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Space Management & Planning / Space Chargeback / Standard Space Chargeback (Non-Transactional)

Standard Space Chargeback Method (Non-Transactional)

So that you can bill departments for the space they use, the Space domain provides tasks for determining the space that an organization occupies and its proportion of common space. The process of charging an organization for the space it occupies and its share of common space is known as chargeback.

The end result of a space chargeback is to charge departments for their use of facility area. A department is charged for the actual area it occupies, and a percentage of the facility's common area.

Procedure

1. Prerequisite: Develop a space inventory of rooms, groups, or a mixture of both rooms and groups.
2. Define the cost per area of buildings, floors, room categories, and/or rooms. Depending on practices at your site, you can define costs for any combination of these levels using the following tasks:

• Define Cost per Area for Building and Floor
• Define Cost per Area for Room Category and Room

3. Determine how the system will charge for remaining area by running the Define Cost per Area for Floors and Buildings task.
4. As part of developing the inventory, you may have already designated groups and rooms as being common areas. If you have not yet done this, you can do so now by running the Designate Common Area Groups and Designate Common Area Rooms tasks.
5. Verify that your areas are correctly categorized by examining the exception reports. If you find that areas are not correctly categorized--for example an area is defined as both a common area and a departmental area--return to step 4 and reclassify your areas. You may also need to have your space manager or CAD specialist correct the inventory using the Space Inventory & Performance application.
6. Typically, you calculate building areas as part of the inventory process. However, if you've made changes to the department or common area designations, your area values need to be updated. To ensure that the chargeback routine uses the very latest area data, run the Update Area Totals task.
7. Have the system determine the financial cost of the space used by each department by running the Perform Chargeback task.
8. Examine the chargeback reports.

Note: If you want to include booked rooms (temporarily occupied rooms by telecommuters and visitors managed with the Hoteling application) in your chargeback calculations, you must use the Shared Workplace Chargeback (Non-Transactional) process.