Southern University at New Orleans

Transcription

1 PURPOSE This policy establishes guidelines for procurement, possession, and appropriate use of Universityowned cellular phones or wireless aircards. It also defines guidelines for the reimbursement of personal cellular calls or wireless aircard usages and services by the employee to the university. The policy is designed to reduce unnecessary cell phone/wireless aircard costs to the University and to avoid violation of state mandates regarding cellular phone and wireless aircard use. POLICY This policy is established as guidance to employees, who by the nature of their work, are required to be accessible by telephone regardless of the time of day, day of the week, or geographical location. Vice Chancellors and Department heads will determine service equipment and the type of services necessary to fulfill specific University responsibilities. Costs related to these services will be the responsibility of the Department. University employees are strongly discouraged from using a university provided cell phone/wireless aircard for personal business or conducting university business on any cell phone/wireless aircard while operating a motor vehicle. Employees are encouraged to use hands-free phones in limited situations and not for prolonged conversation. Cell phone/wireless aircard use while driving should only occur in an emergency situation. This policy applies to all cell phone/wireless aircard contracts entered into by Southern University at New Orleans employees, effective as of the date of this policy. Department heads may establish cell phone use policies that are more but not less restrictive than this policy. SCOPE The policy applies to all Southern University at New Orleans (SUNO) users: students, faculty, staff, and administrators. RESPONSIBILITIES Chancellor and Vice Chancellor for Administration and Finance - Approval authority for all cellular phone purchases and contracts when the University is the official billing entity Accounts Payable - Review monthly cell phone bill received from ITC. Budget all funds to pay monthly cellular/wireless aircard bill. Notify employees who have exceeded monthly service plan costs or exceeded incidental personal use threshold. University Employee If needed, User review charges forwarded to him/her by department head. Promptly reimburse the University for Personal Charges as required. Comply with SUNO cell phone/wireless aircard policy as written. ITC - Receive and process new phone orders approved from Vice Chancellor for Administration and Finance and the Chancellor. Place orders to appropriate vendors for new phone service, replacements, and contract renewal for purchase with pre-approved Purchase Order. Receive monthly bill account printout separated by cell phone/wireless aircard for users. Send bills to - 1 -

2 Account Payable for review and payments from established policy. Purchasing Department- Process purchase requisition request establishment and phone purchase. Accounts Payable- Pays cellular bills from pre-approved departmental Purchase Order (PO) or cellular account identified information. University Auditors - Periodically review cell phone policy and procedures and perform spot checks for adherence. DEFINITION Service plan level- A contract or service agreement by a vendor to provide cellular and wireless communication service at a fixed monthly charge for a fixed number of minutes beyond which additional charges will accrue Cellular/Wireless equipment- University-provided cellular telephones, wireless telephones, and wireless aircards that transmit communication via tower antennas, cellular data transmission/receipt equipment, radio-cellular telephones and wireless internet access Business-related Calls- Calls necessary to conduct University business Landline Phone- Any communication device that initiates and completes phone connections via SUNO Cisco Telephone System, as can be found on office desktops PROCEDURE 1.0 Entities Affected by the Policy 1.1 All Southern University at New Orleans full and part-time employees, including wage employees. This policy also governs cell phones and wireless aircards acquired via grants and contracts awarded in the name of Southern University at New Orleans. 2.0 Basic criteria for establishing need for a cell phone/wireless aircard: All approvals shall be based upon the following OTM published screening criteria concerning the protection of life and property or a demonstrated requirement to improve efficiency and effectiveness, and a lack of a suitable communications alternative. Protection of life and property - the job duties of the individual require the performance of duties that could impact the protection of life and property. These - 2 -

3 duties may be impeded without immediate access (inbound and/or outbound) to the public telephone network regardless of time of day or location of the employee. Law enforcement - the daily job duties of the individual require the performance of law enforcement activities, and these activities may expose the individual or the general public to harm or danger. Personal safety - the daily job duties of the individual require the performance of activities that may expose the individual or clients to harm or danger. Public welfare - the daily job duties of the individual require the performance of duties that may directly impact the safety, health, and welfare of the general public. Improved efficiency and effectiveness - the job duties of the individual require immediate access (inbound and/or outbound) to the public telephone network for recall, consultation, and/or decision-making. Lack of instantaneous communications could have significant effect on the operational efficiency of the agency or significant impact on the economic or political welfare of the state. On call - duties require that the individual be immediately accessible after normal work hours regardless of location. Mobile or in transit - duties require that the individual be mobile or in transit a large percentage of the business day yet immediately accessible. Lack of suitable communications alternative - no other suitable communications alternatives (one-way or interactive pagers, two-way radio, and standard telephone service) are available due to the location or environmental conditions of the workplace. Note: If an individual meets one or more of these criteria, they should be considered a viable candidate for a cell phone or wireless aircard. Cellular/wireless aircard equipment or service may not be ordered or acquired before final notification of approval by the Vice Chancellor for Administration and Finance and the Chancellor. 3.0 Cell Phone or Aircard Request and Submission process a. Individual will submit cellular phone/wireless aircard request letter form, signed by his or her Supervisor/Department Head or Dean for approval to acquire a cell phone through the university to the Vice Chancellor for Administration and the - 3 -

