Chargeback Services

The Executive Office of Technology Services and Security (EOTSS) is authorized by statute under M.G.L. Ch. 7d to chargeback agencies/entities for technology 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 and 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
• Costs associated with service enablement functions such as procurement, legal, finance, and human resources

Learn more about Chargebacks from the Office of the Comptroller (CTR)

Existing Services:

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 the customer’s responsibility to review and assess EOTSS' annual estimates. If an adjustment is needed, the customer is authorized to make the adjustment, with the understanding that the customer is ultimately responsible for all actual usage incurred.

Any changes, along with the supporting analysis, must be reported to the assigned EOTSS Customer Engagement Intake Specialist or via the Customer Engagement Team's shared mailbox EOTSS-Centralizedintake@mass.gov and the EOTSS Chargeback Team prior to making adjustments to their IE.

New Services:

For customers adding a new billable service (or for those customers who are engaging initial services with EOTSS), 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
• An adjustment to the Internal Encumbrance (IE) (when new services are added)