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Telecommunications/Long Distance/Internet

Telecomm Control Listing

On the internal electronic copy of the Department Telephone Directory, use the right hand side (outside of the printable range) to track the equipment and service information (phones, voicemail, fax lines), equipment or service price, and the cost center to be charged.    In addition, on the bottom of the directory, beneath the printable range, keep a listing of all non-assigned or non-published phone numbers.  Updates should be made upon approval of each Telecomm Work Request.  All deleted phone numbers should also go beneath the printable area.  In this manner, use the Telephone Directory to track work request activity so that it can be used as a reconciling tool for reviewing the Monthly Telecomm Bill.

Telecomm Bill Monthly Procedures

Part 1 – Full Review of Telecom Bill for Math Department

1.       Upon receipt of Telecom bills (all speed types included) from NSM:

a.       Analyze Summary Bill of all charges to individual reports and compare against department directory. Check name, extension, location, cost center, equipment. (Make sure that they are recognized as belonging to the department. Take note of extensions belonging to those people (sometimes they may be mismatched). Take note also of equipment and those charges.)

b.      Investigate any red flags and send in these billing inquiries as a free style work order on the CTS website (https://ittools.e.uh.edu/WorkRequest/wo_new.asp).

c.       Follow-up on any billing inquiries on the next bill. Contact Telecomm Customer Service for questions, ext. 31111.

d.      Review again the already-sent Long Distance Bills and add any additional long distance bills to the list.  Follow directions in Part 2 below for additional bills not included in the electronic batch.

e.      Pdf print a copy of the current Department Telephone Directory so that a picture of the directory at that time can be later reviewed.  Save the file in O:\Telecomm FY XX\Telecomm Reconciliation\<Month> with a filename in the format Telecom.Bill.Monthxx.Yearxx.Internal.Directory.Datexx.pdf.  Ensure that the usual unprintable areas are also included in the pdf print.

f.      Efile the full telecomm bill from NSM in O:\Telecomm FY XX\Telecomm Reconciliation\<Month> with a filename in the format Telecom.Bill.Monthxx.Yearxx.UH.Statement.Datexx.pdf.

g.     Upon completion of this process, all issues should be summarized and submitted to the DBA to determine a course of action, if not already taken.

Part 2 – User Review of Long Distance Bill

  1. Upon receipt of the online Telecomm report:
    1. Got to http://infocall.cc.uh.edu/infocallwebreport/default.asp
    2. Log in and pick Detail Bill and Month/Year needed.
    3. Save this file as a pdf in the O: drive under Telecomm FY 10 > FY_10_LongDistance_Telecom > Choose month > Name as Telecom.Bill.Monthxx.Yearxx.Fullxxxxx.pdf
  2. Scroll thru the pdf file of each full speedtype bill and find those with usage charges.
    1. If there is a usage charge associated with an individual account, print that person’s individual bill.
    2. Once all individual bills with usage charges has been printed, stamp each bill with the “I certify that all the above calls were made in pursuant to…” stamp.
    3. Scan these as a group to the O: drive and place under Telecomm FY 10 > FY_10_LongDistance_Telecom > Choose month > Name as Telecom.Bill.Monthxx.Yearxx.UsageOnlyBlank.Datexx.pdf
    4. Three hole punch all usage only bills and distribute to the account holder’s mailbox.
  3. Using the Usage Only pdf, create a checklist with the Month and Year, Last and First name of the user, amount of usage, date that their individual bill was distributed to them, and date that they returned it signed. As they turn in their signed and dated report, log in the date of return. This should occur within 10 days of distribution. Followup with users of outstanding bills within 5 days to ensure receipt.

 Part 3 – E-Filing

Issue:  Math Dept’s full bill (all speed types) comes in near end of following month.  The main speedtype bill comes in at the beginning of the following month. Example:  43047’s October bill posts online around 7th of November.  The October bill for all speed types is sent by NSM near the end of November.