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I. Mobile Devices.doc I. Mobile Devices.doc Document Transcript

  • Please note: Updated 1-11-10 (Prices and availability subject to change) Contacts Ordering To place an order, complete the order packet and return the original to CSU’s Sprint program office. One packet per device order please. CSU Sprint Program Office 1018 Campus Delivery 601 South Howes – 6th Floor South Fort Collins, CO 80523-1018 Questions Please direct all technical support, billing, order and other questions regarding CSU’s Sprint program to: JD McConkey Phone: 970-491-1471 Email: JD.McConkey@colostate.edu Jamie McCue Phone: 970-491-4147 Email: Jamie.McCue@colostate.edu Nextel Questions Ryan Casebolt Email: Ryan.Casebolt@Sprint.com
  • Colorado State University University Mobile Communications Program Policy Colorado State University has entered into an agreement with Sprint to act as the University’s provider of all mobile communications services and equipment. Pursuant to this agreement, and effective immediately, all University employees wishing to obtain a wireless device and service for business use must comply with the program requirements and this policy. Existing University accounts with other providers may not be renewed or extended, except upon prior approval of the Mobile Communications Task Force (MCTF) and the Director of Purchasing. A. Definition of Business Need for Mobile Communications Service In order to participate in the University’s mobile communication service from Sprint, Inc., employees must have a business need, defined and approved by their supervisor, including one or more of the following: 1. Employee works regularly in the field and, while in the field, needs to be accessible for voice communications and/or requires access to information technology systems, e.g. email, calendar, web, CSU portal, etc., via a mobile communications device; 2. Employee is responsible for critical infrastructure, and needs to be accessible for voice communications and/or requires access to information technology systems via a mobile communications device; 3. Employee travels, and needs to be accessible or to access information technology systems while traveling; 4. Mobile access via voice and/or access to information technology systems via a mobile communications device would, in the judgment of the supervisor, render the employee more productive and/or the service the employee provides more effective, and the cost of mobile communications service is therefore warranted; B. General Policy 1. Cellular phones and other wireless communications devices, such as those allowing for access to the University’s information technology systems, and the internet, are provided to improve employee productivity and customer service, and to enhance business efficiencies. Cellular phones are not a personal benefit and shall not be a primary mode of communication, unless they are the most cost-effective means to conduct University business. 2. While on University business, employees are responsible for operating vehicles or potentially hazardous equipment in a safe and prudent manner. Use of a cell phone or other wireless device while operating vehicles and equipment creates substantial risks, and therefore, employees should refrain from using these devices while operating such vehicles and equipment. 3. Colorado State Fiscal Rule 2-1 requires that all expenditures by State agencies are for State business only and are reasonable and necessary under the circumstances. In general, as with all office equipment, mobile communications devices and services are for conducting official state business. Before receiving a University- issued device, it must be established that the employee has a business need for the device, and an appropriate plan must be approved by the employee’s department head or administrative supervisor. 1 5/8/2010