4 Chancellor with justification of Cell Phone Request. The completed Cell Phone Request Form obtained from the Vice Chancellor for Administration and Finance and the Chancellor starts the official Cell Phone Request process. Cell phone requests will not be processed without the approval signatures on the form from all persons needed for the request. b. Helpdesk ticket c. to the Vice Chancellor for Administration and Finance d. Campus mail addressed to the Vice Chancellor for Administration and Finance 4.0 Cell Phone or Aircard Review and Approval process a. Vice Chancellor for Administration and Finance will review and make a recommendation to the Chancellor in reference to the request. If it is not approved, no further action is necessary. If the request is approved, the requestor will then be contacted via or campus mail with cell phone/wireless aircard type, appropriate service plan and estimated annual cost. b. If the request is approved, the requestor must process a purchase requisition and submit it to Purchasing with a copy of the completed form and letterhead approval attached. Also the requestor, requesting cell phone(s) or wireless aircard(s) upon approval will enter purchase request for the cost of cell phone/wireless aircard (if new purchase) and cost of a year s service plan for a fiscal year. c. ITC, upon receipt of an approved purchase order from Purchasing Department, will place the cell phone order with appropriate vendor. d. Departments requesting cellular/wireless service will receive confirmation that the order has been placed and in the case of a renewal of service, verification of renewal period. e. (New Service only) Cell phone or wireless aircard for new service will be sent directly to the Vice Chancellor for Administration and Finance. Individuals requesting cellular/wireless aircard service will be required to pick up phone from the Vice Chancellor for Administration and Finance Office, third floor of the Administration Building room 301, receive a copy of the University s Cell Phone/Wireless Aircard Policy, read and sign a form indicating that they agree to the terms and conditions of the policy. Initial usage training will be provided. Note: Failure to comply with University policy regarding cell phones/wireless aircards may result in disciplinary action to include termination of cell phone/wireless aircard privileges and collection of any fees associated with the abuse of this policy. 5.0 Cell Phone or Aircard Billing process Each service provider (AT&T, Sprint/Nextel) will submit paper copy of the cell phones and aircards bill directly to the SUNO Accounts Payable Office. Each department upon approval of the Vice Chancellor for Administration and Finance and the Chancellor, is assigned a Nextel/Sprint cell phone/wireless aircard - 4 -

5 at the expense of the requestor s departmental budget. However, if the assigned Nextel/Sprint cell phone/wireless aircard is damaged, lost, or otherwise made unusable and/or unavailable, it is the responsibility of the Requestor to replace or otherwise make the cell phone operable or available at the expense of the Requestor. The most recently advertised replacement cost for Nextel/Sprint cell phone/wireless aircard has been quoted between $49.99 and $ respectively. Each department will be responsible for ensuring that their bill is paid in a timely manner by ensuring that their internal charges account has adequate funds to cover cellular service, to include changes in excess of budgeted amount. Note: Under no circumstance should the cellular/wireless aircard bill be paid using the American Express Small Purchase Charge Card. The Accounts Payable will sort bills by department code and will parse bills to identify any red flag areas for additional investigation. These areas will include but will not be limited to: a. Department totals that exceed Purchase Order (PO) totals by greater than ten percent (> 10%) b. Significant call activity to a non-university number c. Lengthy calls with charges (Calls in excess of 30 minutes) d. Excessive roaming and/or long distance charges e. Excessive operating assistance charges The Accounts Payable will attempt to identify inappropriate if any on the cell phone/wireless aircard usage by keying on red flag areas. However, determination of actual abuse is the responsibility of the department head. The determination can be facilitated by monthly examination of the bill once it has been sent to each department. Identified misuse of cell phones will result in termination of cellular/wireless services. Individuals will also be required to compensate the University for Personal Calls that cause the bill to exceed the monthly service rate. Upon acquisition of the replacement cell phone or wireless aircard, the phone becomes the property of SUNO and therefore, falls under the rules, policies and guidelines governing cell phones. The newly acquired cell phone must be registered with the ITC in order for arrangements to be made to activate the existing number to the replacement phone. If the Requestor does not accept the replacement policy, the Requestor must notify the Vice Chancellor for Administration and Finance and the Chancellor in writing. Another cell phone will not be issued to the Requestor if the replacement policy is not accepted. The Vice Chancellor for Administration and Finance and the Chancellor notifies the ITC Director who then records a letter of non-acceptance from the Requestor and no further action is taken. The process is repeated for every request. 5.1 Cell Phone or Aircard Tracking process - 5 -

6 Users will be added to a telecommunications database as their cellular service orders are processed. Each department will submit a request to discontinue service to ITC in order to have a user removed from the database. The ITC will contact department heads to ensure that the removed user has turned in his/her cellular phone. ****Please note that you will continue to be billed for services until you submit a request to discontinue service, and you have turned in your cellular phone/wireless aircard to your department head. 5.2 Southern University at New Orleans encourage all departments to have written policies and procedures for the review, approval, payment, and reimbursement process related to telecommunications charges, as well as, for the use and assignment of cellular phones/wireless aircards