Telephony

Beginning on July 1, 2023, the telecommunications funding model will change to a simplified, fixed-cost model based on 2021 levels to accommodate the ongoing costs of operations for the telephones and underlying network. This new funding model was created through a partnership between IT Services and Finance and Business Services.

As part of the change, many features that are currently billed separately will be included for all users as part of the base service. These include:

  • Standard desk phone
  • Softphone
  • Long distance
  • Voice mail
  • Network FAX service
  • Standard desk phone maintenance and refresh

Some additional services that are also provided include:

  • Emergency phones
  • Courtesy phones
  • Elevator phone circuits
  • Fire alarm annunciator circuits
  • Emergency speakers in ResHalls

Units funded with Oxford E&G (fund code ‘000000’) resources will no longer be billed for these services. The budget that was previously supporting these services will be transferred (swept) to Network Services.

Auxiliary enterprises and the Regional Campuses will move to a recurring, monthly charge-out established during the budget planning process. July, August, and September will be billed together during the month of September with regular monthly charges occurring during the rest of the year. 

You will no longer be billed monthly for the individual services. These are the charges you currently see in expense accounts for “lines and equipment rental, telecom toll charges, telecom installations/repair charges or network services-wireless, video/data”.  

With these changes, the charges outlined above will be fixed for each unit and will not vary from what is budgeted, however, there will be an opportunity for adjustments if organizations experience significant change. Any normal variation in costs during the fiscal year will be absorbed by the IT Services division, based on the services being provided under the current funding model.

You can find details about the change in our Telephony FAQs below.

Changes Mean the End of Telecom Online

Since there will no longer be any monthly billing to review with the new billing structure, the current telephony portal, Telecom Online, will also be going away on July 1. Telecom Online currently tracks departmental phone activity and processes billing.

Telephony FAQs

Will my telephone services change?

No. Whatever services you currently have will remain the same.

What will the “baseline” service provide?

Baseline is defined as the existing services (phone, long distance, voicemail, etc.) in your department. Existing services will remain the same:
  • Standard desk phone
  • Softphone
  • Long distance
  • Voice mail
  • Network FAX service
  • Standard desk phone maintenance and refresh

In addition to the “base” service, the following services are included:

  • Emergency phones
  • Courtesy phones*
  • Elevator phone circuits
  • Fire alarm annunciator circuits
  • Emergency speakers in ResHalls

Will I be billed for long-distance charges?

No. Long distance will be included in this service.

What is not included?

  • Premium One-Time Services
    • Specialty Phones (billed minus the cost of a standard phone)
  • Physical FAX Line that does not transition to Network FAX Service
  • Carrier provided special services such as security monitoring and alarms. IT services will continue to coordinate installation, with departments paying the direct billing.
  • Phone services for external contractors - e.g., construction project trailers
  • Structured wiring costs for new phones in locations without existing jacks

What "might" the department be billed for?

  • Excessive long-distance calls
  • Specialty phone

What do I do if I need a new phone?

  • If your current phone is not working, click the “Repair phone” button on the University Phones site.
  • If you want to purchase a new additional phone and/or specialty phone, open a ticket at Request Phone.
  • New phone purchases are coordinated through IT for standardization, service, and maintenance.

Does this affect my departmental Verizon cell phone billing?

No. Cellular Services are provided and managed by MiTech, not IT Services.

What happens if I change or want to change any services?

You may request baseline service changes. However, those changes will result in no changes to the current budget/funding model. You will continue to pay the current rates.

What is a fixed charge-out schedule?

  • Fixed charge-out schedules are determined by the Budget Office.
  • A fixed charge-out schedule is a cost allocation across designated and auxiliary enterprises that are based upon historical expenses in that index. They are assessed to designated or auxiliary index codes monthly.
  • The monthly charge-out is established during the annual budget planning process by the Budget Office.
  • July, August, and September will be billed together during the month of September with regular monthly charges occurring the rest of the year.
  • Fixed charge-outs are not adjusted during the fiscal year.
  • A fixed charge-out is similar to the administrative services fees paid by Auxiliaries and Regional Campuses.

How is it being implemented?

Beginning in July 2023, the billing model will change to a fixed charge-out schedule as described below:
  • Units funded with Oxford E&G (fund code ‘000000’) resources will no longer be billed for these services. The budget that was previously supporting these services will be transferred to Network Services.
  • Auxiliary enterprises (residence halls, dining halls, the Goggin Ice Center, the Recreational Sports Center, etc.) will move to a recurring, monthly charge-out established during the budget planning process. July, August, and September will be billed together during the month of September with regular monthly charges occurring during the rest of the year.
  • The Hamilton, Middletown, and VOA campuses will move to the same recurring, monthly charge-out established during the budget planning process as described for auxiliary enterprises above.

How was the “funding model” determined?

  • The Budget and Finance Department utilized historical usage from departmental activities, expenses, and funding models for the University network and telecommunications to provide continuity of service with simplified cost share and minimal change to departmental budgets.
  • Telephony charge-backs have not changed since 2015, however, costs to maintain the underlying network and technologies that support telephony have increased year on year since then. This change returns funding that supports telephony and Miami’s networks to 2021 levels, allowing ongoing support and maintenance of both.

How much will be transferred from my budget?

  • The Budget Office determines how the funding will be allocated based on historical department usage.
  • Units funded with Oxford E&G (fund code ‘000000’) resources will no longer be billed monthly for these services. The budget previously supporting these services will be transferred to Network Services.
  • Auxiliary services and Regional Campuses will move to a recurring, monthly charge-out established during the budget planning process. See question #10 fixed charge-out schedule.

If I have questions, who do I contact?

Questions on Phone Services:

  • Call IT Services at 513-529-7466 (PHON).

Questions about budgets, fixed charge-out schedules, and the funding model:

  • Call Jeff Pidcock, Director of Budgeting & Business Transformation at 513-529-4227.

Questions on Cellular Services:

How will existing telephone service request tickets be handled?

All current service requests will be fulfilled. There will be no impact on the current budget.

What do we do if we have a significant change in the size of our organization?

If your division experiences a significant change in scale at the College or VP level, we will work with you to ensure the cost model remains reasonable and equitable.