Administrative Services

Procedures for Long Distance Calls and Authorization Codes for Faculty and Staff

General Procedures

Effective December 1, 2009, Western Illinois University or University Technology - Telecommunications has implemented the following procedures for Long Distance Calls and Authorization Codes for faculty and staff.

Any individual placing University related long distance calls will need a long distance authorization code. This allows long distance calls to be billed to the correct University account.

Each individual must have a unique code for their use.

  1. Authorization Code Request

    Fiscal agents or their documented designee must send a written or email request to University Technology - Telecommunications at telecom@wiu.edu to have a long distance authorization code issued to their employee.

    Fiscal agents or their documented designee must send a written or email request to University Technology – Telecommunications at telecom@wiu.edu to have a long distance authorization code issued to their employee.

    Your long distance telephone authorization code is xxxx. I have also attached dialing instructions for your reference.

    ***TELEPHONE AUTHORIZATION CODE RESPONSIBILITIES***

    Logon to www.wiu.edu/phoneinfo for more authorization code information and dialing instructions.

    Long distance authorization codes are the responsibility of the individual assigned to the code and are to be used exclusively for work related calls.

    Do not share or leave this code where another individual has access.

    Departments and employees are responsible for reviewing their monthly telephone bill for accuracy and notifying University Technology - Telecommunications of any calls in question at 309-298-2713.

  2. Departmental Responsibility – Verification/Maintain Record

    Each month the departmental telephone bill is emailed to the fiscal agent or their documented designee. This individual has the responsibility of monitoring and reviewing the monthly telephone bill to verify the legitimacy of all calls made using their departmental authorization codes.

    All calls over sixty (60) minutes in length should be documented for the external auditors. The documentation should include who was called and the purpose of the call.

    The cover page of the monthly departmental telephone bill will contain information regarding the authorization code policy and other important Telecommunications news.

    The information below is included on the cover page of every departmental bill with additions as deemed necessary.

    Please open the attached University Technology - Telecommunications bill. It is the responsibility of the individual and department to review their monthly bill for accuracy. Any calls, equipment or other charges undisputed become the financial responsibility of the department after 30 days from the date of the previous bill cycle.

    Denied call issues require a copy of the bill, with the call(s) highlighted, be returned to University Technology – Telecommunications for credit. After complete investigation, the appropriate credits and debits will be applied to all departments involved.

    If a call is 60 minutes or more in length it should be documented, indicating the reason for the call in the event of an external audit.

    It is recommended by University Technology - Telecommunications that the department fiscal agent or designee sign and date a printed copy of this billing cover page as confirmation of acceptance, and evidence of review of calls billed to this department. The department must keep this record on file for the current fiscal year plus any additional years required by the State of Illinois Records Disposal certificate (currently six years).

    PLEASE NOTE effective April 1, 2011, all data port fees and installation charges will be billed on the University Technology Telecommunications telephone bill.

    Thank you.

    ___________________________________________________________
    Fiscal Agent/Designee             Date

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    Attention Grant Accounts - When your grant account number expires; please contact University Technology - Telecommunications at telecom@wiu.edu with your new account number.
    ******

    If you find a discrepancy in your billing or have any questions or concerns, please contact University Technology - Telecommunications at 309-298-2713. (See Section IV. Below)

  3. Employee Changes

    When an employee transfers to another department, it is the responsibility of the department to notify University Technology – Telecommunications to ensure the code is not inadvertently used by another department.

    When an employee terminates employment with Western Illinois University, they are required to have a Clearance Form signed by University Technology – Telecommunications. At the time of termination, or date specified on the termination form, any authorization code assigned to the employee will be cancelled.

  4. Calls Made Using Incorrect Authorization Code

    If a call has been made using your authorization code that you have not made follow the steps below for departmental credit:

    1. Contact the department fiscal agent or designee and notify them of the incorrect (denied) call.
    2. University Technology - Telecommunications must receive a copy of the telephone bill with the call(s) highlighted along with a memo noting the call is denied.
    3. A credit will be applied by an OCC (Other Charges and Credits) on the departmental account via the telephone bill to credit for the denied call. A debit will be applied by an OCC (Other Charges and Credits) on the departmental bill the call was made from via the telephone bill.
  5. Additional Information

    Information may be obtained regarding authorization codes by dialing 309-298-2713.