University Cellular Equipment & Service Procurement

This Knowledge Base article provides a detailed process overview of procuring University Cellular Equipment and Service.

This procedure establishes the standard process for requesting, approving, procuring, and billing University-issued cellular service and equipment through the University's contracted wireless service provider.

This procedure applies to all University departments requesting:

• New cellular service
• New cellular equipment
• Equipment upgrades
• Changes to existing cellular service

The following are definitions of terms referenced in the process detailed below:

• Cellular Account Request form
  • Often shortened as CAR, this form is used to establish a new departmental cellular billing Cost Code (sub-account) within the University's cellular service account.
• Cellular Service Request form
  • Often shortened as CSR, this form is used to request new equipment, equipment upgrades, new service, or modifications to existing cellular service associated with an existing departmental Cost Code.
• Requester
  • This is the department representative responsible for reviewing quoted costs, providing the appropriate FOAP, and authorizing the requested purchase via signature on the relevant CAR or CSR form.
  • This individual should be trained on University procurement practices, have access to departmental funding information, and have departmental permissions for requesting purchases on-behalf-of their department.
• Approver
  • This department representative provides final financial authorization after reviewing the Requester's approval.
  • They should possess budget authority and be administratively separate from the Requester.
• Department Head
  • An additional approval party required for Cellular Account Requests, this individual must be included to acknowledge the department's ongoing financial commitment associated with establishing a new cellular billing Cost Code.
  • They will often be a Director, Dean, or Vice Chancellor and must be administratively separate from the Requester and Approver.

1. Submit Request
   • Departments initiate all cellular requests by submitting a Telephone Support service request through the University's TeamDynamix portal at support.ncat.edu
     • The request should identify the requesting department, describe the desired equipment and/or services, and detail for whom the equipment/service is being requested.
2. Request Review and Quote Preparation
   • An ITS Technician reviews the request, verifies eligibility where applicable, obtains current Service Provider pricing, and prepares the appropriate request form:
     • CAR, for creation of a departmental cellular billing sub-account
     • CSR, for equipment procurement or service modifications
   • Quoted one-time and recurring charges are included on the form before it is distributed for approval.
3. Departmental Approval
   • The completed request form is routed electronically to the department's designated Requester and Approver.
   • The Requester shall:
     • Review quoted one-time and recurring costs
     • Confirm requested equipment and services
     • Provide departmental FOAP information when required
     • Approve or deny the request
   • The Approver shall:
     • Verify funding availability
     • Review the Requester's approval
     • Provide final approval or denial
   • For Cellular Account Requests (CARs), the Department Head will be included as an additional approval participant to acknowledge the creation of a new departmental billing Cost Code.
4. Procurement
   • Upon receipt of all required approvals, the assigned ITS Technician processes the request through the Service Provider portal.
   • Whenever possible, equipment is shipped directly to the requesting department's campus office.
5. Billing
   • All Service Provider invoices are paid by IT Business Operations from a University general fund.
   • Charges are subsequently allocated back to the owning department using the FOAP provided by that department during Cost Code establishment.
6. Equipment Ownership
   • All equipment procured through this process becomes the property of the requesting department.
   • Departments are responsible for managing equipment in accordance with departmental inventory, usage, and surplus procedures, as well as all applicable University policies governing asset management, use, and disposal.

Need help? Submit a ticket at support.ncat.edu.