IRM-005: Long Distance Telephone Charges and Calling Cards

Date: 04/05/2007 Status: Final
Last Revised: 07/18/2016
Policy Type: University
Oversight Executive: Chief Information Officer
Applies To: Academic Division, the Medical Center and University-Related Foundations.
Reason for Policy:

To describe the general guidelines for long distance telephone charges and the use of telephone calling cards.

Definition of Terms in Statement:
  • Terms:

    There are no terms that require definition.

Policy Statement:

The Commonwealth’s long distance network and University-issued calling cards are for OFFICIAL UNIVERSITY BUSINESS ONLY. Personal long distance calls should NEVER be charged to a University telephone number. Anyone charging personal long distance calls to University numbers is violating Federal and local tax laws. Individuals may ONLY make personal long distance calls from a University telephone by:

  • Charging the call to his/her home telephone,
  • Charging the call to his/her personal telephone calling card, or
  • Reversing the charges.

Persons placing long distance calls with a Forced Authorization Code (FAC) not assigned for their use may be subject to both disciplinary action under the Employee Standards of Conduct and criminal prosecution. Charges associated with unauthorized FAC use will be billed back to the originating extension.

Changes to PTAOs to which long distance calls are charged should be submitted in writing to ITC Communication Services. If the department fails to notify ITC Communication Services of such changes, then the department is responsible for redistributing charges to accounts other than the one originally charged and should do so by processing a GM Cost Transfer.

• The name of the individual needing the number,
• A billable PTAO, and
• The date the service is needed.

The card must be associated with an individual and not the name of a project or department. Further, a separate card must be issued to each person needing long distance access; sharing of FAC’s is not permitted.

  1. Long Distance Charges:
    Each department and activity will receive a monthly statement listing the long distance calls charged to the activity. Departments are responsible for questioning erroneous long distance charges; errors should be reported to ITC Communication Services Billing Office, Carruthers Hall, 924-4106.

  2. Billing Credits:
    To request a credit for erroneous long distance or local charges, departments must submit a written request to ITC Communication Services no later than 30 days after the bill is received. Copies of bills containing the incorrect charges must accompany the credit request. Credit will only be provided for the current fiscal year.

  3. Charges for Incomplete Calls:
    The University is billed by its long distance carrier for incomplete long distance calls. Those costs are charged back to the FAC code used for the call attempt. There is a grace period of forty-five (45) seconds associated with call placement which begins as soon as the last digit of the number to be called has been dialed. Credit will not be issued for incomplete calls extending beyond the forty-five (45) seconds.

  4. Requests for Forced Authorization Codes:
    Placement of long distance calls requires use of a Forced Authorization Code (FAC). Requests for FACs should be submitted in writing to ITC Communication Services and should contain the following information:

  5. Class of Service Assigned for Faculty/Staff FACs:
    Each FAC for long distance calling will be assigned a class of service, or calling privilege level. The following classes of service are available for faculty/staff:

40 – for calls within the University only
41 – for calls within the United States (excludes Alaska and Hawaii)
42 – for calls within North American, exclusive of the 809 area code
43 – for calls within North America and Europe, exclusive of the 809 area code
44 – for calls to all destinations except the 809 area code
45 – for calls to all destinations including 809 area code

  1. Deactivating Forced Authorization Codes(FACs):
    When long distance access is no longer needed by an individual because of changing job requirements, termination or transfer to another department, a written request to deactivate the employee’s FAC should immediately be submitted to ITC Communication Services. The FAC-holder’s name, FAC number and deactivation date should be provided.

  2. Telephone Calling Cards – Faculty and Staff:
    Requests for telephone calling cards should be submitted in writing to ITC Communication Services. The request should state how the card will be used, the person authorized to use the card, and the telephone number to which calls should be billed. If approved, the request will be forwarded to either MCI or the Virginia Information Technologies Agency. A separate calling card must be requested for each person needing this type of service.

  3. Deactivating Telephone Calling Cards – Faculty and Staff:
    Telephone calling cards are not transferable. When a card is no longer needed, a request for deactivating the number should be submitted in writing to ITC Communication Services. The correspondence should contain the name of the card holder, the card number and the requested deactivation date. When the card is no longer needed, it should be destroyed.

  4. Misplaced or Stolen FACs or Calling Cards:
    If a faculty/staff calling card or FAC has been either misplaced or stolen, the card bearer should contact ITC Communication Services (924-4106) immediately so that the number can be deactivated.

  5. Call Placement to 900 Numbers:
    Placing long distance calls from University extensions to 900 numbers is not permitted; nor is it possible to complete such calls using a University-issued calling card or operator assistance.

  6. Call Placement to the 809 Area Code:
    For security purposes, FAC and PIN calls to the 809 area code will be restricted. Customers who have a demonstrated, ongoing need to contact destinations in the 809 area code (Dominican Republic) may submit a written request for a FAC with an appropriate class of service to ITC Communication Services. In general, calls to the 809 area code should be placed using a calling card or by dialing “0” and asking the Operator to place a third number call billable back to an extension number in the customer’s department.

  7. Suspected Fraudulent Activity:
    Customers are required to carefully review their long distance bills each month to determine whether all transactions are legitimate. Suspected fraud should immediately be reported to ITC Communication Services, the University Police, the Department of Risk Management and the Internal Audit Department.

  8. Student Services:
  • Requests for Personal Identification Numbers
    Students living in residential halls served by the University telephone system may opt to use the University’s long distance network. To do so requires use of a Personal Identification Number (PIN). Students needing a PIN should complete a PIN Contract that may be obtained from ITC Communication Services.

  • Class of Service Assignment for Student Personal Identification Number (PIN)
    Each PIN for long distance calling will be assigned a class of service, or calling privilege level. The following classes of service are available for students:

51 – for calls within the United States (excludes Alaska and Hawaii)
52 – for calls within North American, exclusive of the 809 area code
53 – for calls within North America and Europe, exclusive of the 809 area code
54 – for calls to all destinations except the 809 area code
55 – for calls to all destinations including 809 area code

  • Third Number, Collect Calls – Students
    Students in residence halls served by the University telephone system may not bill third number calls to a University telephone number, nor may they accept any collect calls.

  • Deactivating Student Personal Identification Numbers
    When long distance access is no longer needed by a student, a written request to deactivate the PIN should immediately be submitted to ITC Communication Services. The PIN-holder’s name, PIN number, student account number (social security) and deactivation date should be provided.

  • Telephone Calling Cards
    Students who prefer not to use the University’s long distance network must obtain a telephone calling card from their carrier of choice for placing long distance calls. Calls placed with the card must be billed to a non-University telephone number. The University will in no way be responsible for charges incurred for a student’s calling card transactions. Students should work directly with their card supplier to deactivate a calling card.

  • Misplaced or Stolen PINs
    Students who have PIN numbers that have been misplaced or stolen should immediately contact the Student Services Customer Representative (924-6879) so that the number can be deactivated.

  • Calls to 809 Area Code
    Students requesting such calling privileges should submit a written justification to ITC Communication Services.

Major Category: Information Resource Management
Category Cross Reference: Finance and Business Operations
Next Scheduled Review: 04/05/2019
Approved by, Date: Executive Vice President and Chief Operating Officer, 04/05/2007
Revision History: Updated 7/18/16, 4/11/11.
Supersedes (previous policy):
VII.O.2, Long Distance Telephone Charges and Calling Cards