These Zoom Phone Billing Guidelines have been established to support the campus-wide transition to Zoom Phone, scheduled for completion in Spring 2026. During the transition period, Telecom charges for each unit will be fixed at the amount of the last monthly Telecom bill issued immediately prior to that unit’s transition to Zoom Phone. Although monthly charges previously varied as lines were added or removed, this fixed amount will remain in place until the start of the next fiscal year. This approach ensures stable and predictable billing regardless of when - January, March, or any other month - a department is migrated to Zoom Phone.

Summary of Charges

Billing Details

Billing Model

Auxiliary Units

Auxiliary units will be billed $270 per Zoom Phone line, assessed at the beginning of each fiscal year.

• The charge is based on the unit’s active line count as of the billing date.

• Units may add or remove lines throughout the year, but no additional charges or credits will apply until the next fiscal-year billing cycle.

E&G Units

E&G units do not incur the annual per-line charge, as these costs are centrally funded.

Mid-Year Adjustments (Auxiliary Units Only)

The university reserves the right to adjust Auxiliary unit billing outside the normal annual cycle when:

• A new unit is being established or onboarded mid-year, or

• There is evidence of line-count manipulation (e.g., temporarily lowering line usage prior to the annual billing snapshot and reactivating lines afterward).

Soft Phones, Physical Handsets, and Telecom Work Orders

Zoom Phone operates fully as a soft phone, which generally eliminates the need for Telecom work orders for standard moves or changes.

However, any unit - Auxiliary or E&G - may incur Telecom work order charges if:

• The unit deploys physical handsets, and

• Telecom staff must perform work such as relocating a device, activating a network jack, on-site troubleshooting, or other hands-on support.

Work order charges will be applied per incident at the standard Telecom rate.

Calling Plans

US and Canada

• The basic calling plan includes unlimited calling within the United States and Canada at no additional charge.
• The basic calling plan is automatically assigned to all Zoom Phone users, and to common area phones that require outbound dialing.

International

• International dialing may be enabled upon request.

• When approved, international dialing will be enabled only for the specific countries supported by Zoom and requested by the department.

• Any international calling charges incurred during the billing cycle will be billed to the requesting department based on actual usage.

Calling Authorization

• A long-distance PIN is no longer required.

• Calling permissions are managed through the calling plan assigned to each Zoom Phone user.

Fax Services

• Zoom Phone's online fax service is the preferred solution for fax services where feasible.

• Existing physical fax machines may be replaced with Zoom Phone online fax functionality.

• If a department chooses to purchase or install a new physical fax machine instead of using Zoom Phone, the department may be responsible for the cost of a Voice Gateway Adapter (VGA).

• Additional charges may apply for moves, adds, or changes associated with physical fax machines per incident at the standard Telecom rate.

• Requests for fax services, including Zoom Phone fax or physical fax machine support, must be submitted through the standard telecommunications service request process.

Biennial Cost and Usage Review (All Units)

For both E&G and Auxiliary units, Zoom Phone usage levels, licensing costs, and overhead expenses will be reviewed once every two years.

• The university may adjust annual per-line charges (for Auxiliary units) or central funding allocations (for E&G units) based on updated usage or changes in service costs.

• Any adjustments will be communicated prior to taking effect.