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9.4.9 – Cellular Procedures Training. Telecommunications and Networking. 9.4.9 - Cellular Procedures. Goals of these procedures Clarify acceptable personal use of state property Provide mechanism for employees who want to use a single cellular device for both business and personal use

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9.4.9 – Cellular Procedures Training

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9 4 9 cellular procedures training

9.4.9 – Cellular ProceduresTraining

Telecommunications and Networking


9 4 9 cellular procedures

9.4.9 - Cellular Procedures

  • Goals of these procedures

    • Clarify acceptable personal use of state property

    • Provide mechanism for employees who want to use a single cellular device for both business and personal use

    • Centralize visibility of University purchases of cellular service to ensure compliance to applicable state codes and University policy

Telecommunications and Networking


9 4 9 cellular procedures1

9.4.9 – Cellular Procedures

  • Eligibility

    • Only faculty, staff, and GAs

    • Job description must describe responsibilities that warrant being reimbursed for business usage or provided a cellular service by the University

    • Employees must have concurrence from supervisor and fiscal agent to take advantage of these procedures

    • Reimbursements are calculated based upon % of business usage

Telecommunications and Networking


9 4 9 cellular procedures2

9.4.9 - Cellular Procedures

  • Defined Options

    • 1) reimbursing for recurring business use of a personally-owned cellular service

    • 2) reimbursing for incidental business use of a personally-owned cellular service

    • 3) University-purchased cellular service

Telecommunications and Networking


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9.4.9 – Cellular Procedures

  • Option 1 – Reimbursement for Recurring Business Usage of Personally-Owned Cellular Service

    • One time business reimbursement of initial costs

      • Instrument

      • Accessories

      • Activation charges

Telecommunications and Networking


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9.4.9 – Cellular Procedures

  • Option 1 (continued)

    • Monthly reimbursement for recurring business usage based upon stipend

      • Voice minutes

      • Texting

      • Data (Internet)

    • Expires at the end of each fiscal year

      • Reminder sent at the beginning of May to resubmit

      • Due June 1 in order for stipend to be applied by July 1

Telecommunications and Networking


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9.4.9 – Cellular Procedures

  • Option 2 – Reimbursement for Incidental Business Usage or a Personally-Owned Cellular Service

    • No initial costs may be reimbursed

    • Reimbursement derived from itemized billing submitted to the Comptroller’s Office

Telecommunications and Networking


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9.4.9 – Cellular Procedures

  • Option 3 – University-Purchased Cellular Service

    • State of Illinois Administrative Code and University policy do not allow personal use of University-purchased cellular service excluding emergencies

    • University is required to purchase through the current state contracts unless there is a service being sought that is not available (ex: instrument type, area coverage, features, etc)

    • All University-purchased cellular service will be billed through Telecommunications and Networking

Telecommunications and Networking


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9.4.9 – Cellular Procedures

  • Implementation

    • Departments that provide cellular service to employees will be required to select one of the three options

    • Compliance is required by June 1, 2009

Telecommunications and Networking


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9.4.9 – Cellular Procedures

  • Where to begin

    • Review 9.4.9 – Procedures for Use of Cellular Services for University Business and related FAQ found on http://policy.ilstu.edu

    • Determine which employees are eligible

    • Identify which of the three options are appropriate for each eligible employee

Telecommunications and Networking


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9.4.9 – Cellular Procedures

  • Requesting service

    • Go to the Telecommunications and Networking website http://telecom.ilstu.edu/ and select forms from the left menu

    • Select Cellular Service Request Forms

    • Select the appropriate form for each option

Telecommunications and Networking


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9.4.9 – Cellular Procedures

  • Option 1

    • Need to calculate the initial one-time and monthly recurring reimbursements based upon business usage before submitting forms

    • Personal vs family plans (templates available)

    • Fiscal agent approval required to process

    • Initial one-time reimbursement processed by the Comptroller’s Office (documentation required)

    • Monthly recurring stipend processed by Payroll through Human Resources

Telecommunications and Networking


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9.4.9 – Cellular Procedures

  • Option 2

    • Reimbursements based upon business minutes used from an employee’s monthly billing from their carrier

    • Processed by the Comptroller’s Office (documentation required)

    • No reimbursement for cost of instrument and related components

Telecommunications and Networking


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9.4.9 – Cellular Procedures

  • Option 3

    • No personal use (regardless of “free nights and weekends”)

    • Select service from state contract or identify service from one of two alternate carriers with appropriate justification

    • All billing from carriers will be processed by Telecommunications and Networking to be rebilled to the appropriate department

Telecommunications and Networking


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9.4.9 – Cellular Procedures

  • Records

    • It is the department’s responsibility to maintain records for employees who have participated in these procedures

    • Records must include justification for reimbursement amounts for option 1

    • Duration is defined by the Records Retention Act

Telecommunications and Networking


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9.4.9 – Cellular Procedures

  • Questions?

  • Resources

    • Scott Genung (Telecommunications)

    • Sharon Stille (Telecommunications)

    • Judy Johnson (Purchasing)

    • Len Grinstead (Human Resources)

    • JoEllenBahnsen (Comptrollers)

Telecommunications and Networking


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