Procedures

Telephone Charges - Procedures

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1. Purpose and Objectives

This document outlines the procedures that apply to UQ organisational units regarding the charging of desk telephone call costs.

2. Definitions, Terms, Acronyms

PABX - Private Automatic Branch Exchange. A privately owned telephony exchange which operates within an organisation to switch and route phone calls. Operates as a branch of the main carrier network.

Mobile Phone - These are the GSM mobile phones or mobile services supplied to the University by carriers. These include basic mobiles, smartphones, data plans and data modems.

Landline Phone - Also referred to as "PABX phone" or "fixed line" phone. This is the physical phone on a staff member's desk, or used in labs, foyers, lecture theatres, common rooms and University call centres. They are sometimes wall mounted.

Other phone services included in this definition are PC based phones, PABX clients on mobiles, the UQ PABX micro cellular phones and cordless phones. Phone lines for the support of modems, Multi-Function Devices (MFDs), Security alarm diallers, fax machines, lift intercoms, and Emergency call points are also included.

3. Procedures Scope/Coverage

This procedure applies to all UQ organisational units.

4. Procedures Statement

This procedure provides information on telephone charging in respect of PABX phones, mobile phones, and telephone assistance. Details on each of these aspects are outlined in sections 5 – 7 below.

5. PABX Phones

5.1 Landline or PABX telephone services at St. Lucia, Ipswich, Gatton, Herston Medical School, Dental School Turbot Street, Indooroopilly, and Pinjarra Hills campuses and Customs House and the PACE facility at PA are provided using a central PABX.

5.2 The central PABX provides facilities to control which extensions can make direct mobile phone, STD and ISD calls.

5.3 Call costs associated with extensions at the locations above will be charged to organisational unit general ledger accounts via a monthly journal.

5.4 Call costs for extensions on campuses and locations not covered by the central PABX will be charged to the relevant business unit accounts when the University’s phone carrier’s account is paid.

5.5 Organisational units in locations covered by the central PABX will be provided with a monthly summary report of the calls which have been charged and will be able to request more detailed printed reports. These are available from the Call Accounting Helpline (extn 52000), and a charge for these reports is applicable.

Call details for organisational units with a presence on sites not covered by the central PABX will be provided in the University’s phone carrier’s account.

5.6 Funds will be allocated to business units to offset the costs of calls, and these funds will be based upon established historical usage patterns.

5.7 Details on how to change or relocate existing telephone equipment or request new installations can be found on the ITS web site Telephone Services, in the "PABX and Landline phones" section.

Works and new services will be charged according to the charges in the "Catalogue of Standard Charges for Telephone Services". This document is available on the Telephone Service section of the ITS web site, or by contacting ITS Telephone Help Line on extension 51000.

5.8 Costs associated with changes to existing telephone equipment or new installations extensions at the locations above will be charged to organisational unit general ledger accounts via a monthly journal.

6. Mobile Phones

6.1 The University has contracts with Telstra and Optus for mobile phones and plans. Telstra is the preferred carrier for mobiles.

6.2 The mobile phone contracts are not exclusive. In cases where special coverage or access requirements exist, mobile phones and plans may be sourced from alternate carriers.

6.3 Details on the plans, handsets and subsidised handsets from the suppliers can be found on the ITS web site Telephone Services, in the "Mobile phones and plans" section.

6.4 Advice on the most suitable phone handsets, plans and mobile service cost management can be obtained through contacting UQ Mobiles via extn 66622 or emailing UQmobiles@uq.edu.au.

6.5 Details on how to order a mobile phone or service or changes to existing plans can be found on the ITS web site Telephone Services, in the "Mobile phones and plans" section.

6.6 Charges associated with call costs for Telstra mobile services will be charged to organisational unit general ledger accounts via a monthly journal.

6.7 Authorised UQ financial delegates can be given access to Telstra's MBRS (Managed Billing and Reporting Service) to enable them to track and monitor their user's Telstra phone expenditure. To gain access to a MBRS account, email UQmobiles@uq.edu.au with the mobile service number.

6.8 Charges associated with call costs for mobile services from carriers other than Telstra will be invoiced directly to the organisational unit by the carrier.

7. Telephone Assistance

7.1 To report faults or service difficulties with telephones, call the ITS Telephone Help Line on extension 51000, or ITS Service Desk on extension 56000 – option 5.

7.2 To report faults or service difficulties with mobile services, call UQ Mobiles on ext 66622 or email UQmobiles@uq.edu.au

7.3 For free consultation on which telephone equipment/engineering best suits your organisational unit's needs, call the Telephone Help Line on ext 51000.

Custodians
Director, Information Technology Services
Mr Rob Moffatt
Custodians
Director, Information Technology Services
Mr Rob Moffatt