Workplace Services / Hoteling / Management Reports

Charging Departments for their Booked Seats

Since space is a significant factor of building costs and can be quite expensive, many sites internally bill (or charge back) departments for their use of space. If your site charges back departments for their use of seats, you will want to include a department's use of booked seats in your chargeback calculations.

The Hoteling Chargeable Costs by Division report, described below, documents only the cost of hotelable seats.
To generate an overall bill of all space costs that includes both permanently occupied and hotelable seats, run the tasks of the Shared Workplace Chargeback process.

For an overview on ARCHIBUS chargeback concepts and features, see Space Planning & Management/Space Chargeback: Process Overview.

The Shared Workplace Chargeback Method

Bookings are stored in the Workspace Transactions table. The Shared Workspace Chargeback process also stores space in the Workspace Transactions table. Therefore, if you want to account for booked seats in your overall space chargeback calculations, you must use the Shared Workspace Chargeback method to document your permanently occupied rooms as Workspace Transaction records. Once you generate the Workspace Transaction records for each room using the Synchronize Rooms task, you can indicate that you do not share the space in the permanently occupied rooms by retaining their percentages at 100 percent. See Shared Workplace Chargeback/Allocate Percentages for details.

To determine the charges for booked seats:

Run the Hoteling Chargeable Costs by Division report.
Choose the Update Area Totals and Perform Chargeback button, located in the upper right corner.
On the resulting form, enter a date range for which you want to charge for space.
Choose the Update Area Totals and Perform Chargeback button, located in the upper right corner of the form.
The system calculates the space used by each department and runs the chargeback routine.
The system displays the Hoteling Chargeable Costs by Division report.
For each division, you can display its departments and their associated costs for booked seats.

Note: The chargeback routine not only charges a department for the space it uses, but also for its proportional share of common space on the floor and in the building. Therefore, the Hoteling Chargeable Costs by Division report lists data on occupiable area, common area, non-occupiable area. See the Space/Chargeback topics for information on these fields.