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The Office of Information Technology Telephone Services Billing Process Changes April 2013.

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Presentation on theme: "The Office of Information Technology Telephone Services Billing Process Changes April 2013."— Presentation transcript:

1 The Office of Information Technology Telephone Services Billing Process Changes April 2013

2 The Office of Information Technology Billing Fast Facts Telephone Services (TS) provides Installation, Relocation, Conf-Call Support, Trouble- shooting, Equipment Replacement, Cabling, UTSA Call Center, Billing for Equipment (phones) and Long Distance, and ensures all “back-office” equipment supporting communication is managed; Services funded through billing for Phones/Equipment Two components to billing: Phones/Equipment and Long Distance (LD) Over 400 bills monthly 3500 users/voice-mails 5500 phones/equipment (offices, labs, conf rooms, classrooms, etc.) Long Distance totals about $120,000/year

3 The Office of Information Technology Today’s Process Phones/Equipment 360 bills annually Except for Academic departments, each area billed separately Provost moves money to a single account for all Academic departments Long Distance Over 400 bills monthly Admin separates personal from business LD charges: Personal - user contacted via email w/their charges, and university must be reimbursed by user via Fiscal Services; which is then processed. Admin must keep a record for each user for each incident – up to 3500 x 12 = 42,000 files per year,…for Audit. Business - department moves funds to account, and the bill is reconciled or researched when issues arise, i.e., account number changes, fraud, etc. @4800 statements/bills per year - If average only 30 minutes each, the cost of tracking, billing and reconciliation for LD alone can easily exceed funds recovered.

4 The Office of Information Technology Setting the Stage View UTSA in 8 high-level groupings for our discussion: President’s Office Academic Affairs Business Affairs Research Student Affairs Community Services External Relations Grants (generic)

5 The Office of Information Technology Billing Cycle We started with the Provost’s Academic departments and now bill for Phones/Equipment annually from a Single Account. This is working very well and has reduced work-effort. Extend and Simplify – Move to a full annual, single-bill cycle across UTSA; Phones and Long-Distance,… patterned after groundwork by Provost. Each group consolidates money into a single account; Withhold during budgeting process (recommended), or Departments transfer money into the account. The benefit to Every organization is they don’t have to deal with telephone bills on a monthly basis which saves the university money; in exchange for a one-time annual effort. Note: Grants - majority end in May or December, but conceptually another account when grouped accordingly.

6 The Office of Information Technology Next Steps Billing detail ready and provided upon approval to proceed. One annual bill in Sep/Oct to be based on equipment and LD charges from previous year. Alerts will be set to notify when individual bills reach certain level. LD will Not be shut-down if an area trending to exceed. LD reporting detail can be provided online. If costs vary significantly, adjustments can be made in following year or can IDT* specific department. *IDT – InterDepartmental Transfer

7 The Office of Information Technology Questions April 2013


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