  • 4. More than de minimis personal use of a University-provided cellular phone is prohibited. De minimis use is defined as less than half of the total minutes used for all calls, data and web access, and other services available through use of the University-issued device, and such use does not cause the total monthly plan minutes to be exceeded, nor cause the employee to require a more expensive plan than what is required to fully accommodate all non-personal use. Even within this definition of de minimis use, inappropriate, excessive or disruptive use of a personal cellular phone for personal business during duty hours is not allowed. 5. When an employee's personal calls cause the monthly plan minutes to be exceeded, the employee must reimburse the state for their pro rata share of their personal use determined by multiplying the total monthly cost times the ratio of the number of personal minutes used divided by the number of total minutes used, together with applicable taxes, surcharges, and all other billed charges related to that use. In addition, employees must reimburse the University for all long distance and roaming charges incurred for personal calls, even if the minutes for these personal calls are under the plan limit. All reimbursements are to be made by an authorized payroll deduction from the responsible employee’s CSU account. Until the payroll deduction has been established as required, all reimbursements shall be made by cash or check paid by the employee within 15 days of receipt and reconciliation of the monthly statement. C. Business Use of Personal Wireless Devices 1. When authorized in writing by the employee’s department head or administrative supervisor, the cost of using a personal wireless device for official business may be reimbursed to the employee. Having a personal wireless device is a choice the employee makes, and if the device is used for business purposes, any reimbursement will be for reasonable costs in excess of the base plan plus any additional fees such as text messaging, picture messaging, roaming fees, web access fees, or other fees and taxes incurred as a direct result of the business use. In no instance will the employee be reimbursed more than the monthly cost to the employee. 2. Employees are not permitted to receive a monthly allowance from the University for the use of a personal wireless device. 3. Employees who regularly submit requests for reimbursement for business use of a personal wireless device, and/or whose reimbursement requests exceed the amount that would be incurred for a University-issued device and plan, including consideration of administrative costs for processing such requests, may be required by the department head or administrative supervisor to switch over to a University-issued device rather than continuing to submit reimbursement requests. D. Accounting Requirements 1. If the personal use option is not selected, then the employee shall maintain itemized statements that detail each call. The employee shall determine which calls and services are attributable to personal use, indicate the total charges incurred, sign and return the invoice to his or her supervisor within 15 days after the invoice date. This amount is to be paid in cash to the department or deducted from the employee’s payroll account on a monthly basis as long as the device account is in use by the employee. 2. If the personal use option is selected, the University will periodically survey a random sample population of personal users to establish the University Average Personal Mobile Use Percentage. Employees who are so selected are required to participate in the sampling process by maintaining for the sampling period itemized invoices that detail each call. For University-issued phones, these statements will be available from the vendor and made available via the department’s billing contact. If the personal use option is selected, then unless the personal use charges exceed the amounts described in section B.4 above, the charge to the employee initially will be the University Average Personal Mobile Use Percentage applied to the total invoice amount, which until the first sampling is conducted will be 20%. The employer will automatically deduct this amount from the employee’s payroll account on a monthly basis as long as the account active. 2 5/8/2010
  • 3. For reimbursement of business use of a personally owned device, the employee shall review his or her monthly, itemized billing statement and shall accurately indicate thereon the services used for business purposes and the amounts to be reimbursed. The employee shall sign the statement and submit it to his or her department head or administrative supervisor, who shall approve the amount to be reimbursed by signing the statement and then complete an AFE form for reimbursement, to be submitted together with the supporting statement and any other documentation. If the department head or administrative supervisor determines that the requested reimbursement is unwarranted, in whole or in part, or is not adequately supported by the employee’s billing statement, he or she shall deny the request, and there shall be no appeal from such decision. 