In 2003, CTS formed a university-wide workgroup that included staff members from both academic and administrative areas to develop a transparent billing model for communications services. The workgroup agreed to segregate rates in three service areas: (1) voice and voice features; (2) directly billed services, such as voice usage, voice mail, cable television and bandwidth; and (3) technology infrastructure services that support the entire campus, including the UCLA backbone, Commodity Internet, Internet2, BOL services, Connect2, and underground inter-building wiring/cabling and maintenance. The billing model for the technology infrastructure services is referred to as a Technology Infrastructure Fee (TIF).

FY 2005/06 was a transitional year, during which the TIF was charged at $32.00 per line, based upon active phone lines in place as of the end of calendar year 2004. Beginning FY 2006/07, the TIF will be based on an FTE model that will recharge for technology services at approximately $39 per FTE.

As announced in the letter of April 19, 2006, to the deans from EVC and Provost Daniel Neuman (www.ucla.edu/evc/archive/060419-infrastructure.html), the campus has pursued a change concerning the recharge methodology for the Technology Infrastructure Fee (TIF) that is scheduled for implementation on July 1, 2006. To summarize, based on campus review and approval processes, the campus will convert from a TIF based on the number of phone lines to one based on the number of faculty, staff and student FTE employees, to be calculated at the end of each payroll period. The TIF rate has been established at $39 per FTE per month, based on the components of the POSSSE-approved FY 06/07 pricing model. The transition from line- to FTE-based TIF was also announced in last year’s memo of June 27, 2005, concerning rate changes for FY05/06 (http://www.cts.ucla.edu/rates-billing.htm).

To see a list of answers for questions about the TIF presented by faculty click here.

As described in EVC Neuman’s announcement (www.ucla.edu/evc/archive/060419-infrastructure.html), the existing suite of infrastructure services and approximate percentage of the $39 per FTE charge includes:

• Campus network, backbone, and connection to the Internet (28%)
• Infrastructure cabling/Contract project management (24%)
• A full package of email, messaging, and calendaring services (21%)
• Campus systems (5%)
• 800mhz system for campus emergency services (4%)
• Campus wireless in common areas (2%)
• Network for general assignment classrooms (GACNet) (< 1 %)
• Repositioning IT Initiative (16%)
  

Outlined in the announcement from EVC Neuman (www.ucla.edu/evc/archive/060419-infrastructure.html), various models--individual service, usage-based, FTE, headcount and knowledge worker--were studied and scrutinized within the university’s IT governance process. Additionally, the models were reviewed for regulatory requirements with respect to grants and contracts. While there are pros and cons to all of the models, an FTE model emerged as the best proxy for technology usage that also met grant and administrative implementation requirements. The proposed FTE-based TIF model was also reviewed by the University of California Office of the President's Office of Costing Policy and Analysis for compliance.

1. Changes in FTE due to employees being hired or leaving, and grants starting and ending, will be taken into consideration monthly for each FAU since actual payroll data will be utilized as the source of the FTE information. While the TIF rate will not change in a given fiscal year, monthly TIF charges to an FAU will reflect actual FTE totals at the end of each monthly payroll period. This calculation will also include any payroll cost transfer adjustments processed through the payroll system.
2. Regarding existing awards: If the notice of award does not explicitly prohibit such costs, communications infrastructure costs are allowable and presumably already being charged if a phone line is currently on the award. If a department has concerns about the whether the cost is allowable on a given award, the TIF charge may be moved by the department via a non-payroll expense transfer (NPEAR) to an unrestricted fund source.
3. Regarding proposals: Effective immediately, TIF charges should be included as a direct cost in all proposals, including new, renewal, supplemental, and revised requests. The TIF charges will commonly be included in the Supplies & Expenses category. Applicable F&A must also be included.
4. Regarding research contracts: any fixed cost agreements that included phone line charges were calculated at a cost level that included the TIF; therefore, there should be no significant impact.
5. In the event of a salary transfer the associated TIF will automatically be transferred with the salary to the new funding source. If the TIF charges are being paid from an unrestricted source other than the salary source, the TIF charges should be transferred via NPEAR.
6. All work study funds are excluded from the TIF.
7. Refer additional questions concerning contracts and grants to your departmental administrative officer or Extramural Fund Management, 42838.

The impact of the TIF on contracts and grants is also explained in the memo to deans and directors dated July 21, 2006 from Assistant Vice Chancellor James R. Greenwood, found here.

• If you would like a report forecasting the annual impact of the FY 2006/07 FTE-based TIF rate on your department, please contact CTS Billing Services via e-mail at ctsbilling@cts.ucla.edu or campus extension 58905.
  

