity partners. Find out more at www.realdata.com.

 

Copyright 2016,  Frank Gallinelli and RealData® Inc. All Rights Reserved

The information presented in this article represents the opinions of the author and does not necessarily reflect the opinions of RealData® Inc. The material contained in articles that appear on realdata.com is not intended to provide legal, tax or other professional advice or to substitute for proper professional advice and/or due diligence. We urge you to consult an attorney, CPA or other appropriate professional before taking any action in regard to matters discussed in any article or posting. The posting of any article and of any link back to the author and/or the author’s company does not constitute an endorsement or recommendation of the author’s products or services.

Real Estate Project Feasibility – What’s Behind Door #1?

If you have ever been involved with the development of income property then you may have heard this dictum: One can describe virtually any development project as…

  • a use looking for a site or
  • a site looking for a use.

Out of this ying and yang school of development arose two classic techniques to assess feasibility: The Back Door and the Front Door approaches.

Let’s first take a look at the Back Door Approach

door_1_2You might employ the Back Door approach if you have a use looking for a site. You know what you want to build and can reasonably estimate the kind of rental revenue it can generate. The question for you as the developer is, “Will that revenue be sufficient to justify the cost of development?”

Presumably, this technique is called “back door” because you’ll back into the maximum project cost that the use will support. Then, like Hamlet examining Yorick’s skull, you’ll ponder it until you decide if you can actually do the deal. In short, if your intended use will support a project that costs $x and no more, you must decide if you can you develop it for those $x.

To do the math, start by determining the extent of rentable square footage that you can build on this parcel. Obviously you need to take into consideration issues such as lot coverage, height restrictions, floor area ratios, parking requirements and so on to determine what is permissible as well as possible. Depending on the complexity of the use, you might then simply multiply the total rentable square feet by the average rental rate or you may need to create a proposed rent roll on a space-by-space basis. In any event, your first step here is to establish an estimate of the project’s Gross Scheduled Income.

From this point, you work through the numbers exactly as you might in our Real Estate Investment Analysis software or as shown in our ecourse. From the Gross Scheduled Income you subtract a Vacancy and Credit Allowance. That gives you the Gross Operating Income (or Effective Gross Income, as some prefer to call it). Next you subtract all operating expenses, which leaves you with the property’s expected Net Operating Income.

From here you want to establish the maximum loan amount that the NOI can support. If you want to take the quick route you can download the free real estate calculator program we provide at realdata.com and use the section called, of all things, “Maximum Loan Supported by Property Income.” If you’re a rugged individualist, you can also do the math yourself: Divide the NOI by the lender’s required Debt Coverage Ratio; then divide again by the annualized mortgage constant (which is 12 times the monthly payment amount for a $1 loan at the interest rate and term that the lender will provide).

Now you know the maximum loan that this project can support. The Loan-to-Value ratio should define the relationship of this loan amount to the maximum value of the whole package. So, divide by the lender’s maximum Loan-to-Value percentage and you’ll have the Maximum Total Project Cost. Put it all together and it looks like this:

Total Rentable Square Feet x Average Rental Rate
= Gross Scheduled Income
Vacancy and Credit Allowance
= Gross Operating Income
Operating Expenses
= Net Operating Income
= Maximum Total Project Cost

To put this more succinctly, you started with the gross rent, pared that down to a NOI, found the maximum loan the NOI could support and then applied a Loan-to-Value ratio to reach the Maximum Total Project Cost.

The next step in assessing the feasibility requires you to pick apart that total project cost. The total is made up of three parts: Hard costs, soft costs and land. You know what you’re planning to build, so you can figure the first two:

the hard costs, which include primarily construction but also items such as civil/mechanical utilities and environmental remediation;

the soft costs, such as architectural and engineering, loan fees and interest, appraisal, legal fees, permits and zoning-relating costs.

The hard costs and soft costs combine to represent everything in this project except the value of the land. So, if you subtract those hard and soft costs from the Maximum Total Project Cost, what’s left is this: the maximum value of the land for you to be able to consider this project feasible.

