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UC DAVIS: Office of Administration UC Davis: Information and Educational Technology June 27, 2006 DEANS, DIRECTORS, DEPARTMENT CHAIRS, AND ADMINISTRATIVE OFFICERS RE: Purchase and Payment of Cellular Phones and Other Portable Electronic Resources On March 14, 2006, UC Office of the President released a new Business and Finance Bulletin: G-46, Guidelines for the Purchase and Use of Cellular Phones and Other Portable Electronic Resources. The policy is at http://www.ucop.edu/ucophome/policies/bfb/g46.pdf. Electronic communication resources include cellular phones, personal digital assistants (PDAs), pagers, and other electronic communication devices, and related equipment and software such as personal computers, laptop computers, phone lines, facsimile (fax) machines, and connection and access to Internet services and e-mail. The new bulletin sets forth important requirements for University employees using these resources, which are briefly summarized below. Cellular phones, PDAs, pagers, and similar electronic communication devices and accompanying services may be purchased for those employees who travel or are out of the office frequently, typically work in the field or at job sites where electronic communications devices are not readily available, need to be contacted and/or respond in an emergency or during non-business hours, and/or are required to be accessible at all times by electronic means. The department head has the authority to approve the purchase of cellular phones, pagers, and similar electronic communications devices and accompanying services under which the University is the official "customer" to be billed. Departments are encouraged to use the agreement negotiated by the University with Nextel Communications, which includes many conditions favorable to the user and the University. In addition, Cingular Wireless telephone equipment and service is available through Communication Resources. Purchases of personal computers, fax machines, and Internet access may also be approved by department heads for employees authorized to telework as defined in Personal Policies for Staff 31. Employees will be required to sign an "Employee Agreement Concerning the Use of Electronic Communications Resources" before being issued an electronic communication resource that has an accompanying service. The employee must agree to the following: ** Electronic communication resources and accompanying services are to be used primarily for official University business and that any personal use will only be incidental in nature. ** The employee will reimburse their department for any noticeable incremental costs resulting from personal use or special services not required for University business. ** All records related to the purchase, use and disposition of the electronic resource are the property of the University and subject to disclosure under the California Public Records Act. ** The employee is responsible for safeguarding the resource and relevant data, and for controlling its use. The agreement is at http://purchasing.ucdavis.edu/forms/PUR_ElecCommAgrmt.doc . The original, signed document is to be retained in the employee's department. University funds may not be used to purchase electronic communications resources for employees whose business use will be minimal. Employees, however, may request reimbursement for any business-related use of an employee-purchased electronic communication device or service when such use results in noticeable incremental costs to the employee. The University will reimburse only those charges associated with business occurring beyond the employee's regular service contract. No reimbursements shall be made for business calls made within the minutes covered under the employee's contract. Appropriate security measures must be taken to protect the confidentiality and integrity of information stored on the electronic resources. Refer to Business and Finance Bulletin IS-3 at http://www.ucop.edu/ucophome/policies/bfb/is3.pdf and UCD Computer and Network Security at http://security.ucdavis.edu/index.cfm for guidance. Please refer to the following sections in the UCD Policy & Procedure Manual for additional guidance: PPM Section 310-23, Electronic Communications-Allowable Use http://manuals.ucdavis.edu/ppm/310/310-23a.pdf PPM Section 350-26 - Acquisition of Computers, Computing and Networking Equipment, and Commercial Software http://manuals.ucdavis.edu/ppm/350/350-26.htm PPM Section 350-70 - Movement of Property http://manuals.ucdavis.edu/ppm/350/350-70.htm More information and specific instructions on implementing this policy can be found at http://purchasing.ucdavis.edu/geninfo/electcomm.cfm. Please direct any questions to Steve Frost, Director of Materiel Management, at 530-747-3889 or by email at safrost@ucdavis.edu. Stan Nosek Vice Chancellor - Administration Peter Yellowlees Interim Vice Provost - Information & Educational Technology 06-072
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