Procurement Office > For Employees > Campus Wireless Equipment Policy

Campus Wireless Equipment Policy

Wireless services are required by various employees in order to facilitate the needs of campus departments to fulfill the University's goals for excellence in education, healthcare and research.  The Procurement Office has instituted the following campus policy for the establishment and payment of wireless services and equipment funded by the State and Research Foundation.

Wireless equipment and services should be purchased at the discretion of campus departmental administrators (i.e. Deans, Chairs, Directors, et al) who, in turn, are responsible for ensuring and verifying that their employees are using the wireless services exclusively for business purposes.  Personal use of University wireless equipment and services is strictly prohibited.

Reimbursement of wireless service fees under personal accounts are not allowed. The Procurement Office will assist employees in establishing a business account that will be separate from the employee's personal account.

To transfer liability from a personal phone or wireless device to Stony Brook University the instructions are as follows:

  1. Print out a copy of the Transfer of Billing Responsibilities Form.
  2. Complete and sign the sections that read "Relinquishing Customer".
  3. Send this completed form to Pat Miller in Procurement.  Pat will complete the "Organization Assumption of Liability" and send the form to Verizon Wireless for processing.  The requesting department will receive a confirmation that the transfer has been completed.

All mobile devices purchased with State or Research Foundation funds are the property of the University.

  1. Under no circumstance should employees of Stony Brook University, using Research Foundation or State funds, purchase telephone equipment, supplies or services at a local cellular service provider store or service center.
  2. Campus departments are required to contact Pat Miller (2-4340) or Margaret Remiszewski (2-9836) prior to submitting a purchase requisition for the purchase of wireless equipment and upgrades.
  3. Departments requesting wireless service provided by AT&T Mobility, Sprint, T-Mobile or Verizon Wireless must create an annual requisition in Wolfmart each fiscal year.  The requisition should have one line for equipment and one line for service as applicable.  The following information should be noted in the body of the requisition: 
    • Department Name:
    • Requested by:
    • Departmental Contact Name and Telephone Number:
    • Wireless Service Requested (e.g. AT&T Mobility, Sprint, Verizon, etc.):
    • NEW SERVICE:
    • EXISTING SERVICE (with Provider's Account Number):
    • Mobile number:
    • Departmental User Name:
    • Device being ordered: 
    • Calling Plan:
    • PTT or Texting:
    • Accessories:
    • University Account to Charge:  State:                RF:               
    • Shipping Address:
  4. All requests for changes in equipment, service or user name with any wireless service provider requires an email to be sent to Pat Miller with the following information:
    • Department Name:
    • Requested by:
    • Departmental Contact Name and Telephone Number:
    • Wireless Service Requested (e.g. AT&T Mobility, Verizon Wireless etc.):
    • NEW SERVICE:
    • EXISTING SERVICE (with Provider's Account Number):
    • Mobile number:
    • Departmental User Name:
    • Device being ordered:
    • Device being cancelled:
    • Calling Plan:
    • PTT or Texting:
    • Accessories:
    • University Account to Charge:  State:                RF:               
    • Shipping Address:      

Any request containing missing or invalid information will be returned to the campus department.

Accounts Payable Policy for State and RF IDC funded Consolidated Billing Statements for Verizon Wireless Service only:

In compliance with "Project 50 Forward" the campus is moving to consolidate billing statements and pooled minutes for State and Research Foundation IDC funded accounts which will provide a significant cost savings for the University.

Departments will not be contacted for approval, nor will they receive a hard copy of their statement from Accounts Payable.  Electronic Statements for State and Research Foundation IDC funded accounts will be available to be viewed monthly by the departmental contact person on Verizon's MyBiz website.  Training will be provided by Verizon.

 *** (The State Visa P-card is no longer permitted to be used to pay for wireless service acquired through Verizon Wireless).

The end-user's supervisor or reporting administrator should monthly review each on-line statement for:

  • Accurate service charges and fees
  • New/added equipment costs
  • Appropriate business-related usage
  • Unauthorized personal usage
  • Any noted billing discrepancies should be brought to Verizon's attention by the end-user/campus department.  Credits and/or adjustments will be reflected in the subsequent monthly bill. 

Accounts Payable/Accounting Process:

  • State/RF Accounts Payable will process the monthly consolidated bills for payment from central accounts
  • State Accounting or Research Foundation Accounting offices will recharge the respective State or IDC account for their individual charges

Procurement Contacts:

For questions/inquiries regarding the purchase of wireless equipment/services contact Pat Miller at (631) 632-4340 or Malgorzata Remiszewski at (631) 632-9836.

For questions/inquiries regarding State Accounts Payable contact Alba Beltran at (631) 632-6005 for State or William LaCascia at (631) 632-6001 for Research Foundation

Transfer of Billing Responsibility Form
Download the Adobe Acrobat Version (in Adobe PDF format)(in MS Word DOC format)