UCAR Telephone / Calling Card Policy - 1/26/07

TABLE OF CONTENTS

These guidelines will be used by all UCAR telephone cardholders. The UCAR telephone cards are administered by the following NETS representatives. They will provide revisions and updates through e-mail and on this web page.
   

INTRODUCTION

The Sprint FTS2001 Credit Card is an internationally accepted telephone credit card, which allows cardholders to make telephone calls at a reduced rate from locations all over the world. The service is customizable to help prevent fraudulent usage.

CARDHOLDERS

Responsibilities

Telephone cards shall be primarily used to conduct UCAR calls necessary in the normal course of business.

The Sprint Telephone Credit Card has a unique number that is intended for use by the UCAR employee registered to the card. The cardholder is responsible for payment of all charges in compliance with UCAR policies and procedures. UCAR shall be liable for the cost of charges by authorized cardholders for business calls.

The cardholder is responsible for the review and approval of their monthly bill. The cardholder shall reimburse UCAR for all personal calls.

Security

The cardholder shall safeguard the telephone card and account number at all times. A violation of this trust may result in cancellation of the card.

As part of Sprint's fraud prevention software for calling cards:

1. If 2 calls are placed at the same time, using the same calling card number (loaned number or fraudulent use), their system will drop the calls, and permanently disable the calling card account.
   
   
2. If 1 call is placed in Washington DC, and then a second call is placed 1/2 hour later from Colorado, Sprint's systems are configured to know that you cannot get from one place to the other in that short of time. The calling card account is permanently disabled.
   
   A new card and account would need to be requested for the employee. Please send email to telecom@ucar.edu or call (303) 497-1000.

GROUP ADMINISTRATORS

Responsibilities

1. The Group Administrator for the cardholder shall have signature authority for the default account keys being charged against. The Group Administrator has the authority to request a NETS representative to cancel the card for any of his/her cardholders at any time.
   
2. The Group Administrator is responsible for monitoring the actions of all cardholders assigned to them. The Group Administrator may perform monthly reconciliation reviews of assigned cardholder transactions and approve these transactions for payment processing.

New Card Applications

The Group Administrator will approve a card for new cardholders by sending email to telecom@ucar.edu with the following information:  employee name, employee ID, employee location, and default account key. A NETS representative will set up the new telephone card account, issue a card and provide information to the new cardholder. The NETS representative will maintain a current listing of all cardholders and Group Administrators within UCAR.

Card and Account Changes

Requests for replacement of lost or stolen cards, changes to the cardholders default account key, or division affiliation, shall be provided to the NETS representative via e-mail, to telecom@ucar.edu

Cancellation of Telephone Card Accounts

Upon separation, retirement, etc., a cardholder must surrender the card to the Group Administrator. The Group Administrator will request that a NETS representative cancel the account. This is part of the corporate recovery process. The Group Administrator will send the card back to a NETS Representative. Withholding of an employee's final paycheck may be necessary until all UCAR property is returned, which includes the telephone card. The NETS representative will cancel the account with Sprint.

DISPUTED CALLS

Disputes may fall into one of the categories below. In most cases, cardholders will be able to resolve problems by contacting the NETS representative. The NETS representative will work for resolution with the vendor.

The following will help determine the correct approach for resolving problems:

1. CALLS NOT PLACED BY CARDHOLDER: Contact the NETS representative for assistance.
   
2. INCOMPLETE OR POOR QUALITY CALLS: Contact the NETS representative for assistance.
3. CREDIT NOT RECEIVED: If upon receipt of the next month's statement the account has still not been credited for the questioned amount, contact the NETS representative.
   
4. Each month monitor all unresolved issues and those disputes resolved during the last billing cycle. The cardholder must review their accounts and ensure all disputes are either resolved or dismissed. If assistance is needed, contact the NETS representative to resolve any outstanding discrepancies.

LOST OR STOLEN CARDS

1. Immediately notify a NETS Representative (303) 497-1000 and your Group Administrator in the event a telephone card has been lost or stolen or if the cardholder suspects the account number has been compromised in a fraudulent manner. Sprint may be notified 24-hours a day by calling Sprint Customer Service 1 (800) 599-5090. This number is printed on the back of the telephone card. UCAR or the cardholder is not liable for unauthorized use of the card (use of a card by a person other than the cardholder, who has no actual, implied, or apparent authority for such use).
   
2. The cardholder shall submit a written report to the NETS representative as soon as possible. The cardholder will provide the NETS representative with the following information and copy the Group Administrator:
   
   Credit card number
   Date and location card believed to be lost or date card was stolen
   Date and time Sprint was notified
   Any authorized calls that had been made that day
   Any other information that may be pertinent
   A contact number for the cardholder
   
   
3. A replacement card will be sent by the NETS representative to the cardholder. If the cardholder is on a business trip, the NETS representative will contact the cardholder with replacement information, and the new card will be given to the Group Administrator for delivery upon the cardholder's return.
   
4. If the cardholder finds the original calling card, it shall be destroyed and disposed of.
   
5. The NETS representative will forward the information to the Sprint representative.

GENERAL FINANCIAL RESPONSIBILITIES

The NETS representatives are responsible for providing assistance to cardholders and Group Administrators on account reconciliation. They are also responsible for correcting default account information, card holder information, and resolving account issues based upon input received from the cardholder statements within the specified time noted on account statements.

Cardholder Responsibilities

Verifying the monthly cardholder statement

1. Verify telephone numbers, pricing and locations for all calls on the statement
   
2. Disputed items must be noted and sent to the NETS representative
   
3. Make a copy of your statement and attach a personal check made payable to UCAR, with your default account noted on the memo line. Forward to Finance.
4. Forward your monthly statement with any account changes to the NETS representative.

Group Administrator Responsibilities

1. Notify the NETS Representative of changes in default account keys.
2. Act as a liaison between the cardholder and the NETS representatives.