Procedure for Approval, Purchase, Payment and Inventory of Wireless Communication Devices (WCD*) and Services

Transcription

1 Prcedure fr Apprval, Purchase, Payment and Inventry f Wireless Cmmunicatin Devices (WCD*) and Services Backgrund: In rder t cmply with the Gergia Office f Planning and Budget Plicy Memrandum N. 4 (Revisin 8) effective August 1, 2004, which requires that each state agency manage and minimize the csts f using telecmmunicatins equipment and services, the university has develped University f Gergia Telecmmunicatins Plicy fr Wireless Devices/Cellular Telephnes, Lng Distance Usage, and Hme/Off Campus Internet Access. All University f Gergia units shuld read and becme familiar with the requirements f the plicy. The fllwing prcedure defines the steps required t purchase a University wned device/service r request reimbursement fr business related cmmunicatin charges n persnal cmmunicatin plans. Definitin: Wireless Cmmunicatin Devices are defined as devices that receive r send transmissin fr the purpse f prviding business related, persnal vice and text messaging cmmunicatins services. Examples f WCD include, but are nt limited t: cellular r PCS phnes, Blackberries, Persnal Digital Assistants (PDAs) with cnnectivity, tw way radis (traditinal and trunked technlgies), internet services and pagers. 1.1 Guidelines fr University wned Wireless Cmmunicatin Devices (WCD), services/plans and internet service Apprval and Authrizatin A. Apprval: WCD and /r Services that are predminantly used fr the benefit f the University shuld be purchased and paid fr by the University, and require apprval and authrizatin. If an emplyee has a business requirement fr a WCD they shuld cntact their Departmental Telephne Representative in rder t have a frmal request submitted thru the WCD Apprval System fr authrizatin t purchase WCD device/service. Only Telephne Representatives have the ability t submit a request fr authrizatin t purchase a WCD device/service. Nte: Yu may cntact the UGA Telephne Services Office at fr the name f yur Departmental Telephne Representative B. Authrizatin: After the request fr a WCD/service is apprved, an authrizatin number is assigned by the UGA Telephne Services Office. An ntificatin f the Authrizatin number will be sent t the Departmental Telephne Representative and the requestr f the device/service. This Authrizatin number must be included n any request fr purchase r payment Purchase and Payment After the Authrizatin number has been btained, a purchase request fr WCD/cellular telephne device and/r services shuld be submitted t the Prcurement Office as indicated belw. Mst wireless devices and services are available under statewide cntracts with carriers as nted n the Gergia Technlgy Authrity website fr wireless cmmunicatin services (

2 Prcedure fr Apprval, Purchase, Payment and Inventry f Wireless Cmmunicatin Devices (WCD*) and Services Cellular: Initial Purchase r upgrade f a device and initial set up f services must be s submitted n a purchase request t the Prcurement Office. All cellular devices and services are available n statewide cntract. Only devices will be encumbered. A waiver frm the Prcurement Office is required fr any exemptin frm use f the statewide cntract. Payment fr devices will be made against the Purchase Order and payment fr service can be prcessed n a check request r P-card. Departments must pst P-card charges t the crrect bject cde (76932). PDA (Persnal Digital Assistant) r Blackberry: Initial Purchase r upgrade f a device and initial set up f services must be submitted n a purchase request t Prcurement Office. All services must be purchased thru statewide cntract (unless a waiver is granted by the Prcurement Office). The Purchase f a device withut service must be submitted n a purchase request and may be frm a statewide cntract r a vendr f chice. Only the cst f devices will be encumbered. Payment fr devices will be made against the Purchase Order and payment fr service can be prcessed n a check request r P-card. Departments must pst P-card charges t the crrect bject cde (76910). Tw-way radis: A. Trunked (800 MHz) UGA Department must cntact Mtrla t btain a price qute fr the equipment they wish t purchase. Departmental Telephne Representative will submit a request fr the Authrizatin t purchase equipment/service thru the UGA WCD Apprval System. UGA Department will send a mem t Telephne Services requesting that the 800MHz service and equipment be rdered thru Gergia Technlgy Authrity (GTA). Mem must include: Descriptin f equipment (including mdel number) All csts Reference t the State f Gergia cntract number Prgramming Instructins Cntact and Delivery infrmatin WCD Authrizatin numbers UGA accunt number t be charged Mtrla price qute Telephne Services will frward all infrmatin t the Office f the Chief Infrmatin Officer (CIO) at UGA fr apprval. The CIO will frward the infrmatin t the Vice Chancellr fr Infrmatin & Instructinal Technlgy/CIO Bard f Regents fr apprval. If the request is apprved, Telephne Services will send a mem t the GTA Wireless Prduct Manager t purchase the equipment and bill the UGA accunt.

