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Personal Long Distance Charges
Revised: 06/06
FSS/PPS No. 03.01.13
Issue No. 1
Reviewer: Vice President, Finance & Support Services
Effective Date: 06/01/02 (E4Y-02)
Review Date: 06/10
01. POLICY STATEMENTS
| 01.01 | The PPS establish and implement a written internal procedure for prohibiting personal long distance phone and fax calls charged to the University and require individual users to verify that all calls are business related. |
| 01.02 | Require the review and certification of bills by the account manager. |
| 01.03 | Inform Finance and Support Services Division employees of an internal procedure and reiterate requirements of UPPS 05.03.10. |
| 01.04 | Assign proper internal controls with respect to the use of University-owned telephones and fax machines for personal long distance calls. |
02. GUIDELINES
| 02.01 | An employee who places a personal toll call from a University owned telephone or fax machine must use a calling card or bill the call to a non-University number. Failure to comply may result in adverse action against an employee. |
| 02.02 | Account managers may not approve any long distance charges for non-University business. |
| 02.03 | Each employee will be responsible for ensuring compliance and certifying monthly long distance statements. |
| 02.04 | Account managers will ensure that their departments are in compliance with long distance policy and procedure. |
03. PROCEDURES
| 03.01 | Upon receipt of the monthly billing statements, department administrative support staff will separate the "Call Detail by Extension" sheets and distribute to the corresponding staff member to ensure all toll charges are business-related. Each sheet will contain a certification statement, "I certify that all long distance charges are for calls related to University business." |
| 03.02 | Employees will review all long distance calls, sign the certification statement, and return to department administrative support staff. a. If personal call(s) have been charged to the University inadvertently, the employee must repay the amount(s) and furnish the account manager with a copy of the cashier's receipt. b. If the employee is unable to certify a call as business-related, it should be noted as an exception under the certification statement. Account managers will review all exceptions and take appropriate action if needed. |
| 03.03 | Department administrative support staff will verify that all extension sheets have certification statements signed, attach the "Call Summary by Extension" and forward to the account manager for review and initials verifying compliance with the long distance policy and procedure. |
04. MAJOR RESPONSIBILITIES ASSOCIATED WITH THIS PPS
| Major responsibilities for routine assignments associated with this PPS include the following:
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05. CERTIFICATION OF STATEMENT
This FSS/PPS has been approved by the following individuals in their official capacities, and represents FSS policy and procedure from the date of this document until superseded.
Vice President for Finance and Support Services
| Approved: | ____________________________ Vice President for Finance and Support Services |