Requesting and Receiving a Cellular Phone, PDA, or Radio
Introduction
The information below is an outline of complete policy and procedures for handling any requests for cellular/radio instruments, pagers, PDAs, and/or calling cards. This document will provide the necessary information for establishment and all on-going monthly services for staff/faculty users of the university.
Overview
The Information Media Technologies (IMT) department strives to provide the best customer service possible to all members of the university community. However, some services are not always a necessity for certain job descriptions and/or duties that are required. Therefore prior approval from each individual department head or budget manager must be received before an order can be placed and service established. The department head or budget manager must have approval from the vice president of the university and the chief information officer (CIO) before giving the approval. Once the approval has been given and the approval form signed, the IMT department can be contacted at Ext. 5050, or support@apu.edu. IMT is the one-stop shopping department for any type of communication needs for computer, media, and/or telephone services.
The university has established and approved vendors for all services we provide. It is up to the discretion of IMT to change vendors if at any time the service provided is no longer meeting the needs of the university. The current provider for cellular/radio instrument is Verizon. Each unit is purchased for the requesting department. For the paging services it is Arch Wireless. The pagers are set up on a monthly lease service. For local and international calling cards, we use PAETEC. Calling cards are available for immediate pick-up from the support desk.
All services used are to be for business purposes only. If there is a need or request to use the services for personal use, the university is to be reimbursed by the employee. The credit will be made to the department’s cost center account and line number 5067. If there is an on-going occurrence of over usage by an individual user, the designee will contact the department head of that user. If an employee does not have a phone instrument or calling card issued by the university but they use their own personal item for business purposes, they may put through a reimbursement expense report along with a copy of the bill.
Accessing Pager Numbers or Cellular/ Radio Unit Numbers
If you should need to get in touch with an employee and you know they
have a pager or phone/radio unit, you may contact the support
desk for a listing.
Responsibility
The designated IMT person is responsible to receive approvals before the issuance of any cellular / radio services, pagers, and/or calling cards. This designated individual will review the monthly charges made by each user. In the event there are any discrepancies from the billing department of our vendors, the designee will contact the customer service department of the appropriate vendor. Follow-up is required until the discrepancy has been resolved or rectified.
The designee is responsible for monitoring all activity of all instruments on a monthly basis as well as handling the yearly contracts. All monthly bills for services go directly to the IMT support desk for payment and are then charged back to the department's cost center and telephone line 5067. All service issues need to be reported to the IMT support desk when necessary. The support desk will then handle resolving the issue.
The designee keeps the most current prices from all vendors should there be a need for a change in service.
The department head or budget manager (whichever is delegated) is to monitor the monthly Telecommunications Special Charges that is prepared by the IMT department. Should an excessive amount be noticed where there may be possible abuse of university funds, they are to speak directly with the user of the instrument.
Once an employee's employment with the university has been terminated, the department head is to immediately notify the IMT department so that the service can be cancelled if necessary. It is also their responsibility to obtain all property of the university before the employee physically leaves the university. If someone else will take over the service, you must still notify the IMT department so that they can change the name of the user. All calling cards and pagers are to be returned to the IMT support desk. If it is a cellular/and or radio unit, the department is to retain the instrument for future departmental use.
If a department should lose a cellular / radio instrument and/or pager, or if they forget to obtain it from the employee, they will be responsible for the full payment to replace the instrument.
The requesting employee’s responsibility is to obtain the appropriate approvals as outlined above and to provide the IMT support desk with the account number and line to be billed if applicable.
Policy
The IMT department has the sole responsibility for purchasing or requesting the appropriate instrument and the activation of a cellular and or radio instrument, pager, and or calling card. Under no circumstances is any employee of the university to purchase any type of instrument or service. The Business Office will not approve purchase order requests for these types of instruments, nor will they approve a monthly reimbursement expense report after the fact. This is for tracking and auditing purposes not only by the actual department themselves, but also by the university. After approval is received in writing, the IMT support desk will place an order (if necessary) or supply the user with an instrument that is on hand.