3 Prcedure fr Apprval, Purchase, Payment and Inventry f Wireless Cmmunicatin Devices (WCD*) and Services GTA will bill the UGA accunt n their mnthly GTA Telecm Services Invice. B. All ther tw-way radis: Once apprval is btained thru WCD apprval system, submit a purchase request t Prcurement. Multiple cntracts are available thru GTA ( - select Prcurement, select Hardware Cntracts, select Tw-Way Radis). Only the cst f devices will be encumbered. A waiver frm the Prcurement Office is required fr any exemptin frm use f the statewide cntract. Payment fr devices will be made against the Purchase Order and payment fr service can be prcessed n a check request r P-card. Departments must pst P-card charges t the crrect bject cde (76930). Internet Service Prvider (ISP): Once authrizatin is btained frm Telephne Services, the end user may initiate service with the apprved prvider. Service charges may be handled via P-card r check request. Departments mst pst P-card charges t the crrect bject cde (76910). All cntractual agreements with Internet Service Prviders must be reviewed by the Prcurement Office t ensure cnfrmity with state cntract guidelines. Any cntracts signed by an unauthrized emplyee r signed withut review by the Prcurement Office are in effect, persnal bligatins f the emplyee. Pagers: Leasing State Owned Pagers: The Department will cntact their lcal GTA Reginal Office t btain pricing fr a GTA issued pager. GTA Reginal Office infrmatin can be fund at The Departmental Telephne Representative will submit the request fr apprval t lease a pager thru the WCD apprval system. If apprved, an Authrizatin number will be issued. The Departmental Telephne Representative will send a Telephne Service Request frm t the apprpriate GTA ffice The Departmental Telephne Representative will be ntified by GTA when the pager is available. GTA will bill the UGA accunt n their mnthly GTA Telecm Services Invice. Purchase/Lease f Nn-State Owned Pagers: As statewide cntracts d nt exist fr these type f pagers, the department can utilize the vendr f chice. Once authrizatin is btained frm Telephne Services, the end user must submit a purchase request t the Prcurement Office fr the purchase/lease f the pager. Payment fr devices will be made against the Purchase Order and

4 Prcedure fr Apprval, Purchase, Payment and Inventry f Wireless Cmmunicatin Devices (WCD*) and Services Inventry payment fr mnthly service shuld be prcessed n a check request r P-card. Departments must pst P-card charges t the crrect bject cde (76930). Annual Review: Each year the UGA Office f Telephne Services/Office f the CIO will ntify Departmental Telephne Representatives t review and update the department WCD inventry. The review and update t the department WCD inventry will be an annual prcess. Specific instructins will be prvided by the UGA Office f Telephne Services/Office f the CIO at the time f the review/update prcess Discntinuatin f Service Upn discntinuatin f WCD/cellular service, the equipment shuld be frwarded t Telephne Services/Office f the CIO and the unit telephne representative will enter the apprpriate anntatins in the WCD System t update the inventry f wireless devices. Telephne Services will then frward the equipment t Prperty Cntrl. 2.1 Guidelines fr Reimbursement f University Usage f Persnal Service Plans/ Devices and Internet Service Cellular usage: T request reimbursement fr University usage f Persnal Service Plans, fill ut a Check Request and attach the cmpleted Reimbursement Request fr Business Related Wireless Cmmunicatin Charges Made n Persnal Cmmunicatin Plans frm (link) and a cpy f the service prvider statement invice. Reimbursement t emplyees fr business related cmmunicatins made using minutes r measured service f a service plan will be reimbursed in prprtin t the percentage f business use as utlined belw: Business related cmmunicatins which are less than 25% f the ttal usage f the service plan will nt be reimbursed. Business related cmmunicatins which are 26%-75% f the ttal usage f the plan will be reimbursed n a pr-rata basis. The percentage f business use will be applied t the mnthly service charge applicable t the rate plan as printed n the vendr s bill (excluding usage charges, lcal air r data charges, lng distance charges, raming charges, surcharges, fees, taxes, and ther miscellaneus charges). Business related cmmunicatins which are in excess f 75% f the ttal usage f the service plan will nt be reimbursed. If business use f a persnal device rutinely exceeds 75%, such use shuld be reviewed t determine if the emplyee s cmmunicatin needs meet the criteria fr a University issued device Internet usage: T request reimbursement fr University usage f internet service fill ut a Check Request and attach the cmpleted and signed Reimbursement Request fr Business Related Wireless Cmmunicatin Charges Made n Persnal Cmmunicatin Plans frm (put in link) and a cpy f the service prvider statement invice.

5 Prcedure fr Apprval, Purchase, Payment and Inventry f Wireless Cmmunicatin Devices (WCD*) and Services Reimbursement t emplyees fr business related internet access will be fr 50% f the mnthly access fee (excluding taxes and ther charges) r $20 per mnth, whichever is less. 3.1 Refunds t UGA fr persnal use f University purchased WCD service. If a situatin arises that requires extensive r extended use f the WCD/cellular telephne fr persnal calls, the staff member is t ntify their Vice President r Dean and reimburse the University fr thse calls that create additinal charges. Reimbursement under such circumstances will be submitted t the Departmental Telephne Representative alng with a cpy f the phne bill indicating the additinal cst due t such circumstances. Such reimbursement shuld be depsited in the Bursar s Office with an apprpriate depsit transmittal frm ( 4.1 The Right t Mnitr Cmmunicatins and Open Recrds The University reserves the right t investigate, retrieve and read any cmmunicatin r data cmpsed, transmitted r received thrugh vice services, nline cnnectins and /r stred n its servers and/r prperty, withut further ntice t emplyees, t the maximum extent permissible by law. 5.1 Infrmatin fr devices/service in place prir t implementatin f UGA Telecmmunicatins Plicy fr Wireless Devices/Cellular Telephnes, Lng Distance Usage, and Hme/Off Campus Internet Access (September 22, 2005). The nline WCD apprval system was activated July 1, All new requests fr devices/service have been prcessed thru the apprval system since that date. Departmental Telephne Representatives have been charged with using the Add Grandfathered Requests cmpnent f the web apprval system t ensure that all active devices/service are included in the inventry and have an Authrizatin Number. The Add Grandfathered Requests cmpnent will be remved frm the web page December 31, After that date, a new request will have t be submitted t receive an Authrizatin Number. Accunts Payable will n lnger be allwed t prcess WCD invices withut an Authrizatin number, t avid disruptin f service it will be imperative fr the department t cmply with the plicy and btain an Authrizatin number.