Telecommunications

Telecommunications Services Overview

The Telecommunications section oversees the processing of orders from statewide telecommunications contracts and audits monthly vendor bills for accuracy. Verified charges are forwarded to participating agencies for payment. 

Administrative Fee

An annual administrative fee—capped at $150,000—is collected to cover service costs.

Billing and Payment Timeline

• Agencies receive a billing statement within 30 days of receiving detailed charges.

• Each statement provides a 30-day window for payment.

• Payments must be submitted to the Telecommunications Services Payment and Reserve Fund by the due date.

Disputed Charges

If an agency contests a portion of its statement:

• Full payment is still required by the deadline.

• The agency must submit a written notice of dispute within 30 days of receiving the statement.

Nonpayment and Penalties

If an agency fails to submit payment:

• The Secretary of the Department of Administration may sweep the agency’s account to recover the full amount.

• An additional penalty of 3% of the statement amount will be assessed.

Additional Information about Telecommunications Services

Data Transport 

• Refer to the DataTransport User Guide to help you navigate the services and complete a data TCR form

Download: Data TCR Form

Voice Services

Purpose: Use this form to request traditional voice services (e.g., phone lines, Centrex service).

Key Notes:

• ISDN-BRI is no longer available for new orders; existing services may remain.

• Submit one form per billing account.

Download: Voice TCR Form

Email to: tcr@wv.gov

VOIP TCR

Purpose: Use this form to request Voice over IP (VOIP) services.

Key Notes:

• VOIP services may involve coordination with agency IT staff.

• Complete all required sections for accurate service delivery.

• Use separate forms if ordering for different billing accounts.

Download: VOIP TCR Form

Email to: tcr@wv.gov

Telecommunications Backup

Purpose: Use this form to request access for multiple users in your organization to telecommunications systems or services.

Key Notes:

• Designed for quick submission of bulk access requests.

• If requesting Mainframe access, you must include the VPRT Printer ID.

• The Printer ID may vary by user - check with your IT technician if you're unsure.

• Leave the Printer ID field blank unless Mainframe is selected as the access type.

• Please return the form as a Word or Google Doc—do not submit as a PDF. Staff will add account numbers to process your request. 

Download: Telecommunications Backup

Email to: tcr@wv.gov

Telecommunications Billing Disputes 

Purpose: Use this process to formally dispute a charge found on your telecommunications invoice after review.

Steps to Submit a Dispute:

1. Download and complete the Telecommunications Billing Inquiry Form

2. Email the completed form and supporting documentation (including the full invoice) to: OTTelecomDisputes@wv.gov 

3. If the form is incomplete, it will be returned for correction.

4. You will be notified once a resolution has been determined.

What to Include:

• Item: Type of service (e.g., DAIN, Method One, VOIP, Data, SIP)

• Nature of Inquiry: Line or circuit number in question (list each separately)

• Amount in Dispute: The exact dollar amount being questioned

• Comments: Clearly explain the reason for the dispute

• Attachments: Include the full invoice and any relevant backup