Space / Space Chargeback / Space Chargeback (Transactional)

Space Chargeback (Workspace Transactions Enabled)

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 room 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: Determine if you want to use the AllocatePctSpaceOnDpChanges application parameter. For information, see Separate Allocation from Occupancy Changes.
2. Prerequisite: Develop your space inventory.

• Your inventory can contain groups, rooms, or both groups and rooms.
• Your rooms can document how space within rooms is shared between departments, or rooms are shared over time. See Room Inventory: Set Up & Manage (Process Overview).

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. 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 the Designate Common Area Rooms tasks.
4. Ensure that your groups and rooms are properly designated (for example, a room is not assigned as both a common and department area) by running the exception reports.
5. If you find that areas are not correctly categorized--for example an area is defined as both a common area and a departmental area-- correct your data.

• You can have the system reconcile workspace transactions.
• If you have problems with the group component of your inventory, have your space manager or CAD specialist correct the inventory using the Space Inventory application.

6. Have the system update the area totals by running the Update Area Totals task.

• Be sure to enter the date range for which you want to generate chargeback amounts.
• For information on the exact calculations made by this task, see Chargeback Calculations.

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.