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Library Administration

Financial Procedures

Long Distance Calls and Charges

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

Department Telephone Charges

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:

  1. The Administrative Assistant prints the department’s monthly telephone report the first week of each month.  
  2. The report is reviewed to identify:
    1. If all listed extensions are correctly assigned.
    2. Charges associated with long distance calls and telecommunication changes.
  3. The Summary of Organization and department page detailing the usage charges, equipment charges and other charges are separated from the monthly report. The department page is usually the last page of the report and will need to be stamped with a “certification of compliance” by the Administrative Assistant.
  4. Each individual page with a long distance charge will need to be stamped with a "certification of compliance". All other pages can be filed in the department's monthly telephone report binder.
  5. All long distance charges are documented, by employee, on the departments ‘Long Distance Log’  (copy of log linked below).
  6. The Administrative Assistant will present the individual report showing the call and charges, along with the long distance log to the employee who made the call. 
  7. The employee is asked to write the reason for the long distance call and sign and date both the report and long distance log. If the charges are not correct, the employee must inform the Administrative Assistant who will then investigate the charge and reach out to the DBA or IT, if needed. Lack of compliance can result in cancelation of the long distance authorization code and loss of long distance privileges.
  8. If it is determined that the long distance calls were not for university business, the Administrative Assistant will notify the DBA. The DBA will inform the department's director prior to instructing the employee to go to UHD Cashiers to pay for the “non-university business call”.
  9. A copy of the cashiers receipt will need to be returned to the DBA and Administrative Assistant. The receipt will be attached to the individual telephone report along with the employee's long distance log.
  10. Once all long distance calls are accounted for, the Summary of Organization, department page, individual telephone report(s) with charges and corresponding long distance log(s) is given to the department's director for signature.
  11. Once signed, the Administrative Assistant will upload the documents to SharePoint as well as to the department's monthly budget folder.
  12. The signed telephone charges are filed in the department's monthly telephone reports binder.
  13. The monthly telephone report and long distance log(s) will later be pinned to the corresponding monthly 1074 report for verification.

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

  • The department telephone charges are to be accessed by Library Administration
  • Please use Internet Explorer or Microsoft Edge to access the department telephone charges

Updated: July 18, 2022 - MJ