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AU Cellular Phone/Service Request Form (updated 8/3/06)Application. The purpose of this policy is to provide uniform guidelines for the purchase, use, and payment of cellular (cell) phones. Individual departments, with the approval of the appropriate Vice President, may issue cell phones to staff members if it is deemed necessary to support university business (see Criteria for Issuing Cell Phones). All cell phones are to be used specifically or primarily for business purposes should be purchased and owned by Ashland University. In the event of a disaster or emergency affecting the University, cell phones in non-critical areas will be redistributed to support mission critical areas.
Criteria for Issuing Cell Phones. Department Heads may request a cell phone to be issued to an individual department member in the following situations (note requests are made by submitting a completed AU Cellular Phone/Service Request Form):
- The nature of work assigned requires substantial travel, therefore limits the ability to use the office or other departmental phones.
- Due to frequent and prolonged time out of the office, a cell phone is required to support departmental operations.
- The nature of the work assigned requires the individual to be reasonable available outside of normal office hours.
- The nature of the work assigned is critical to the operation of the University and immediate response is required.
In addition, a Department Head may request a cell phone for departmental use to be shared among several staff members if an on-call or on-duty policy exists within the department and cell phone support is essential to University operations.
Provider. The University is partnered with Verizon Wireless (account number 900013040) for cell phone service, phones and accessories. The agreement provides discounted pricing and a wide range of service plans to meet the needs of Ashland University departments.
Plan Changes and New Activations. The AU Cellular Phone/Service Request Form is required for all new cell activations, plan changes, and accessories. In all cases, Business Office will contact the service provider to obtain approved changes and/or new service.
Equipment and Purchases. In all cases, the most economical service plan that meets individual business needs must be chosen. Departments should purchase baseline cell phone equipment and the most economical usage plan. The individual department members must pay personally for any phone model or service plan upgrade, unless specific business needs require it. Employees are responsible for the safekeeping and care of their cell phones. Purchases will be placed by the Business Office following receipt of a properly completed AU Cellular Phone/Service Request Form. The Business Office will make arrangements directly with the AU designated Verizon Wireless provider listed below.
Kate Funston
614-342-2000
Charges and Oversight. Individual departments are responsible for all costs related to the cell phones assigned to department members including hardware, accessories, service plans and overages. Departments should carefully review monthly billing statements to ensure service plans are appropriate for business use. Departments must ensure all overages due to non-business use are reimbursed by the individuals assigned the cell phone. Non-business use resulting in plan overages will be reimbursed by the individual employee at the rate of $.90 per minute. Checks will be made payable to Ashland University and received by the Business Office with 10 days of receipt of departmental cellular invoice.
Payment and Billing. Monthly Verizon Wireless cellular service invoices are received by the Office of Information Technology for a trend analysis review. Invoices are then forwarded to the Eagle Card Office for departmental account billing. Departmental accounts are immediately charged for the full cost of cell phone service. In the event of insufficient departmental account funds, the Business Affairs Office will contact the department for funds transfer information. Cell phone invoices are sent to the appropriate department for usage review and to ensure there are no billing errors. Billing errors should be brought to the attention of the Business Office immediately.
Personal Calls. University cell phones must be used primarily for business calls; personal calls are restricted. If personal calls are placed or received, and are listed on the billing, the individual must reimburse the University for the personal minutes, up to any total overage charge shown. Providing that personal calls are kept to an absolute minimum, and that the base cellular service plan is selected (typically a $35-40 monthly plan with 300-400 included minutes), no portion of the basic, routine monthly charge for service and plan allotted minutes need be reimbursed. Specific personal calls should always be marked on all invoices and statements.
Individually Owned Cell Phones. Employees may use personally owned cells phones to make an occasional business call if needed. Reimbursement (via a properly completed Expense Report) is available for minutes spent on a business call, only up to the total overage charge shown on the invoice. The individual should make personal payment to the provider. No portion of the basic, routinely monthly charge for service and plan-allotted minutes will be reimbursed.
Cell Phone Questions. Call Information Technology (ext. 5405) for service related questions and the Business Office (ext. 5020) for orders, billing and payment questions.
Revised July 29, 2004
Approved by:
Curtis D. White
Vice President of Information Technology