Wireless Equipment Procurement Motorola e815 Wireless Team: Jeannie Hilderbrand 301-846-1716 - [email_address] Lori Smith 301-846-1705 - [email_address] Joyce Shelton 301-846-7043 - [email_address] Motorola Pager 1 Blackberry July 2007
TABLE OF CONTENTS Page Definitions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3 Wireless Equipment User Responsibilities . . . . 4,5,6,7 Description of Equipment . . . . . . . . . . . . . . . . . 8 Frequently Asked Questions . . . . . . . . . . . . . . . 9,10,11,12 FORMS Wireless Justification Form (Attachment A) Wireless Communication Device Monthly Usage Certification Form (Attachment B) Property Transfer Form 2
DEFINITIONS 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 and/or service. 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. 3
WIRELESS EQUIPMENT USER RESPONSIBILITIES 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. OBTAINING EQUIPMENT DO:
Chargers ( Electric/Auto)
Stylus for PDA
Headset for Cellular Equipment
Complete the Wireless Justification form and submit for approval
through the Program Director.
Route completed justification form via inter-office mail, fax or e-mail to:
Internal Audit Department, 92 T. J. Drive, Ste. 250
Fax #: 6647
E-mail: [email_address] - Carrie Belasco
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, 2 nd Floor. MONTHLY BILLING 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). 5
Review each wireless bill when it is received.
Identify costs that were incorrectly billed
Determine if personal calls were made and
indicate such calls as personal on the invoice.
Personal calls are discouraged, however if calls
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).
Contact Wireless Team to obtain Contracted Customer
Service Representative’s contact information if you have
questions about your account:
Amount of minutes on plan
Different coverage areas
Compatibility of equipment
Upon termination of employment or transferring to another
department, the wireless equipment must be given to one
of the following:
Property Custodian for the program area
IMPAC cardholder the service(s) are being
Contact the Property Department and Purchasing if equipment
is no longer in use. Property will arrange for pick-up and
surplus the equipment.
Do Not : 1. Call Contracted Sales Representative or local store to purchase equipment/software such as:
Personal Digital Assistant (PDA)
Wireless Air Card
2. Make any changes to your account. This must be handled through the Wireless Team of the Purchasing Department. 3. Transfer any wireless equipment until a new Wireless Justification Form has been completed for the new requestor and submitted for review through the Internal Audit Department. Once reviewed, Internal Audit will forward to Purchasing who will notify the new requestor. A Property Transfer form must be completed and sent to the Property Department, Attn: Kurt Zimmerman, Building 1050. When the transfer form has been received by Property, the equipment will be transferred to the new requestor. 4. Purchase certain handheld equipment which have been determined to be unallowable procurements, for example:
Personal Digital Players
DESCRIPTION OF EQUIPMENT PDA - Personal Digital Assistant is a hand held device with the following capabilities:
E-Mail Read, compose, forward or reply to
Messaging Create memos/letters which can be
sent from your PDA or saved onto
your office computer
Cellular Phone Full featured mobile phone capabilities.
(PDA can be purchased with or without
Cellular phone service). Text message is available with phone.
Web Access Retrieve information from the web
including news, travel and business
Synchronize Synchronize your PDA with your
Pager - Can be purchased as Numeric or Alpha. Cellular Phone - Can be used to make telephone calls locally, nationally, or internationally. You can also do text messaging.
Numeric – Leave a phone number
Alpha – Leave a message with an operator and
it’s displayed on the pager .
Frequently Asked Questions Wireless Communication Program Q: What processes are required to purchase wireless equipment/services? 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 processing. 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, 2 nd 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. 9
Q: Where can the Wireless Justification Form (Attachment A) and the Wireless Communication Device Monthly Certification Form ( Attachment B) be obtained? A: The forms can be obtained through the Purchasing Department or the ALS Website, http://web.ncifcrf.gov/campus/als/forms.asp 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. 10
Q: Are personal calls allowed on a business cellular phone? 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 wireless equipment? A: Contact the Wireless Team. They will arrange for the “discount” to be added to your account, when on travel and de-activated when you return. Q: What contracted vendors provide International service? A: Cingular and T-Mobile 11
Q: How do I know if a certain provider has reception in the Country I am traveling to? A: Both Cingular and T-Mobile have information available to you on their website. Click on International coverage. See below: http://www.cingular.com/learn/international/roaming/international-roaming.jsp http://www.t-mobile.com/International/RoamingOverview.aspx?tp=Inl_Tab_RoamWorldwide 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. 12