Washington State University
BUSINESS POLICIES AND PROCEDURES MANUAL

COMPUTING AND TELECOMMUNICATIONS
85.42
Revised 10-04
Information Technology Communications
335-0522

Communications and Network Services Charge Detail and Summary Reports

PDF link

MONTHLY REPORTS

Each month WSU Information Technology Services (ITS) Communications and Network Services (CNS) makes available online reports detailing and summarizing telecommunications expenditures for each budget/project.

The Charge Detail report itemizes all telephone tolls, telephone and data recurring charges, and IT telecommunications-related services charged to the account. The report sorts charges by the name of the user-of-record.

The Charge Summary report provides a summary of charges to a budget/project, grouped by type of service.

Review

Departmental personnel should review the report each month to verify report accuracy and to monitor departmental telecommunications activity. It is especially important to monitor telephone toll activity to ensure that suspected toll fraud is reported in a timely fashion.

To report suspected toll fraud, contact the ITS Security Office; telephone 335-3900; or send e-mail to:

abuse@wsu.edu

REPORT EXHIBITS

Communications and Network Services Charge Detail Report

To view the monthly CNS Charge Detail Report, go to the CNS website at:

https://infotech.wsu.edu/OnlineStmts/Default.aspx

The following numbered paragraphs refer to numbered sections on the report samples in the PDF version of 85.42.3-4. Unnumbered sections are considered self-explanatory.

Budget-Proj (1)

This field displays the budget/project number for charges associated with the billing record.

Location (2)

This field displays the location and telephone line number of the room billed for telephone and data service charges, collect calls, and direct long distance dialed calls. The charges listed in this field refer to activity involving the indicated telephone within the building/room.

Departments are to verify that room information is correct, as local emergency services dispatchers use this information to ensure rapid responses in emergency situations.

One-Time Charges (3)

This section shows the one-time charges for telephone and data service for each room.

Recurring Charges (4)

This section shows the monthly recurring line charges for telephone and data service for each room.

Usage Detail (5)

In addition to the call type, the usage detail provides the date and time of the call, the call duration, location and number called, and the charge. See also "Billing Number" below.

Comments (6)

This field indicates the type of service and the physical location of the charge item. It is the location of the jack ID associated with the service.

Example: 0812-2033-011 = Building-Room-Jack

WO Num (7)

This field displays the work order number associated with the charge item.

ITS CNS initiates a work order when a request for service is submitted. For tracking purposes, CNS assigns a number to each work order which is applied to each item in the service request.

CNS also uses the work order number to research answers to department questions concerning items listed on the Charge Detail report.

Billing Number (8)

This field displays the telephone line number associated with the charges. The billing number indicates how the call was placed and references the number.

Call Type:
Placed By:
Extension Direct dial
Auth Code Authorization code
Calling Card Calling card
Aicent Remote Internet service

Total charges (9)

All telecommunications charges are attributed to a billing record identified by a name assigned to the telephone line number. NOTE: Usually the billing record name is the same as the caller ID which appears on display telephones.

Submit a Telecommunications Service Request to ITS CNS to change the name assigned to a telephone line number. To access the online service request, go to the CNS website at:

http://infotech.wsu.edu/communications/

Select Service Request Forms.

Communications and Network Services Charge Summary Report

To view the monthly CNS Charge Detail Report, go to the CNSwebsite at:

https://infotech.wsu.edu/OnlineStmts/Default.aspx

The following numbered paragraphs refer to numbered sections on the report sample in the PDF version of 85.42.5. Unnumbered sections are considered self-explanatory.

Budget-Proj (1)

This field displays the budget and project number for charges associated with the billing record.

Phone (2)

This field displays the telephone line number associated with the charges.

Comments (3)

This field indicates the physical location of the charge item. It is the location of the jack ID associated with the service.

Example: 0812-2033-011 = Building-Room-Jack

WO Num (4)

This field indicates the work order number associated with the charge item.

ITS CNS initiates a work order when a request for service is submitted. For tracking purposes, CNS assigns a number to each work order which is applied to each item in the service request.

CNS also uses the work orer number to research answers to department questions concerning items listed on the Charge Detail Report.

ObjSub (5)

This line indicates the object and subobject to which the charges are billed. See also 70.09.

Grand Total (6)

This line indicates the total charges associated with the budget/project for the month indicated.

Object-Subobject Summary (7)

This section is a summary of the total monthly charges asssociated with the budget/project grouped by object and subobject.

ERRORS OR CORRECTIONS

When review of the Charge Detail report reveals an incorrect charge, submit an e-mail request for adjustment to CNS Work Order Billing. Send e-mail to:

cnsbilling@wsu.edu

Submit the request within two weeks of the date of the Charge Detail report.

Expenditure Transfer

Complete and route an Expenditure Transfer Request form to transfer telecommunications charges from one University account to another. Route a copy of the Billing Detail report showing the billing to be changed with the completed Expenditure Transfer Request. See 30.25 for complete instructions regarding expenditure transfers.

Billing Corrections/Changes Only

If the change involves a correction only (no expenditure transfer), send an explanatory e-mail to ITS Communications and Network Services. An individual with expenditure authority for the supporting account must submit the e-mail to CNS Work Order Billing. Send e-mail to:

cnsbilling@wsu.edu

For more billing information, see the CNS website at:

http://infotech.wsu.edu/communications/

Select Service Rates, then
Select Guide to Invoicing Questions.

Minimum Amount

Due to prohibitive paperwork expense, Information Technology Services and the Controller's Office do not transfer or correct telephone charges if the total amount in question for a single Charge Detail report is less than five dollars.