Office of Procedures, Records, and Forms Business Policies and Procedures Manual

COMPUTING AND TELECOMMUNICATIONS
85.34
Revised 10-07

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

PRINT SECTION

Information Technology Computing Invoice and Usage Reports

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.

WSU IT Computing Invoice sample
Figure 1
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.

WSU/IT Usage Report sample
Figure 2
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:  infotech.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.