Cell phone purchases, leases, services and accessories ordering procedure
UTSA Policies and Procedures
• HOP 9.49 Cellular Phones and Services – approved on August 24, 2017
• Cellular Phones and Service Allowances FMOG – published on July 1, 2017
• Procard Program FMOG – updated September 18, 2017
For purchasing or leasing cell phones, cell phone services and accessories, please use the guide below.
All phones and services are required to be under the State of Texas Department of Information
Resources (DIR) Contract.
Vendor Selection Justification – Each vendor provides phones and plans that may differ. Identify your
minimal need and obtain prices from each company. The DIR contract prices are “not to exceed” so
negotiating for a lower price for a phone, same price for a better phone, or same price for a better plan
is appropriate. Best practice is to obtain quotes from all four vendors and document your reasoning for
selection. Also note that vendor selection can be based on other criteria, such as but not limited to make
and model of phone, range of service and customer service.
The Department of Information Resources Contract offers four cell phone companies under contract in
that you can select.
1. AT&T
AT&T Mobility, LLC
PO Box 6463
Carol Stream, IL 60197.6463
Lynsy Inman
Li6413@att.com
PH: 512-421-5079
Mobile: 512-914-0471
DIR Contract Number: DIR-TSO-3420
2. Sprint Solutions
Sprint Communications Company LP
PO BOX 4181
CAROL STREAM, IL 60197-4181
Cris Warrior
PH: 210-319-4585
Mobile: 210-643-6888
DIR Contract Number: DIR-TSO-3432
3. T-Mobile
T-Mobile
12920 SE 38th Street
Bellevue, WA 98006
Ted Moore
ted.moore76@t-mobile.com
PH: 512-412-9910
DIR Contract Number: DIR-TSO-3416
4. Verizon
Cellco Partnership dba Verizon Wireless
One Verizon Way
Basking Ridge, NJ 08920 - 1097
Goye Chester
goye.chester@vzw.com
PH: 210-380-2902
DIR Contract Number: DIR-TSO-3415
Requisition Setup
Step 1 – Vendor Selection
Select one of the four vendors on the DIR contract (AT&T, Sprint, T-Mobile, or Verizon). Review the
vendor contract links to determine which provides the best overall service. Select Vendor. Note that
prices listed are the maximum that the vendor can charge under the contract. Prices and conditions may
be negotiable for multiple purchases on the same order.
Step 2 – Requisition Line Setup
There are four different products and services available for the order. Each line begins with the following
identifier:
Cell Phone Purchase
Cellular Service
Cell Phone Part Accessories
Cell Phone Equipment Lease
• Cell Phone Purchase
o Purchasing a cell phone is a “Fixed Amount” and requires receiving. List phone
number(s), make, model and other features that pertain to the phone hardware.
Line Example – Cell Phone Purchase. 210-555-5555. Apple, I-Phone Model X.
Enhanced with sensitive touch screen.
o NOTE – Because prices differ by make and model, one line needs to be created for
each model to effectively process invoices for the specific unit price.
o Use account code 63163 for cell phones purchases over $500; receipt required;
inventory and enter in INSIGHT
o Use account code 63144 for cell phones purchases under $500; receipt required; enter
in INSIGHT.
• Cellular Service
o Estimate the yearly service costs, include any unexpected additional monthly charges,
list time period, and is “Amount Only.”
Line Example – Monthly Service Plan(s). Unlimited Talk and Data. September
1, 2017 to August 31, 2018
o NOTE – One line on all the units on the same PO is acceptable
o Use account code 63633 for yearly service costs.
• Cellular Parts and Accessories
o Line is established for current and future use. Used if accessories are needed
throughout the year charges and is “Amount Only.”
Line Example – Parts and Accessories.
o NOTE – One line on all the units on the same PO is acceptable
o Use account code 63144 for parts and accessories.
• Cellular Phone Equipment Lease
o Leasing equipment is “Amount Only.” List equipment identifier (serial number), make,
model, other features and time period.
Line Example – Equipment Lease. Motorola Model Premier 4 Range Extender.
S/N 123456. September 1, 2017 to August 31, 2018
o NOTE – Because line is an Amount only, all units regardless of makes and models can
be included.
o Use account code 64042 for leases and enter in INSIGHT.
Step 3 – List DIR Contract number in the comments in “Internal Comments”
• AT&T
o DIR Contract Number DIR-TSO-3420
• Sprint Solutions
o DIR Contract Number DIR-TSO-3432
• T-Mobile
o DIR Contract Number DIR-TSO-3416
• Verizon
o DIR Contract Number DIR-TSO-3415
Step 4 – Complete Exception to Cellular Phone Allowance Form
Attach completed and approved “Exception to Cellular Phone Allowance Form” to the requisition as an
“internal document.” One exception form per purchase order. Multiple exception forms cannot go onto
one purchase order.
Credits – All credits against a PO is processed against the appropriate purchase order line.
If assistance is needed concerning ordering or cancelations, contact your procurement specialist in
Purchasing at ext. 4060.
