Telecommunications

The NCSSM Telecommunications System is setup to provide employees their own extension number and voice mailbox to receive messages.  Requests for telephone service and/or repair should be directed to the Telecommunication Coordinator, office is located in the Watts building in room 200 or the Switchboard Operator, who is located on the second floor of the Watts Building.  

Incoming calls to the School are handled by the Switchboard Operator.  The Switchboard Operator is on duty from 8:00 a.m. to 5:00 p.m. Monday through Friday.  When the Operator is not available, the telephone system is handled by an Automated Attendant answering system or trained work service students.

Telephone Use Guidelines - Office Telephones

• Long Distance Calls:

Under no circumstance may long distance calls or toll calls of a personal nature be made at the state’s expense.  NCSSM employees are not permitted to charge long distance phone calls to the state for calls made of personal nature, except as stated below.  All long distance calls that are to be paid by the state are those made pursuant to the employee conducting official NCSSM business.

NCSSM employees should not go through the operator to connect a call they are not allowed to dial directly.  Disciplinary action may be imposed on individuals making any unauthorized calls on the telephone system.

-        Long Distance Authorization Code Information

Each NCSSM employee is assigned an 8-digit long distance authorization code that should be used only when making long distance calls that are related to school business.   Please contact the Telecommunications Coordinator to obtain your number.

To dial a long distance business related call: 

Dial:     9 + 1 + area code + number

You will get the prompt: "Please enter your authorization code"

Enter you're 8-digit authorization code

Your call will then be connected

Employees must use their individual long-distance calling cards to place long-distance calls that are personal in nature.  Employees are responsible for all charges related to personal calls made on the NCSSM telephone system.  Improper use of the NCSSM telephone system may result in disciplinary action, including dismissal.

• Allowable Personal Calls:

An employee who is traveling for two or more consecutive nights in a week is allowed one personal long distance phone call for each two nights for which reimbursement to the employee may not exceed $3.00 when in North Carolina and $5.00 when employee is out of state.  If calls are made on a personal calling card or cellular phone, the employee must attach a copy of the phone bill to the travel reimbursement form with the call(s) highlighted.

• Emergency Calls

Employees may use the NCSSM telephone system, state credit card (if available), or may be reimbursed for a personal long distance call(s) if such call(s) is of an emergency nature as determined by the School.  An example would be a call made when an employee calls home to inform someone that the travel period has been extended beyond original plans because of unforeseen reasons.

(Source: State Budget Manual)

Monthly Long Distance Billing Reports

Employees that have made long distance calls using their assigned office telephone, cellular telephone, and/or calling card will receive a Monthly Telecommunications Expense Report from State Telecommunication Services.  This report shows the date, time, number of minutes per call, the telephone number called, cost and long distance authorization code for each call made from the specific telephone number.  The employee is required to review the report for accuracy and if correct, they must complete the attached “Statement of Telephone Usage” form confirming these calls were related to NCSSM school business.  The form also requires the signature of the Department Director/Dean or Supervisor denoting they have reviewed and agree with the nature of the calls.  The form should then be returned to the Business Office within seven days of receipt.  If there are any discrepancies or questions regarding the information contained in the report please contact the Telecommunication Coordinator as soon as possible.  *An employee will not receive a report if no calls have been made during the month.

It is important that all personnel, including temporary agency employees, contractors, and new personnel, be instructed in the proper use of the NCSSM telephone system and, in particular, the procedures for making long-distance telephone calls.  If there are any questions please refer them to the Telecommunications Coordinator in the Operations Division.

Telephone Use Guidelines - Cellular Telephones

Cellular telephones assigned to NCSSM employees are for official NCSSM business use only.  Because cellular telephone charges are based on measured use, no personal calls should be made on cellular telephones except in case of emergency as determined by NCSSM.  Personal convenience alone is not an acceptable criteria when deciding to use a cell phone for school business even if the call does not result in additional charges to the School.

If a personal emergency arises that requires the use of the cellular phone to make personal calls, the employee is to notify their department director/dean or supervisor, and reimburse NCSSM for those calls accordingly.

Cellular telephone calls to conduct official state business should only be used when more economical means of communication are not reasonably available.

• Personal Cellular Phone:

If an employee uses his/her personal cellular telephone in conducting NCSSM business, the employee can be eligible for reimbursement.  In order for the agency to reimburse the employee, the employee must indicate on his/her telephone bill the reimbursable calls, individuals called, and nature of calls as state business related, the agency will reimburse the actual billed cost of the call.

• Travel Reimbursement:

The cellular telephone cost should be listed under “Other Expenses” on the employee’s travel reimbursement form with a copy of cellular telephone invoice attached and call highlighted.  The employee’s location should be identified as well as the person/business called.

• Other Situations

Should emergency circumstances arise which necessitates an NCSSM employee to make a personal, long distance or cellular telephone call not covered in the items above, the employee should immediately notify his or her department director/dean or supervisor, and make arrangements for reimbursement to the State.

Exceptions:

Any exception to the rules and regulations as herein stated in the State Budget Manual, except those expressly delegated, must be approved in advance by the Office of State Budget and Management.

(Source: State Budget Manual and UNC-Pembroke)