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Oklahoma State University Policy and Procedures
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CELLULAR SERVICES
3-0128
ADMINISTRATION & FINANCE
Controller
May 2004
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POLICY
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1.01 The Information Technology Division (IT) has been charged with the responsibility for contracting for all cellular services for official use for the Oklahoma State University (OSU). All requests for exceptions to this policy shall be directed to the Vice President for Information Technology and Distance Learning and CIO.
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1.02 The Office of University Human Resources (HR) has been charged with the responsibility for processing all personnel payments for OSU to OSU employees.
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1.03 The Office of the Associate Vice President and Controller (OAVPC) has been charged with the responsibility for internal controls for accounting for all cellular service payments made on behalf of OSU.
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1.04 No individual or department/unit is authorized to renew a contract for existing cellular service, or execute a contract for new cellular service, from the date of this policy, except through IT in accordance with the provisions of the OSU wireless agreements(s). Exception(s) to this policy must be approved by the CIO.
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1.05 Any existing cellular service contracts with vendors outside the OSU agreements(s) may continue until its expiration.
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1.06 Cellular expenses are a component of OSU's Facility and Administrative (F&A) rates approved by the federal government. Thus, no grant or contract account (Ledger 5) may be charged for services provided under the agreement(s) except under special purpose or circumstance, as defined in Policy and Procedure Letter 4-0135, Costing Practices for Sponsored Research and Service Projects, and if approved in advance by the sponsoring agency. This includes direct department/unit payments and payments made under the Wireless Telephone Salary Additive Program (WTSAP) defined below.
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1.07 Any charges made under the WTSAP, as defined below, will be based on the labor distribution of the employee's position at the time the additive is charged. In the case of an employee whose labor distribution affects an account that is prohibited by contract, regulation, or law from incurring a cellular device charge, the department must direct the cellular device expenses to an appropriate account. In the event a charge to an employee's position distribution results in a charge to a non-allowable account, the department/unit will be responsible for reallocation of the expenses to an allowable account utilizing the University's cost transfer procedures. HR will provide a monthly report of charges to Grants and Contracts for audit purposes.
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1.08 As cellular devices are only provided to OSU employees for bonafide OSU business needs, WTSAP requests must be processed to HR on Employment Action (EA) Forms where the WTSAP amount should be shown as a second assignment. WTSAP may not be commingled with the employee's gross salary due to the requirement to have a visible and auditable payment process should the conditions of employment not be fulfilled. The subcode to be used for the WTSAP is 2301. Refer to HR Administrative Procedures on Wireless Telephone Salary Additive for specific processing information.
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1.09 Cellular devices acquired as departmental instruments or cellular devices acquired under the WTSAP must be acquired from a vendor covered by the agreement(s). Invoices for such devices from any other vendor/plan will not be paid by OSU and salary additives will not be authorized for any vendor/plan not selected, unless an exception to this policy is obtained in accordance with 1.04 above.
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DEFINITIONS
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2.01 Cellular Agreement — the agreement or agreements entered into by contract between the selected vendor(s) and OSU to provide cellular services to OSU and its employees.
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2.02 Employee Sponsorship Program (ESP) — A program offered under the agreement or agreements whereby current OSU employees may subscribe personally to an approved cellular service under the sponsorship program. Each individual who subscribes for service under the ESP is individually responsible for complying with all of the terms and conditions of the selected vendor's Wireless Service Agreement applicable to the rate plan chosen by the individual.
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2.03 Wireless Telephone Salary Additive Program (WTSAP) — A program established by OSU for employees who are required to carry a cellular device (i.e. a wireless phone, blackberry, etc.). The employee purchases a cellular device through the agreement(s); pays for her/his cellular device; and, receives an "additive" each month to compensate for the University use of the wireless telephone. The additive will consist of the cost of the departmentally/unit required plan cost plus an amount which is designed to partially offset the cost of the device, accessories, set-up fee, and telephone insurance. IT will monitor the equipment additive amount and, if necessary, adjust the additive rate on July 1 of each year. Departments will prepare and forward updated EA forms to reflect the new equipment additive for all WTSAP participants, if applicable. Employees may sign up for a cellular service plan of equal or greater cost than that provided by OSU, at the employee's expense.
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2.04 Oklahoma State University (OSU) — Wherever OSU is used in this Policy and Procedure Letter it is intended to include all constituent agencies of OSU who choose to participate in the agreement.
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2.05 The terms "wireless" and "cellular" may be used interchangeably in this policy.
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AGREEMENTS
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IT will provide forms or on-line means to request the following documents.
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3.01 Employee Wireless Telephone Agreement — Agreement to be executed by any employee being provided a cellular device for official OSU business only, whereby OSU is the owner of the cellular device and equipment and responsible for paying the monthly fee and related charges.
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3.02 Wireless Telephone Expense Allowance Agreement — Agreement to be executed by any OSU employee who is required by OSU to carry a cellular device and in which the department/unit, in agreement with the employee, provides a cellular service expense allowance which increases the employee's monthly salary as partial compensation for the anticipated expense of the cellular device.
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3.03 Departmental Wireless Telephone Application — Application to be used by departments requesting cellular service for their employee(s) for official OSU business whereby OSU pays the monthly invoices. The application must have an Employee Wireless Telephone Agreement.
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PROCEDURES
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HR and IT will make appropriate procedures and determine appropriate practices to implement these policies.
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Approved: Executive Group
Dean's Council
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