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The Details of Chargeback Services
What you need for Chargeback Services
The Executive Office of Technology Services and Security (EOTSS) is authorized by the legislature to chargeback agencies/entities for services provided. EOTSS operates under a "cost-recovery" model and uses a "chargeback methodology" to recover its expenses. Anticipated expenses are recovered through monthly billings. Expenses recovered can include; EOTSS direct labor support; hardware and software maintenance; vendor management costs; equipment leases/TELP's (if applicable); Massachusetts Information Technology Center (MITC) rent, etc.
For all customers who currently use billable services, EOTSS prepares an annual chargeback estimate of your expected costs. This estimate is included in the annual Internal Encumbrance (IE) amount which EOTSS proposes at the beginning of each fiscal year. It is your responsibility to review and assess EOTSS' annual estimates. If you feel that an adjustment is needed, you are authorized to make the adjustment, with the understanding that the customer is ultimately responsible for all actual usage incurred. Please communicate any changes, along with the supporting analysis, to the assigned EOTSS Service Account Manager and the EOTSS Chargeback Revenue Manager prior to making adjustments to their IE.
For customers adding a new billable service (or for those customers who are engaging initial services with MassIT), an estimate of your billable cost will be developed during the engagement process. The Business Application Request (BAR) form will be completed during this time. This document contains and outlines several important items:
- Any one-time costs that are to be billed,
- Monthly and annual estimated recurring charges,
- Customer chargeback account code for billing purposes,
- Appropriate organizational approval signatures.
- When new services are added, an adjustment to the Internal Encumbrance (IE) is prepared.
How to request Chargeback Services
If you require further assistance for Chargeback services, please contact your Agency Service Account Manager. For the SAM list, please see above.