Common Questions
Where do the funds come from to pay this first R250
As has been the case up to now, the cell phone costs will be debited to the School or Departmental cost centres. There is no central resource to fund these contracts and the expenditure level is determined by the Head of School or Department.
As the Head of School/Department, can I set a lower limit for my staff?
Yes. The limit of R250 has been set as the maximum amount that can be allocated for a business cell phone contract without further justification and detailed accounts. Lower amounts based on perceived usage patterns and needs are perfectly acceptable and are in fact encouraged in situations where business usage is expected to be lower, as in the case of staff who have the cell phone for incoming access only.
What if my phone is funded from externally sourced funds?
The policy applies to all cellular phone contracts that are paid for in any way through the University of Natal Finance Division. However the preset limit may be altered provided the funds used to pay for the contract are not derived from the University.
You will still be required to take over the existing contract as the University is no longer going to hold any cellular phone contracts. However you may set any limit that you wish, provided that the provider of the funds is in agreement. To have the limit changed from the standard University amount, you will need to obtain a letter of permission from the original provider of the funds, stating that they agree the funds may be used for cellular phones and stating the monthly limit that they are prepared to accept. Upon production of such permission and acceptance by the finance division, the telephone department will arrange the new limit with the service provider.
Is my contract the best value for my usage pattern?
There are many different options for running a cellular phone, ranging from pre-paid systems with low rentals and high call costs through to high volume usage packages such as the Vodacom Talk 1000 that has high monthly rentals but low call costs. If you are unsure whether your current contract is the best option, you may contact the Telephone Department or your service provider for advise. Many users do have the incorrect option and can save money by changing.
What if my phone is stolen / lost?
The phone and the contract will henceforth become your responsibility and so lost phones are also for your personal account. Replacement phones may not be charged to the University. If the risk is considered a worry, you might consider taking out insurance. The insurance option can be taken when filling out the initial application forms or at any later stage by contacting your service provider.
Can I move to a pre-paid system?
In order to obtain a University allowance in future, you must have a contract and it must be through one of the two preferred Service Providers recognised by the University of Natal. Allowances cannot be paid directly to individuals.
What if my account is always higher than the University allowance?
If your usage is always higher than the allowance and you can justify this expenditure through detailed itemised bills, then the policy allows for the amount to be increased. Increased limits will only be made twice a year and only on the basis of adequate justification.
What if I have a single high account due to some special circumstance?
If you occasionally run up a large account due to some special circumstance, the policy allows for you to be reimbursed subject to adequate justification. See the policy for further clarification.
Is this taxable?
No, this is a business expense and not a taxable allowance.
What if our contract phone is used by many people?
If your cell phone is on a contract but does not belong to any particular person, i.e. it is used as a pool phone, then the contract cannot be taken over by anyone and so until we can think of a better solution, these contracts will remain in the Universities name. Any and all suggestions are welcome!