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Definitions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
Wireless Equipment User Responsibilities . . . . 4,5,6,7
Description of Equipment . . . . . . . . . . . . . . . . . 8
Frequently Asked Questions . . . . . . . . . . . . . . . 9,10,11,12
Wireless Justification Form (Attachment A)
Wireless Communication Device Monthly Usage
Certification Form (Attachment B)
Property Transfer Form
Contracted Sales Representative –Persons responsible for
representing one of the vendors the Purchasing Department
has contracted to provide wireless equipment, service and
accessories at discounted prices.
Contracted Customer Service Representative – Contracted
Vendor’s Representative whom is responsible for providing
customer service on issues such as name changes, billing,
P-card issues, basic technical questions, etc.
Requestor - Individual who will be utilizing wireless equipment
Wireless Team – Individuals within the Purchasing Department responsible for wireless procurement, billing issues which can’t
be resolved by requestor or cardholder, and maintenance of
Program Integrity. The Wireless Team consists of Jeannie
Hilderbrand, Lori Smith and Joyce Shelton.
Internal Audit Dept. - Individuals responsible for reviewing and
approving content of justification for wireless purchases
Statement of Account (SOA) – A monthly listing from US Bank
of all payments for purchases and credits made by cardholder
and billed by the merchant. The SOA is used by the cardholder
to reconcile the account to extract monies from appropriate cost centers.
ORDERING ACCESSORIES ONLY
The following accessories must be procured through the Contracted
Sales Representative to ensure appropriate discounts are received. These
can be purchased directly by the cardholder, as long as they are procured
through the Contracted Representative. You can obtain contact information
from the Wireless Team.
3. The approved justification is forwarded to the Wireless Team,
Purchasing Department. Per the IMPAC Policy and Procedures,
a PC number must be obtained prior to placing this order. The Wireless
Team will access the P-Card System, obtain the PC number and enter
all pertinent information in the cardholder’s order log.
4. The Wireless Team will order, receive the equipment and contact
the Requestor or Cardholder when equipment is ready for pickup.
The equipment can be picked up in the Purchasing Department,
Bldg. 1050, 2nd Floor.
5. Obtain copy of detailed wireless bill from cardholder to verify usage.
If there is personal usage (incoming and outgoing) highlight each call.
6. Complete and sign a “Wireless Communication Device Monthly
Usage Certification” form (Attachment B) every month and give
to IMPAC cardholder responsible for charges on your account.
Form must be signed and given to cardholder regardless if
personal calls were made or not, per the Internal Rev. Svc.
Code 1.2745T (see attachment B for full details).
indicate such calls as personal on the invoice.
were made or received, reimbursement in the form of
a check or money order must be submitted along with
Attachment B for inclusion with Statement of
Account (SOA) by IMPAC cardholder. Requestor
will be charged $.80 per personal call plus any
applicable long distance, roaming charges, and any
taxes, if charged from service provider (See
Attachment B, for clarification).
1. Call Contracted Sales Representative or local store to
purchase equipment/software such as:
2. Make any changes to your account. This must
be handled through the Wireless Team of the
PDA - Personal Digital Assistant is a hand held device
with the following capabilities:
including news, travel and business
Cellular Phone - Can be used to make telephone calls locally,
nationally, or internationally. You can also do
Pager - Can be purchased as Numeric or Alpha.
Wireless Communication Program
Q: What processes are required to purchase wireless
A: Complete a Wireless Justification Form (Attachment A), and forward
to appropriate program director for approval. Once approved, forward (via Interoffice envelope, fax or e-mail) the completed form
to the attention of the Internal Auditor, 92 Thomas Johnson Drive,
STE 250, for review. After the justification is reviewed for
completeness, the Internal Auditor will forward to Purchasing for
Q: How long before the equipment is received?
A: Once the approved justification form is received by the Wireless
Team, it usually takes 3-5 days to arrive. The equipment is
delivered directly to the Wireless Team who contacts the Property Department to ensure the equipment is properly identified with a decal prior to release to the requestor. A member of the Wireless Team will contact the requestor when the equipment is ready for pick up from the Purchasing Department, Building 1050, 2nd Fl.
Q:Can an individual purchase the wireless equipment themselves
and be reimbursed?
A: No. All wireless communication equipment and accessories must be purchased after approval is received using an IMPAC (Visa Purchase Card). If wireless equipment is purchased using any other mechanism it will be considered an unauthorized procurement.
the Wireless Communication Device Monthly Certification Form
(Attachment B) be obtained?
A: The forms can be obtained through the Purchasing Department or the
Q:Is there a specific vendor through whom wireless equipment/
service must be purchased?
A: Yes. The Purchasing Department has issued contracts with several
vendors, presently Cingular, Cellular One, and T-Mobile. Verizon can
be used for limited services. These vendors provide various levels
of discounts on the equipment and service.
Q: What do I do if I transfer to a different program area or I
terminate my employment?
A: When an employee terminates or transfers, she/he are required to go
through a check-out procedure. The equipment should stay with the
program area and be turned in to either the IMPAC cardholder or the
Property Custodian for the program. The employee will check-out
through the Property Office who will notify Purchasing. Purchasing will
contact either the IMPAC cardholder responsible for the service or the
Property Custodian and make a determination to cancel the service
or re-issue the equipment to another employee after appropriate
approvals are acquired. Service will be suspended until proper
justification is completed and approved for the next employee. There is
no charge to suspend or reactivate the service.
A: No. Personal calls are discouraged unless there is an emergency. If
an emergency arises and a personal call is placed, indicate calls (either
highlight or underline) on the invoice, attach a personal check to the
invoice for the total amount due, including roaming, long distance and
sales tax, if charged. The invoice and personal check should be
given to the cardholder along with the signed Wireless Communication
Device Monthly Usage Certification form. (Attachment B).
Q: What do I do if my wireless equipment/service is not working
properly or if my coverage area is inadequate?
A: Contact a member of the Wireless Team for repair or replacement of
equipment, changes to service plan and/or coverage area. Do not
call the vendor directly.
Q: How do I get International “discount” service on my existing
A: Contact the Wireless Team. They will arrange for the “discount” to
be added to your account, when on travel and de-activated when
Q: What contracted vendors provide International service?
A: Cingular and T-Mobile
I am traveling to?
A: Both Cingular and T-Mobile have information available to you on
their website. Click on International coverage. See below:
Q: What are the differences between Broadband Wireless Aircards
and WIFI Cards?
A: Broadband is a general term that can represent many forms of internet access. Broadband can be used to describe Cable Modem, DSL and Cellular (aircard) access to the internet. Broadband wireless aircards allow internet access wherever there are cellular towers; broadband uses cell phone communications to ‘talk’ to the internet. WIFI is limited to an existing network (or within a 50 to 100 YD radius) of the WIFI adapter. To request Broadband or WIFI, you must complete Attachment A. For security purposes, each request for Broadband or WIFI may be routed through the local area network (LAN) office for their review.
Q: What contracted vendors provide the Wireless Air Card/service?
A: Cingular, T-Mobile and Verizon
Q: What is the difference between a communicating PDA and a
Communicating PDA w/Cellular?
A: Communicating PDA is for “Data” communication only, i.e. e-mail,
internet, calendar, scheduling meetings, etc. The Communicating
PDA with Cellular has voice and data. You have the ability to
communicate via e-mail, internet, as well as cellular phone.