Keep in mind that if you already own the land, it’s the land’s current market value not its purchase price that you want to consider. If the land is worth more or costs more to buy than this maximum value you just calculated, then according to the Back Door approach the deal is not feasible.

Maximum Total Project Cost
Project Hard Costs
Project Soft Costs
= Maximum Site Cost or Value

Example:

You propose to build an income property with 20,250 rentable square feet. The average rental rate will be $20 per square foot. You provide a 10% allowance for vacancy and credit loss and expect operating expenses to total $44,000 per year.

Your lender will provide financing at 8% for 240 months and requires Debt Coverage Ratio no less than 1.2 and a Loan-to-Value Ratio no greater than 80%. What is the Maximum Total Project Cost?

You estimate Hard Costs to be $2,430,000 and Soft Costs to be $625,000

You own the land, which has a current market value of $750,000. Does it seem feasible to build the project on this site?

Start with the Gross Income and work your way through the model above:

20,250 Total Rentable Square Feet x 20.00 Average Rental Rate
= 405,000 Gross Scheduled Income
10% Vacancy and Credit Allowance
= 364,500 Gross Operating Income
44,000 Operating Expenses
= 320,500 Net Operating Income
= 3,326,142 Maximum Total Project Cost

If your lender requires that you have enough Net Operating Income to cover 1.2 times the debt service (i.e. 1.2 Debt Coverage Ratio) then your NOI of 320,500 can justify annual debt payments up to $267,083.

Given your lender’s financing terms (expressed in the Mortgage Constant), the mortgage can support a mortgage of $2,660,913.

If the Loan-to-Value ratio is 80%, that $2.6 million represents 80% of the project’s value; so 100% of its value equals $3,326,142.

What will it cost you to build, not counting the land? Your combined Hard Costs and Soft Costs total $3,055,000. If the Maximum Total Project Cost that the income stream can support – in other words, if the most you should spend on the complete package, given the potential rental income – is $3,326,142 and the cost of physical construction is $3,055,000, then the difference of $271,142 is the most that you can justify spending on the land. But the land is really worth $750,000. So it appears that it won’t make sense for you to build this project on this site. The cost of physical construction plus the value of the land are greater than the rent can support.

For those of you familiar with RealData’s Commercial / Industrial Development software, that program uses some of the back-door rationale while adding a few twists of its own. You can indeed let the program back you into the maximum development loan, but our experience is that developers are interested in projects that are profitable, not just feasible, so you can work with other considerations in that program to guide your project model. You can find more information about that program at http://www.realdata.com/p/cid/cidproductpage.shtml.

In our next article, you’ll see what it’s like to come in the Front Door.

—-Frank Gallinelli

Want to learn more about real estate investing? Visit learn.realdata.com

####

Your time and your investment capital are too valuable to risk on a do-it-yourself investment spreadsheet. For more than 30 years, RealData has provided the best and most reliable real estate investment software to help you make intelligent investment decisions and to create presentations you can confidently show to lenders, clients, and equity partners. Find out more at www.realdata.com.

 

Copyright 2016,  Frank Gallinelli and RealData® Inc. All Rights Reserved

The information presented in this article represents the opinions of the author and does not necessarily reflect the opinions of RealData® Inc. The material contained in articles that appear on realdata.com is not intended to provide legal, tax or other professional advice or to substitute for proper professional advice and/or due diligence. We urge you to consult an attorney, CPA or other appropriate professional before taking any action in regard to matters discussed in any article or posting. The posting of any article and of any link back to the author and/or the author’s company does not constitute an endorsement or recommendation of the author’s products or services.

New Podcast: Investing in Income-Producing Real Estate

I had the privilege recently of recording a video podcast with REICLub, where we discussed investing in income-producing real estate: deciding what kind of property you should buy, how to begin the analysis process, understanding the income stream, estimating value or worth, dealing with long-term projections, recognizing common pitfalls, investing with partners.

I invite you to view it here:

http://www.REIClub.com/FrankGallinelli

—Frank Gallinelli

What is Your Marginal Tax Rate, and Why is It Important to You?

marginal tax rateUnless you make your living by helping people complete their returns, you probably prefer to spend as little time as possible thinking about income taxes. The rules and forms are generally opaque and the process is often stressful. However, there is at least one concept in the U.S. tax system that is both very simple and really important, and yet I find that it is unfamiliar to many. That concept is the Marginal Tax Rate, and the short version goes  like this:

Your marginal tax rate is the rate at which your next dollar of income will be taxed.

