Telephone (VoIP) Fees FAQs

  • 1. What services are included in the cost allocation?

    Cost allocation includes services to move, repair and program phones as well as maintenance of the network system for the Voice over Internet Protocol (VoIP) telephone service.

  • 2. What services are NOT included in the cost allocation?

    Long distance and international calls.

  • 3. What is the cost for long distance and international calls?

    Charges vary depending on the location and country called.

  • 4. How are long distance and International calls tracked?

    Long distance and international calls are tracked through a system called Comview. The system tracks calls by phone number, date and minutes used.

  • 5. How do I access a detail call record by phone number assigned to my department?

    Any department head may request a detailed phone record as needed. Send a request to Kennesaw State University (KSU) University Information Technology Services (UITS) at for a readable Microsoft Excel file.

  • 6. How do I update department manager information on an assigned line?

    The department manager is controlled through the Office of Budget and Planning (OBP). Once a Budget Department Request Form is submitted to OBP the department manager is updated in the PeopleSoft Financials system and will then also update for the telephone fees charged to the department.

  • 7. Conference Calling – Each VoIP phone allows for up to 10 calls to be included on their VoIP phone.

    Customers with an Unified Communication (UC) account have the capability of allowing bigger bridge access. This allows all participants of a conference call to dial into the bridge themselves, then enter the conference ID they wish to join. It would be a local call for campus callers, although other off campus participants may be responsible for their own charges for long distance and international calls.

  • 8. How are long distance and international calls charged to a conference phone?
    • Older PolyCom analog conference phones incur costs based on the department who is assigned the line in that room.
    • Newer VoIP conference phones incur costs based on calls made from that phone. The phone number stays with the phone, not the port it is plugged into. The newer VoIP conference phones also eliminate the need to have a dedicated phone line installed in each conference room, as the VoIP phones will work when plugged into any data jack on campus.
  • 9. How do I prevent someone from making long distance calls on a phone in a common area?

    The phone can be restricted from making long distance or international calls or both. Contact to schedule. Phones can also be configured to require a PIN before dialing long distance or international.

  • 10. How do I re-assign the Business line or a UC account to a new department head?

    Send an email to with the new department head’s name and phone extension.

  • 11. How do I move a phone extension to another person in the department?

    Submit a move phone request by using the UITS Move Request Form located at:

  • 12. How do I request a phone be disconnected and removed?

    Submit a phone request for move by using the UITS Move Request Form located at:

  • 13. When will the billing be updated on a disconnected phone?

    Once the phone is removed from the database it will no longer show up on monthly reports. In some cases, it may take a month for it to disappear depending on the date the phone was removed and the date the report was generated.

  • 14. Why is there a yearly encumbrance of the department’s phone expenses established at the beginning of the year?

    The accounting system used by the University allows for a reserve or set aside of funds known as an encumbrance. This ensures adequate funding is set aside for phone usage. The amount of this encumbrance is released as the actual cost is recorded. If there is a large budgetary change within the department, the encumbrance can be corrected by contacting the Office of Finance and Accounting (OFA) at 470.578.6214.