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Monthly Billing Report

Number of views : 28
Article Number : KB0012531
Published on : 2023-11-30
Last modified : 2023-11-30 20:19:09
Knowledge Base : IT Public Self Help


The UT-VMG team sends monthly reports to VM contacts for UT-VMG and "UT-V classic". The reports sent to customers contain more detail about the VMs than the reports sent to accounting and go out to both technical and billing contacts for the VMs. See Article KB0012527 - UT-VMG - Billing for additional information.

The billing period for the report is always the preceding full month. For instance, the billing report received in July will include the billing charges for the month of June. If changes are needed to a VM's contact information, contact the UT Service Desk and provide the VM name and changes you would like made; for VMs in the self-service environment see Article KB0015646 - Updating VM Attributes.

Spreadsheet Columns

Column Name

The name of the VM as it exists in vCenter (system of record).

If a VM was renamed during the billing period, there will be a line per name with the number of days (see DaysInMonthCharged below) it existed with each name. Additionally, if the VM was restored from backup or otherwise had its internal ID changed, there will be multiple lines with the same name and the corresponding number of days billed with that ID.

[Month Year] Charges

The amount that will be billed for the the billing period for the VM.

The daily cost of the VM is recorded each night based on the quantity and daily price (yearly price / days in fiscal year) of each specification (memory, tier 1 disk, tier 2 disk, backups). The daily costs and once-per-year costs are then summed to arrive at the billing period's charges.

AccountNumber The account number on record that will be charged.
DaysInMonthCharged Number of days the VM existed in the previous month with the corresponding name and internal ID.
IncludedOncePerYearCharges The number of once-per-year charges applied to the VM for the billing period. Currently, the only once-per-year charge we have is for the backup license. So, this will be 1 or 0. Starting with September 2017's billing period (which will come out in October 2017), the backup license will be discontinued and rolled into the other charges to more accurately reflect the drivers of backup license costs. After that, this will be zero and eventually likely removed from the report.

Whether the VM has been opted out of backups as of the last day of the month (or the last day the VM existed in the month, if it was deleted, renamed, restored from backup, etc.). The possible values are:

  • OptedIn - The VM has not been opted out of VM-level backups and the full VM was being backed up.
  • PartialBackup - The VM has not been opted out of VM-level backups; however, some virtual disks could not be backed up due to being configured as snapshot independent. These disks will not be included in the backup charges. Full backups are recommended but there may be legitimate reasons some disks should not be backed up (databases, using guest OS-level backups, etc.). Adding all disks to the backup will require a short downtime to update the virtual disk configuration. Contact the UT Service Desk if you would like to begin coordinating the change.
  • OptedOut - The VM has been opted out of VM-level backups.
vCenter The VMware vCenter server that manages the VM.
vCenterFolder The folder in vCenter in which the VM resides.
Cluster The VMware host cluster in which the the VM resides.
ProvisioningGroup The provisioning group in which the VM resides. This will be blank if the VM is in “UT-V classic”.
DepartmentCode Four-character department code we have on record for the VM.
BillingContactEmails Billing contact email addresses we have on file for the VM.
TechnicalContactEmails Technical contacts email addresses we have on file for the VM.
UT-V vRAM This is the sum of the billing period's charges resulting from the amount of memory allocated to the VM.
VMSU T1 This is the sum of the billng period's charges resulting from the tier 1 storage allocated to the VM. The name "VMSU T1" has been chosen to align with the label in the rate sheet distributed as part of the FY17-18 rate changes. VMSU stood for "Virtual Machine Storage Unit" and was created when storage was allocated in blocks of certain numbers of gigabytes (GB). That no longer applies and customers are free to request an arbitrary number of GB. We hope to update this label with the next rate review. The label does not impact the way rates are calculated.
VMSU T2 This is the sum of the billing period's charges resulting from the tier 2 storage allocated to the VM. See above regarding the "VMSU" term.
VM Backup Storage This is the sum of the billing period's charges resulting from the VM-level backups provided by the service.

Receiving Multiple Copies of the Email or Missing VMs

A spreadsheet and email is generated for each email address we have listed as a contact and the report includes all the VMs with that contact. If the email address we have for a particular groups' VMs is not consistent, customers may receive multiple instances of the report or find that some VMs they expect to be included are not. For instance, one VM may have a customer's address and another may have the customer's address. Or an individual's address may be included along with a mailing list the individual belongs to. We recommend customers use mailing lists or distribution groups that they manage and monitor as the email contacts for VMs wherever possible.

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