All calling card applications must be justified and approved initially by the appropriate management levels (i.e., Deputy Director, District Chiefs and/or Medical Director) and submitted to the Administrative Deputy for final authorization. The request shall include the employee’s name, employee number, item number/payroll classification, cost center, work site address, calling range and detailed justification for calling range.
 

The Administrative Deputy will review each request and, if appropriate, approve, date and forward the request to the Administrative Support Bureau for processing. The Administrative Deputy will return the request to the appropriate manager only if approval is not granted or additional justification is required.
 

The Administrative Support Bureau shall forward calling card requests to ISD Telecommunications for processing and issuance of calling cards. The Administrative Support Bureau shall maintain a current calling card inventory and ensure that calling card listings are locked and secured from unauthorized access.
 

If the calling card is lost or stolen, the calling card user must call the Administrative Support Bureau immediately to stop services and process the written notification letter.
 

Instructions to cancel an employee’s calling card or revise the range/class of service level (due to reasons other than lost or stolen calling card) must be forwarded by the manager to the Administrative Deputy if the calling card is destroyed or whenever the employee’s status changes (i.e., transfers out of the organizational unit or the Department, terminates County service and/or no longer requires a calling card authorization).
 

The Administrative Support Bureau shall provide status updates on all calling cards to the Administrative Deputy, as needed.
 

All employees who are issued calling cards shall be held accountable for monthly verification of their calling card calls and reconciliation of their monthly billing statements. Calling card users shall not divulge their 10-digit calling card authorization code and personal identification (PIN) to other staff. If calling card users should use their PIN numbers to place calls for other staff, the calling card holders shall be responsible for those calls.
 

The Accounting Division will distribute a copy of the entire monthly calling card usage report to the Administrative Deputy and the applicable billings to the appropriate managers. Upon receipt of the calling card billings, the responsible manager shall distribute billings to the assigned calling card users.
 

Each calling card user is responsible for verifying the billing and any discrepancies noted (e.g. calls not made by the user). Each calling card user is responsible for identifying his/her personal calls by initialing all personal calls, signing off on the appropriate signature page and reimbursing the LAC-DMH. After verification, each calling card user must sign off and date his/her billing.
 

Each calling card user’s supervisor is responsible for signing the monthly billing to ensure that the calling card user has verified all calls and submitted proper payment for ALL personal calls. If any discrepancies are noted, the manager must follow-up promptly with a discussion with the subordinate(s), an investigation and/or disciplinary action as deemed appropriate.
 

The calling card billing must be reviewed, signed and returned by the calling card user and the appropriate manager or supervisor to the Accounting Division within thirty (30) calendar days of receipt. Failure to return the completed billing may result in cancellation of the calling card.
 

It is the responsibility of each calling card user’s supervisor to ensure that each calling card call can be documented by the calling card user. Supervisor’s documentation (e.g. calling card logs) must be kept on file for one (1) year and made available to auditors or monitoring staff on request.
 

The Accounting Division will continue to keep the approved calling card billing on file for five (5) years or in compliance with the Auditor-Controller’s specification for audit purposes.
 

Calling card users must reimburse LAC-DMH for ALL personal calls by a check or money order payable to Los Angeles County Department of Mental Health. The check or money order must be submitted to the calling card user’s manager/supervisor with the applicable calling card billing. The manager/supervisor shall approve, sign and date the calling card billing and send it, along with the reimbursement, to the Accounting Division within thirty (30) calendar days of the receipt of billing.
 

The Accounting Division will send an overdue notice to the responsible managers or employees who have not returned their billings within thirty (30) calendar days of receipt and will provide the Administrative Deputy’s Office with a list of those employees who have not returned billings. The Administrative Deputy’s Office will review the list for the purpose of terminating the employee’s participation in calling card usage.