Long Distance Calls
Long distance access codes are distributed to employee's whose job duties may present the need to make calls, for business purposes, to sources outside of UHD. These calls might be to vendors, other universities, or candidates. An employee requesting a long distance access code can submit an email request to their supervisor who will then contact the DBA with their approval. Library Administration (DBA, Financial Assistant or Administrative Assistant) will complete and submit a Telecommunication Authorization Form to IT, S-700, to request a long distance access code. Library Administration is responsible for any follow up with IT to make sure the request is received and approved.
Once the long distance code is assigned, IT will deliver an envelope containing the information to Library Administration. Library Administration will deliver the code, in the sealed envelope, to the employee and provide a notice that the code is to be kept confidential and treated as any other password assigned. Employees with long distance codes are required to make note of each long distance call and the reason for the call. Please see the Forced Authorization Code (FAC) Dialing Instructions below for assistance making a long distance call.
Audit of Expenditures
At the beginning of every month, the Administrative Assistant will provide a long distance log and a monthly telephone report documenting that the employee's long distance code was used. The employee who made the call must review the charge and once in agreeance, complete the long distance log, and sign and date both the monthly report and long distance log. Long distance calls are noted on the monthly telephone report by employee's name and extension. If the charge is incorrect, it is the employee's responsibility to inform Library Administration who will then investigate and contact IT, if needed.
*Please note that you or your department will be charged for long distance calls and therefore it should not be abused. Long distance calls are for business purposes. Any indication of abuse or irregularity will be investigated. If determined that the call(s) was made for personal reasons, the employee will be asked to reimburse the department for the charge.*
Please see "Accounting Long Distance Charges" for more information.
Documented: July 18, 2022 - MJ
On a monthly basis, the Telecommunications Department will provide a telephone report for each department (see link to access the portal below). This report will include individual reports of use for each employee. Reports will reflect each call charged with the long distance authorization code and the related charges.
Review of the Monthly Report:
Link to access and print the department telephone charges: https://uhd.mtsasp.com:7188/UCM/#/login?version=12.0.0.0G&url=https:%2F%2Fuhd.mtsasp.com:7188%2FAppUI%2FPublic%2FLoginPage.aspx%3Flogin%3Dtrue
Updated: July 18, 2022 - MJ