WEST VIRGINIA DIVISION OF HIGHWAYS
ADMINISTRATIVE OPERATING PROCEDURES
SECTION I, CHAPTER 5

SECTION TITLE: GENERAL
CHAPTER TITLE: LONG DISTANCE TELEPHONE SYSTEM

  1. INTRODUCTION

  2. PERSONAL CALLS

  3. VERIFICATION AND RECONCILIATION OF LONG DISTANCE CHARGES

 

  1. INTRODUCTION

    Republished: 11/1/2000

    Effective: 12/1/91

There are two types of long distance telephone service that an employee of the DOH can utilize. The primary service is known by the acronym DAIN, Dialed Access Intercity Network. DAIN allows the DOH to obtain a more favorable long distance rate then regular long distance service. DAIN calls are recorded in a computer printout distributed to the organizations by Office Services Division. This printout is labeled "DAIN Telephone Listing".

A call placed on the DAIN system is known as an "ON-NET" call. Charleston users may call other DAIN locations by dialing 9-557-XXXX, where the XXXX represents the last four digits of the destination's regular phone number. DAIN users located outside of Charleston may call other DAIN locations by using the 557 prefix and may call Charleston by using the 558 prefix and the last four digits of the destination's regular phone number.

The second type of service available is conventional long distance telephone service. This type of service should only be utilized in certain situations. A call placed on conventional long distance telephone lines is known as an "OFF-NET" call. OFF-NET calls occur when a call is initiated at a DOH station with a non-DAIN prefix over a conventional long distance line. It can also occur when a call is initiated on a DAIN line. If all the DAIN lines are busy, a recording will warn the caller that the system is about to switch to a conventional long distance line to complete the call. At this point, the caller must decide whether to terminate the call and try again for a DAIN line, or to allow the call to be switched to the conventional long distance system, making the call an OFF-NET call. Anytime an OFF-NET call is made, it must be logged on Form DOH-45 Long Distance Toll Calls (See display and instructions in the "Forms" section of these Procedures).

  1. PERSONAL CALLS

    Republished: 11/1/2000

    Effective: 12/1/91

It is DOH policy that the long distance telephone system be used for business purposes only. Personal long distance calls are to be made only in emergency situations, and only with the permission of immediate supervisors. District Administrators and Division Directors are responsible for ensuring that the DOH telephone system is used properly.

Alternatives available to avoid using the DOH Long Distance Telephone System for personal calls are:

1. Place a collect call.
2. Charge the call to your own telephone credit card.

  1. VERIFICATION AND RECONCILIATION OF LONG DISTANCE CHARGES

DAIN ON-NET calls are recorded on the DAIN Telephone Listing computer report. Each Division Director, District Administrator or their designee is responsible for the verification of calls on the DAIN Telephone Listing report. Each call listed must be identified by the organization's employees as business, personal, or unknown. Employees must reimburse the DOH for any personal calls.

OFF-NET calls are recorded on conventional long distance telephone bills. These bills may be received at the organizations directly from the vendor, or are sent to the Accounts Payable Section of Finance Division and then relayed to the organizations. These bills must be reconciled with employee's DOH-45 logs. After the verification of calls as personal, business, or unidentifiable, the DOH must be reimbursed for personal calls.

All Divisions, except Equipment Division, will collect cash, check or money order for personal calls. The monies, along with the DOH Transmittal Letter (Form BF-56) will be hand carried to the office of the Director of Finance Division. (See the "Exhibit" at the end of this chapter for a reference copy of Form BF-56.) The Accounts Receivable Section of Finance Division will deposit all monies received.

All Districts and the Equipment Division will deposit cash, check or money order in a West Virginia State Treasurer-Receipts Account (one-way account) and transmit the DOH Transmittal Letter (Form BF-56) to the Accounts Receivable Section of Finance Division.