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SUNY PLATTSBURGH

CELLULAR TELEPHONE PROGRAM & PROCEDURES

Approved by Executive Council July 12, 2011

(Replaces approved policy dated 12/2/08 Cellular Telephone Policy & Procedure)
 
 
SUNY Plattsburgh’s cellular telephone program is designed to assist departments in delivering critical services. To participate in the cellular telephone program departments must meet the basic eligibility criteria:
 
·         Cell phone use is required for critical day-to-day business decisions;
·         Cell phone use is required to maintain critical or core services/programs;
·         No other communication solutions (e.g., two-way radios or pagers) are sufficient to fulfilling job requirements.
In addition,
 
·         Departments must have funding within their accounts (funding source may be state or IFR accounts, although IFR is preferred) to pay for the contracted cellular service and,
·         Individual cell phone users must be a SUNY Plattsburgh or Research Foundation employee.
 
Under this program, departments have three options for participating: 
 
1)    Personal cell phones: Individuals who prefer to use their personal cell phone to conduct campus business rather than obtain a college-owned cell phone may do so. Reimbursement for voice, text, data or a combination of these services is available for individuals who support critical core services and programs. To qualify for this option, the individual’s supervisor must justify this request and the appropriate Dean or Vice-President must grant approval. Reimbursement rates are:
a.    Voice:           $10 per month
b.    Text:            $5 per month
c.    Text Plus:     $10 per month (designed for individuals who have a high volume of campus
related texting (over 250 text messages per month).
d.    Data:            $30 per month
 
Cell phone reimbursement will be processed through a standing purchase procedure.
 
·         Purchase requisitions should encumber the full fiscal year, (eliminating the need for multiple purchase requisitions)
·         The requisitions should clearly indicate service(s) approved for reimbursement
·         Individuals will submit their cell phone bill summary that includes the individual’s cell phone number and the services they have been approved for reimbursement
·         Cell phone bills should be sent to Purchasing and be bundled to include a minimum of three months of bills.
 
Individuals receiving cellular reimbursement from the campus will have their cellular number available for SUNY Plattsburgh official use.
 
 
2)    College-owned cell phone assigned to an individual: Individuals may request a college-owned cell phone. A college owned cell phone will generally be limited to a basic voice plan with the lowest minute package available. A text/data plan is available to individuals who support critical core services and programs. To qualify for this option, the individual’s supervisor must justify this request and the appropriate Dean or Vice-President must grant approval.
 
Nominal personal use of a college-owned cellular telephone is permitted if non-college related use does not exceed fixed plan charges. This policy is based on SUNY Administration’s 2010-225 Guidance on Personal Use of State-Owned Mobile Device. If non-college use exceeds fixed costs, individuals must report their usage to Telecommunications; the individual may be charged the total amount exceeding the plan’s fixed costs (to be applied to their Telecommunication Account).
 
Any change in service, upgrades to equipment and/or the purchase of accessories needs to be requested through the Telecommunications Office via e-mail with the department head’s/chairperson’s approval. Accepted methods of approval is either (1) a direct e-mail request from the department head/chairperson; (2) an e-mail request to the Telecommunications Office, with a copy to the department head/chairperson; or an e-mail request to the Telecommunications Office with an attached approval letter/e-mail by the department head/chairperson.
 
A college-owned cell phone will have its number available for SUNY Plattsburgh official use.
 
 
3)    College-owned cell phone assigned to a department: Departments may request a cell phone that can be shared among departmental members. A departmental college-owned cell phone will be limited to a basic voice plan with the lowest minute package available. To qualify for this option, the department’s chairperson or director must initiate the request and the appropriate Dean or Vice-President needs to grant approval.
 
Nominal personal use of a college-owned cellular telephone is permitted if non-college related use does not exceed fixed plan charges. This policy is based on SUNY Administration’s 2010-225 Guidance on Personal Use of State-Owned Mobile Device. If non-college use exceeds fixed costs, the individual must report their usage to Telecommunications; the individual may be charged the total amount exceeding the plan’s fixed costs (to be applied to their Telecommunication Account).
 
Any change in service, upgrades to equipment and/or the purchase of accessories needs to be requested through the Telecommunications Office via e-mail with the department head’s/chairperson’s approval. Accepted methods of approval is either (1) a direct e-mail request from the department head/chairperson; (2) an e-mail request to the Telecommunications Office, carbon copying the department head/chairperson; or an e-mail request to the Telecommunications Office with an attached approval letter/e-mail by the department head/chairperson.
 
A college-owned phone will have its cellular number available for SUNY Plattsburgh official use.
 
To participate in the SUNY Plattsburgh cell phone program, a Cellular Telephone Reimbursement Approval Form or Cellular Telephone Request Form must be completed. Forms are available at http://www.plattsburgh.edu/offices/support/telecommunications/forms.php or by contacting Telecommunications at x7975.
 
Request forms must have both the department/chairperson and the respective Dean or Vice President’s signatures on it. 
 
Departments may select any cellular provider of their choice.    Since some cellular service providers offer state discounts, it is recommended that departments check with the carrier of choice or with the Telecommunications Office at x7975 for availability.
 
All participants must agree to and abide by cellular telephone program. The college reserves the right to change or terminate this policy at any time and/or to discontinue/suspend departmental usage at anytime.   

Contact Information

For more information about Administrative Policies approved by Executive Council, please contact:

Cindy E. Fuller
Management Services Coordinator
Management Services Office
Office: Kehoe 710-11
Phone: (518) 564-2538
Fax: (518) 564-2540
Email: fullerc@plattsburgh.edu