Telecommunications Charges

Published: June 6th, 2006

Category: Memos

Michael V. McKee, University Controller
John Madey, Associate Director, CNS – Telecommunications

The University incurs significant costs for telephone usage from long distance toll calls, credit card calls, cellular telephone charges, telephone charges reimbursed while on travel status, and for monthly service charges. A recent audit of these charges by this Office of Audit and Compliance Review revealed that not all departments are maintaining adequate internal controls over these charges. It is the responsibility of each department to maintain an adequate system of internal control to ensure that calls and telephone related expenses are for official University business. A subsequent memorandum will soon be sent out specially related to cellular telephone use.

Each department should establish procedures to ensure that telephone invoices are properly reviewed and approved for payment and that only authorized and official business telephone charges are paid. On invoices related to University issued telephone calling cards, long distance calls to an employee’s personal residence should be clearly identified on the invoice as being for official business and the nature of the business should be identified. Personal long distance calls should be made using a personal calling card.

Generally, telephone calling cards should be requested only when there is an ongoing business need. These cards are to be used for official University long distance only. If a long distance calling card is lost or stolen, the cardholder should call 1-800-458-9409 immediately and follow up with cancellation by contacting CNS-Telecommunications. If a telephone calling card holder terminates employment with the University, the card should be destroyed and written notification should be sent to CNS-Telecommunications in a timely manner. This procedure is included as a step on the Employee Exit Checklist that should be completed for every terminating employee.

If you have questions regarding telephone calling cards, SUNCOM or other long distance toll charges, please call CNS – Accounting Services at 392-2061.

Thank you for your assistance.

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