Personal Communications
Devices
Managed by Telephone Services
Tele Services Responsibilities
• Maintain contracts with vendors and provide
departments with information regarding
equipment, monthly plans and pricing;
• Maintain PCD bill detail including call records
and data records;
• Invoice the appropriate department the
charges associated with the PCD;
• Provide copies of call records to departments
for review.
Department Responsibility
• Provide copies of the call records to employee in
order to reimburse University for personal calls;
• Work with EMPLOYEE to obtain reimbursements
for EMPLOYEE’S personal charges;
• Ensuring that the PCD is returned to CAMPUS in
the event an employee leaves campus
employment;
• Pay for PCD expenses not covered by warranty or
maintenance agreements.
Employee Responsibilities
• Do not operate a motor vehicle while using the PCD
• Notify Telephone Services immediately in the event PCD is lost, stolen, damaged;
• Avoid using the PCD in such a way as to incur excessive charges if there is a
reasonable cost effective communication alternative;
• Refrain from overseas usage unless absolutely necessary in conducting University
business;
• Review monthly invoices and reimburse DEPARTMENT for appropriate calls.
• Review bills for fraudulent activity. Report fraud to the DEPARTMENT and
Telephone Services immediately;
• Do not store confidential or sensitive information in unencrypted form on a PCD;
• Ensure that use of the PCD complies with terms of the campus Acceptable Use
Policy.
– These terms include but are not limited to prohibiting use of the PCD for any unlawful purpose and use of
the PCD for a for-profit purpose which is unrelated to campus business.
Department/Employee Decisions
• Discuss appropriate use and define personal use with
the user.
• Develop a review/reimbursement policy
• Decide the appropriate plan for the position
– What features are needed: voice minutes, data,
text messaging, direct connect radio
– What is the most minutes needed
– Will there be travel outside San Diego County or
California or Internationally
Purchasing New
•
•
•
•
Choose a Carrier
Choose equipment
Choose plans
Email Telephone Services
Include above information along with
chargeback code – requestor must have
budget authority to purchase.
Carriers
• Verizon (State Contract)
• Nextel/Sprint – Choose this carrier if you need
the direct connect functionality
• AT&T
What to ask:
Does the carrier have service where the user spends their time
Does the carrier have features the user needs
Compare equipment and plan pricing between the carriers
Equipment
• Equipment models and pricing change daily
• We usually get pricing listed on the web or less.
– We bill what the carrier bills us.
– Tax is calculated on the retail cost of the equipment.
It’s wise to have a backup model in case one is not
available anymore.
Plans
• Voice plans can change at any time with the
exception of these:
Verizon State Contract
Nextel Grandfathered Plan:
100 minutes voice, 1000 minutes Direct Connect; $21/month
• Data plan – We always choose unlimited
– Data does not include text messaging
Disconnects
• Verizon, AT&T and Sprint/Nextel have waived
termination fees on our accounts
• Once a number is disconnected, it will not be
reassigned to us.
Equipment is owned by the department and
should be kept if it is usable.
– Telephone Services will take old equipment or you
can dispose of it on your own.
Upgrades
• Usually after 1 year, phones are eligible for
upgrades. *
• Pricing is usually what is listed on the website.
*iPhones are eligible for upgrades after 20 months.
Upgrade Orders
• Send email to Telephone Services including:
– Equipment
– Telephone number to be upgraded
– Voice plan changes
– Data plan changes
– Chargeback code
– Budget authorization