POLICY AND PROCEDURE MEMORANDUM 5214.05

DISC Bureau of
Telecommunications

Effective Date
04/12/2006
Review Date
04/2006

1.0 SUBJECT: Administration of AT&T Calling Cards Issued by DISC

2.0 DISTRIBUTION: All State Agencies and Non-State Agencies

3.0 FROM: Denise Moore, Director

4.0 PURPOSE: To establish and define a policy with regard to the administration and assignment of AT&T Calling Cards.

5.0 BACKGROUND: The Division of Information Systems and Communications (DISC) issues calling cards for remote access to the KANS-A-N Network. These cards are for use by all authorized network users primarily while traveling. 

6.0 PROCEDURES:

6.1 Issuing New Cards:

6.1.1 To request new calling card(s), the agency representative must contact the DISC Administrator through the KIRMS Network on a Work Order.

Go to "Add New Request"
Then "Calling Card Work Order"
At Service Request-Add:

6.1.2 New calling card(s) are assigned to the agency by the DISC Administrator. An email will be sent when the cards are ready to be picked up at the DISC Main Office, LSOB, Room 751-S. Card(s) for out-of-town agencies will be sent by Certified Mail. 

6.1.3 A letter containing general information on card usage and an acknowledgement listing the card numbers will be sent with the cards. The agency representative should compare the number on the cards with the listing to make sure they have received the correct cards. The agency MUST return the acknowledgement to the DISC administrator within five working days of receipt.

6.1.4 The agency is responsible for any and all fraudulent use of all calling cards and it is critical to return this acknowledgement.

6.1.5 DISC can track a card by the first ten digits of the card number. NEVER transmit the last four digits of a card number as those four digits are the Personal Identification Number (PIN).

6.1.6 NEVER issue a card number to more than one person. This has caused serious fraudulent usage in the past and is no longer allowed.

6.2 Transferring Cards

6.2.1 Due to statewide agency reorganizations, cards may be transferred with an employee to their new agency with approval from both old and new agency representatives who have agreed to the transfer..

6.2.2 The DISC administrator should be notified immediate on a Work Order to change the Billing Account Number for the card(s). Usage will continue to be billed to the old agency until KIRMS records are updated.

6.3 Changing internal Billing Account Number (department) within agency:

6.3.1 Some state agencies have tow or more Billing Account Numbers assigned to them. If an employee transfers within thier own agency. the card can be changed to their new department.

6.3.2 For billing purposes, and agency may assign the card number to a specific Bill Account Number (department). The agency representative should contact the DISC Administrator to assign the 4-digit department code along with the department name.

6.3.3 To set up new departments, or to eliminate obsolete ones, contact the DISC Administrator.

6.3.4 To request calling card change, the agency representative must contact the DISC Administrator through the KIRMS Network on a Work Order.

Go to "Add New Request"
Then "Request for Calling Card: (or "Calling Card Information")
At Service Request-Add

6.4 Canceling a Card

6.4.1 Reasons for canceling a card

6.4.2 Once an employee no longer has a need for the calling card, retrieve the card and submit a Work Order to cancel the card.

6.4.3 To request calling card cancellation, the agency representative must contact the DISC Administrator through the KIRMS Network on a Work Order.

Go to "Add New Request"
Then "Calling Card Work Order"
At Service Request-Add:

(Add one item for each card canceled. "Calling Card Cancellation"

6.4.4 The DISC Administrator will notify AT&T to cancel and confirm. An email will be sent to the agency representative confirming the card has been canceled. Then the card can be destroyed.

6.4.5 NEVER re-issue a card to another employee as this could also lead to fraud.

6.5 Suspected Fraud and/or Detection of Fraud

6.5.1 Most instances of fraud involve international calls. The AT&T Fraud Detection Center monitors international calls, and as a rule, is the first to detect the fraudulent use of a card. Also if many calls are placed in a short amount of time, this draws attention to the center. If the center suspects fraud, a customer representative will contact either the DISC administrator or the Network Control Center at 785-296-2310.

6.5.2 Once the Fraud Detection Center has reported suspected fraud, the DISC administrator will notify the agency representative. The agency must determine if the calls are legitimate or not. If the calls are deemed to be fraud, the card will be canceled immediately.

6.5.3 Agencies can detect fraud usage by examining the monthly KANS-A-N billing from DISC.

6.6 Responsibilities involved in handling of calling cards are as follows:

6.6.1 It is the direct responsibility of each agency to maintain an accurate inventory of all cards issued and implement security procedures.

6.6.2 Each agency should have a designated representative to administer the calling cards.

6.6.3 Agencies must notify the DISC Administrator immediately in the event of any change in the agency representative of their calling cards.

6.7 New Calling Card Feature

6.7.1 There is now a voice recognition feature to the KANSAN calling card. This feature will especially aid users who are in areas where touch-tone dialing is not currently available.

6.7.2 Dial into the KANSAN network using the 800 number on the face of your card. Once into the network, the initial voice prompt is “Enter your authorization code”. Wait for the second prompt, which will have you either enter or say your authorization code (10 digits plus the PIN on the front of the card). Once you have spoken your authorization code, a second prompt asks you to enter the number you are calling. Again, wait for the second prompt, then speak the number you are dialing. The area code must be included, i.e., 785-296-XXXX. The voice system will then repeat the number you have spoken. If the number is correct simply say “yes” or if it is not correct, say “no”. You will be prompted to say the number again.

6.7.3 This feature should only be used when you are in an area where touch-tone service is NOT available. Extreme caution, as always, should be taken when using the  calling card.

7.0 HISTORY: This PPM was originally issued as #5214.00 dated 10/17/2001.Reissued as #5214.01 dated 01/27/2003. Reissued as #5214.02 dated 05-12-2003. Reissued as #5214.03 dated 06/23/03. Reissued as 5214.04 dated 6/16/2004. Reissued #5214.05 dated 4/12/2006.

8.0 CONTACT PERSON: Shirley Perry, DISC Administrator
Bureau of Telecommunications
Voice: 785-296-2707
Fax: 785-296-1168
shirley.perry@da.state.ks.us