4. The Department of Business & Financial Services will review selected payments annually for compliance with these policies and applicable state rules and laws. In addition to the above, the appropriateness of the plan for the employee’s needs may be reviewed. All records relating to the use of wireless devices at the University’s expense (whether University-issued or personal device for which reimbursement has been requested) shall be made available for inspection and copying at any time upon the request of BF&S, or any auditor or designee appointed by BF&S, the University’s auditors, or by the State. E. Insurance/Equipment Replacement Plans The insurance and equipment replacement plans offered through Sprint are not mandatory. For expensive devices like PDAs, the ordering department may wish to consider purchasing this coverage. In the cases where insurance is not purchased, the ordering department will be responsible for the loss. The University assumes no liability for loss or damage to an employee's personal wireless device, and no requests for reimbursement of such loss or damage shall be allowed. F. Required Forms The WIRELESS DEVICE ATTESTATION form contained in this Policy is required for use in obtaining a University-issued wireless device. 3 5/8/2010
  • WIRELESS DEVICE ATTESTATION I, ___________ (employee name), am requesting a University-issued wireless device and agree to the following conditions and duties in fulfillment of this request. Wireless Device Requested: Service Plan Requested: Business use of Wireless Device: I have read and understand the attached policy statement on use of wireless devices and services and the personal income tax implications of listed property. Based upon this understanding, I attest to the following (check one box only): ____Opt Out. In selecting this option, I agree to the following: a. I will not use the wireless device for anything other than business use as agreed upon with my supervisor. b. I will neither initiate any personal use, nor provide access to the phone for use by anyone else, nor provide the cell phone number to anyone who would only be likely to call me for personal use. ____Opt In. I anticipate this wireless device will be primarily business use, specifically meaning more than 51%, and I will also have de minimis personal usage. In selecting this option, I agree to the following conditions: a. I agree to report to my supervisor when personal use is greater than 49% of the total charges (either by percentage of minutes used within the plan minutes or by total amount billed) in any given month. b. I agree to an initial payroll deduction of 20% of the total monthly bill, including any taxes, surcharges or charges for additional services, each month as payment for my personal use, regardless of the amount actually used. I understand that this deduction will only apply if I do not exceed the 49% limitation indicated above and that I may be responsible for actual charges if the University determines at any time that the payroll deduction is inadequate to account for my personal use. Your payroll deduction will reflect usage from the previous month. c. I agree to adjustments of the initial payroll deduction based upon the University’s annual plan for estimating employee personal use. d. I agree to respond to the University’s sampling plan for estimating employee personal use and if I am not responsive in a timely manner, I agree to a payroll deduction of 100% of the University paid amount for the remainder of the plan term. ***Hourly Employees are Ineligible for Opting In*** Authorization for payroll deduction: I hereby authorize the University Controller to deduct the charges for my personal use of a CSU wireless device against any amounts due me from the University. Informed Consent: I, the employee named above, hereby attest that I have read the Colorado State University Wireless Program Wireless Device Policy, and that I understand the policy, the duties imposed upon me by the University, and the obligations imposed under C.R.S. §§ 18-8-301, et seq. (Bribery and Corrupt Influences); C.R.S. §§ 18-8-401, et seq. (Abuse of Public Office), C.R.S. §§ 24-30-202 (17) (willful neglect of fiscal rules) and C.R.S. §§ 24-30-202(3) (personal liability for unauthorized expenditures). Employee Signature: Date signed: Approval by Department Head or Administrative Supervisor: I approve the above-named employee’s request to be issued a University wireless device under the conditions in this document. The basis for the business need for this device is: _____ Employee works