Business Policies and Procedures Manual
Chapter 85: Computing and Telecommunications

BPPM 85.34

For more information contact:
   Information Technology Financial Services
   509-335-8643

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Reports

Each month Information Technology Services (ITS) issues Computing Invoices and Usage Reports to each University unit having a computing account. These reports show expenditures related to computing usage.

Non-University Clients

ITS charges transactions of non-University clients through the University’s Billing Receivables System (BRS). See BPPM 30.57.

Errors / Corrections

Departments, offices and individuals should review these reports each month.

When a review of the invoices and reports reveals an incorrect billing, send a request for adjustment and a copy of the incorrect billing to the Administrative and Financial Services (AFS) section of ITS.

Price Schedule

The current schedule of computing prices is available from the ITS Phone Desk, CUE Room 302, or from the Administrative and Financial Services section of ITS.

Explanation of IT Computing Invoice and Usage Reports

The following numbered paragraphs refer to numbered sections on the invoice sample (Figure 1) and report sample (Figure 2). Unnumbered sections are considered self-explanatory.

Refer to the Glossary of Terms below for definitions of terms.

This section, the samples and the glossary do not cover every possible term which may appear on reports. Contact ITS Administrative and Financial Services regarding questions; telephone 509-335-8643.

IT Computing Invoice

The IT Computing Invoice lists the usage, the rate charged, and the cost of each computing service.

Invoice Number (1)

This is the number of this invoice which will be carried in the University accounting system as a document number for the indicated computing charges.

Procedure Number (2)

ITS assigns each computing account a Procedure Number which identifies the user responsible for the listed computing charges.

Account Code (3)

These codes identify the account which supports the costs associated with the indicated computing services. Code components are: fund-subfund-program-budget-project.

Title (4)

The user assigns a Procedure Number Title which clearly identifies the related computing service transactions.

User Name (5)

Name of the office, department, or individual billed for the computing services.

Budget Name (6)

Administrative unit within the institution. The Budget Name can also be an individual’s name or a non-University organization.

Term Date (7)

Date the user’s ITS account terminates.

Description (8)

Lists the computing services provided by ITS. Refer to the Glossary of Terms below for definitions of terms.

Total Units (9)

This is the total number of indicated units provided and billed or credited to the Procedure Number.

Rate Per Unit (10)

The amount charged for each unit. A unit is a single set quantity adopted as a standard of measurement, e.g., the quantity of the computing service or time used, manuals purchased, connections.

Total Cost (11)

The total cost is calculated by multiplying Total Units by Rate Per Unit.

Funds Expended To Date (12)

These are year-to-date totals by expenditure object for computing charges supported by the indicated user.

WSU/IT Usage Report

The WSU/IT Usage Report helps budget administrators determine if computing use is within budget limits. The report also indicates who is using computing services.

Budget Number (1)

The budget number identifies the budget supporting the computing charges. See BPPM 30.05 for a definition of budget numbers.

Customer Number (2)

The customer number identifies non-University users.

Procedure Number (3)

ITS assigns each computing account a procedure number which identifies the user to the Center.

User Name (4)

The name of the office, department, or individual billed for computing services.

Title of Procedure Number (5)

The Procedure Number Title identifies related computing service transactions.

Term Date (6)

Date the user’s ITS account terminates. 99/99/99 means indefinite.

Funding Codes (7)

Funding codes made of several components which permit identification of each account. Components are: fund-subfund-program-budget-project (see also BPPM 30.05).

Dollars Used (8)

Total amount used to date.

Glossary of Terms

Terms frequently used in Computing Invoices and Usage Reports are listed with a brief explanation of each.

Access	Admittance or entry to computing systems.
Account	The University uses accounts to monitor financial transactions (see BPPM 30.05).
Asynch	(Asynchronous) One of two communications modes between terminals and a central computer facility. Asynchronous connections are normally connected with twisted-pair cable.
Banner Pages	A job divider for printed output; one at the front and one at the end of a job.
Basic Printing	Impact line printing, billed by the line.
Batch Jobs	Work that is submitted to the computing system for processing with no further user interaction necessary.
Bursting	Breaking continuous form printouts into separate sheets.
Comm-Local Network	Local (Pullman) communications network.
CPU	(Central Processing Unit) The part of a computer that processes data.
Cyl	(Cylinder) A unit of disk storage.
Data and File Transfer	Transferring from one storage medium to another.
Dedctd	A dedicated, not shared, connection to a network or a computer.
Disk Storage	Online disk storage is located on tracks, cylinders, or blocks on a disk drive.
FM Agreement	Facilities Management Agreement between ITS and non-ITS University unit; e.g., agreement for charges to house servers.
Host System	An ITS-supported system. Users are billed for resources used on an ITS host system.
Hrs	Hours
ITS	(Information Technology Services) A University unit responsible for providing computer-related services. Refer to the ITS home page at:  its.wsu.edu
LAN	Local area network
Local Printing	Printing performed at the ITS dispatch room.
Local Access	Access to the ITS computing facility from a local work station.
Miscellaneous	A nonrecurring computing charge in the specified category. Contact ITS Administrative and Financial Services for an explanation of a given computing charge.
Mnt	Maintenance
Mo	Month
MVS	(Multiple Virtual System) An operating system which provides access to Administrative Information Systems (AIS).
MVS Migrated	Mainframe data storage, stored on disk.
MVS Track	Mainframe data storage, migrated to slower devices.
Nonprime	A time period which is weekdays other than 8 a.m – 5 p.m.
Optical Scanning	A special service provided by ITS. Used for scanning input from tests, evaluations, and surveys.
Page Images	Page images printed on a page printer, i.e., laser printer.
Page Printer	A laser printer
Paper Surcharge	A charge for special paper or forms, e.g., 2-part, 3-part, and 4-part. Line printers only.
Plotter	A device used for plotting graphs and charts.
Port	A connection to a network or a computer.
Pr.	See: Prime
Prime	The period of weekdays, 8 a.m. to 5 p.m.
Rebilling	Charges for computer-related goods or services originally incurred by an entity other than ITS.
Shipping	Shipping and handling charges for mailing users’ materials, e.g., tapes, reports, listings.
Software Surcharges	Fees charged to off-campus users for using specific mainframe software packages.
Special Forms Mount	Printer/plotter charge for having the operator mount special forms, e.g., paychecks.
Standard	A nonpriority base charge for printing.
Std	See: Standard
UNIX	An operating system which provides general computing and network services.
Weekend	Time period including Saturdays, Sundays, and holidays.
Wkd	See: Weekend
WSU Database Usage	A usage charge which covers input/output overhead for accessing databases associated with Administrative Information Systems.
WSU Online Administrative Usage	Computing charge for CPU time related to the use of Administrative Information Systems (AIS). See BPPM 85.33 for a list of available information systems.

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Revisions:  Oct. 2007 (Rev. 306); Mar. 2003 – moved from BPPM 80.34 (Rev. 225); July 1996 (Rev. 100); Feb. 1991 (Rev. 85); Mar. 1989 – new policy (Rev. 75).