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SUBJECTS › TELECOMMUNICATIONS › Memorandum and Guidelines for Cellular Phone Acquisition and Employee Cellular Use from AWC
 
Memorandum and Guidelines for Cellular Phone Acquisition and Employee Cellular Use from AWC

Memorandum and Guidelines for Cellular Phone Acquisition and Employee Cellular Use from AWC

AWC
1076 S. Franklin St.
Olympia. WA 98501
(206) 753-4137

December 14, 1993

TO: Mayors and City Managers/Administrators
FROM: Stan Finkelstein, AWC Executive Director
RE: Guidelines for Cellular Phone Acquisition and Employee Cellular Use

You received two memos from AWC (dated July 16, 1993 and October 28, 1993) on guidelines for cellular telephone acquisition and employee cellular use. The policy on the city-owned cellular policy described in the October 28 memo remains the same. I'm pleased to tell you that we also have worked out a final policy for employee-owned phones.

In response to continued concerns regarding this issue, AWC worked with the Washington State Auditor's Department and the Washington State Attorney General's (AG) Office to develop appropriate documentation to use in providing cellular phone service for employee use. The guidelines established in the attached model agreement also meet the requirements of the AG memorandum dated February 2, 1993 addressing cellular telephones and municipal employees.

After a series of meetings with representatives from the State Auditors and the AG's office, AWC together with the two agencies developed a model agreement for your use in developing city guidelines for cellular telephone acquisition and use. The points included in the attached model agreement should be included, as a minimum, in your individual agreements with affected employees. If the attached model agreement is signed, this will be viewed as the city meeting the state requirements for city use.

Attached is the model agreement. You may add any additional provisions you think necessary to provide the service in your city. If you have any questions, call Faith Trimble at AWC, (206) 753-4137 or SCAN 234-4137.

City Guidelines for Cellular Phone Acquisition and Employee Use

There are two options for cities who wish to provide cellular technology services to their employees. The city may purchase cellular phones for employees to make business related calls or calls as outlined under a reimbursement agreement, or an employee may purchase a cellular phone and request reimbursement from the city for business calls. Government rates are only applicable for calls made on city-owned cellular phones.

I. City-Owned Cellular Phones

If a city chooses to purchase cellular phones for employees, the city should adopt an acquisition policy outlining the conditions under which the city will purchase cellular phones, adopt a cellular usage policy restricting use to business related calls, and develop a reimbursement agreement for occasional employee personal calls. Following are guidelines for developing these procedures and policies.

a. Adopt a cellular acquisition policy

Factors to consider in developing an acquisition policy:

  • Cellular usage costs compared to alternative communication choices
  • Level of employee need and usage
  • Authorization of employee use
  • Inventory city-owned cellular equipment for internal auditing purposes

b. Adopt a cellular usage policy

  • City-owned cellular telephones and services shall be used for city business and in the event of emergencies.
  • Cellular telephones should not be used when a less costly alternative is safe, convenient, and readily available.
  • The city will reserve the right to monitor the use of all city-owned cellular telephones.
  • Cellular transmissions are not secure. Employees should use discretion in relaying confidential information.
  • Reasonable precautions should be made to prevent equipment theft and vandalism.
  • A reimbursement agreement shall be signed between the employee and city to secure payment for personal cellular use (see below).

c. Develop reimbursement agreements

  • The city recognizes that occasions arise in which personal calls need to be made.
  • City-owned cellular phones shall not be used predominantly for personal calls.
  • The city will define the nature of business, emergency and personal calls.
  • Employees will provide phone numbers and names of persons or businesses that have been called for personal reasons to the appropriate city personnel.
  • The city and employee will agree upon a mechanism by which reimbursement for personal calls will be made, such as an advance deposit of funds or a garnishment of wages with failure of payment.