UPMC POLICY AND PROCEDURE MANUAL. 1. To establish procedures for obtaining a Voice Comm-issued UPMC corporate cellular phone.

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1 UPMC POLICY AND PROCEDURE MANUAL SUBJECT: Cellular Phones DATE: August 8, 2011 POLICY: HS-AC0506 * INDEX TITLE: Accounting I. POLICY/PURPOSE It is the policy of UPMC to have three levels of cellular phone service, Full Liability, Limited Liability and Personal and Sponsorship Phones. The purpose of this policy is: 1. To establish procedures for obtaining a Voice Comm-issued UPMC corporate cellular phone. 2. To describe the areas of responsibility for the use of a Voice Comm-issued cellular phone. 3. To improve auditing of Voice Comm-issued cellular phone usage and billing. 4. To provide the most practical, efficient and cost effective cellular phone model for an employee s business use. Links to policies referenced within this policy can be found in Section V. II. DEFINITIONS The three types of phone services available under the UPMC Cellular Phone policy are the following: 1. Full Liability Phones UPMC Corporate Account Cellular Phones are provided, based upon business and/or clinical requirements, to improve customer service and to enhance business efficiency. Full Liability phones are authorized strictly for business usage only. ISD Voice Telecommunications (Voice Comm) is responsible for managing the Corporate Account Cellular Phone service, from application through discontinuance of services.

2 PAGE 2 2. Limited Liability Phones Limited Liability phones may be granted at the discretion of the CFO of the business unit. In contrast to the Full Liability phone, the Limited Liability phone charge detail and invoice will be sent to the individual s home or office address and paid for entirely by the individual. The bill will include a monthly business usage allowance, in dollars, pre-determined by the CFO of the business unit, the department head, and the Vice President of the requesting area that will be directly credited to the invoice. This allowance will be fixed and should represent the historical or projected ongoing business use of the phone. 3. Personal and Sponsorship Phones Persons determined not to be in need of a business cellular phone for continual, ongoing purposes, as referenced, in the Full and Limited Liability plans, but in need of or wanting use of such a phone on occasional basis, will still have the ability to acquire a UPMC Voice Comm-issued cellular phone at their expense at the UPMC discounted rates. At the discretion of their department head, by way of a travel and business expense report, the employee will be able to be reimbursed for their business cellular phone calls on that personal phone. The reimbursement will be capped at the System s standard rate/minute, except for UPMC Sales and Marketing personnel. III. PROCEDURES The following outlines how to comply with the UPMC Cellular Policy. 1. Only Voice Comm standard model cellular phones will be issued and supported for Full and Limited Liability phones. All exceptions require written justification and approval from Voice Comm, the Vice President of the requesting area, and the CFO of the employee s business unit. Employees requesting Voice Commissued cellular phones under the Full and Limited Liability Plans must obtain approval from their department head, the CFO of the business unit, and the Vice President of the requesting area prior to requesting a cellular phone. 2. Employees not utilizing the System s defined wireless provider and/or not currently using the Standard-issued phone will be switched over to the Voice Comm standard cell phone service at the point of their current contracts expiration date. This does not apply to personal accounts. Their reimbursement prior to converting will be determined based on the phone usage plan in which they will be classified.

3 PAGE 3 3. All employees under the Sponsorship Plan who would qualify for a Limited or Full Liability Plan should proactively contact the Voice Comm department to ensure that their current cell phone provider is switched to the System s defined wireless provider. The employee will print out the UPMC Cellular Phone Request Form, located on the UPMC Infonet or ISD Help Desk websites; complete all information; obtain approval signatures; and submit the form to Voice Comm for review and processing. If Voice Comm determines that there is an issue with the request, the employee will be notified and given recommendations for actions necessary to reprocess the request. 4. Voice Comm will provide Corporate Account Cellular Phone information (i.e. services, plans, costs, etc.), through the UPMC Infonet or ISD Help Desk web sites. Employees and department heads can review this information prior to requesting a Corporate Account Cellular Phone. 5. There will be a variety of plans available for the corporate Account Cellular Phones. UPMC Supply Chain Management and Voice Comm will negotiate the plans, pricing, and other service deliverables. If the System s defined wireless provider does not offer service in the business unit s geographical area, another wireless provider may be chosen. The corresponding cell phone procedures will be outlined in a local policy. This decision will be determined jointly by Supply Chain Management, ISD Voice, and the business unit. 6. A plan will be requested based on the employee s projected monthly business usage and their department head s approval. The requested plan is subject to corporate approval by Voice Comm. The accounts will be reviewed every 90 days by Voice Comm to ensure the appropriate plan is utilized for each cellular phone user. UPMC reserves the right to switch plans at any time to ensure cost savings. 7. The employee is responsible for notifying Voice Comm, pending their department head s approval, if their usage pattern will be changing such that they would be better served in an alternate usage plan. 8. The employee s department head is responsible for immediately notifying Voice Comm of any changes in the employee s work status Via Service Center/Help Desk. 9. The employee is responsible for any repair or replacement charges for the cellular phone. Misuse of this service will result in deactivation of the service.

