Administrative Policies and Procedures Manual - Policy 2110: Long Distance Telephone Calls

Date Originally Issued: 11-01-1991
Revised: 12-31-1991, 07-01-2004, 07-01-2011, 12-01-2016

Authorized by RPM 3.1 ("Responsibilities of the President")

Process Owner: Chief Information Officer

1. General

Only long distance calls for official University business should be charged to the University. Charging long distance telephone calls for personal or other non-University purposes is prohibited and constitutes misuse of University funds. Personal calls made from University telephones must be charged to the caller's home telephone or personal credit card, to the called party, or to another non-University source. If an emergency situation requires an employee to charge a personal long distance call to the University, the employee must reimburse the University. Since the call is charged to the department, reimbursement is made to the department's account.

2. Authorization to Place Long Distance Calls at University Expense

Each individual who is authorized by a department to place long distance calls for University business will be issued an individual authorization code which can be used to place calls from University phones. Authorization codes are issued to individuals by the University Information Technologies. Long distance charges are billed to the account specified by the requesting department. Information Technologies provides departments with invoices itemized by authorization code which enable a department to monitor long distance calls. Departments should maintain long distance telephone logs to ensure the accuracy and appropriateness of University long distance charges and reconcile the logs to the invoices provided by Information Technologies. Charges billed to an account in error should be reported to Information Technologies.

2.1. Security

Individuals assigned long distance authorization codes are responsible for ensuring the security of the codes, and should not disclose or share them with others. Individuals should report compromised authorization codes to Information Technologies immediately.

2.2. Deactivation

When individuals transfer to another department, their authorization codes are deleted and a new authorization code is issued and charged to the new department The department requesting authorization codes is responsible for notifying Information Technologies of an employee's change of status and requesting that authorization codes be deactivated. Any charges incurred by the continued use of an authorization code due to a department's failure to request that they be deleted or changed will be billed to the responsible department's account.

3. Reimbursement for University Business Long Distance Calls

Long distance calls made for University business purposes using an employee's personal telephone services (including a personal calling card, cell phone, or home phone line) may be reimbursed. To request reimbursement a request must be submitted in Chrome River. See UAP 4320 ("Purchasing Goods Off Campus") for procedures. The employee must provide a copy of the telephone invoice with the pertinent calls highlighted and an explanation of the expense.

4. Related Links 

https://help.unm.edu

http://it.unm.edu/servicecatalog