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Purchasing

Mobile Phones

1. It is recognised that mobile telephones are an efficient and convenient tool in circumstances where official University business requires regular two way communication which is not readily available through standard telephone facilities.
   
2. The following Policy and Procedures have been established to allow the purchase of mobile telephones where justified and to provide reasonable control over expenditure on this item across the University. Staff must complete a Mobile Phone Request Form when ordering phones and submit this form to the appropriate delegated officer prior to order as per section 3 of this policy.
 
3.

Delegated officers are staff members with the appropriate Council delegation (refer to delegation 0A7 of Other Administrative Functions).

They are required to approve the purchase and use of mobile telephones for their respective areas and are required to monitor and approve the relevant telephone accounts.
 
4. The purchase and use of mobile telephones are to be justified in terms of:
  4.1 the essential need for regular communication with the University and/or other parties in relation to official University business during absences from the University which occur on a frequent basis. The need must be on a long term basis and one which cannot reasonably be provided by standard telephone facilities.
  4.2 the impact on the activities of the relevant faculty, school or project of not having a mobile telephone.
 
5. Generally, it is expected that the purchase of mobile telephones will be restricted for use to:
  5.1 a) Executive staff, Pro Vice-Chancellors and senior faculty/school or administrative unit officers;
    b) staff involved in the provision or maintenance of essential University services (eg security, maintenance, etc).
  5.2 Requests from all staff are to be justified as outlined in section 4 above and are to be submitted for approval by the relevant delegated officer (refer section 3). All associated costs will be charged to faculty or school funds.
     
6. Mobile telephones can only be purchased by submitting a Purchase Requisition and completing a Mobile Phone Request Form. Once the Finance One requisition has been raised the Mobile Phone Request Form must be completed and faxed to Ron Maytom in the Procurement section on fax number extension 15152 with the appropriate justification, endorsed by the relevant delegated officer (refer section 3). Credit Cards are not to be used to purchase mobile telephones.
   
7. A central Register of mobile telephones is maintained by the Team Leader Procurement who should immediately be advised of the loss or theft of University owned mobile telephones.
   
8. Private use of mobile telephones is generally not permitted. However, it is recognised that there may be occasions, particularly while staff are absent from the area on University business, where a private call is required. It is essential that the use of a mobile telephone for such purpose be strictly limited and costs be kept to an absolute minimum. It should be noted that accounts for mobile telephones will be subject to Internal Audit from time to time to ensure that conditions of use are being adhered to.