4 PAGE All employees are expected to use their cell phone in a safe, responsible, courteous manner. When operating a motor vehicle, safety should always be the primary concern. In any situation in which you do not feel that using your cell phone would be safe (while driving or in any situation), you should not do so. Cell phone use within patient care facilities should always be in compliance with UPMC policy HS-FM0210 Use of Wireless Communication Transmitting Devices. Please refer to the ISD Help Desk web-site to view the guidelines to follow for using your corporate cell phone to ensure your safety and the safety of others. 11. Failure to comply with this policy will result in termination of service and cellular phone privileges. 12. UPMC will not purchase accessories for the employees including but not limited to, batteries, belt clips, chargers, antennas, etc. The user can purchase such accessories on their own, but the accessories will not be fully supported by Voice Comm. Charges for accessories may be covered by the Travel and Business Expense module if approved by the user s department head. Full Liability 1. Full Liability cell phones are to be used for business purposes only, which excludes personal calls and are established according to the tax status of the respective business unit. If an employee has need of a cellular phone that will be used for personal calls, they will need to obtain a second phone on either the Sponsorship or Limited Liability Plan. 2. The original invoice will go directly to Voice Comm for review, once approved it will be forwarded to UPMC Corporate Accounts Payable department to be processed for full payment. A shadow copy of the cellular phone invoice will be sent directly to the employee s primary work address from the System s defined wireless provider. The bills are marked, This is Not an Invoice. The employee or the department head is responsible for reviewing the cellular phone invoice. If the employee or the department head identifies a problem with the phone bill, they will immediately notify the System s defined wireless phone provider, who will investigate the problem and rectify as necessary. The shadow invoice should not be remitted to Corporate Accounts Payable for payment. If payments are sent to Corporate Accounts Payable by the end user they will be flagged as duplicate payments and will be discarded. This monthly review will assist the department head and Voice Comm to ensure the person is on the proper plan. All activity or documentation is subject to periodic audit by Voice Comm and Corporate Internal Audit. 3. A periodic audit will be conducted to ensure that only business calls are made. If personal calls are identified, the individual will be removed from Full Liability and placed on Limited Liability.

5 PAGE 5 4. Every twelve months, near the end of the calendar year, all employees on the Full Liability Plan will be required to sign an attestation statement on their business usage of the cell phone for the preceding calendar year. 5. Abuse of usage for personal reasons will result in immediate termination of corporate cellular phone use and privileges. 6. All cellular phone activity is the property of UPMC and may be reviewed or analyzed accordingly to ensure proper usage. Limited Liability 1. The employee will receive a pre-determined dollar amount, per month, as a credit on their invoice, based on business requirements, determined by their department head, the CFO of the business unit, and the Vice President of the requesting area. This will be determined by analyzing historical business minutes used, which will place them in a specific dollar credit category. The employee will be held responsible for any charges above and beyond the pre-determined amount. To initiate a Limited Liability cell phone plan (see Section III; #3.). 2. If the allowance amount is undetermined, Voice Comm will issue the standard airtime allowance that has been determined by Voice Comm for such purposes. Periodic auditing will occur to ensure all calls that are within the allowance are UPMC business related. If an employee has excessive business calls in a period that exceeds the standard allowance, additional reimbursement is at the discretion of the employee s department head and received via the travel and business reimbursement process. Internal review will be completed on at least an annual basis, by the employee and their department head, to determine usage and applicability of the current credit amount. Changes to the allowance amount, if necessary, will be instituted on a prospective basis. To complete this process the employee will need to present the appropriate cell phone invoices for the period under review and retain them in their department. Voice Comm will assist the department head on the appropriate type of mechanism to be used for this monitoring. 3. The cellular phone invoice will be sent to either the employee s home or office address at their preference. The employee is responsible for timely payment of the entire invoice to the System s defined wireless phone provider within 30 days after the receipt of the bill. Cellular phone services will be deactivated for any outstanding balance over 60 days. 4. All cellular phone activity is the property of UPMC and may be reviewed or analyzed accordingly to ensure proper usage.

6 PAGE 6 IV. REFERENCES This policy is intended as a general statement of UPMC practice and to establish the acceptable minimum of controls. A business may choose to impose more restrictive rules and compliance, as they deem necessary. This policy is a companion to but does not supersede or serve as a substitute for policies that are specific to individual facilities and business unit Information Services organizations. V. POLICIES REFERENCED WITHIN THIS POLICY: HS-FM0210 Use of Wireless Communication Transmitting Devices SIGNED: John Houston Vice President, Privacy and Information Security & Assistant Counsel ORIGINAL: September 20, 2001 APPROVALS: Policy Review Subcommittee: July 14, 2011 Executive Staff: August 8, 2011 PRECEDE: August 3, 2009 SPONSOR: Voice Telecom Analyst * With respect to UPMC business units described in the Scope section, this policy is intended to replace individual business unit policies covering the same subject matter. In-Scope business unit policies covering the same subject matter should be pulled from all manuals.