A Legislative Post Audit review of how state agencies acquire and use office space found that agencies reported about 4.1 million square feet of owned or leased office space statewide, with most of that located in Shawnee County and leased from private landlords or the state.

Macy Smith presented the audit and said the team could not reliably compare lease vs. buy costs because nearly all agencies in Topeka lease space, and because the Department of Administration's building-cost calculations were based on a series of spreadsheets that contained unexplained numbers. Auditors recommended the Department of Administration create detailed instructions for compiling and calculating building operating costs and state lease rates.

The audit also found agencies reported an average of about 375 square feet of office space per FTE for locations that are primarily office space, a figure higher than many reviewed standards, though auditors did not judge whether that amount is appropriate for specific agencies.

Auditors noted that, for fiscal 2025, privately owned leases in Topeka generally cost less than leases for state-owned space after factoring in fully loaded costs such as maintenance and parking; the Department of Administration told auditors that state lease rates include costs for building improvements, shared non-leasable space and certain amenities.

Committee members asked for more granular data, such as on-site FTE per location, and Department of Administration deputy secretary Frank Burnham said the department would work to provide better accounting and to create a more stable multi-year rate after more experience operating the recently renovated Docking building.

The committee accepted the audit as part of its packet and asked staff to follow up on the Department of Administration's steps to improve calculation transparency and lease-cost documentation.