Print the reports from the web each month
as they become available.
Divide the report into two parts:
The detail reports showing 1-800 or long distance
calls
The Summary reports by cost center
Step
1:
Stamp
each of the detail reports showing long
distance or 1-800 charges.
Step
2:
Check
them off against a copy of the master list
of long distance codes in the department.
Step
3:
Label
that master list with the current month
and three-hole punch it.
Step
4:
Stamp
each of the summary reports with the stamp
for Administrator or PI verification.
Step
5:
Make
a copy of the summary report with the stamp.
Step
6:
Distribute
the original to the PIs and appropriate
staff members.
Step
7:
Three-hole
punch and keep the copies in a binder with
the master list.
Step
8:
Replace
the copy with the original as verified forms
are returned and check off on the master
list as returned.
Step
9:
If reports
are not returned by the end of the next
period include a copy of the last report
with the current with a reminder to return.
Summary
Reports by Cost Center
Step 1:
File the detail reports in the appropriate account folder
for reconciliation purposes.
Step 2:
Give a copy of the detail showing the list of equipment charges to the
departmental cost center to the Department Administrator
each month.
Step 3:
No ledger 5 should have equipment charges; verify that this is the case
before filing in the account folder.
Step 4:
Email any discrepancies in the report to telecommunications and keep a copy of the email
as a reminder to check for correction until the problem is resolved.
