POLICY ON PRIVATE TELEPHONE AND CELL PHONE CALLS

Transcription

1 POLICY ON PRIVATE TELEPHONE AND CELL PHONE CALLS 1. PREAMBLE 1.1 UNISA telephone system The regulation and management of the telephone facility is the prerogative of Management. UNISA'S guiding principle in providing its employees with access to UNISA'S telephones is that this facility is to be used for business purposes. UNISA reserves the right to grant, restrict or withdraw, at its sole discretion and with regard to any employee, the aforementioned privilege in respect of these facilities as and when necessary in order to accommodate business requirements. Abuse of the telephone or cell phone facility is a transgression that will be subject to the University's disciplinary code. With effect from the date on which this Policy is approved by Council or authorised Committee of Council, all employees must reimburse the University for the cost of any private telephone calls made using UNISA telephones where such cost exceeds the amount of R40,00 per month or such other amount as the Management Committee may from time to time determine. Cognisance must be taken of the fact that the availability of the telephone facility for private use constitutes a privilege and not a right. 1.2 Cell phone 2. DEFINITIONS All official cell phone costs will be dealt with in accordance with Section 2 of this policy. Private telephone call(s) are telephone calls made using any telephone or facsimile machine for UNISA'S account where such calls are not directly linked to the performance of UNISA'S business. Such telephone calls are deemed to be in respect of the private business of the employee or official concerned. 3. PAYMENT FOR PRIVATE TELEPHONE CALLS MADE ON UNISA S TELEPHONE SYSTEMS 3.1 Policy statement The regulation and management of the telephone facilities is the prerogative of Management. UNISA'S guiding principle in providing its employees with access to UNISA'S telephones is that this facility is to be used for business purposes. UNISA reserves the right to grant, restrict or withdraw, at its sole discretion and with regard to any employee, the aforementioned privilege in respect of these facilities as and when necessary in order to accommodate business requirements. Abuse of the telephone or cell phone facility is an offence that Approved Council 29 July

2 will be subject to the University's disciplinary code. It is the policy of UNISA that all employees must pay the full cost of private telephone calls (including facsimile transmissions) that exceed R2,00 per call limited to accumulative total of R40,00 per month. The monthly cost of all calls below the determined limit will be for the account of the University. The unused portion of the aforementioned monthly limit cost of private calls cannot be transferred or carried forward to the following month. The determined amount and the rates at which private telephone calls are charged will be determined annually by Telecommunication Services and will be approved by the Management Committee. These rates will be revised in line with the rates of the service providers concerned. 3.2 Telephone lists It is imperative that, for control purposes, Management ensures that employees indicate their private calls by using the applicable pin-code system when dialling. Telecommunication Services or Manager in the case of Regional Offices will forward lists, indicating both private and business telephone calls and faxes, to Line Managers/Heads of Department on a monthly basis. It is the duty of the Line Managers/Heads of Department to ensure that these lists are circulated amongst employees in order to advise them of their telephone calls. Employees must forward details of any discrepancies found in the lists directly to Telecommunication Services for comment and possible action. A copy of such correspondence must be forwarded to an employee's Line Manager/Head of Department. Allocation errors resulting from the use of the wrong pin code should be reported to the Line Manager/Head of Department by the employee concerned, who must complete the relevant financial form (F37). The reallocation will, upon authorisation by the Head of Department, be processed in the following month. 3.3 Payment procedure The cost of all private telephone calls made that exceeds the determined amount will be automatically deducted monthly from the employee's salary. The deduction in respect of a particular month will be made from the next salary payment. Until such time as the pin-code system is implemented at the Regional Offices and at the Conference Centre, employees at such offices and centre must remit their payments for private calls, as per the telephone lists, to the relevant Financial Officer. The cost of private telephone calls made up to the 15 th day in the month of resignation must be deducted from the last month's salary. Heads of Department must make arrangements with such empoyees for payment of the outstanding balance, if any. Line Managers/Heads of Department must take cognisance of private calls made during the remaining period of service and must make every effort to prevent abuse of the facilities. All calls made from a shared facility must be monitored by the Line Manager/Head of Department, who must implement a procedure to ensure recovery of costs for private usage (e.g. for facsimiles). In order to meet all salary-related deadlines, discrepancies that result in a refund or an additional deduction will be dealt with only on the salary date after the date on which the original deduction was made. 3.4 Non-compliance Approved Council 29 July

