Cell Phones

Updated Januray 3, 2008

Many departments require staff and/or faculty members to carry cellular telephones (or other cellular devices) to fulfill their campus responsibilities. In order to assist these departments in obtaining the best value in equipment and service plan rates, the Purchasing Department has negotiated terms and conditions with three local service providers: Cingular (the new AT&T), Verizon and Sprint/Nextel.

In addition, Computing & Communications has worked diligently with our largest cell phone service provider, Cingular (the new AT&T), to enable each campus department to work independently with Cingular regarding their individual needs. This change eliminates the need for Communication Services to act as an intermediary between departments and Cingular. Department Authorized Order Placers (AOP) may now contact Cingular directly to make changes to any of their department cell phone plans, resolve billing problems, or purchase replacement instruments and accessories. Email Renee Aldal to be added to the Authorized Order Placer list.

Initial Equipment & Services: When considering the initial purchase of equipment and services, departments should contact Renee Aldal in the Purchasing Office (x23023) for information regarding the best equipment prices and service plan rates available at the time. A Purchase Requisition is necessary to establish initial service. The Purchase Requisition needs to identify existing department account numbers established with the cell phone carrier.

Replacements and accessories: Contact Renee Aldal (x23023) in the Purchasing Office for information regarding monthly cell phone promotions, or clink on the links under the specific vendors listed below. Replacements with standard accessories ordered from Cingular must be processed using the attached form, and the cost will be added to the monthly air bill. Cingular Authorized Order Placers can also order accessories using the Procurement Card by calling 1-888-444-4410. Other cell phone vendors accept the Procurement Card or a DAPO to obtain replacement devices and accessories.

Establishing an Authorized Order Placer with Cingular: Authorized department personnel will be the only ones that may contact Cingular to handle certain transactions, such as make changes to existing plans, or place orders for replacement phones and accessories. Follow these steps to establish an Authorized Order Placer (AOP) with Cingular.

Departments send an email to Renee Aldal in Purchasing at renee.aldal@ucr.edu and identify their AOPS. Renee is the current point of contact for these authorizations with Cingular.

Recurring Billing Charges: In order to facilitate the billing process, a University of California, Riverside Procurement Card must be used for all cellular device monthly billing charges. Contact the carrier using the telephone number on the invoice. See below for further information regarding how to obtain a Procurement Card.

Account Numbers: The account number for non-inventorial cell phone purchases is 760190. The account number for cell phone usage charges is 760150.

CONTACTS:

• Current rate plan pricing

Contact Renee Aldal for login & password. Main point of contact and overall account management including current promotions, replacement equipment, provisioning methods, available rate plans, and for other ordering needs (except new line establishment - see Initial Equipment & Services above): All orders must be accompanied by the attached form and faxed or sent via email to:

Campus Sales Rep (CSR): Victor Espiritu
Phone: (213) 304-5314
Email: ve6464@att.com

NATIONAL BUSINESS SERVICES (NBS) 1-800-999-5445. Department AOPs can contact NBS for rate plan changes, billing questions, problem resolution, activating instruments, number changes, and suspension or cancellation of service. Responding to a series of prompts is necessary before the caller is connected with a representative. Be prepared to identify the UCR Foundation Account Number (FAN #), either 52665 for GSM users or 21270 for TDMA users. In addition, prompts will ask for selections to be connected with representatives serving TDMA or GSM technology users because these are separate units that do not cross over within the Cingular/AT&T organization. To help identify the technology used, account numbers beginning with 120 are for TDMA users, and account numbers beginning with 00 are for GSM users.

NATIONAL BUSINESS ORDERING (NBO) 1-888-444-4410. Department AOPs can contact NBO to order accessories using the Procurement Card.

For equipment and rates please contact Renee Aldal in Purchasing at 951-827-3023.

Stefanie Isaacs, 909-241-3950

Rep: Gayla Sappingfield
Phone: 909-821-0720 or 951-232-2333
Email: gayla.sappingfield@sprint.com

PAYMENT VIA PROCUREMENT CARD

Cellular device monthly usage charges from Cingular are presently billed to departments on a monthly basis, via Communication Services. Commencing approximately, April 1, 2005 all cellular device monthly billing charges must be paid with a Procurement Card. Procedures are as follows:

Monthly billing charges are mailed to individual departments.

Department contacts service provider at the number indicated on the invoice and provides Procurement Card number for payment of monthly airtime charges. Note: **This may be done monthly or as a recurring payment mechanism. See Cingular/AT&T Cell Phone Billing/Invoicing Instructions below.

CINGULAR/AT&T CELL PHONE BILLING/INVOICING

Each department now has their own account numbers for cell phones. There is no longer one campus account. With this change, cell phone monthly bills will be sent directly to departments and not Communication Services.

Each department may either establish a recurring Procurement Card number with AT&T/Cingular, or Cingular will need to be called each month with the Procurement Card payment authorization. The cardholder must also be established as the person authorized to place orders for replacement equipment, make plan changes, and get any information about the account. Please email Renee Aldal to establish Authorization to be on the Authorized Order Placer list.

Please note that if your department has cell phones using both GSM & TDMA plans, two separate invoices are issued, and BOTH the GSM and the TDMA units of Cingular must be communicated with in order to setup automatic payments. These two units are completely separate of each other and will not/cannot assist you with both programs. TDMA account numbers generally begin with 120, and GSM account numbers generally begin with 00.

RECONCILIATION/SOURCE DOCUMENTATION/RECORD MANAGEMENT

As with all Procurement Card and financial transactions, departments must review monthly statements for billing accuracy. Monthly billing statements must be available upon request and retained for a period of three years. Reconciliation, source documentation and record management of all cellular billings must follow Procurement Card policies and procedures as addressed in Procurement Card Policy 750-70 and as stated in the Procurement Card Guidebook.

REVIEW OF SERVICE PLANS

Departments are encouraged to periodically review their employees calling plans to ensure the most cost-effective plan is being used. The Purchasing Department is available to assist, if needed.

FREQUENTLY ASKED QUESTIONS

My department has several phone users, but does not currently have a Procurement Card. How will we pay for monthly airtime services?

Purchasing and Computing & Communications are aware that some departments do not currently have a Procurement Card. In order to accommodate this transition period, Telecommunications will continue to bill departments without a Procurement Card in the same manner as in the past. However, by April 1, 2005 all departments must use the Procurement Card as a payment mechanism. If your department does not have a Procurement Card, please contact the Procurement Card Coordinator, Dana Allen (x23008) for information about obtaining one.

What if I have a problem with my billing, whom should I contact?

All departments must identify staff authorized to deal directly with the applicable cell phone representative. These individuals should contact the applicable service provider representatives for assistance.