Wireless Telephones and Pagers

 

Payment for wireless telephones and pagers may be made by any of the following processes:

      1. Direct payment to provider; or
      2. Reimbursement to employee; or
      3. Utilizing the University’s Pcard system

Direct Payment to Provider

To make payment directly to vendor or service provider submit the invoice with the following:

    • department number to be charged; and
    • department sponsor signature of approval; and
    • signature of someone with higher supervisory authority than the individual utilizing the wireless device; and
    • detail for each call listing the date, time, length, billing charge and telephone number of the other party, when such number is available.

Note:  Services should be established in the University’s name and address and the provider should be made aware of any applicable tax exemptions.

Reimbursement to Employee

To request a reimbursement to an employee, submit a memo with the following information:

    • name and EMPLID of the individual
    • department number to be charged and where to mail payment
    • department sponsor signature of approval
    • signature of someone with higher supervisory authority than the individual utilizing the wireless device

 Attached to the memo should be:

    • invoice from vendor with detail for each call listing the date, time, length, billing charge and telephone number of the other party, when such number is available
    • an indication of what charges are to be reimbursed.

Pcard Payment

Due to the short payment terms, departments are encouraged to use the Pcard system whenever possible.  The department is responsible for maintaining payments made with the Pcard for seven years. 

Note:  Services should be established in the University’s name and address and the provider should be made aware of any applicable tax exemptions.

Personal Use

It is the responsibility of the department to ensure the personal usage is monitored and reimbursed in a timely manner.

There are two options for calculating the amount an employee needs to reimburse the University:

    • Monthly basis by identifying personal call and associated costs
    • Evaluating records from a representative set of months and determining a percentage rate.  Recalculation of the percentage should be done when the usage pattern increases, or annually, whichever comes first.