Docstoc

STATE OF COLORADO

Document Sample
STATE OF COLORADO Powered By Docstoc
					                                                      STATE OF COLORADO
DEPARTMENT OF MILITARY AND VETERANS AFFAIRS
6848 South Revere Parkway
Centennial, Colorado 80112
Phone (720) 250-1500
Fax (720) 250-1509


                                                                                       Bill Ritter, Jr.
Feb 10, 2009                                                                           Governor

                                                                                       Major General
                                                                                       H. Michael Edwards
Policy Title: Cellular Phones                                                          The Adjutant General

Effective Date: 1 March 2009

Summary: Provides policy on use of state owned cellular phones and similar data devices

Applicability: All users of DMVA provided cell phones

Staff Proponent: Chief Information Officer

Supersedes: Policy 605-1 dated 1 September 2003

Purpose: Provide rules for DMVA issued cellular phones and similar data devices as well as
reimbursement for use of personal cell phones or devices in official DMVA business.

Background: This policy is to help ensure that cell phone use is for legitimate DMVA business, serves a
public purpose and that reimbursement is made for authorized personal use. While this policy is intended
to deal with the issues of cell phone use, it is recognized that wide ranges of cellular-based devices are
available; therefore the same tenants of this policy apply to other mobile data devices unless specifically
stated. Cell phone calls should be used only when no other means of communication is available and the
length of conversations must be limited.

Definitions: None

Policy: DMVA provided cellular phones are intended for those whom by the nature of their work either
have no office or are frequently absent from their office or workstation and who must be reachable by
phone for routine conduct of business or for any emergency.

    1. In order to qualify for a DMVA cell phone these basic requirements must be met and validated by
       the supervisor:
           a. The nature of work assigned requires substantial travel and therefore limits the ability to
               use the office or other departmental phones.
           b. Due to frequent and prolonged time out of the office, a cell phone is required to support
               Departmental operations.
           c. The nature of the work assigned requires the individual to be reasonably available outside
               of normal office hours.
           d. The nature of the work assigned is critical to the operation of the DMVA and immediate
               response is required.

    2. DMVA purchased plans will not include multimedia, text or data plans without a specific
       exception to this policy. Cell phones with camera/video or audio will not be used for any non-
       business related purpose or in any inappropriate manner. Consent must be obtained from any
       individual being photographed.
    3. To preclude employees from having to carry two cell phones, DMVA purchased cell phones may
       be used for incidental personal use (normally no more than 30 minutes per month unless there are
       extenuating circumstances such as a family). However, personal use, whether for outgoing or
       incoming calls, must be reimbursed to the State. (Internal Revenue rules require that if personal
       use is permitted free, then the value must be reported as part of income or as a paid benefit.)

    4. Procedures:
          a. Supervisors must request the phone for an employee using the attached forms.
          b. Employees authorized a phone must sign for the phone and sign the attached agreement
             and must return the phone to DMVA Purchasing Office immediately upon request.
          c. All bills for monthly service will be sent to and paid by DMVA Accounting, then
             forwarded to the individual user. The individual user will:
                   i. Mark all personal calls on the monthly bill.
                  ii. If the plan is for “use only” i.e. billed based on actual minutes used, then each
                      personal call will be paid for at the cost indicated on the bill.
                 iii. If the phone is on a “plan” (pay fixed sum for X minutes) reimbursement for
                      personal calls is at $.20 per minute plus any roaming or distance charges
                      regardless of whether the personal minutes were under or over the plan minutes.
          d. All personal phone call expenses will be paid with a personal check made out to the
             “Department of Military and Veterans Affairs” attached to the bill and after approval of
             the supervisor, forwarded to DMVA Accounting.

    5. Official Use of Employee’s Personal Cellular Phone: If an employee uses a personal cell phone
       for the use and benefit of DMVA, they may request reimbursement. The Department will
       reimburse the proportional share of official calls. Employee must document the claim with the
       following:
            a. Attach the cell phone bill to the request for reimbursement (See attached form)
            b. Identify cost of calling plan (less any data plans)
            c. Identify reimbursable calls (business use) and minutes.
            d. Calculate reimbursable proportion. (A 400- minute per month plan which shows 100
                minutes of official use would be reimbursed by DMVA at 25% of the total voice only
                plan cost.)
            e. All requests for reimbursement shall be submitted to DMVA Accounting through the
                supervisor. Requests must be authorized by the employee’s supervisor with proper
                account coding and must comply with State fiscal rules.

    6. Abuse of the business cell phone policy may result in the following disciplinary actions:
          a. Payment of determined personal calls by employee
          b. State owned phone privilege taken from employee
          c. Employee corrective and/or disciplinary action

Official:

    //Signed//

William L. Robinson
Deputy Director


Distribution:     All State Employees
                  Federal Supervisors
                            DMVA Cell Phone Request


I request that a DMVA Cellular phone be issued to____________________.

