/
FINANCIAL POLICY MANUAL
SUBJECT: Wireless Communication Services / Chapter: 1
Section: 1.12
REFERENCES: State Wireless Equipment and Service Usage Policy – SP-3 / Page: 1 of 6
Revised Date: 09-06-13

WIRELESS COMMUNICATION SERVICES

I. PURPOSE:

This policy applies to department-purchased and personally-owned wireless service and the business use of such wireless services. It is the Department of Health and Senior Services (DHSS) policy to reimburse employees actual and reasonable expenses for state business use of personally-owned wireless service. Department-provided wireless service is intended for state business use only. All procurement, usage, and monitoring of department-provided wireless services, including blackberry services, iPhones and iPads are to be made in accordance with the department’s and the Office of Administration (OA) policies.

II. SCOPE:

Department-wide.

III. POLICY:

A. Department-Purchased Wireless Service

Each division is authorized to acquire wireless service for use while conducting state business, and must oversee usage as detailed in Section IV of this policy. The purchase of iPhones and iPads require department directorapproval.

B. Personally-Owned Wireless Services

Expenses may be claimed for state business use of personally-owned wireless services as detailed in Section IV of this policy. Claims shall be made on Monthly Expense Reports in accordance with DHSS Financial Policy 1.3.

IV. PROCEDURES:

A. Department-Purchased Wireless Service

Wireless equipment and services must be procured through the mandatory statewide contract wherever equipment and service is available and through the terms and conditions of that contract. If a particular area, service, or equipment is not available through the mandatory state contract, a waiver must be approved by the Office of Administration, Division of Purchasing and Materials Management. The Division of Administration, Procurement Unit will coordinate obtaining a waiver. Each wireless account is assigned to a Wireless Account Administrator.

All wireless invoices shall include "call detail" which records on the monthly invoice the phone number of the calls made, minutes used per call from each wireless account, and any other charges associated with the calls.

Department-purchased wireless services are to be used for business calls only. Business use of a DHSS-provided wireless service includes:

  • Calls and text messages related to DHSS business;
  • Making/changing accommodations when traveling on state business;
  • Business travel emergency calls/text messages (for example, vehicle breaks down, vehicle accident, request for an ambulance, illness, etc.); and
  • Whentraveling,no more than two personal calls per day not to exceed two minutes per call to notify family members of work schedule changes, make arrangements for family needs due to late arrivals, etc.

Any call/text message not meeting the above business-usage criteria shall be considered a non-business call and should be an extremely rare occurrence. Personal calls in excess of the purchased rate plan will require reimbursement by the employee per Section IV.E.6 of this policy. Excessive use of a DHSS-purchased wireless service is defined as repeated use for non-business use calls and text messages. Employees engaging in excessive use may be denied use of a state-purchased wireless service and may be subject to disciplinary action, including dismissal.

Refer to Attachment A of this policy for instructions on ordering wireless service and processing invoices.

B. Responsibilities of Division Directors

  1. The divisiondirector or his/her designee shall approve all acquisitions of wireless services based upon programmatic needs and adequate funding for all costs incurred.
  1. Divisions shall develop an internal control system over wireless usage to ensure reimbursement for and restrict personal use of wireless service. At a minimum, these systems shall include:
  1. Timely supervisory review and approval of all charges incurred by wireless users and prompt payment of vendor invoices.
  2. Ensuring reimbursements for personal wireless usage are reviewed and approved by supervisor in a timely manner.
  3. Ensuring corrective action is taken regarding excessive use of wireless service.

C. Responsibilities of Supervisors

  1. Timely review of all charges incurred by wireless users and prompt handling of invoices.
  1. Timely review and processing of requests for reimbursements of personal wireless usage.
  1. Ensuring corrective action is taken regarding excessive use of wireless service andkeeping the divisiondirector updated about any instances of excessive use and corrective action taken.
  1. Retrieving wireless telephones,blackberries, iPhones and iPadsfrom employees leaving the department or when employees cease to be employed in a position which justifies the use of wireless equipment, and coordinate with that Division’s Fiscal Unit the reassignment of the equipment to another employee or cancellation of the wireless service.

