Introduction

The Department Web Portal can be accessed by any department contact within your department.  The system will allow you access to view the departmental usage reports for the department accounts that you have provided to UTS.  The Departmental Usage Report is a key element in the system.  This report can be generated as HTML, EXCEL or PDF.  It reflects all of the usage for the individuals assigned to the department and it breaks down the charges by account and phone number.

Log-in
Select the link to view the billing cycle ON OR AFTER August 2006.  Select the Department Portal to view the bill.  You must log in with the username and password that was issued to your department contact by UTS.  Enter your department username and password and click on Login.

After you log in, you will see the following screen.  This screen is your welcome screen.

Generating a Departmental Usage Report
The options for generating a Departmental Usage Report are based on the billing cycles for the department.  When you select the “reports” button in the upper right corner, a new screen will be displayed with four tabs.  Select the “Dept usage” tab.  From the drop down list, Select the department you would like to view.  Select the billing cycle.  The list will include the billing cycle on or after August 2006.  You will be able to see the Billing Date, Total, Recurring Charges, One-Time Charges, and Toll Charges for the department.

Select from the three-output method to generate the report.  To include details about the individual usage, select the option next to the Output method "Include Individual Detail" generating the report.

The report includes information about all phone numbers assigned to the department.  To generate a report, double-click in the name of the billing cycle.  The report will be displayed in the output format that you have selected.  This will generate a Departmental Subscriber Summary Report.

Policy
Each identified department contact shall print out the Subscriber Summary Report and distribute to all department users for inspection of all charges.
The user(s) of the telephone line shall inspect the report for accuracy and log on to the UTS Billing System to view their detail charges.  The user(s) shall sign the report to certify that all calls contained in the report were made for official State business.  If due to some exceptional circumstances a call is placed for a reason other than official State business, the user(s) of the line will identify these calls and reimburse the University for the cost within 10 business days.  Any discrepancies or suspicion of long distance fraud shall be reported immediately to University Technology Services for investigation.  The report shall be kept in the office files for audit purposes for at least three years.
The report will also include details about recurring charges and other charges.  The charges will appear on the electronic statement as follows:

• OCC (one time charges): These costs are generally incurred when products or services are added or modified.  The charges can include labor and materials.  These charges are process through requisitions for service request made through UTS Voice Services.
• MRC (monthly recurring charges): This represents the monthly charges for all telephone lines and equipment or services.
• Toll/Long Distance: Suncom and Long Distance Calls

It is the responsibility of each department to review their monthly service statements within 10 days of the billing cycle.  If there is a discrepancy on the bill, it should be addressed to UTS Support Center at x.72284.  UTS Business Unit will research and respond to all questions presented within 2 business days from the request date.  If adjustments need to be made to a department's account, UTS Business Unit will make these adjustments during the next available billing cycle based on the conclusion of the research.  Adjustments will only be made for current fiscal year.