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: FAST FACTS from Internal Control JULY 2009
In an ongoing effort to increase awareness, safeguard assets, assure the accuracy of accounting data, promote operational efficiency, and encourage adherence to managerial policies and directives, SUNY Fredonia Internal Control will issue informational monthly FAST FACTS to all faculty and staff.
INTRODUCTION: SUNY Fredonia Desk Telephone Policy
SUNY Fredonia has a desk phone policy that all employees with access to long distance via desk phones are obligated to adhere to. Below is the Desk Telephone Policy which outlines both supervisor and employee responsibilities.
I. REASON FOR POLICY
This policy describes the assignment, use and management of desk telephones by employees of SUNY Fredonia effective January 2, 2002. SUNY Fredonia provides for the use of desk telephones by all employees.
II. POLICY STATEMENT The Vice President for Administration shall be responsible for the administration of telephone use, including the specific service plan for telephone use, and the method of reimbursement for personal telephone calls by employees. The acquisition of telephone services and service plans shall be in accordance with the State University of New York Administrative Procedures Manual - Item 300 - Purchasing and Contract Procedures.
Each employee assigned a desk telephone must sign an acknowledgement of the Desk Telephone Policy HYPERLINK "http://www.fredonia.edu/admin/policy/006attach1.doc" (see attachment 1), which is to be maintained in the employee's personnel file.
A monthly usage bill will be provided to each employee assigned a desk telephone. The employee must reimburse SUNY Fredonia for all personal calls and non-state business calls. SUNY Fredonia reserves the right to question and decide which calls are official state purpose calls.
Upon hire, each employee is given two PIN numbers for use with their desk phone. One PIN is to be used for long distance business calls only. The other PIN number is to be used for long distance personal calls only. Each employee will be billed personally for each call made using their personal PIN number. If an employee accidentally uses their business PIN number to make a personal call, they should immediately notify their supervisor and make a note of the occurrence so they may pay for the call at the end of the month.
Any employee assigned a desk telephone who fails to comply with SUNY Fredonia's desk telephone policy may have their telephone privileges suspended or revoked and may be subject to disciplinary action.
III. AUTHORITY FOR POLICY
Per the recommendation of SUNY Central, approved January 2, 2002 by the authority of the President's Cabinet.
To view the entire SUNY Fredonia Desk Telephone Policy and other Administrative policies please access: HYPERLINK "http://www.fredonia.edu/admin/policy.asp" http://www.fredonia.edu/admin/policy.asp
**August 2009 Fast Facts will address the SUNY Fredonia Cell Phone Policy.**
If you have any questions, comments or suggestions regarding Internal Control FAST FACTS or any other Internal Control related issues, please contact Amy Beers, Director of Internal Control, at 673-4925 or HYPERLINK "mailto:amy.beers@fredonia.edu"amy.beers@fredonia.edu . Internal Control Committee members include Amy Beers, Tracy Bennett, Jean Blackmore, David Ewing, Karen Klose, Karen Porpiglia, Robyn Reger, Matthew Snyder, Denise Szalkowski and Daniel Tramuta.
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