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Chargeback Recommended Practice

Eptura Knowledge Center

Chargeback Recommended Practice

After initial setup, the Chargeback process runs concurrently with a Validate cycle, which is where the business provides information about its use of space on a regular basis. The Chargeback process is a high-level overview and includes who is responsible for each step.

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Chargeback Workflow Details


Prerequisite

Description

Responsible

Implementing Chargeback for costs and services can be a complex decision making process for your organization's Finance team. The Corporate Real Estate team will assist with the implementation in Serraview.

Finance team
Corporate Real Estate team

CB-1.1 Validation

Description

Responsible

Commence the monthly validation cycle, when validation is prompted by the Corporate Real Estate team via an email to all Workplace Administrators.

The Workplace Administrators confirm current occupancy and allocation.

Corporate Real Estate team

CB-1.2 Update VBS

Description

Responsible

Corporate Real Estate updates the Visual Block and Stack (VBS).

Corporate Real Estate team

CB-1.3 Run Chargeback Reports

Description

Responsible

Corporate Real Estate team runs the draft allocation reports and provides them to LOB (Line of Business) Managers for review.

Refer to Chargeback reports.

Corporate Real Estate team

CB-1.4 Review Chargeback Reports

Description

Responsible

The LOB Managers review the Chargeback Reports.

Line Of Business Managers

CB-1.5 Is the data correct?

  • Yes, refer to 1.5.1 Run Final Chargeback Reports.
  • No, refer to 1.2 Update VBS.

CB-1.5.1 Run Final Chargeback Reports

Description

Responsible

Based on LOB Managers review, the Corporate Real Estate team makes corrections if required. The integration of Workplace and Visual Block and Stack provides occupancy and allocation information quickly directly from the business.

Refer to Chargeback reports.

Corporate Real Estate team

CB-1.5.1.1 Send Final Reports to the Business

Description

Responsible

Final chargeback reports are run and supplied to the Finance team.

Corporate Real Estate team

 Calculate Chargeback Costings

Description

Responsible

The Finance team uses their financial system to calculate chargeback costs and communicates this to the business.

Finance team

 
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