Cellular Telephone Program Policy

Outlines the campus' cellular telephone program to those that meet the basic eligibility criteria.

Date	Version Number	Change Description	Referenced Section
12/2/08	1.0	New Document	Entire Document
7/12/11	2.0	Major Revisions	Policy Renamed
8/27/15	2.1	Minor Revisions
1/4/17	2.2	Minor Revisions
6/27/17	2.3	Minor Revisions	Owner
7/29/18	2.4	Minor Revisions
2/1/22	2.5	Minor Revisions	Owner Name

This policy has been renamed from"Cellular Telephone Policy & Procedure"

Review Process / Approval

Action:	Units	Date
Policy Review	Information Technology Services Management Services
Policy Approval	Executive Council Executive Council	12/2/08 7/12/11

All SUNY Plattsburgh employees.

None 

 None

Under this program, departments have three options for participating:

1. Personal cell phones: Individuals who prefer to use 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:
   1. Voice: $10 per month
   2. Text: $5 per month
   3. Text Plus: $10 per month (designed for individuals who have a high volume of campus related texting (over 250 text messages per month).
   4. 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.

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.

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. 

To participate in the SUNY Plattsburgh cell phone program, a Cellular Telephone Reimbursement Approval Form or Cellular Telephone Request Form must be completed (see Forms) 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.

Cellular Telephone Reimbursement Approval Form

Cellular Telephone Request Form

 None

Method	Date
Campus Handbook	N/A
Faculty / Staff Digest	N/A
Student Digest	N/A
Other	N/A

There are no specific trainings identified with this policy.