Department Long Distance Calls

Account Managers will be responsible for reviewing Department Long Distance Calls monthly report. There may be account managers responsible for more than one department. Account Managers and supervsiors should review the Standard Administrative Procedure 33.04.02.M0.01 Non-Business Use of Telephones and Fax Machines.

High-traffic departments might consider blocking long distance calls from phones easily accessible by using the "local calls only" feature. Contact Information Services at helpdesk@tamug.edu or 409 740 4714 and provide a list of extensions you would like restricted. 

Personal Use of Long-distance Phone and Fax charges, or excessive 1-800 usage will be reimbursed on a monthly basis to account 264222 Telephone Operations, a University central account. Account Managers should complete Reduction of Expense form for each employee with the employees personal check and submit to FMS Cashier. Cash will not be accepted.

External employment calls should be consistent with System Policy 33.04.01 Use of System Resources for External Employment. Calls not consistent with this policy will need to be reimbursed.

University issued phones that do not meet the minimis fringe requirement could be subject to personal income tax under IRS notice 2011-72. Department heads should verify business reason.

Checklist:

  1. Account Managers and Department Heads receive monthly report from Information Services via email
  2. Monthly report will be presorted by extension for each department (click here for instructions about viewing the report)
  3. Each employee in the department is required to self-identify personal long-distanct phone calls, and reimburse the university for the additional cost
  4. Account Managers should review phone and fax charges for errors, unauthorized long-distance calls, and excessive 1-800 usage
  5. Account Managers should document the monthly report was verified and maintain documentation in accordance with Record Retention
  6. Account Managers will collect a personal check for refund, if any, and submit Reduction of Expense to Cashier
  7. Account Manager will brief department head, if necessary