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True-up instructions

Agency Google True-up Spreadsheet Instructions


General Information

The spreadsheet lists the current licenses and services for each agency user based on your January billing data.  Some services listed on your bill are not included in this spreadsheet because only the services pertaining to annual Google True-up are listed.

As a reminder, please be advised that agencies can upgrade Google licenses at any time throughout the year, but can only downgrade licenses during the annual Google True-Up period ending April 1.

Reading the Spreadsheet


The spreadsheet includes a “User Identification” section which lists each agency user (as of January billing data) by asset tag and email address.  The spreadsheet may not reflect any users that have been added or removed from your billing through standard processes since the time of the January billing data.

Across the top columns, the spreadsheet lists the four available “Email Box Types” for the true-up along with the cost of each mailbox type.  You can only select one type of mailbox per user from the following four selections:  

·         Basic 30GB Mailbox - $2.49 per user

·         Basic 30GB Mailbox plus Vault - $4.76 per user

·         Business Unlimited Mailbox (includes Vault) - $8.77 per user

·         Enterprise Unlimited Mailbox (includes Vault) - $24.78 per user

Storage Usage (GB) – This is the current amount a user is currently storing in their mailbox.

Across the top columns, the spreadsheet lists the three available “Additional Services” for the true-along with the cost of each additional service. You may choose any of these services per user as needed by your agency, including:

·         Virtru Combined Email & Drive Encryption - $4.61 per unit

·         Esna Fax to Email - $20.89 per unit

·         Esna Voicemail to Email - $20.89 per unit

A bullet (●) in a spreadsheet cell indicates the user is currently being billed (as of January billing data) for corresponding mailbox or additional service indicated at the top of the column.  

A blank cell in the spreadsheet indicates the user does not currently have the mailbox or service indicated the top of the column.

Updating the Spreadsheet

You can update and save your true-up information for each individual agency user directly on this spreadsheet as follows:

·         No Change in Mailbox or Additional Services 

When the user is to retain the same mailbox and additional services that are currently listed, please make no changes to the spreadsheet for the user. A bullet (●) will indicate that the user will continue to have that same mailbox and services next year.

·         Change the Mailbox Type

To change the mailbox type for a user, please first delete the bullet (●) for the current mailbox type and leave the cell blank.  Then select the new mailbox type to be used next year by inserting a captial “Y” into the cell for that user under the desired mailbox type column.  

·         Remove an Additional Service

To remove a current additional service from a user, please just delete that bullet (●) and leave the cell blank.

·         Add an Additional Service

To add a new additional service for a user, please insert a capital “Y” into the cell with the service of your choice.

If you see users on the spreadsheet that you know have been deleted since the January billing data, please leave the information unchanged on the spreadsheet.  

VITA will use the following Legend Information from the spreadsheet and updates to initiate the appropriate mailboxes and services for next year.

User currently has this service.


User does not have this service / remove this service from user.


Add this service for this user. 

Reviewing and Submitting the Spreadsheet

It is important to review your final spreadsheet before submitting it to VITA to ensure the accurate mailbox and service selections have been captured for your users. Please review the following:

·         Ensure you have a mailbox selection for each user by having either a bullet (●) or a “Y” in one of the four Mailbox columns for every user.   If a user does not have either a bullet (●) or a “Y”, the user will not continue to have a mailbox in July.  

·         Ensure that you do not have multiple mailboxes selected for a single user. There should not be both a bullet (●) and a “Y” included in the cells under the four mailbox selection columns for an individual user

·         Ensure the additional services are accurately captured for each user.

·         SAVE your changes

Completed and updated Agency Google True-Up Spreadsheets are required to be submitted back to VITA by close of business on April 1, 2019.    Agencies who do not submit true-up spreadsheets back to VITA by this due date will automatically have current mailboxes and services continued, and unchanged, for another year.  The next opportunity to downgrade mailboxes and services will be during the next annual True-up period in the first quarter of 2020.

Please have your agency head, or designee, approve the spreadsheet and return your updated Agency Google True-up Spreadsheet to VITA by emailing it to the VCCC@vita.virginia.gov  using the words “Google True Up <your agency name>” in the subject line. The email must be copied to Cam@vita.virginia.gov  and to your business relationship manager (BRM).  

Questions can be directed to your customer account manager.