The following rates have changed:

1. On a monthly basis, Communication Technology Services (CTS) will utilize the actual monthly FTE paid as per the payroll system to generate the TIF charges for each full accounting unit (FAU). The TIF charge will be posted to the ledger and FAU balances updated accordingly on a monthly basis. This should occur within a week to ten days after the payroll data is available at month end. Departments will be able to review these charges in their FAUs at the Online Financial System Reports (OFSR) Web site, which is updated nightly.
2. Each FAU will be charged monthly based on the actual partial and full-time FTE associated with the unit, multiplied by the TIF monthly rate of $39.00.

Changes in FTE due to employees being hired or leaving, and grants starting and ending, will be taken into consideration monthly for each FAU since actual payroll data will be utilized as the source of the FTE information. While the TIF rate will not change in a given fiscal year, monthly TIF charges to an FAU will reflect actual FTE totals at the end of each monthly payroll period. This calculation will also include any payroll cost transfer adjustments processed through the payroll system.

Since actual payroll data is utilized as the source of the FTE information, any prior period actions or adjustments, including expense transfers, will be reflected in the “Adjustments for Prior Periods” column of the Web-based bill statement.

No. Since the TIF is derived from actual payroll data, CTS cannot process these types of requests. Please see your departmental administrative officer or payroll administrator regarding these issues.

• The per-FTE TIF charge will be determined prior to each fiscal year by dividing the total anticipated TIF costs by the historic FTE-employee count. For FY 06/07, $12,960,000 was divided by the FTE-employee count of 27,700, resulting in a monthly charge per FTE of $39.00, effective July 1, 2006. (In planning for the FY 06/07 budget, a projected FTE base of 27,700 was used based on historical data from the Office of Academic Planning and Budget.)
• Each FAU will be charged monthly based on the actual partial and full-time FTE associated with the unit, multiplied by the TIF monthly rate.

The TIF charge is reflected in a separate section (TIF Charge Summary or TIF Detail) of the Web-based monthly billing statement. For a particular FAU, you will see a listing of employees, their UIDS, their corresponding FTE figure for the current month and any prior period FTE adjustments, and the GL object code.

• Currently, the TIF charges appear under the account from which the employee is paid as actual payroll data is utilized as the source of the FTE information.  Departments have expressed a desire to move these charges to unrestricted fund sources for certain contracts and grants until such time these direct costs can be built into a renewal budget.  The Non-Payroll Expense Transfer (NPEAR) process provides this option; however, for some departments where there are large numbers of transfers that are contemplated, processing NPEARS would be cumbersome and time consuming. Also, NPEARS are strongly discouraged since such movement would compromise costing policies.
• In an effort to provide some relief while campus leaders determine a final resolution for the TIF model, Communications Technology Services (CTS) has developed a web-based program that will enable departmental administrators or their representatives to redirect their TIF charges by mapping the original contract and grant account to an alternative unrestricted fund source.
• To this end, departments will be able to self-specify an alternative full accounting unit (FAU) through this web accessible feature, which has been built into the CTS order processing system. Departments will be able to use the mapping process starting in April 2007 through June 2008.  This time period will allow departments the opportunity to build the anticipated TIF charges into the contract and grant budgeting process.  
• In addition, for the April bill period only, there is a one time opportunity for customers to request retroactive changes from July 2006 to March 2007 for contract and grant funds that are still open as of April 2007. This option would apply to all open contract and grant FAUs for the entire period but should not be used if NPEARs have already been submitted for any of the months between July 2006 and March 2007. Also, both the “to” and “from” FAUs must be valid in the financial system (FS) at the time the retroactive billing piece is performed. Unless departments choose to delete or change the mappings, the mappings are permanent until June 2008 when the charges will revert to the original FAU if FTE continue to be paid from that contract or grant. 
• To access the FAU mapping feature, departmental administrators or their representatives can use the following accounts to sign in: UCLA Logon, QDB, or AIS OASIS.
• However, beginning in FY 07/08, departmental administrators will be able to assign access to specific individuals in their departments using the Distributed Administrative Computing Security System (DACSS) model to comply with campus security policies and financial controls. Details concerning DACSS integration are forthcoming.
• In the interim as a compensating control feature, there is a reporting capability within the utility that will show the current mappings that have been entered into the system, including who made the changes. CTS will also review the mappings on a monthly basis prior to bill close in order to identify any questionable changes.
• Currently, the TIF charge is reflected in a separate section (TIF Charge Summary or TIF Detail) of the Web-based monthly billing statement. Departments who choose the mapping option will see the TIF charges appear on the redirected (“mapped”) accounts on their web based bill. The audit trail will appear under the Summary by FAU section in which the credit to the original account and the debit to the mapped account will be shown under object code 4007. Only the debit to the mapped account will be passed to the general ledger. However, for those departments requesting retroactive billing, the one-time lump sum credit will be passed to the general ledger, as well.
• The link to the FAU mapping feature is http://www.cts.ucla.edu/faumapping and will be made available by April 6, 2007 along with a set of detailed instructions which will also be posted on the CTS web site under “All About Billing”, http://www.cts.ucla.edu/billing/billing.htm.

