Administrative Procedures Handbook

Procedures and Guidelines for Long Distance Calls and Authorization Codes for Faculty and Staff

General Procedures

Western Illinois University or University Technology - Telecommunications has implemented the following procedures for Long Distance Calls and Authorization Codes for faculty and staff.

With few exceptions, any individual placing University related long distance calls will need a long distance authorization code. This allows long distance calls to be billed to the correct University account.

Each individual must have a unique code for their use.

  1. Authorization Code Request

    Fiscal agents or their documented designee must send a written or email request to University Technology - Telecommunications at telecom@wiu.edu to have a long distance authorization code issued to their employee.

  2. Departmental Responsibility – Verification/Maintain Record

    Each month the departmental telephone bill is emailed to the fiscal agent or their documented designee. This individual has the responsibility of monitoring and reviewing the monthly telephone bill to verify the legitimacy of all calls made using their departmental authorization codes.

    All calls over sixty (60) minutes in length should be documented for the external auditors. The documentation should include who was called and the purpose of the call.

    The cover page of the monthly departmental telephone bill will contain information regarding the authorization code policy and other important Telecommunications news.

  3. Employee Changes

    When an employee transfers to another department, it is the responsibility of the department to notify University Technology – Telecommunications to ensure the code is not inadvertently used by another department.

    When an employee terminates employment with Western Illinois University, they are required to have a Clearance Form signed by University Technology – Telecommunications. At the time of termination, or date specified on the termination form, any authorization code assigned to the employee will be canceled.

  4. Calls Made Using Incorrect Authorization Code

    If a call has been made using your authorization code that you have not made follow the steps below for departmental credit:

    1. Contact the department fiscal agent or designee and notify them of the incorrect (denied) call.

    2. University Technology - Telecommunications must receive a copy of the telephone bill with the call(s) highlighted along with a memo noting the call is denied.

    3. A credit will be applied by an OCC (Other Charges and Credits) on the departmental account via the telephone bill to credit for the denied call. A debit will be applied by an OCC (Other Charges and Credits) on the departmental bill the call was made from via the telephone bill.

  5. Additional Information

    Information may be obtained regarding authorization codes by dialing 309-298-2713.

Last reviewed: July 18, 2024

University Technology 
Stipes Hall 126
Phone: (309) 298-TECH
E-Mail: G-Kain@wiu.edu