Date of issue: 1 November 2007
Reference: ALL LOB’s
STANDARD OPERATING PROCEDURE
TO:
Tampa Bay WorkForce Alliance, Inc. (TBWA) Staff
FROM:
Carol Brinkley,
Vice President, WorkForce Services and Consumer Affairs
SUBJECT:
Cellular Telephones
Purpose: Tampa Bay WorkForce Alliance (TBWA) wishes to provide the most
consistent, convenient and cost effective cellular telephone services (cell phones,
PDAs, and wireless cards) possible to its employees. The objectives of this policy are
to:
a. Provide guidelines to employees who may need to have a cellular telephone to
conduct business;
b. Apply standards to the cellular telephone equipment and service agreements
used by employees;
c. Simplify and make more manageable TBWA’s relationship with cellular telephone
vendors;
d. Provide a system for monitoring cellular telephone usage patterns so that plans
can be routinely modified to better meet the needs of the user;
e. Ensure the acquisition of cellular telephone services is cost-effective; and provide
an internal system for purchasing cellular telephone services, gaining access to
repair services, acquiring necessary training and support and communicating
available programs;
f. Establish a system for monitoring future developments in cellular services and
selecting those that meet the needs of Tampa Bay WorkForce Alliance.
Policy:
A. Cellular Service Vendors: To facilitate accomplishment of the above
objectives, TBWA may, at its discretion, enter into contracts with cellular
telephone service providers. During the period when one or more of these
contracts is in force, TBWA will only purchase cellular telephones or cellular
telephone service agreements for employee use on the basis of these contracts,
unless a specific exception is granted.
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B. Eligibility and Approval: Cellular telephones and services may be provided
to employees to conduct activities incident to their employment that either cannot
not be conducted on a land-line telephone or for which it would be inefficient to
use a land-line telephone. Distribution of the various types of phones will be controlled:
Cell Phones – Manager approval needed. This type of phone is for TBWA
employees who are not stationary and need to be reachable.
Personal Digital Assistant’s (PDA) – Director approval needed. This device is for
employees who need to be reachable during off-hours or when not at TBWA, and
who need access to e-mail throughout the day from various locations. Personnel
that are authorized to utilize a PDA device must turn in any other cell phone that
was provided by TBWA. Personnel that utilize a PDA must be salaried staff and
cannot be hourly due to employment labor laws regarding working overtime and
off hours.
Wireless Cards – Manager approval needed. Wireless cards are used for
personnel that utilize a laptop and must have the ability to connect at any of the
work centers or needs to complete assignments from home.
C. Personal Calls: Cellular telephones are provided to employees for the
purpose of conducting TBWA business. Business use is any use in the course of
performing specific job-related duties on behalf and for the benefit of Tampa Bay
WorkForce Alliance. Only highly limited, reasonable personal use of TBWAowned cellular equipment to make or receive personal calls is permitted. Employees must realize that although personal calls made within the local calling
region and under the usage limits provided by the employee’s plan do not result
in additional charges, they do count toward the overall time limits established
under the service agreement. Any overage, long distance, roaming or other
charges realized by the employee for personal calls shall be the responsibility of
the employee.
D. Other Restrictions: An employee may not operate a personal business (i.e.,
selling Tupperware, Avon, etc.) from a TBWA provided cell phone, PDA or other
assigned device.
E. Plans, Handsets, Features and Accessories: TBWA will contract for a set
of usage plans, handsets, features and telephone accessories that will serve the
needs of most employees. Normal usage plans will include voice or voice and
data. Plans will be set to restrict text messaging, picture sending/receiving, and
use of the Internet unless explicitly authorized to conduct official business.
F. Safety Precautions: In the interest of safety, employees using cellular
telephones are expected to exercise appropriate care and caution if used in a
moving motor vehicle. Employees are expected to avoid the use of the
equipment under any circumstances where such use might create or appear to
create a hazard. Employees must follow Florida State laws in regards to using
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cellular telephone devices while operating a motor vehicle.
G. Damage, Loss or Theft: Lost or stolen cellular equipment should be
immediately reported to the employee’s supervisor, and to the department
issuing the equipment (Purchasing) so the service can be suspended or
cancelled. Reasonable wear and tear is expected of any cellular device
however, if abuse is suspected, TBWA reserves the right to prohibit future
issuance and use of a cellular device.
H. Usage Monitoring: Managers and supervisors are responsible for educating
personnel about appropriate cellular telephone procedures and monitoring their
usage. In emergency situations, managers may grant exceptions to these usage
policies. In such circumstances, the employee must reimburse any charges
incurred for personal use on a timely basis.
I. Program management: The relationship with cellular providers shall be
managed through Purchasing. Tampa Bay WorkForce Alliance will select
service plans/providers and will select and standardize all phones for use.
J. Auditing: All cellular phone bills will be subject to auditing at any time to
ensure enforcement of this policy.
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TBWA Cell Phone Usage Agreement
Your signature below verifies you have read and understand the Cell Phone Policy and
the guidelines, and responsibilities outlined and agree to comply with them. You should
keep the policy for your reference.
The Usage Agreement (this page) is provided to Human Resources to file in your
personnel record.
Guidelines
1. Cell phone users are responsible for following the Cell Phone policy.
2. Users issued a TBWA owned cell phone must sign the TBWA Cell Phone Usage
Agreement.
3. Use of TBWA owned cell phones is for TBWA business only and is restricted to limited
personal use as outlined in the policy.
4. TBWA cell phones shall not be used for personal calls, except in the event of extreme
personal emergency. Phone users can be held liable for non-work related calls.
5. Only cell phones and services provided by TBWA will be permitted.
6. Cell phone users shall not “loan” or otherwise make available their cell phone to nonTBWA personnel.
7. Cell phones users are responsible for all calls on their respective phones.
8. Cell phones should not be used when a TBWA land line is available nearby, except
when 2-way functionality is more efficient, effective and cost neutral.
User Responsibilities
1. Improper use of the cell phone can be considered misappropriation of TBWA funds
which may result in disciplinary action, up to and including termination.
2. A cell phone user must surrender the cell phone upon termination of employment (i.e.,
retirement or voluntary/involuntary termination) or upon re-assignment to another
department. At this point, no further use of the cell phone is authorized.
3. Users must not use a cellular phone to conduct TBWA business while operating a motor
vehicle.
Employee Name
Employee Signature
Cell Phone Number
Make/Model
Date
Remove this portion and provide to Human Resources to file in the employees
personnel record
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