Now let’s see just how that works and why it matters to you.

Tax Brackets

If the U.S. had a so-called “flat tax,” then each person would pay a fixed percentage of his or her income. For the sake of example (and putting all political agendas aside), let’s say the flat rate were 10%:

$10,000 income x 10% = $1,000 tax

$1,000,000 income x 10% = $100,000 tax

Simple enough, and the person with the higher income would pay a proportionally higher tax.

However, the U.S. has instead what is called a “progressive” tax system. It’s like a layer cake. The bottom layer is taxed at a certain rate; the next layer is taxed at a higher rate; the next at a still higher rate. We call these layers “tax brackets.” Here is what the brackets for a married couple filing jointly looked like in 2015:

Screenshot 2016-02-03 10.37.06

The logic here is that the higher your income, the higher the rate at which that income will be taxed. The tax rate becomes progressively higher as income increases, hence the name.

What Is Marginal Tax Rate?

Your marginal tax rate is simply the rate at which your next dollar of income will be taxed. Let’s say that our married-filing-jointly couple, Jack and Jill, had income only from their jobs in 2015. After deductions, they had a taxable income of $74,900. They are at the top of what we would call the “15% tax bracket.”

Then Jill received a one-time year-end bonus of $1,000, raising their total family income to $75,900. How much of that bonus will be lost to federal tax? Recall our table:

Screenshot 2016-02-03 10.47.12

Every dollar earned starting with dollar # 74,901 (and continuing until 151,200) is going to be taxed at 25%. So she will pay $250 of that bonus in federal tax.

$1,000 x 25% = $250

What Marginal Tax Rate Isn’t

If someone were to ask our couple what tax bracket they were in, they would say, correctly, “25%.” Many people assume, incorrectly, that this would mean they are paying 25% of their total income in taxes. But that is not the case. This couple is paying 10% of their first $18,450 of income, 15% of the next $56,450, and 25% of the last $1,000.

And so, they are actually paying an effective rate that is just a bit less than 14%.

Screenshot 2016-02-03 10.32.27$75,900 income / $10,562.50 tax = 13.92% effective tax rate

Why Does It Matter to You?

Now that you understand how it works, you ask the obvious existential questions: So what? Why do I care?

Knowing your marginal tax rate is essential to anticipating the tax consequences of new income or new deductions. Consider some examples:

Our couple knows that their effective tax rate is currently around 14% but their marginal rate is 25%. What if they decide to acquire a profitable new investment property? They need to recognize that the additional income, which is layered on top of their employment income, is going to be taxed at their marginal rate of 25%. That information may factor into their decision as to whether the income from that property, after-taxes, is attractive enough to justify the cost and the effort.

What if they were thinking about making a $1,000 donation to charity at the end of 2015, or possibly waiting until next year to do so? If Jill’s bonus is indeed a one-time event, she would save $250 on their joint taxes if she makes that donation this year, while she is in the 25% bracket; but she would save only $150 if she waits until next year when she expects to drop back under the 25% marginal rate and into the 15% bracket.

Perhaps in 2016 this couple encounters a fantastic real estate opportunity where they make a quick $85,000 profit. Short-term gains are treated as ordinary income, so add this profit to the $74,900 taxable income they had expected from their jobs and you can see that they will catapult across two tax brackets. At $159,900, assuming the bracket table remains the same, their marginal rate is going to jump to 28%.

Screenshot 2016-02-03 10.47.32

By being aware of their new marginal rate and where it is that they may fall within that 28% tax bracket, they can do some sensible tax planning. It looks like $8,700 of their income (i.e., the amount that their 2016 income is over $151,200), will be taxed at 28%. Are there some 2017 deductions that they could accelerate into 2016? Perhaps they could pre-pay the property taxes on their home. All or part of that deduction would save 28% if they took it the year of atypically high income, versus 15% in a year where their income returned to the 15% bracket.

