Cellular Phone Procedures

The University of Kansas Medical Center has implemented new Cellular Phone Procedures. This will allow us to comply with the Cellular Phone Policy Executive Order issued by the Governor effective March 31st 2003.

Per the direction of the Executive Vice Chancellor’s office all purchases for cellular telephones and cellular phone services must be pre-approved and managed by the Department of Information Resources.

Please click here for more information and to complete a request form. After you have filled in the form please print off a copy and send a signed copy of the request to:

DeAnna Villarreal,
Associate Director, Telecommunications
Department of Information Resources
1019 Eleanor Taylor
Fax 913-588-4902

In addition, please note that to insure compliance with the Executive Order issued by the Governor, the initial purchase of cellular phones and calling plans may not be completed using the business procurement card.

STATE OF KANSAS CELLULAR PHONE POLICY
CELLULAR PHONES PROVIDED BY STATE OF KANSAS

General

1. Cellular phones are provided to improve customer service and to enhance business efficiencies. Cellular phones are not a personal benefit and shall not be a primary mode of communication, unless they are the most cost-effective means to conduct state business.
2. Employees are responsible for operating state-owned vehicles and potentially hazardous equipment in a safe and prudent manner, and therefore, employees should refrain from using cellular phones while operating such vehicles and equipment.
3. Possessing a cellular phone is a privilege and all employees are expected to use them responsibly. The state will seek reimbursement for any additional charges resulting from personal calls. Misuse of a state cellular phone may result in its revocation and possible disciplinary action against the employee pursuant to K.S.A. 75-2949.
4. If the cellular phone contract is based on minutes used, a minimal plan shall be utilized. In other words, the smallest plan available to accommodate the particular business need shall be utilized. No employee may approve his/her own cellular service plan.

Billing Statements and Reconciliation

1. Each state cellular phone will receive a monthly activity statement for all charges.
2. The user must review the monthly statement for billing accuracy.
3. Monthly activity statements must be attached to the voucher and retained for a period of time consistent with record retention policies.

Personal Use
More than de minimis personal use of a state-provided cellular phone without written authorization by the employees' agency head is not allowed. When personal calls/minutes cause the monthly plan minutes to be exceeded, reimbursement for those minutes must be made to the state. Additionally, all long distance and roaming charges incurred for personal calls (even if under the plan limit) must be reimbursed to the state. All reimbursements are to be made within 15 days of receipt and reconciliation of the monthly statement.

Violation
Employees violating this policy may be subject to disciplinary action in accordance with the provisions of K.S.A. 75-2949, including but not limited to, K.S.A. 75-2949e(a)(3) "careless, negligent or improper use of state property," or K.S.A. 75-2949f(1) "refusal to accept a reasonable and proper assignment from an authorized supervisor."

For More information on this policy as well as the policy regarding personal cell phone use go to: (http://www.governor.ks.gov/executive/Orders/exec_order0320.htm).

Contact Information
For information on this policy, please contact:
DeAnna Villarreal
Associate Director, Telecommunications,
Information Resources
University of Kansas Medical Center
2100 West 39th
Kansas City, Kansas 66160
(913) 588-4803