3 It is the responsibility of an employee to ensure that his/her private telephone calls are properly indicated by using the pin-code system. Telephone lists must be scrutinised by the Line Manager/Head of Department and any discrepancies identified must be investigated and the necessary corrective action taken. It remains the responsibility of an employee to check his/her private telephone calls and to ensure that the necessary deduction in terms of this policy has been made from his/her salary. Random checks will be carried out throughout the year to ensure adherence to this policy. Line Managers/Heads of Department must take cognisance of available alternatives in order to prevent abuse of telephone facilities. Consideration should be given where necessary to barring an employee from using the relevant facilities. An employee, and not the Line Manager/Head of Department, will be held liable for non-payment and for non-compliance with this policy, which could lead to disciplinary action in terms of UNISA'S Labour Relations policies. 4. OWNERSHIP OF A CELL PHONE 4.1 Vice Chancellor, Pro Vice Chancellor, Vice Principals, Registrar, Executive Deans, Deputy Executive Deans and Executive Directors The Vice-Chancellor, Pro Vice-Chancellor, Vice-Principals, Registrar, Executive Deans, Deputy Executive Deans and Executive Directors qualify for the use of UNISA-subsidised cell phone. Reimbursement for the costs incurred in this instance is dealt with in Section Directors Directors must submit a substantiated application in writing to their Line Manager in order to qualify for a subsidised cell phone. Entitlement to reimbursement for costs incurred is dealt with in Section All other employees All employees other than as specified above in 2.1 and 2.2, whose duties necessitate the use of a cell phone, must submit a substantiated application for the use of a cell phone to their respective Line Manager/Head of Department, who, in turn, must support the application and must refer it to the Executive Director/Executive Dean or Vice Principal/Registrar or Vice Chancellor/Pro Vice Chancellor as appropriate. 4.4 Cell phone contracts All cell phone contracts and instruments must be in the name of individual employees and the maintenance of such contracts/instruments and upgrades remain the responsibility of the user. Employees who were previously issued with UNISA owned cell phones, may opt to have the contracts concerned transferred to them at no cost. 4.5 Duty phones/ pool phones Under exceptional circumstances where the nature of an employee s duties necessitates it and the employee does not possess an own cell phone, such employee can be issued with a University cell phone. Under this scheme the cell phone instrument belongs to UNISA and not the individual. The Head of Approved Council 29 July

4 Department must submit a fully substantiated written application/request for the issuing of such phone to the relevant Management Committee member. Line Managers/Head of Departments are responsible for managing University owned cell phone instruments and related costs. All substantiations and approvals must be submitted to Human Resources for filing on the employees files. 4.6 SRC members SRC cell phone costs will be dealt with in terms of the policy as specifically approved for the SRC. 4.7 Acting positions Should an employee be temporarily appointed in an acting/secondment capacity on a higher post level than his/her current substantive post, such employee will not automatically be entitled to the cell phone privileges assigned to the higher-level position. Any application that such employee should qualify for cell phone allowance during the acting/secondment period, must be approved by the Line Manager/Head of Department. The allowance must be terminated at the end of the acting/secondment appointment. 5. REIMBURSEMENT OF COSTS 5.1 Monthly allowance Option 1 - Monthly allowance In terms of this option a once-off application must be approved by the relevant Line Manager/Head of Department. In the case of the Principal by another member of the Management Committee. The monthly allowance will be paid through the Payroll. The limits are determined in Section 4 of this Policy. The employee is responsible for settling the account with the service provider. Option 2 - Monthly reimbursement for official use In terms of this option, the employee must prepare a reimbursement claim and arrange for authorisation by his/her Line Manager/Head of Department (in the case of Principal by another member of the Management Committee). The claims will be reimbursed through the Payroll in arrears. The limits are determined in Section 4 of this Policy. The employee is responsible for settling the account with the service provider Reimbursement of claim procedures Every month an employee/official who prefers Option 2 must submit a claim (F28) via his/her Line Manager/Head of Department for approval and reimbursement Costs that qualify for reimbursement items: The reimbursement under Option 2 covers the following expense Monthly rental (which includes EMS, itemised billing, caller identification ); Monthly insurance; Official calls Costs not eligible for reimbursement Costs such as those for: Approved Council 29 July

