Cellular Phones and Services Policy - PowerPoint Presentation

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Cellular Phones and Services Policy Update

FAR Meeting September 20, 2017Lenora C. Chapman, Associate Vice President

Office of Financial Affairs

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utsa.edu/

financialaffairs

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Policies and Procedures1

Office of Financial Affairs HOP 9.49 Cellular Phones and Services – approved on August 24, 2017Cellular Phones and Service Allowances FMOG – published on July 1, 2017

Procard Program FMOG – updated September 18, 2017Slide3

Important Dates2

Office of Financial Affairs August 31: Cancel your current service planSeptember 1: Effective date of allowance with payment on October 1 September 22: Department manager deliver phones to Surplus Department

October 1: Effective date of allowance (for those received by Payroll after September 15) with payment on November 1Slide4

Employee ResponsibilitiesRead and understand HOP 9.49 and Cellular Phones and Service Allowances FMOGPurchase (or use personal phone) and maintain a cellular phone and service plan that will meet department needsReturn any UTSA-owned cellular phones that will not be used to department manager for disposition as surplus propertyCertify use of allowance toward business need

Office of Financial Affairs3Slide5

Department Manager ResponsibilitiesReview and validate the business need for an allowance, and process the Cellular Phone Allowance form. Process the Exception to Cellular Phone Allowance form when there is justification based on specific departmental needs.Collect any university-owned cellular phones currently assigned to individual employees (unless the employee plans to keep using the phone) for disposition as surplus.

Phones will need to be unlocked and reset to factory settingOffice of Financial Affairs4Slide6

Purchasing and Distribution Services OfficeWill assist with contract cancellation for employees who were approved for an allowance or no longer need cell phone serviceIf an exception is approved, assist departments in ensuring that all cellular phones and service plans are purchased from a Texas Department of Information Resources (“DIR”) contracted cellular provider through a UTSA Purchase Order

Office of Financial Affairs5Slide7

Cell Phone Contract Cancellation 6

Office of Financial Affairs Both the PO and the Contract Require CancellationTo Cancel the Contract:

Some contracts require 30 days notice of terminationContact the vendor via email to request cancellation

Request termination of services effective

August 31, 2017

Provide specific phone numbers and account numbers to be terminated

A list of vendor contact names and phone numbers

were provided

by PDSSlide8

Cell Phone Cancellation (Cont’d)To Cancel the PO: Utilize Rowdy Exhange to submit a POC request to Purchasing

Identify current PO which carries the encumbrance If PO expires at end of year, no action is needed Verify with vendor to ensure billing stops Ensure PO will have sufficient funds for final invoice paymentsOffice of Financial Affairs

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Exception to Cell Phone PolicyAll phones and services are required to be under the State of Texas Department of Information Resources (DIR) Contract. DIR offers four cell phone companies under contract in which you can select:Office of Financial Affairs8Slide10

Department of Information Resource (DIR) ContractsT-MobileDIR Contract Number DIR-TSO-3416http://dir.texas.gov/View-Search/Contracts-Detail.aspx?contractnumber=DIR-TSO-3416&keyword=phoneAT&TDIR Contract Number DIR-TSO-3420

http://dir.texas.gov/View-Search/Contracts-Detail.aspx?contractnumber=DIR-TSO-3420&keyword=AT%26TOffice of Financial Affairs9Slide11

Department of Information Resource (DIR) ContractsSprint SolutionsDIR Contract Number DIR-TSO-3432http://dir.texas.gov/View-Search/Contracts-Detail.aspx?contractnumber=DIR-TSO-3432&keyword=sprint%20wireless%20contractVerizonDIR Contract Number DIR-TSO-3415

http://dir.texas.gov/View-Search/Contracts-Detail.aspx?contractnumber=DIR-TSO-3415&keyword=wireless%20cellular%20servicesOffice of Financial Affairs10Slide12

Guide to Ordering Cell Phone, Service & AccessoriesStep 1 – Select Vendor Review the contact links above to determine which provides the best overall service (T-Mobile, AT&T, Sprint or Verizon). Step 2 – Requisition Line setupThere are three different products and services available for the order. Each line begins with the following identifier:

Cell Phone Purchase (receipt required) Cell Phone Equipment Lease (amount only)Cellular Service (amount only)Cellular Parts and Accessories (amount only)

Office of Financial Affairs

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Guide to Ordering Cell Phone, Service & AccessoriesCell Phone PurchasePurchasing a cell phone requires a receipt. Attach Cellular Phone Allowance Exception Form including the list of phone numbers, make, model, etc. One requisition line for all phones, with specific quantity.Use account code 63163 for cell phones over $500; receipt required; inventory and enter in INSIGHTUse account code 63144 for

cell phones under $500; receipt required; enter in INSIGHTLine Example – CELL PHONE PURCHASE – Apple iPhone 7, vendor customer account numberOffice of Financial Affairs12Slide14

Guide to Ordering Cell Phone, Service & AccessoriesCell Phone Equipment LeaseLeasing a cell phone is amount only. Attach Cellular Phone Allowance Exception Form including the list of phone numbers, make, model, etc. One requisition line for all phones.Use account code 64042 and enter in INSIGHTLine

Example – CELL PHONE EQUIPMENT LEASE – 2 Apple iPhones @$30 per month per phone, vendor customer account numberOffice of Financial Affairs13Slide15

Guide to Ordering Cell Phone, Service & AccessoriesCellular Service Estimate the annual service costs, include any unexpected additional monthly charges, list time period, and is “Amount Only.” One requisition line for all phones.Annual requisition should cover FY (Sept. 1 – Aug 31)Use account code 63633

Line Example – CELLULAR SERVICE – Specific phone numbers listed in attached documentOffice of Financial Affairs14Slide16

Guide to Ordering Cell Phone, Service & AccessoriesCellular Parts and AccessoriesLine is established if accessories are needed throughout the fiscal year and is “Amount Only.”Use account code 63144Line Example – CELLULAR PARTS and ACCESSORIES – Includes chargers, USB connectors, screen protectors, protective cases etc.

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Guide to Ordering Cell Phone, Service & AccessoriesStep 3 – List DIR Contract number in the external commentsStep 4 – Other For payment efficiency, requisitions could have up to four lines to identify each category to help streamline the process and reduce Purchase Order Changes (POCs)If adding a new cell phone line to existing PO, then department must obtain the required approvals by completing the Cellular Phone Allowance Exception Form and creating a POC.

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Disbursements and Travel ServicesPayments for cell phones and service can be paid with PO voucher onlyMerchant category code for Procards and Travel cards have been removed Cannot be processed through Expense Report except as noted in the Travel FMOGEliminates the need for any Non-Po vouchers To reduce match exceptions and increase timely payments, process receipts for cell phone purchases

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Payroll ServicesWill process the cellular phone service allowance in accordance with HOP and FMOGReceived 93% of approved allowanceThose not received by Sept 15 will be have an effective date of October 1 and paid on November 1 if received by October 15

Will ensure Internal Revenue Service requirements are followedWill maintain employee allowance lists Will ensure that employee is set up on direct depositOffice of Financial Affairs

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Surplus DepartmentIf appropriate, will collect phones paid for with UTSA resources29 cell phones have been turned into the Surplus departmentOffice of Financial Affairs

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QUESTIONSOffice of Financial Affairs

20Purchasing and Distribution ServicesSlide22

Your partner for successful solutionsOffice of Financial Affairs

Thank you!