MCG Purchasing Procedure: Wireless Device Procedure

(print version - 2 page PDF file)

1.0 Purpose: To establish procedures for purchasing and maintaining a wireless device and associated services.

2.0 Responsibilities: Initial equipment procurement, activation and recurring fees

2.1 Department

2.1.1  Complete the “Wireless Device Approval Form”.  Obtain departmental Director or above level approval.  Obtain approval from the Division of Sponsored Program Administration, if sponsored funds

Justification Guidelines:

1. Enhance employee’s job function with explanation why
2. Environmental Emergency staff
3. Staff in a hazardous working area
4. Frequent travel – 25% of employee’s work commitment
5. Mobil requirements within multiple buildings/sites
6. On-call staff
7. Critical staff required to do business while commuting point to point
8. Area where stationary phone service is not available
9. Staff required to be accessible at least 80% of their work time
10. Public Safety and Home Land Security staff

2.1.2  Enter a Peoplesoft Requisition in the system for the wireless equipment & activation fee – using the correct Product Code (72560 – wireless device and 91575 – activation fee )

2.1.3  Fax the completed “Wireless Device Approval Form” to Purchasing/Buyer, referencing the REQ number

2.1.4  Receive or pick up the wireless device from the vendor

2.1.5 Provide Purchasing the telephone number via email upon receipt, if the item requested is a cell phone, PDA with cell phone or Pager

2.1.6 Use the P-Card to pay monthly recurring service charges, using the correct Account Code (771300 – wireless device, 771400 – Pager, 771500 – other)

2.1.7 Maintain the appropriate level of security for the device and as appropriate for the data stored on, transmitted and received with the device

2.1.8 Maintain accountability for wireless devices purchased, to include collecting the device from terminating or transferring employees

2.1.9 Insure wireless devices are disposed of in accordance with MCG property disposal guidelines

2.1.10 Receive departmental invoices for service payments

Note: Equipment/Devices must be purchased on a Peoplesoft Requisition; however, the Monthly Charges for services must be processed with your MCG P-Card.  Remember to use the proper Product Code on the Requisition and the correct Account Code on the P-Card reconciliation statement. The service provider will mail individual monthly invoices to the department user for payment processing.

2.2  Information Technology

2.2.1 Recommend adjustments to the user department if requested

2.2.2 Investigate and report inappropriate usage

2.2.3 Serve as MCG liaison with the respective vendors

2.3 Materials Management, Purchasing

2.3.1 Receive a hardcopy of the “Approval to Purchase Wireless Device” Form

2.3.2 Process the Peoplesoft Requisitions for wireless devices into a PO

2.3.3 Request contract from vendor for signature

2.3.4 Receive and record the cell phone telephone number provided by the department

2.3.5 Maintain purchasing documentation of devices

2.3.6 Establish and monitor Product Codes

2.3.7 Provide IT and AP with access to a shared database containing records on wireless devices purchased

2.4 Materials Management, Asset Management

2.4.1 Maintain a record of all wireless devices purchased and report as requested

2.4.2 Dispose of wireless devices in accordance with established policies and procedures

2.5 Materials Management, P-Card Program Coordinator

2.5.1 Monitor product codes for wireless services expensed to the P-Card

2.6 Controller

2.6.1  Receive invoices for wireless equipment & activation fee

2.6.2 Monitor Product Codes

2.6.3  Process PO invoice payments and P-Card expenses as appropriate

2.6.4  Maintain record of wireless equipment and services expenditures through shared database

2.7 Division of Sponsored Program Administration

2.7.1  Approve all request for wireless devices prior to purchase that are to be expensed using sponsored funds

2.7.2     Monitor expensed charges to sponsored accounts