One word of caution to so-called high-income investors (and that could mean folks with income as low as about $200,000 for individuals or $250,000 for joint filers): There are a variety of potential gotchas lurking for you in the ever-changing tax code. Certain deductions or exemptions may phase out, and the Net Investment Income Tax may kick in. Don’t try parsing this at home; consult a professional tax advisor.

For most people, however, awareness of your marginal tax rate and where you fall in the tax-bracket chart can be a big help in understanding the consequences of changes in income and making informed tax-planning decisions.

—-Frank Gallinelli

Want to learn more about real estate investing? Visit learn.realdata.com

Your time and your investment capital are too valuable to risk on a do-it-yourself investment spreadsheet. For more than 30 years, RealData has provided the best and most reliable real estate investment software to help you make intelligent investment decisions and to create presentations you can confidently show to lenders, clients, and equity partners. Find out more at www.realdata.com.

####

Copyright 2016,  Frank Gallinelli and RealData® Inc. All Rights Reserved

The information presented in this article represents the opinions of the author and does not necessarily reflect the opinions of RealData® Inc. The material contained in articles and blog posts that appear on realdata.com is provided as general information and is not intended to provide legal, tax or other professional advice or to substitute for proper professional advice and/or due diligence. We urge you to consult an attorney, CPA or other appropriate professional before taking any action in regard to matters discussed in any article or posting. The posting of any article and of any link back to the author and/or the author’s company does not constitute an endorsement or recommendation of the author’s products or services.

 

Loan payments, escrow and other monthly considerations

Question from a Customer:

“With regards to the loan amortization, does the loan calculation take into account an escrow account or is there a section to enter separate escrow account payments? Or is it easier to book the annual taxes and insurance separate letting the loan calculator calculate just the payment and loan balance?”

Answer:

Thanks for your question. The amortization schedule on the RealData Calculator is designed to focus strictly on the loan itself, tracking the principal and interest portion of each payment, and the ongoing balance. It gives you the option of dealing with  lot of real-world loan scenarios, such as interest-rate changes, extra payment to principal, and skipped payments. The escrow account, however, is something that is separate from the loan, and we think it’s best not to let that obscure the tracking of the loan.

Real Estate Expense Recoveries—What are they, how do they work? (part 3)

In Part 2 of our discussion of real estate expense recoveries, we looked at several different methods that property owners use to recover some of their operating costs from tenants:

  • Simple pass-throughs — These typically work well in single-tenant properties, or in properties with no common area. The expenses chosen for reimbursement are billed to the single tenant; or if there are multiple tenants, then the charge is divided according to each tenant’s share of the total space.
  • Expense-stop pass-throughs — Some pass-through arrangements require the tenants to pay a just portion of the recoverable expenses. The landlord pays up to a certain amount, called an “expense stop,” and the rest is passed through to the tenants. The “stop” can be a dollar amount defined in the lease, or it can be a “base-year stop,” where the landlord pays whatever amount comes due in the first year of the lease and the tenants pay any increase in subsequent years.
  • CAM — In larger properties, where there is common space for the benefit of all tenants as well as for the public, the landlord my collect CAM (Common Area Maintenance) charges—expenses related to the maintenance of these common areas.

We left off at sticking point, however, regarding larger properties. If there is a significant amount common area, then the landlord will surely be thinking about the fact that this space accrues to the benefit of the tenants but doesn’t earn anything for the landlord. There must be a way to remedy this apparent inequity.

 

The Load Factor

Enter the “load factor.”

Fotolia_42618982_XSload factor

Recall two definitions near the end of the previous article:

usable square feet (usf): The amount of space physically occupied by a tenant.

rentable square feet (rsf): The amount of space on which the tenant pays rent.

The load factor represents a percentage of the common area, which is then added onto a tenant’s usable square footage to determine the tenant’s rentable square footage.

Let’s say a shopping center has a total area of 100,000 square feet. 90,000 is the usable area, occupied by tenants, and 10,000 is common area.

Load Factor = total area / usable area

Load Factor = 100,000 / 90,000

Load Factor = 1.11

What this means is that each tenant’s usable square footage will be multiplied by 1.11—in other words, bumped up by 11%—to determine its rentable square footage, the amount on which it pays rent.