5 upgrading, car kits, replacement and private calls, etc., are for the individual's account and will not be reimbursed. 5.2 Duty phones/pool phones The cell phone statement of account in respect of a cell phone issued by the University will be received by UNISA and will be paid on approval by the relevant Line Manager/Head of Department. The limits are determined in Section 4 of this Policy. 6. LIMITS OF REIMBURSEMENT 6.1 Vice Chancellor, Pro Vice Chancellor, Vice Principals and Registrar Option 1 - Monthly allowance In terms of this scheme a fixed monthly cell phone allowance of R900,00 is payable. The allowance is taxable and there is no additional reimbursement for costs over and above the allowance. Option 2 - Reimbursement In terms of this scheme only business calls are reimbursed on a monthly basis. The total reimbursement claim is limited to R750,00 per month (inclusive of all qualifying costs). The cell phone bill must be analysed by the employee (user) and private calls costs (VAT inclusive) deducted from total monthly bill. Failure to perform the above analysis will disqualify the reimbursement claim. The reimbursement is not regarded as an allowance but merely as a reimbursement for actual cost incurred and is therefore not taxable. 6.2 Executive Deans, Deputy Executive Deans and Executive Directors Option 1 - Monthly allowance In terms of this scheme a fixed monthly cell phone allowance of R750,00 is payable. The allowance is taxable and there is no additional reimbursement for costs over and above the allowance. Option 2 - Reimbursement In terms of this scheme only business calls are reimbursed on a monthly basis. The total reimbursement claim is limited to R750,00 per month (inclusive of all qualifying costs). The cell phone bill must be analysed by the employee (user) and private calls costs (VAT inclusive) deducted from total monthly bill. Failure to perform the above analysis will disqualify the reimbursement claim. The reimbursement is not regarded as an allowance but merely as a reimbursement for actual cost incurred and is therefore not taxable. 6.3 Directors and other qualifying employees Directors and other qualifying employees will be reimbursed for cell phone costs on a monthly basis. The total reimbursement claim is limited to R per month (inclusive of all qualifying costs) up to and including post level 6, and R220,00 per month (inclusive of all qualifying costs) for all other levels. The cell phone bill must be analysed by the employees (users) and private calls costs (VAT inclusive) deducted from total monthly bill. Failure to perform the above analysis will disqualify the reimbursement claim. The reimbursement is not regarded as an allowance but merely as a reimbursement for actual costs Approved Council 29 July

6 incurred and is therefore not taxable. 6.4 Maximum claim amount The Management Committee must annually review the approved maximum monthly amounts that may be claimed, and these amendments must be an appendix to this Policy. Such amendments must be approved by the Finance Committee of Council but do not constitute policy amendment. 6.5 Official calls while on official duty abroad An employee who is on approved official duty outside South Africa may upon return claim a reimbursement for official international calls while on such duty. The normal rules for approval of such a claim pertain. 6.6 Private calls while on official duty An employee who is away from home on official duty will be allowed private calls limited to an amount of ± $50.00 per week for international calls, and private calls of R50.00 per week for national calls. These calls will be regarded as official. Specific arrangements will be made for any trips in excess of three weeks, e.g. visiting Professorships, Researchers, etc. The arrangements must be approved by the Vice Principal, Registrar, Pro Vice Chancellor or Vice Chancellor as appropriate. 6.7 Private calls All private calls are for the account of the individual and should be deducted from the account submitted for reimbursement. 6.8 Pay as you go and other prepaid telephone cards As the cards mentioned above cannot be verified for official calls, with the result that proof thereof is not possible, the costs incurred will not be reimbursed by the University. 7. CHANGE CONTROL Any change to this policy must be effected in accordance with accepted University procedure. 8. COMMENCEMENT OF POLICY Private telephone calls made after approval of this policy will be dealt with in accordance with the clauses as set out in this policy. 8. POLICY VIOLATION Employees who do not adhere to this policy will be subjected to disciplinary action. Approved Council 29 July

7 F 28 CELLULAR TELEPHONES MONTHLY REIMBURSEMENT (TO BE SUBMITTED TO PAYROLL DEPARTMENT) NOTES: 1. Requests must be submitted to the Payroll Department, according to the stipulated payroll deadlines. 2. The claim cannot be processed without proper original supporting documentation and an F28 form approved by the line manager. (Attach to this claim.) 3. UNISA will reimburse qualifying employees/officers according to approved policy. 4. Private calls must be clearly indicated on the itemised billing. 5. The reimbursement will be paid with the monthly salary. (Only the qualifying business-related expenditure must be claimed.) PAYMENT PARTICULARS Employee name (initials and Surname) Employee number Extension Amount R - Service provider Period of claim month (e.g. Feb 2005) Analysis/Airtime From - - To - - ANALYSIS OF COSTS Budget responsibility unit code Expense code Amount R Applicant Date Approved by: (authorized signatory) Date TO BE COMPLETED BY PAYROLL DEPARTMENT PAYROLL OFFICER STAMP Date received:.. Processed date:.. Input month: Year: Print name Done by: Signature Approved Council 29 July

8 F 66 CELLULAR TELEPHONES MONTHLY ALLOWANCE (TO BE SUBMITTED TO PAYROLL DEPARTMENT) NOTE: Requests must be submitted to the Payroll Department according to the stipulated payroll deadlines PAYMENT PARTICULARS Employee name (Initials and surname) Employee number Extension OPTIONS 1. Monthly allowance according to approved policy 2. Monthly reimbursement according to approved policy (if yes, please complete F28 form) Yes Yes No No Applicant. Date.. Line Manager. Date TO BE COMPLETED BY PAYROLL DEPARTMENT PAYROLL OFFICER STAMP Date received:.. Processed date:.. Input month: Year: Print name Done by: Signature Approved Council 29 July