Mobile phone procedure

Intent and objectives

The intent of the Mobile phone procedure is to provide a framework for the effective management of mobile phones within RMIT.

Scope

Provision of University mobile phone

Procedure

Responsibility

All corporate mobile phone purchases must be authorised by the Cost Centre Manager.

Cost Centre Manager

Corporate mobile phones will be one of four standard phones (handsets), details of which can be viewed here:

Any exceptions to this must be approved by the VC, PVC, Director or Head of School prior to purchase.

VC, PVC, Director or Head of School

All corporate mobile phones are to be ordered through the preferred carrier website. The name of the mobile phone user, an internal order number and cost centre details must accompany every order for a mobile phone purchase and connection.

Cost Centre Manager

Orders placed online should then be followed with a SAP order, faxed to Mobile Network Pty Ltd on (03) 9328 3343.

Cost Centre Manager

When the SAP order is received by the preferred carrier, mobile phones will be delivered within 24 hours.

Preferred Carrier

Corporate mobile phones will only be connected via the University’s corporate plan with the University’s preferred carrier. Under no circumstances are staff authorised to connect to any other carrier, or under any other plan.

Cost Centre Manager

Provision of University mobile phone

Procedure

Responsibility

Any enquiries or faults regarding corporate mobile phones are to be reported to the University’s preferred carrier. A replacement handset will be provided free of charge whilst any warranty repairs are carried out.

Mobile Phone User

Registration of Handset

Procedure

Responsibility

ITS is to maintain a register of all corporate mobile phones, recording details of;

  • The telephone number;
  • The staff member to whom it is assigned;
  • The authorising officer; and
  • The internal order number to which the call costs are to be charged

ITS Telephony Chargeback

Cost Centre managers are responsible for ensuring that any changes to these details are forwarded to ITS in a timely manner.

Cost Centre Manager

Distribution of Charges for Mobile Phone Services

Procedure

Responsibility

ITS will distribute charges for university mobile phone services to the relevant cost centres on a monthly basis.

ITS Telephony Chargeback

Personal Mobile Phones

Procedure

Responsibility

Reimbursement to staff for business related calls on personal mobile phones is to be authorised by the VC, PVC, Director or Head of School

VC, PVC, Director or Head of School

After payment of the personal mobile phone bill, the staff member identifies all business use calls;

Mobile Phone User

A staff reimbursement form is to be submitted for reimbursement through payroll;

Mobile Phone User

The relevant claim form is to be authorised by the VC, PVC, Director or Head of School;

VC, PVC, Director or Head of School

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