Audience
Employees
Question
How do I approve, order, and start using cellular services at BSU/NTC?
Answer
A GUIDE TO APPROVING, ORDERING, AND USING CELLULAR SERVICES
FAQs – Employees
I am an employee and I think I need a business cell phone. What is the process to obtain one?
• In order to receive a state-paid cell phone, your supervisor and Vice President must review your job responsibilities and certify your eligibility. See System Procedure 5.22.2 and the form entitled “Initial Authorization / Annual Review for Cellular Devices and Plans”. The supervisor and authorized administrator will determine your eligibility.
• After you are certified as eligible for a cell phone, submit a ticket to the ITS Help Desk to request a cell phone.
May I use my state-provided cell phone for personal use?
Personal use of a cellular device and plan issued under System Procedure 5.22.2 is prohibited. Personal use may result in revocation of the employee’s cellular device and plan usage. Except in the case of an essential use, the employee is subject to disciplinary action for the unauthorized use of the cellular device or plan. A call is considered essential if the employee establishes that the personal call was:
- an unsolicited and isolated incoming call; or
- of minimum duration, urgent in nature, and could not have been made from a different telephone.
FAQs – SUPERVISORS
1. What is the approval process for issuance of a cell phone to an employee (or to add voice, text, or data service)?
• The supervisor of an employee requesting the device and plan must determine if the employee meets the threshold eligibility requirements contained in System Procedure 5.22.2 (see form: “Initial Authorization / Annual Review for Cellular Devices and Plans”).
• The employee’s respective Vice President must approve the request.
• Documentation to support the decision to issue the device and plan must be retained by the appropriate campus administrative unit consistent with records retention standards and be available for review and audit.
2. What is the procurement process for phones and plans?
All devices and plans must be procured under the state or system negotiated contracts. Devices and plans currently in use which are not under the state or system negotiated contracts must be transitioned at next available opportunity. The actual ordering of the phone and plan is done by an authorized coordinator.
3. How often do I need to review invoices of employer-provided phones?
If you notice an unexpected increase in the monthly cell phone charges, ask IT for a copy of the monthly invoice.
Note: Personal use of a cellular device and plan issued under Procedure 5.22.2 is prohibited. Personal use may result in revocation of the employee’s cellular device and plan usage. Except in the case of an essential use, the employee is subject to disciplinary action for the unauthorized use of the cellular device or plan. A call is considered essential if the employee establishes that the personal call was:
- an unsolicited and isolated incoming call; or
- of minimum duration, urgent in nature, and could not have been made from a different telephone.
4. What are my other responsibilities as a supervisor?
Annual review of continued need for device plan, and level of service is required. The employee’s supervisor and Vice President annually must review and document the continued business need for the device and plan (see form: “Initial Authorization / Annual Review for Cellular Devices and Plans”).
OGC / Compliance July 2010
Updated Locally 8-23-2011