Cellular Phone Payment Procedures

On Friday, April 18, 2003, the Division of Accounts and Reports sent an information circular providing guidance on new procedures for cellular phone invoices. The following are excerpts from the circular:

On March 26, 2003, Executive Order 03-08 was issued by the Governor to establish policies for cellular phone use (http://www.ksgovernor.org/docs/exec_order0308.html). It was effective on and after March 31, 2003. The guidelines below should be used to comply with the Executive Order and other State policies and regulations regarding cellular phones.

The agency accounts payable staff should ensure that users have reviewed the monthly statement for billing accuracy and to ensure that any additional charges resulting from personal calls are reimbursed to the agency. Users should indicate review of the monthly statement by signing the final page of the invoice.

When personal calls/minutes cause the monthly plan minutes to be exceeded, reimbursement for those minutes must be made to the State. Additionally, all long distance and roaming charges incurred for personal calls must be reimbursed to the State. All reimbursements are to be made within 15 days of receipt and reconciliation of the monthly statement. If an employee reimburses the agency, note the receipt voucher number of the invoice copy retained with the payment voucher. The calculation of the reimbursement highlighting the calls for which reimbursement is made should also be attached to the payment voucher.

The Division of Accounts and Reports will review selected payments annually for compliance with the order. In addition to the above, the appropriateness of the plan for the agency's needs will be reviewed.

Cash reimbursement must be made in the Business Office in person and a receipt will be issued to you. Do not send cash through campus mail. Checks should be made payable to Fort Hays State University.

If remitting through campus mail, it should be mailed at least one day prior to the due date. The envelope should be addressed:

Deliver to: Cell Phone
Department: Business Office

When the state reviews the cellular phone statements, they look at every call to see who it was made to. Please document the business purpose of calls that may appear to be personal, if there is a charge associated with it. An example would be a call while returning from an out of town business meeting to a spouse to notify him/her that you will be home late.

Please contact Business Office at (785) 628-5948 if you have any questions or concerns regarding these procedures.

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