regularly in the field and, while in the field, needs to be accessible for voice communications and/or requires access to information technology systems, e.g. email, calendar, web, CSU portal, etc., via a mobile communications device; _____ Employee is responsible for critical infrastructure, and needs to be accessible for voice communications and/or requires access to information technology systems via a mobile communications device; _____ Employee travels, and needs to be accessible or to access information technology systems while traveling; _____ Mobile access via voice and/or access to information technology systems via a mobile communications device would, in the judgment of the supervisor, render the employee more productive and the cost of mobile communications service is warranted by increased productivity; _____ Other needs, as follows: I agree to exercise management oversight to assure the conditions are met by the above named employee. In approving the request, I understand the duties imposed upon me by the University, and the laws cited above. If for any reason the employee cannot meet the 20% deduction, the department takes full responsibility. Department Head or Administrative Supervisor Signature: Date signed: 4 5/8/2010
  • Colorado State University Mobile Communications Service Order Form for Faculty and Staff User Name ____________________ Department Name_________________ Telephone # _____________________ Department # ____________________ CSU ID # ______________________ E-mail _______________________________ Billing Account # _________________ Billing Sub-Account # _____________ Department Accounting Department Accounting Name __________________________ Telephone # _____________________ I acknowledge that this agreement is for a 2 year term. Transfer/ Port Information (Required if porting a Cellular Telephone # from another carrier.) Current Cellular Telephone Number___________________________________ (Cellular number you are requesting be ported) Current Cellular Carrier_____________________________________________ Current Cellular Account Number ____________________________________ Current Cellular Billing Address______________________________________ Current Cellular User Name__________________________________________ 5 5/8/2010
  • I. Mobile Devices (Prices reflect rebates or promo pricing.) Voice, Data, and SMS/Camera/ Multimedia (Please specify color, if applicable.) ___LG Lotus (Black, Red, Purple) FREE ___LG Lotus Elite (Red) $99.99 ___LG LX 290 FREE ___LG LX370 FREE ___LG Rumor2 (Black, Orange, Blue) $29.99 ___Samsung M330 FREE ___Samsung M240 $19.99 ___Samsung Reclaim (Green) $49.99 ___Samsung Exclaim (Blueberry, Raspberry, White) $49.99 ___Sanyo Incognito $49.99 ___Sanyo SCP-2700 (Blue, Pink) FREE ___Sanyo SCP-3810 (Red, Black) FREE Smartphones (Please specify color, if applicable.) ___BlackBerry Pearl 8130 $29.99 ___BlackBerry Curve 8530 (Black, Royal Purple) $49.99 ___BlackBerry Tour 9630 World Phone $149.99 ___HTC Hero (Android OS) $179.99 ___HTC Snap (Windows OS) $49.99 ___HTC Touch Pro2 World Phone (Windows OS) $349.99 ___Palm Treo 755p (Palm OS) $99.99 ___Palm Centro (Green) (Palm OS) $29.99 ___Palm Pixi (Palm Web OS) $99.99 ___Palm Pre (Palm Web OS) $149.99 (*Requires an Everything Plan*)  Please note that the Palm Pre is not capable of playing WAV file attachments. This includes voicemail messages delivered to your Exchange email account. ___Palm Treo Pro (Windows OS) $149.99 ___Samsung Ace World Phone (Windows OS) $29.99 ___Samsung Intrepid World Phone (Windows OS) $149.99 ___Samsung Instinct HD $249.99 (*Requires an Everything Plan*) ___Samsung Instinct s30 (Cobalt, Copper) $29.99 (*Requires an Everything Plan*) ___Samsung Moment (Android OS) $179.99 Mobile Broadband ___Aircard 402 $99.99 ___Ovation U760 $49.99 ___Merlin C777 $79.99 ___Sierra 598U FREE ___Novatel 2200 3G MiFi Mobile WiFi Hotspot FREE ___U300 USB Modem 3G/4G FREE ___Sierra Overdrive 3G/4/G Mobile WiFi Hotspot $99.99 ___U301 USB 3G/4G Mobile Broadband FREE Signal Booster ___Sprint AIRAVE $99.99 (Requires $4.99/month AIRAVE Enhanced Coverage Plan) ___Optional Single Line Unlimited Calling Plan $10.00/month ___Optional Multi-Line Unlimited Calling Plan $20.00/month 6 5/8/2010