D. Responsibilities of Division Fiscal Unit and Wireless Account Administrators

  1. Wireless Account Administrators:
  1. Purchase wireless service for the division after obtaining approval from divisiondirector or designee. Wireless Service Request form (Attachment B) must be completed and sent through the Bureau of General Services (BGS) for processing.
  2. Review and process invoices. Ensure employees review and approve the detailed invoices.
  3. Promptly ensure that wireless services are discontinued for wireless devicesthat are lost or stolen or that have not been returned by employees leaving the division. If wireless services are transferred to another employee, ensure that all records are updated accordingly.
  4. Wireless devices are to be sent to BGS if they are no longer needed by the division.
  1. Division Fiscal Units:
  1. Audit invoices for wireless equipment and services at a minimum on a quarterly basis, and maintain documentation showing the dates of these audits. The purpose of these audits is toensure the correct rate plan and equipment has been obtained based on business usageof the wireless service. Where demonstrated that the plan in which the employee is enrolled is not cost-effective, the rate plans shall be changed accordingly.
  2. Monitor non-business calls and text messages and alert divisiondirector and employee’s supervisor when excessive use is suspected.
  3. Maintain up-to-date records of all wireless equipment and services, such as, rate plan, minutes included in plan, minutes used each month, costs for text messages and data transfers, invoices, equipment tracking, and personal reimbursements.
  4. Forward employee personal checks to the OA, Information Technology Services Division to be applied to the wireless account.
  5. Monitor credits on accounts to ensure personal reimbursements are applied to the correct account.

Additional instructions for the oversight and coordination of wireless invoices are available in Attachments Aand B of this policy.

E. Responsibilities of Employees

  1. Wireless airways are not secure. Therefore, confidential information should not be discussed or transmitted by wireless equipment unless absolutely necessary.
  1. Use wireless equipment in a safe manner while driving. Safety of employees is very important to the department, and observation of the following safety guidelines is highly recommended:
  1. If a call or text message is to be placed by the driver, it should be done after exiting the roadway and stopping the vehicle in a safe place. If the wireless device rings while the vehicle is in motion, the driver may answer it but should exit the roadway as soon as it is safe to do so and stop the vehicle in a safe place to continue the conversation. Drivers must not be reading/sending text messages while the vehicle is in motion.
  2. Calls should be as short (minimum duration) as possible.
  3. Position the wireless device within easy reach at all times.
  1. Safeguard the equipment from loss, theft or damage. In the event a device is lost, stolen or damaged, the employee is to immediately notify his/her supervisor and that division’s Fiscal Unit and BGS.
  1. Refrain from using the wireless device in areas where the device is “roaming” unless absolutely necessary.
  1. Use department-purchased wireless services only for business use communications. Any call or text message not meeting the business-usage criteria shall be considered a non-business call or message and should be an extremely rare occurrence. Personal calls in excess of the purchased rate plan will require reimbursement by the employee. Excessive use of a DHSS-provided wireless service is defined in Section IV.A above.
  1. Timely identify all non-business usage calls and text messages on the invoice for each department-purchased wireless service. The cost of these personal wireless calls, in excess of the purchased plan, will be reimbursed at the “per minute” charges listed on theinvoice. The employee shall also reimburse any other fees incurred for non-businesscalls, such as roaming and toll charges, at the cost on the invoice. Refer to Attachment A for instructions on reviewing invoices and submitting payment for personal usage.
  1. When an employee ceases to be employed in a position which justifies the use of wireless service or when the employee leaves the division, the employee is to return the wireless equipment to his/her supervisor. If the equipment is no longer needed within the division, the equipment is to be returned to BGS.
  1. Installation of any department-owned wireless equipment in a privately-owned vehicle is prohibited.

F. Personally-Owned Wireless Telephone Service

  1. Department employees shall identify on the wireless service invoice(s) all amounts attributable to calls for business use, and reimbursement shall be allowed for the following:
  1. Home area airtime rate at the per-minute rate for that call identified on the “call detail” of the invoice. Employees will not be reimbursed for business calls included in the “free minutes” of the rate plan unless the call causes the user to exceed the “free minutes” of the rate plan.
  2. Itemized long distance at the rate identified on the “call detail” of the invoice.
  3. Roaming and toll charges applied to business calls.
  1. Reimbursement shall not be allowed for:
  1. Recurring monthly charges.
  2. Taxes.
  3. Other charges not identifiable on the invoice as a component cost of itemized calls for state business.

Prepared By:Approved By:

______

Director, Division of Administration Acting Director