CELLULAR USAGE AGREEMENT UNIVERSITY-PROVIDED SERVICE POOLED DEVICE FOR GENERAL DEPARTMENT USE FORM
Table of Contents:
- General Information
- Exhibit and Instructions
- Form Requirements
- Number of Copies and Ultimate Distribution
- Where To Send Completed Forms
- Contact Information
- Cross References
The Cellular Usage Agreement Pooled Devices form is to be used when a department has a need for University-Owned cellular service/device for pooled use within the department. Completion of this form is required to provide full documentation of the business need for this service in accordance with FN21 - Non-Office Telecommunications Services .
Prior to completion of the form, employees/departments should review the "Business Criteria for Cellular Service" section of Policy FN21 ; to be eligible for cellular service provided by the University, one or more of the criteria listed must be met.
Acquisition of Service: Policy FN21 provides details on usage, restrictions, and financial implications.
If the device will be pooled for general departmental use (signed out as needed), the department should complete this form, including documenting how the device will be tracked while in use and the business need for this service. The Log for University-Owned Pooled Devices should be used for the purposes of tracking the device.
The completed form must be approved by the budget administrator, the budget executive, and the Financial Officer prior to signing any agreements. No plans or equipment should be contracted or purchased until the form is fully approved.
The department must contract for service directly with the chosen cellular provider based on obtaining the most cost-effective plan based on expected business use. The choice of cellular device to purchase must be based on balancing the required business needs versus the most cost-effective device available.
The purchasing card is the preferred method for purchasing cellular plans and devices as well as for monthly charges. A copy of this form must be attached to the purchasing card support form for the purchase of the service/device and the monthly statements would be provided each month to settle the monthly service cost.
Non-Business Use: University-owed cellular plans and devices must be used primarily for business purposes. Any additional charges resulting from personal use must be reimbursed by the employee.
Termination of Service: If an employee is terminated, resigns, transfers, or no longer has a need for a University-provided cellular plan/device, the employee is required to promptly return equipment to the department through which the cellular device was issued and the department will either reassign the service/device or end the service contract. If reassigned, a new form must be completed.
To view document exhibits, click on links below:
No form may be used that substitutes for an approved official University form without prior review and approval by the steward of the from/central office, as facilitated by the Office of Systems & Procedures (designated representative of the Corporate Controller). See Policy FN17 - Required Use of Approved University Forms Appearing in the General University Reference Utility (GURU) for full details.
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|Ultimate Distribution:||Retention Periods:|
|At University Park||Original||Department or Financial Officer||
Refer to Financial Record Retention Schedule
|Copy||Support documentation to the Purchasing Card Support Form or support documentation to the SRFC||Refer to Financial Record Retention Schedule|
At Non-University Park Locations
||Original||Department, Director of Business Services, or Financial Officer||Refer to Financial Record Retention Schedule|
|Copy||Support documentation to the Purchasing Card Support Form or Support documentation to the SRFC||Refer to Financial Record Retention Schedule|
At University Park, original should be maintained in the department or by the Financial Officer.
At campus locations departments, Director of Business Services (DBS), or Financial Officer will hold original agreements.
A copy of this agreement must be submitted as back up to the SRFC paying for the initial installation fees or attached to the Purchasing Card Support Form.
For questions, additional details, or to request changes to this forms, contact the Assistant Controller, University Financial Officers.
- Policy AD35 - University Archives and Records Management
- Policy FN17 - Required Use of Approved University Forms Appearing in the General University Reference Utility
- Policy FN21 - Non-Office Telecommunications Services