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Telephone Long Distance Billing

POLICY STATEMENT
 
Long distance services are available to all University employees and students. The Telecommunications Department is required to follow established procedures when billing for these services.
 
DEFINITIONS
 
Telephone: Refers to telephones, faxes, modems and any other devices used to access dial tone through the University Telephone System.
 
Local Area Network (LAN): Miscellaneous equipment, fiber-optic cables, wiring, etc. that provides access to the campus computer network.
 
Campus Telephone Network: The University telephone system, along with all telephones, cables, wiring, terminations, etc., that results in the provision of telephone service to all areas of the campus.
 
Telco Research Call Accounting System: Computerized equipment that records calling information and provides detailed reports on long distance calls when using authorization codes.
 
Authorization Code: A numerical code assigned to departments, employees and students that provides immediate access to University long distance services.
 
Summary Cover Sheet: A report that is included in department long distance bills, which provides a summary of information about calling activity for all authorization codes assigned to the department.
 
PROCEDURES and RESPONSIBILITIES
 
The Telecommunications Department prints long distance billing statements from the Telco Research Call Accounting System on the 24th of each month. These statements contain detailed information on all calls made on each authorization code, such as: date, time, dialed number, city, state, duration and charge. Also included are the total number of calls made during the billing cycle, and the total charge for all calls. Call billing begins after 45 seconds (6 rings). If the phone rings more than 45 seconds, charges will accumulate even if the phone is not answered. No account payment information (record of payments, credits, etc.) is contained in the call accounting database. This information can be obtained by contacting the Telecommunications Department.
 
Statements are prepared and mailed to appropriate Delta State Post Office boxes. If bills are not received by the last day of each month, it is the responsibility of each department, employee, or student who has an authorization code to advise Telecommunications so that a new bill can be prepared. Any questions or irregularities should be brought to the attention of Telecommunications immediately.
 
Administration billing statements contain detailed records of long distance calls for each authorization code assigned to a department. Personal calls must not be charged to department authorization codes. It is the responsibility of each department to promptly review their monthly statement, sign the Summary Cover Sheet, and return it to Telecommunications. Payment for administration long distance service will be made by journal voucher transfer of funds from department budgets.
 
Personal and student long distance bills must be paid by the 10th of each month. Failure to pay by the due date will result in long distance privileges being suspended, and records placed on “Hold” status in the Banner Administrative System, until bills are paid. Acceptable means of payment are cash, money orders, check, VISA and MASTERCARD. Checks should be made payable to DSU.
 
RELATED DOCUMENTS
  • University Directory
  • Toll Fraud Policy
  • Telephone Use Policy
  • Telecommunications Department Website
  • Telephone Long Distance Services Policy
  • Telecommunications Services Policy
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