Procedures for Cell Phone Services
1.0 Introduction
2.0 Procurement
3.0 Alternate Vendor Procurrement
4.0 Cell Phone Loss
5.0 Reimbursement for Personal Use of Business Phone
6.0 Reimbursement for Business Use of Personal Phone
7.0 Distribution of Phone Number
8.0 Billing Process
1.0 Introduction
Brown University recognizes that cellular/wireless telephone service can be a valuable tool for business purposes. The University makes these services available through the Telecommunications Office (x31717, Telecommunications@brown.edu). That office will, in conjunction with the Purchasing Department, solicit and evaluate proposals and contract for cellular service for the University. The Telecommunications Office also has responsibility for cellular service account management and for ordering services in support of the University's business needs.
2.0 Procurement
Some departments require staff members to have cellular telephones (or other cellular devices) to carry out their job responsibilities. This may be accomplished through either procurement of a cellular telephone by the department for long-term use, by short-term rental of a cell phone through the Telecommunications Office, or through the use of an individual's private cellular phone. In all instances, the intent is to meet the business needs of the University in a cost-effective manner. Cellular services are not designed or intended to replace regular University telephone service.
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3.0 Alternate Vendor Procurement
When the vendors or the standard set of services contracted for by the University do not meet a specific business need of an individual or department, the Telecommunications Office will work with that individual or department and with other vendors to determine the specific vendor and plan to best meet that University business need. In such an instance, the Telecommunications Office may request that the business case for such needs be addressed in writing with the approval of the appropriate Department Head.
4.0 Cell Phone Loss
In the event of a lost or stolen cellular telephone, the user will immediately notify the Telecommunications Office. The Telecommunications Office will suspend service immediately upon notification.
5.0 Reimbursement for Personal Use of Business Phone
Reimbursement is not required for personal calls on university-owned cellular telephones provided there are no additional costs incurred as a result of the personal telephone use. When a plan exceeds its usage, it shall be deemed that the personal minutes (if any) are the cause and those minutes will be charged at the excess usage rate. Each individual is responsible for reporting and reimbursing its department for personal usage in a timely manner.
6.0 Reimbursement for Business Use of Personal Phone
No direct payment will be made to individuals for business calls placed on their personal cellular phones if they do not incur additional direct costs. When a plan exceeds its usage, it shall be deemed that the business minutes are the cause and those minutes will be charged at the excess usage rate. To request reimbursement, a check request is submitted to Accounts Payable with a copy of the cell phone bill (showing all charges) with the business calls highlighted. Reimbursements under $20 should be processed through the Department's petty cash fund, if possible.
7.0 Distribution of Phone Number
The end user of a cellular telephone should exercise discretion as to who has access to his or her cellular telephone number because there is a charge associated with the telephone use regardless of whether the communication is incoming or outgoing. By giving out the telephone number, the user loses control of usage charges. For that reason, Brown employees will not be allowed to port personal cell phone numbers to plans paid for by the University.
8.0 Billing Process
Cellular phones are presently billed back on a monthly basis, via Controller's Journal Entries using subcode 6350. Account 3-79383-9800 (the Telecommunications Toll Clearing account) is the account credited for cellular telephone charges. Billing may be up to 3 months in arrears of actual usage.
Questions can be addressed to the Telecommunications Office (x31717, Telecommunications@brown.edu).