SUNY Cortland Cellular and Desk Telephone Procedures

1. If it is necessary to place an urgent long distance personal call from a College phone, the call will be charged to the employee's campus extension. Reimbursement for these personal long distance calls must be made to Student Accounts/Bursar's Office by cash or personal check made payable to SUNY Cortland. A six percent charge for administrative overhead is added to the cost of the phone call. Employees are responsible for making such payments.

2. Departments shall distribute monthly telephone charge detail reports to all users in the department on a timely basis.

3. It shall be the responsibility of users to review the detail, identify their personal toll charges, and certify by signature or initials that those charges represent either appropriate business usage or personal calls for which the college will be reimbursed. Reimbursements received are deducted from the department's next monthly bill.

4. Signed telephone charge detail reports shall be returned to the department supervisor for review and approval. These reports should be retained for seven years for audit purposes.

5. Each department head must immediately review their bill and discuss any problems with the Switchboard Office (x2311).

1. Telephone calling cards will be available to all departments as required for college business. All calling card charges and details will be billed to the employee's campus office extension and will accompany their normal monthly charge detail report. As the security of college calling card numbers is essential, cardholders are responsible for reviewing their charges monthly and advising the Switchboard Office (x2311) immediately if it appears that a calling card number has been compromised.

2. The Switchboard Office (x2311) should be notified immediately when a calling card or authorization code holder is transferred to another Major Budgetary Unit or leaves the employ of the College. The Switchboard Office will make the appropriate arrangements with the long distance carrier.

1. Cellular telephones belong to SUNY Cortland and are assigned to departments, even though they may be intended for the use of a designated employee. The appropriate Vice President must approve justification for the purchase or lease of a cellular telephone and for the payment of a contract for ongoing airtime charges.

2. A monthly usage bill will be provided to each employee assigned a cellular phone. The employee is responsible for reviewing the monthly usage bill and must reimburse SUNY Cortland for personal calls where appropriate. Reimbursement for personal calls must be made to Student Accounts/Bursar's Office by cash or personal check made payable to SUNY Cortland. A six percent charge for administrative overhead is added to the cost of the phone call. Employees are responsible for making such payments.

3. In the event of a disaster or emergency affecting the College, cellular telephones in non-critical areas will be redistributed to predefined areas.

4. When an employee assigned a cellular telephone terminates employment, the cellular telephone must be immediately returned to the office to which it was originally assigned.

5. The Purchasing Department will not honor requisitions for cellular telephone equipment or charges to airtime suppliers unless a properly executed form is attached.

6. Any and all service required on cellular telephone functionalities and service problems should be taken up with the cellular telephone provider.

7. To ensure the best airtime rates, when existing airtime contracts expire for already-purchased SUNY Cortland cellular telephones, a form must be filled out through the Purchasing Department.

8. The purchase of cellular telephones and the contracts for airtime are coordinated through the Purchasing Office.