Say for example that you operate a 2,000 square foot boutique in this 100,000 center, and have contracted to pay $40 per rentable square foot.

2,000 usable sf x 1.11 load factor = 2,220 rentable sf

2,220 rsf x $40 = $88,800 per year rent

Unlike what you did in the earlier pass-through models, you’re not paying an additional charge on top of your base rent here. Your base rental rate remains the same, but now it is applied to a greater number of square feet—the space you actually occupy plus a proportional share of the common area. This combination of your private space plus a pro-rata portion of the common space is what we now call your rentable square feet.

You and the other tenants are paying rent for your proportional shares of the common area from which you all benefit, and the landlord is receiving rent for all the space in the property. Cosmic equilibrium is restored.

 

Is It More Income or Less Expense?

Regardless of the name we give it—reimbursement, recovery, or pass-through—the end result is the same. The bottom line of our Annual Property Operating Data (APOD) form, Net Operating Income, is increased. The final issue to confront is how do we account for this additional money when we assemble a presentation or analysis?

more lessOne way that I see often, and which I believe to be incorrect, is to treat the reimbursement as if it were a negative expense—in other words, to show the expense reduced by the amount reimbursed. For example, if the actual property tax bill were $10,000 and the amount reimbursed were $9,000, then by this method the property tax expense would be shown as $1,000. Why do I say this is incorrect?

The purpose of an APOD, or of any income-and-expense statement, is to convey information that is both accurate and useful. The taxes for this property are $10,000. If you were a broker or property owner and handed me a report that showed taxes of $1,000, I would…

a) suspect you were trying to con me

b) doubt all of the rest of the numbers on your report

c) be denied essential information I need to evaluate the property (e.g., the true cost of property taxes and the lease terms regarding expense reimbursement)

d) find another broker or owner to work with

e) all of the above

The correct answer, of course, is “e.” You’ve missed a key ingredient of successful business discourse: clarity. You should convey your analysis of a property in terms that are unambiguous, accurate, and relevant to your audience.

If you don’t treat the reimbursement as a negative expense, then how should you handle it?

You should treat it as revenue, the same as rent.

  • It is rent. The amount may be based on a calculation involving one or more operating expenses, but it is still money paid by a tenant to a landlord under a lease agreement. If it walks like a duck, etc.
  • Many lease agreements will in fact describe the reimbursement as additional rent.
  • You can then apply a vacancy allowance to the total of base rent plus recoveries to account for the loss of both from a vacant unit. The top portion of your APOD might look like this:

(One side note on the interplay of vacancy on expense recoveries: Some leases will contain a gross-up clause. In such a lease, if there is less than full occupancy (which is defined in the lease, and is often pegged at 90 or 95%), then the landlord may take certain variable expenses that would be directly affected by the level of occupancy, such as janitorial cost, and “gross them up” to the amount they would be at full occupancy.)

In these three articles I’ve given you the abridged version of simple, single-tenant pass-throughs; pro-rated multi-tenant pass-throughs; expense stops; base-year stops; CAM charges; load factors; and even presentation issues. But there is no limit to the creativity of landlords and tenants in their pursuit of successful dealmaking. If you’ve been part of novel expense-recovery design, please share it with us.

—-Frank Gallinelli

Want to learn more? Visit learn.realdata.com

####

Your time and your investment capital are too valuable to risk on a do-it-yourself investment spreadsheet. For more than 30 years, RealData has provided the best and most reliable real estate investment software to help you make intelligent investment decisions and to create presentations you can confidently show to lenders, clients, and equity partners. Find out more at www.realdata.com.

Copyright 2016,  Frank Gallinelli and RealData® Inc. All Rights Reserved

The information presented in this article represents the opinions of the author and does not necessarily reflect the opinions of RealData® Inc. The material contained in articles that appear on realdata.com is not intended to provide legal, tax or other professional advice or to substitute for proper professional advice and/or due diligence. We urge you to consult an attorney, CPA or other appropriate professional before taking any action in regard to matters discussed in any article or posting. The posting of any article and of any link back to the author and/or the author’s company does not constitute an endorsement or recommendation of the author’s products or services.

