EQUIPMENT AND SUPPLIES MANAGEMENT

CM (R)

CELLULAR TELEPHONES

ACQUISITION CONTROLS

The bid process shall be strictly adhered to regarding all purchases of cellular telephones and accessories. All purchase orders for cellular telephones shall be reviewed by the Electronic Services Manager. It shall be the responsibility of the Telecommunications Services Department to retain current bid prices. Purchase of cellular telephones shall be restricted to the Superintendent, Associate Superintendents, Executive Directors, Directors, and Campus Principals, with the approval of the Superintendent or the Associate Superintendent of Business and Technology. Individuals with special requirements may purchase cellular telephones with the approval of the Superintendent or the Associate Superintendent of Business and Technology.

 

BUDGET RESPONSIBILITY

Each campus and department shall budget for the total cost of their use of cellular telephones and services.

 

PURCHASING PROCESS

Information required for the purchase of cellular telephones shall be provided by the Data/Telecommunications Services Department. The following procedures shall be followed when purchasing a cellular phone:

  1. Requests for cellular telephones shall be submitted in memo form to the Data/Telecommunications Services Department.
  2. All requests shall be evaluated by the Data/Telecommunications Services Department, and in turn approved by the Associate Superintendent for Business and Technology Services.
  3. Once approval has been granted, the Data/Telecommunications Services Department shall provide the information required for the purchase.
  4. The Data/Telecommunications Services Department shall negotiate with the service provider to obtain cellular telephones and services at the least cost.

 

RECEIPT, DELIVERY OF CELLULAR TELEPHONES

Data/Telecommunications Services Department shall be the central receiving area for all purchased cellular telephones. Data/Telecommunications Services Department shall be responsible for receiving cellular telephones using the following procedures:

  1. Once the purchase request has been approved, the Data/Telecommunications Services Department shall provide the campus/department with the information required for the purchase order.
  2. The Data/Telecommunications Services Department shall be the receiving location for all purchased cellular telephones. Data/Telecommunications Services shall be the point of contact for the service provider. 
  3. Data/Telecommunications Services shall record the cellular telephone number, the users name and name of school or department associated with that number. 
  4. Data/Telecommunications Services shall record the model of phone purchased and any warranty information, and shall sign the contract with the service provider.
  5. Data/Telecommunications Services shall insure that the phone is working properly, and shall be the contact for repair requests. 
  6. Data/Telecommunications Services shall notify an individual when their cellular phone has been delivered. It shall be the responsibility of each individual to receive the equipment at the Data/Telecommunications Services Department. 
  7. Cellular telephones shall be issued by the Data/Telecommunications Services Department and require a signature upon receipt. 
  8. Telephone usage training shall be provided by the Data/Telecommunications staff at the time of receipt.

9. All cellular contracts shall be retained in the office of the Data/Telecommunications Services Department.

 

 

BILLING AND AUDIT PROCEDURES
  1. The monthly cellular bill is mailed to the Data/Telecommunications Services Department.
  2. The Data/Telecommunications Services Department shall review each individual statement, bill the user, and provide a copy of the statement to each user. 
  3. Cellular telephones are to be used primarily for official district business. Cellular telephones shall be used in locations that do not have regular telephone service. In the event that personal use is necessary, the user shall reimburse the district before the next billing cycle. Personal use shall be limited to no more than $25.00 per month, unless a higher limit has been approved by the Superintendent. Consistent use in excess of this limit shall result in cancellation of the employees cellular account.
  4. Personal checks shall be made payable to N.E.I.S.D. and sent to the Accounting Department. Include with the check a copy of the cellular bill with reimbursement charges highlighted.
  5. Failure to reimburse the district for personal calls shall result in disciplinary action to include termination.
  6. A spreadsheet shall be maintained by the Data/Telecommunications Services Department that lists each individualís usage during the budget year. 
  7. A copy of the monthly spreadsheet shall be sent to the Superintendent, Internal Auditor, and each Associate Superintendent.

 

REIMBURSEMENT OF DISTRICT BUSINESS CALLS

Non-campus based employees may be reimbursed for district business calls when given prior approval by their Associate Superintendent, and the Associate Superintendent for Business and Technology Services. Such approval is for one fiscal year and must be renewed each fiscal year. Once approval has been received in writing, the employee may request a reimbursement by submitting a Request for Reimbursement Form to the Accounting Department.

 

TRANSFER OF CELLULAR PHONE

Cellular telephones purchased by a particular campus or department shall remain within the campus or department. Employees shall use the following procedures for the transfer of cellular telephones if an employee resigns or transfers to a new location.

  1. Campuses and departments shall notify the Data/Telecommunications Services Department when an employee, who has a cellular phone, resigns or transfers to a new location. 
  2. The Data/Telecommunications Services Department shall maintain all records that indicate the employee name associated with a cellular number for a particular location. 
  3. The Data/Telecommunications Services Department shall contact the representative of the cellular company to assure that the employee name has been changed for billing statements.
  4. Cellular telephones, no longer needed, shall be returned to the Data/Telecommunications Services Department.

DATE ISSUED: 10/13/98

REVISED: 09/29/99