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 timeDoes the carrier have features the user needsCompare 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 ContractNextel 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