Real Estate Expense Recoveries—What are they, how do they work? (part 2)

Expense recoveries (aka reimbursements or pass-throughs) serve as a customary ingredient in leases for non-residential property. In part 1 of this article, I discussed some of the typical ways such an arrangement might play out.


The Simple Pass-Through

Fotolia_84790892_XS_split_costsIn a single-tenant property the tenant may be expected to pay all or a portion of certain operating expenses, such as property taxes and insurance, in addition to its base rent. If the tenant is obliged to pay just a portion of the expense, that amount is the excess over what is called an “expense stop.” Let’s say the property taxes are $12,000 and the lease requires the tenant to pay the excess over an expense stop of $4,000. The tenant would have to pay $8,000.

property tax expense — expense stop = expense reimbursement

$12,000 — $4,000 = $8,000 expense reimbursement

If this were a multi-tenant property, the recoverable amount would typically be pro-rated among the tenants—that is, it would be divided up according to the square footage of each tenant’s space in relation to the whole.


Base-Year Expense Stop

A variation on the expense-stop theme is the “base year expense stop.” In this scenario, the parties agree that the landlord will pay the full amount of the recoverable expenses for the first year, and in future years the tenant will pay any increase over that base.

An arrangement like this certainly seems straightforward enough, but prospective tenants sometimes view it with a jaundiced eye. What if the landlord tries to maneuver the timing of base year expenses in order to minimize them? Then the excess in subsequent years would be artificially inflated. If that’s a concern, then perhaps the tenant would prefer a pre-defined expense stop, as in the earlier example.

Keep in mind that the tenant does not pay these expenses directly to the original source of the bill. The landlord pays the tab and passes the appropriate charge through to the tenant, hence the term “expense recovery” or “reimbursement.”


Common Area Maintenance

furniture in small spaceNot every property will fit into a nice, neat, divisible mold. Take, for example, an office building or a larger shopping center. Properties like these may include areas such as lobbies, hallways, elevators, escalators, rest rooms, and parking lots—areas provided for the benefit of all the tenants, as well as for the public served by those tenants (i.e., their customers or clients). In addition, there may be services that the landlord provides for everyone’s benefit, such as security, trash removal, and janitorial. How does the property owner pass these costs through to tenants?

One approach is to bundle up the cost of common services into an item called CAM— Common Area Maintenance charges— and to pass that charge through based on square footage, just as one might pass through a property’s tax expense. Let’s take a tenant who occupies 2,000 square feet out of a total of 10,000; and let’s also say that we have identified $1,000 in total CAM charges for a given time period.

pro rata share of space x CAM charge
= expense reimbursement

20% x $1,000 = expense reimbursement

= $200 expense reimbursement

This method may be fine in situations where the CAM charges are based mainly on services, but the property owner might be less than satisfied with this approach if the property has a significant amount of physical area devoted to common use. Why?


Usable vs. Rentable

Perhaps the answer lies in that we mean by “space.” Let’s pause for two definitions:

usable square feet (usf): The amount of space physically occupied by a tenant.

rentable square feet (rsf): The amount of space on which the tenant pays rent.

The common area represents space from which the tenants benefit, but that space is not part of their private, usable square footage. The common space is being used for lobbies and hallways and rest rooms, so it’s not available to lease out and earn rental income. This would not appear to be an ideal business plan for the landlord. Should the landlord absorb the loss? Is there an alternative?

The answer, and more, in our final installment about expense reimbursements.

—-Frank Gallinelli

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Copyright 2016,  Frank Gallinelli and RealData® Inc. All Rights Reserved

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New Edition of Frank Gallinelli’s “What Every Real Estate Investor Needs to Know..”

book1 ed3Frank Gallinelli’s popular book, “What Every Real Estate Investor Needs to Know about Cash Flow…” is now available in a new third edition. Frank has added detailed case studies while maintaining the essentials that have made his book a staple among investors. The new cases show how to evaluate an apartment building, a mixed-use, and a triple-net leased property — not just running the numbers, but also looking beyond the surface data to see how you might discern what’s really going on with a potential investment.

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