  • II. Mobile Communications Plans and Options Plans include: Unlimited Nights (7 pm) & Weekend Minutes Roaming on CDMA (Sprint) Network excludes International Nationwide Long Distance Caller ID Voice Mail Unlimited Mobile to Mobile calling to CDMA (Sprint) phones Voice Only 1. Talk 450 @ $29.99/month Up to 450 anytime minutes/$.45/minute overage charges (For office use only-TK1002) 2. Talk 900 @ $44.99/month Up to 900 anytime minutes/$.40/minute overage charges (For office use only-TK1004) Voice and Text 3. Talk 450/Unlimited Messaging @ $37.49/month 450 anytime minutes/$.45 minute overage charges/Unlimited Text/pictures/video (For office use only-Everything Messaging 450-PDS1233C) 4. Talk 900/Unlimited Messaging @ $52.49/month 900 anytime minutes/$.40 minute overage charges/Unlimited Text/pictures/video (For office use only-Everything Messaging 900-PDS1235C) Voice and Data 5. Talk 450/Unlimited Data Access @ $41.24/month 450 anytime minutes/$.45 minute overage charges/Unlimited web and data access (For office use only-Talk 450 plus Data Pack-TK1002+PDSTVAC15) 6. Talk 900/Unlimited Data Access @ $56.25/month 900 anytime minutes/$.40 minute overage charges/Unlimited web and data access (For office use only-Talk 900 plus Data Pack-TK1004+PDSTVAC15) Please note that an Administrative Service Charge of 14% will be added to all Sprint charges. 7 5/8/2010
  • II. Mobile Communications Plans and Options (con’t) Everything Plans-Voice/Text/Data (Everything Plans include Sprint Navigation) 7. Everything 450/Unlimited Text/Unlimited Data Access @ $52.49/month 450 anytime minutes/$.45 minute overage charges/Unlimited Text/Unlimited Data (For office use only-Everything Data 450-PDS1234E) 8. Everything 900/Unlimited Text/Unlimited Data Access @ $67.49/month 900 anytime minutes/$.40/minute overage charges/Unlimited Text/Unlimited Data (For office use only-Everything Data 900-PDS1236E) 9. Simply Everything @ $89.99/month Unlimited Talk/Unlimited Text/Unlimited Data (For office use only-Simply Everything) 9a. International Data Plan added to an Everything plan for $40.00/month (This option is only available for the ACE device) Additional Options 10. Nights and Weekends, nights starting at 6 pm @ $3.75/month 11. Telephone Insurance @ $5.25/month http://www.sprint.com/business/products/products/pcsEquipmentReplacement.jsp 12. Connection Card Data Plan. Unlimited data usage for connection card @ $49.99/month 13. Using Your Phone as a Modem – Please contact Telecom for options 491-5881 14. Casual/Pay As You Go Messaging $0.20 per Text Message Please note that an Administrative Service Charge of 14% will be added to all Sprint charges. 8 5/8/2010
  • III. Mobile Communications Blackberry Plans and Options Blackberry Domestic-Voice/Text/Data 1. Unlimited Data for Blackberry @ $39.99/month (Does not include Voice or Text Messaging or Sprint Navigation) (For office use only-Unlimited Data BB) 2. Everything 450/Unlimited Text/Unlimited Blackberry Data @ $73.19/month 450 anytime minutes/$.45 minute overage charges Unlimited Text/Unlimited Blackberry Data/Unlimited Sprint Navigation (For office use only-Everything 450 BB) 3. Everything 900/Unlimited Text/Unlimited Data Access @ $88.39/month 900 anytime minutes/$.40/minute overage charges Unlimited Text/Unlimited Blackberry Data/Unlimited Sprint Navigation (For office use only-Everything 900 BB) 4. Simply Everything for Blackberry @ $119.99/month Unlimited Talk/Unlimited Text/Unlimited Data/Unlimited Sprint Navigation (For office use only-Simply Everything BB) Blackberry International-Voice/Text/Data 5. Unlimited International Data for Blackberry @ $53.19/month (Does not include Voice or Text Messaging or Sprint Navigation) (For office use only-Unlimited International Data BB) 6. Everything 450/Unlimited Text/Unlimited International Data @ $106.38/month 450 anytime minutes/$.45 minute overage charges Unlimited Text/Unlimited International Data/Unlimited Sprint Navigation (For office use only-Everything 450 International BB) 7. Everything 900/Unlimited Text/Unlimited International Data @ $121.58/month 900 anytime minutes/$.40/minute overage charges Unlimited Text/Unlimited International Data/Unlimited Sprint Navigation (For office use only-Everything 900 International BB) 8. Simply Everything for International Blackberry @ $139.99/month Unlimited Talk/Unlimited Text/Unlimited Data/Unlimited Sprint Navigation (For office use only-Simply Everything International BB) A Blackberry Enterprise Server license is required in order for the Blackberry’s to sync with a central Exchange account. The license allows the device to retrieve, edit and send email-calendar items, contacts and tasks wirelessly. It is a one time cost of $62.59 eNAME___________________________Account to bill license to__________________ Please note that an Administrative Service Charge of 14% will be added to all Sprint charges. 9 5/8/2010