Background: The Telecommunications Charge Back Model funds the Information Technology Group (ITG) auxiliary department of Telecommunications & Network Services by collecting charges for all active campus telecommunications services. This charge supports the installation, maintenance and upgrades of all telecommunications services; ancillary systems needed to run the telecommunications systems, salary and wages for telecommunications staff, and any other expenses incurred directly to support campus telecommunications services. The model was developed in 2002 by a Telecom Task force in conjunction with outside consultancy and implemented in 2003.

Process: A system to track departments' Telecom Service Inventory in real-time was put in place during FY 2006. The inventory replaces the R+30 annual audits, and is used to determine the annual service charge backs for departments. Budget managers can request a report of their service inventory at any time by emailing the HelpDesk or calling 8-2532.

1. All known, active connections are initially charged to departments in July and final annual charges/adjustments made at R+30. All charges are incurred as a once a year snapshot and will be charged for a full year service.
2. Departments can request MACs (see definition below) at any time. However, the active services at R+30 are what will be billed. (see point 3)
3. The cost to the ITG for MACs is absorbed within the charge for the service. If MAC requests become so significant that they begin to inhibit the ability to provide adequate service, charging for MACs will beconsidered.
4. Departments are responsible for notifying ITG of required service changes and updating the account numbers (FOAPALs) used for Telecom services any time they change.
5. Departments with frequent turnover should stabilize their inventory by determining a standard set ofservices and only changing assignment of these services with staff changes.

Residence Hall Charges: As with the rest of campus, ITG will maintain a service inventory for all residence halls. The Residential Life Office (RLO) charge back model, however, is based on "design capacity" for the year because of the transient nature of the student population. Design capacity is the number of rooms and beds that RLO determines available for the coming year during budget planning. Phone lines and CATV lines are charged for each residential room, and voice mailboxes (VMB) and Network Jacks are charged for each bed. Any additional lines above these numbers (e.g. suites, common areas) are listed and charged separately. Temporary differences from the design capacity must be tracked for service accountability but do not necessarily result in a change in charges. If a change in design capacity occurs ITG and RLO must negotiate a change in charges. The RLO and ITG will discus design capacity during budget planning. Once quantities and charges are agreed upon, ITG Telecommunications will submit charges to the business office to enter into the financial application.

Contact: To request a MAC (see definition below) or for questions about what services are currently active or available for use in your area e-mail the IT Group Help Desk, or call 8-2532. See Data Drop, Phone Jack, CATV Request Process.

Any questions regarding this process, its definitions and/or processes should be directed to the HelpDesk, 358-2532.