1. Governing Regulations
The use of agency-provided telecommunication services and cellular communication devices is governed by System Policy 33.04 Use of System Resources, System Regulation 33.04.02 Use of Telecommunication Services and System Regulation 25.99.09 Communication Allowances.
2. Administration
The agency will provide a cellular communication device to an employee whose job duties necessitate the provision of such a device.
The Purchasing Department is responsible for administering cellular communication devices and services. The Business Associate in the Purchasing Department has been designated as the Cellular Service Coordinator for the agency.
This procedure does not cover internet access service other than internet access delivered through a cellular voice device.
3. Request for Cellular Communication Device and Service
3.1 Cellular service includes unlimited voice, text messaging and data service.
3.2 To be authorized, an employee must have a clear business need as determined by their supervisor.
3.3 The supervisor must ensure that the department or program has sufficient funding in its budget to cover the cellular service costs. The approved request is submitted via email to the Cellular Service Coordinator.
3.4 Cellular service for new employees may be requested in advance by the supervisor.
4. Cellular Communication Devices
4.1 Purchase of Devices
The Cellular Service Coordinator places the order with a contracted carrier for approved cellular communication device and service. The carrier ships the device directly to the Purchasing Department. Upon receipt of the device, the Cellular Service Coordinator records the key data.
4.2 Issuance of Device
The cellular device is shipped to the requesting employee with the instructions for use and a Cellular Service-Employee Acceptance/Acknowledgement form. The requesting employee must sign the form and return it to Purchasing.
4.3 Use of Devices
4.3.1 Permissible uses include:
- official State business.
- incidental use for personal phone calls that do not interfere with assigned duties.
4.3.2 Prohibited uses include:
- private commercial activities.
- illegal activities.
- personal use that unduly interferes with assigned duties.
4.3.3 An employee may purchase only work-related mobile application software (apps) for an agency-owned cellular device with agency funds. An agency procurement card may be used for the purchase. An employee may also purchase miscellaneous accessories such as phone cases, chargers, etc.
4.3.4 Transfer of Devices
An employee may not transfer the assigned cellular device to another employee. An employee who no longer needs a cellular device must follow the procedure for terminating service.
5. Tablets
Tablets are purchased through the Information Resources Department and are generally intended for Wi-Fi use only. Exceptions may be granted for a data plan but must be justified and approved by the Associate Director for Finance. Requests and justifications should be submitted to the Cellular Service Coordinator, who will route for required approvals.
7. Termination of Cellular Communication Services
An employee or their supervisor may initiate cancellation of cellular communication service via email to the Cellular Service Coordinator, who will process the necessary request to cancel the service and provide instructions for returning the cellular device. Cancellation is documented on the bottom of the Cellular Service-Employee Acceptance/Acknowledgement form.