1. In order to administer and manage official cellphone usage within the WCED more effectively, the cellphone policy as announced in Circular 0090/01 of 21 August 2001, has been revised.
2. Various problems have been experienced in the past which, among others, include the following:
2.1 Users of official cellphones must certify monthly accounts for audit purposes and return it to the Department. Sometimes these accounts are not returned at all although they have been paid already. If the accounts are not paid timeously, the service provider suspends all services on the WCED account.
2.2 Users neglect to pay their private calls within the allotted time period, which delays the finalisation of accounts and causes unnecessary administration.
2.3 Officials often exceed the limit on official cellphone calls which increases cellphone expenditure.
3. A more cost effective system was therefore considered that will also result in less administrative red tape.
4. After consideration of various options, it has been decided that officials will, henceforth, be compelled to utilise either the Vodacom’s “Talk 240” or MTN’s “Procall 220” package. Discounts of 10% (Vodacom) and 20% (MTN) have been negotiated on the respective packages. If office heads are of the opinion that cheaper discounted packages would be more suitable for some officials, they may approve the use of, for example, Vodacom’s “Talk 120" or MTN’s “Procall 120”. In cases where the limit does not comply with the requirements of the official’s working circumstances, the Deputy Director-General may, on receipt of a motivated application, grant approval for an upgraded discounted package, e.g. “Talk 500S” (Vodacom) or “Procall 300” (MTN) (see annexure A).
5. The allocation criteria as stipulated in Circular 0090/01 of 21 August 2001 remain applicable. However, the concession of R 30,00 for private calls will lapse as the proposed packages make provision for free minutes which can also be utilised by officials to make a few private calls, provided that the calls have no negative effect on their official duties.
6. The following procedure must be followed to obtain the service:
6.1 Application for new cellphone contracts

New applications for use of a cellphone for official duties must be approved by the Deputy Director-General concerned, and a copy thereof must be provided to the Directorate: Logistical Services for record purposes. On approval of an official’s application he/she will be compelled to conclude a contract with one of the two recommended service providers in his/her own name. In order to qualify for the discount/rebate, the official concerned will be provided with a letter, issued by Head Office. This letter is then taken to one of the service providers and a contract is concluded in the official’s name. A copy of the contract must be provided to the Directorate: Logistical Services.

6.2 Transferring existing contracts in the names of the officials

Contracts that were negotiated by the WCED on behalf of officials, will be transferred to the name of the official concerned. The service providers, Vodacom and MTN, have indicated that no transfer fees will be imposed on this. Furthermore, the remaining term of the contract will not be affected. As in the case of a new application the official will be compelled to sign a contract with the service provider. A copy of the signed contract must be provided to the Directorate: Logistical Services.

6.3 Claims for official cellphone calls exceeding the permitted number of free minutes in the package

The Vodacom “Talk 240” and MTN “Procall 220” packages offer 240 and 220 minutes free airtime respectively, which can be utilised at any time. An official may claim only for official calls if the number of minutes that have been utilised exceeds the limit for the various packages. No claims will be considered for calls made after the limit had been exceeded if private calls caused the limit to be exceeded. Claims for calls made after the limit had been exceeded will only be considered if the supervising senior manager certifies that the excess cannot be attributed to private calls.

6.4 Expiry of contract

On expiry of the cellphone contract the cellphone becomes the property of the official. If the official’s working circumstances, functions and duties have not changed at the expiry of the term of the contract, officials could renew their contracts. Contracts which must be renewed after the date of this circular, as well as new contracts, must be renewed/concluded in terms of the guidelines as set out in this circular. The WCED prefers that all cellphone contracts be concluded with MTN. The WCED will be able to negotiate a bigger discount if a single provider is used.

6.5 Officials that leave the service

An official that leaves the service will be personally responsible from the date of termination of service for the full account for the remaining term of the contract.

6.6 Loss or damage

The official accepts full ownership of the cellphone and he or she carries the risk for loss of and damage to the cellphone and accessories.

7. Any further enquiries regarding the revised cellphone policy may be directed to
Mr M De Lange   tel. (021) 467 2797
Mr D H Rossouw  tel. (021) 467 2793
8. Please bring the contents of this circular to the attention of all concerned.

DATE: 2005:07:29

Annexure A  (size: 12 KB)