MOBILE TELEPHONES : POLICY STATEMENT
Eligibility
The general policy is that mobile telephones are not issued by
the University of Westminster to any member of staff (termed an
employee).
Exceptions to this rule can only be made if written authority
is given by either the Vice-Chancellor, the Director of Resources
and Operations or the Director of Finance.
The employee must fully meet the following criteria to be
considered to be an exception to the over-riding general
policy:
a) demonstrate that the use of a mobile telephone is
"essential" to carry out their work task, which cannot be
effectively discharged by use of other means of
telecommunication;
b) a budget exists to fully cover all annual charges,
inclusive of VAT.
Supplier
The mobile telephone must be supplied by a nominated company
of the University of Westminster. Requisitions for the provision of
a mobile telephone by the University must be made to the
Communications Manager, with a copy of the written approval
outlined above attached.
Invoicing/Reimbursement
- All invoices from the supplier must be addressed to the
employee who has assumed ownership of the mobile telephone on
behalf of the University.
- Invoices must be approved by the primary budget holder, with
the detailed list of calls made statement attached.
- The amount payable by the University must be clearly stated on
the Accounts Data Slip and relate only to calls made by an employee
on behalf of the University, ie business calls. The employee must
settle non-business calls with the supplier, or attach a cheque
reimbursing the University for such calls, if the employee wishes
the University to pay the full amount shown on the invoice.
- The invoice must be fully checked for accuracy by the employee
and, having been authorised, submitted to the Finance Department
(Central or Campus) within a timescale to ensure the University of
Westminster adheres to the terms and conditions of trading of the
supplier and, thus, averts any additional charges being
levied.
- The University will not pay for any calls made from outside the
UK to UK by means of a mobile telephone unless it can be clearly
demonstrated that such calls will be cheaper than hotel phone
international call rates.
- The University will allow the employee the benefit of free time
given by mobile telephone companies which, it is considered, should
cover personal calls made in exceptional circumstances.
- A limit of £40 per month will be the maximum that will be
paid by the University in respect of invoices submitted for an
employee's usage of a mobile telephone. This sum will be reviewed
on an annual basis and, based on present data, will cover calls
made of a necessary, rather than convenient, nature.
- The University will not reimburse an employee for charges
levied for late payment of an invoice where it is proven that this
was as a result of an employee not submitting the invoice for
payment within the required timescale to meet the terms and
conditions of trading of the supplier.
This policy document was approved by the Vice
Chancellor's Executive Group on 25 October 1999