I hereby certify that one or more of the following apply.

          1. The nature of work assigned requires substantial travel and therefore
             limits the ability to use the office or other departmental phones.
          2. Due to frequent and prolonged time out of the office, a cell phone is
             required to support Departmental operations.
          3. The nature of the work assigned requires the individual to be reasonably
             available outside of normal office hours.
          4. The nature of the work assigned is critical to the operation of the DMVA
             and immediate response is required.

I understand that the bill for this phone will be paid by DMVA and charged to my
account. I further understand that each month, a copy of the bill will be sent to the
employee to verify and pay for any incidental personal use. I understand that
reconciliation and payment (if any) must be made within 10 days.

I estimate that the total monthly minutes of use will be _____ and therefore request a
plan that will include that number of minutes. I understand that I can adjust the plan
minutes by contacting DMVA Procurement.



______________________________________________
Supervisor


_______________________
Date
                                 State of Colorado
       Department of Military and Veterans Affairs

             Cellular Phone/Pager Request Form
Date




Requestor Name                                             Employee Name




                                                           Please Check
Type of Service (AT &T or Nextel/Sprint):                  One:
                                                           New Service:
Cellular Phone                                             Upgrade/Replace:
Direct Connect                                             Discontinue:
                                                           Current Number:

Funding
Source:


Fund                ORG                     APPR           PGRM               GBL

                 Description of Product and Accessories:




Supervisor's Signature          Date                       Budget Signature         Date




**Please submit completed requests to DMVA Purchasing.
                            DMVA Cell Phone Agreement
By signing below I understand and agree to all the conditions of issuance of a State Cell
Phone.

I understand this phone is to be used for State business and that although personal
phone calls are allowed they will be kept to a minimum of less than 30 minutes per
month. I am responsible for all personal calls. If the phone is on a “plan” (pay fixed sum
for X minutes) reimbursement for personal calls is at $.20 per minute regardless of
whether the personal minutes were under or over the plan minutes. I also understand I
am personally responsible for all long distance and roaming charges that are applicable
to all personal phone calls.

          I understand and agree that I will not use the DMVA Cell Phone in an unsafe
          manner while operating a motor vehicle or other equipment provided by
          DMVA. I will also apply the same required safety considerations of using a
          DMVA Cell Phone while operating a State vehicle while using my personal
          vehicle.

I understand and agree that if I lose the cell phone I am responsible for paying for its
replacement unless sufficient evidence can be supplied that the phone was stolen or
lost outside my control. Exceptions may be made by the Deputy Director.

I will make reimbursement to DMVA for all personal calls within 10 days of receipt of the
itemized billing statement and reconciliation of the same. The reimbursement will
include charges for personal minutes used including long distance and roaming charges
and applicable taxes. Cell phone billings are subject to audits by the State as well as
other entities. I also acknowledge that cell phone bills and other documents are public
records.

I understand that I must turn in my reconciled monthly cell phone bill with a check for
personal use (if any) to my supervisor within 10 days of receipt.

I understand that I must return the phone to the DMVA Purchasing Office immediately
upon request or termination of my employment with the Department.

I understand and agree that in the event I do not adhere to any part of this agreement I
may be subject to termination of access to the State cell phone and/or other corrective
or disciplinary action outlined in the DMVA cell phone policy.

Agreed to this _____ day of _______________, 200_ by:


___________________________________________
Employee
For use by the Department of Military and Veterans Affairs:

Cell phone Issued:___________________________________

Date:_______________________________
By:________________________________

                    Department of Military and Veterans Affairs

Request for Reimbursement for DMVA Use of Personal Cellular Phone


I request reimbursement for official DMVA use of my personal cellular phone. The attached
receipt shows all official state business calls I made.




1. Total Invoice/Bill amount:                                                  _________

2. Deductions
       Cost of Email service                                                      ______

       Cost of MMS or Text Service                                                ______

       Cost of other non allowable services (Caller ID, Call waiting, etc.)       ______

       Other (Taxes or surcharges)                                                ______

       Total                                                                      ______

3. Cost of telephone only (1 above minus 2 above)                                 _______


       a. Total minutes used                                        _____

       b .Official DMVA minutes used                                _____

       c. Proportion of DMVA minutes (Divide b by a)                _____%


4. Reimbursable amount requested (3c times 3)                                 ___________

Signature__________________________________________________Date_______________


Name (Printed)______________________________________________

Organization: __________________________             Billing Account___________________


Supervisor signature:________________________________

				
DOCUMENT INFO