Via e-mail at ctsbilling@cts.ucla.edu or campus extension 58905.

• 18th: In general, FAU change and name change requests received by CTS Billing Services on or before this date will be processed for the current CTS monthly billing statement.
• 21st of previous month to 20th of current month: Call usage period. Calls placed during this period appear on the current CTS monthly billing statement.
• 6^th working day of the month: Web-based bills will be available by this date.
• First working day of the month: UCLA invoices are sent to sundry debtor customers.
  

• Campus Locations (Detailed Version):
  Ex. CAMPUS SERVICES BLDG. I/FL-02/R-428/W-WEST
  (Building Name\Floor\Room\Cube/Bed/Wall)
• Off-Site Locations (Detailed Version):
  Ex. 10940 WILSHIRE BLVD\FL-19\SUITE-10
  (Building Name\Floor\Room or Suite #)
• Campus Locations (Basic Version):
  Ex. CAMPUS SERVICES BLDG. I/R-428
  (Building Name\Room)
• Off-Site Locations (Basic Version):
  Ex. 10940 WILSHIRE BLVD\FL-19\SUITE-10
  (Building Name\Room)
  

This capability is now available for one time and monthly recurring charges only, excluding calling usage charges. Complete an online TSR or contact a CTS customer service representative at 5-3775.

1. Indication of acceptance of financial responsibility for communications charges
2. Legitimate billing address
3. Business contact information (name, address, phone, e-mail, fax, etc.)

Upon receipt of this memo, your new account will be assigned a University Identification Number (UID) that will be used for billing purposes once the new service has been installed.

Usage charges can take up to a year to show up on calling card carrier bills. In general, calling card records are removed from the CTS database approximately three months after the date that card was actually disconnected in order to bill all usage charges.

• Dial 1-800-366-2255 and follow voice prompts
• After the prompt, enter the number you wish to call
• For domestic calls enter 0 + area code + local number
• For international calls enter 01 + country code + city code + local number+ #
• Wait for prompt, and then enter your Sprint FONCARD number

When calling from outside the U.S. and Canada (from international locations)

• Dial the Sprint International Access Number of the country you are calling from. Access numbers are printed in Sprint Dialing Guide. For updated information, visit www.sprint.com/traveler
• Stay on the line for assistance from the Sprint operator.
  

MULTIPLE CALLING
After first call, do not hang up

• Place additional calls after terminating the first call by pressing # for two full seconds and dialing 0 + new destination number.

MISDIAL CORRECTION
Allows caller to correct a misdialed destination phone number or authorization code by pressing the * key.

Departments are responsible for managing their own telecommunications and controlling abuse as described in UCLA Policy 350. It is the individual responsibility of authorization code and calling card subscribers to ensure that the security of their code or card is not breached. Use of authorization codes and calling cards represent an extension of credit. Authorization code and calling card subscribers agree to pay for all charges. Charges are billed to the subscriber's name under a departmental FAU.

Refer to the following tips to prevent authorization code or calling card fraud:

• Calling cards and authorization codes are not transferable. Do not share your code or card with anyone.
• Never leave your authorization code or calling card unprotected (in plain sight).
• Do not write your card number on a separate piece of paper.
• Memorize your authorization codes and PINs; never keep them in your wallet, purse, Rolodex, electronic organizer, etc.
• When using your authorization code or calling card in a public place, shield your card and the keypad from view.
• Make sure no one can overhear you if you are reading your card information to an operator when placing calling card calls.
• Do not indicate card numbers, codes or PINs when canceling authorization codes or calling cards. Do not mail authorization codes or calling cards when submitting cancellation requests. Destroy them immediately!
• Do not program authorization codes on speed dial buttons. If you do decide to program your 10-digit authorization code on a speed dial button, do not identify where it is located.
• Review your Web-based bill on a monthly basis and inform CTS Billing immediately if you detect unauthorized calls.
• If you suspect your authorization code or calling card has been lost, stolen, or otherwise compromised, report this immediately to CTS Billing at 5-8905.
  

HANGING UP PROPERLY
When you get a busy signal, or the called party doesn't answer, or you have completed your call, hang up for at least five seconds prior to attempting your next call. This will ensure a complete disconnect from the previous call and prevent double billing.

DIAL-UP MODEM LOG OFF
When ending a dial-up modem session, a successful log-off message does not always mean that the telephone connection has been broken. Verify that your telephone connection has been broken by listening for a dial tone on the line. Refer to your communications software documentation for proper ways to break a telephone connection.

DIALING 8 + 0 + 0
When dialing 8 + 0 + 0 to place a collect, credit card, or third number billing call, you must pause briefly when dialing the 0 + 0 digits. Failure to do so will cause the switching equipment to misinterpret the call and bill a second charge to your campus extension.

FLASH
When you flash using the switchhook (pressing the button for 1-2 seconds), you are activating line features and not disconnecting a call. So remember, do not flash unnecessarily.