Letter and Bulletin from State Auditor's Office

Washington State Auditor
Brian Sonntag

(360) 753,5277
FAX (360) 753-0646
TDD Relay 1-800-833-6388

Legislative Building
PO Box 40021
Olympia, Washington 98504-0021

March 13, 1996

Subject: Cellular Telephone Policy Guidance

We are pleased to distribute the attached Bulletin which provides guidance regarding the use of cellular telephone service by local governments.

The Bulletin addresses the issue of personal use of cellular telephones and suggests means of protection from misuse and abuse. It also outlines the need to have a reimbursement system in place for personal calls made by employees.

This should help local government managers when establishing policies and procedures relating to portable cellular telephones.

Please share this information with your staff. If you have questions please call Jan Jutte, Assistant Director, at (360) 586-3669 or Shad Pruitt, Technical Services Manager, at (360) 664-3147.

Sincerely,

Brian Sonntag
State Auditor

TO: All Political Subdivisions

FROM: Lee Reaves, Deputy State Auditor SUBJECT: Cellular Telephone Guidance

The issue regarding the use and payment for cellular telephone service by local governments has been the topic of many questions and concerns. In an effort to establish guidelines, the State Auditor's Office has consulted with association leaders, local government managers and cellular telephone service providers. As a result of these discussions, we have developed the following guidance.

Local governments are responsible for controlling and managing their cellular telephones and the use of those telephones. It is the decision of entity management whether to allow employees personal use of their cellular telephones. If personal use is allowed, the entity needs to establish a system to ensure individuals are responsible for the payment of their non-business or personal calls. Such a system for example, may be a signed agreement that allows the entity to deduct the cost of unpaid calls from the employee's paycheck or an initial deposit to cover those costs.

Additionally, when personal use of cellular telephones is allowed, a system also needs to be established that requires the employee to review the telephone bill statement and identify personal calls made. The employee should be required to submit payment for their portion of the bill at that time.

If you have questions regarding a specific aspect of your cellular telephone policy or practice, please call Jan Jutte, Assistant Director (360) 586-3669 or Shad Pruitt, Technical Services Manager at (360) 664-3147.