Policy memorandum

Subject: Acquisition and use of telecommunications services and equipment

Policy number: 4, Revision number: 9

Issued by: Office of Planning and Budget (OPB) and Georgia Technology Authority (GTA)

Legislative authority

Pursuant to OCGA 45-12-70 and 50-25-4, OPB, in partnership with GTA, establishes this statewide policy.

OPB is authorized to manage the state's financial resources efficiently, while GTA is empowered to set technology policy for all executive branch agencies, excluding the General Assembly, judicial branch, University System of Georgia (USG), and other constitutional offices as defined in OCGA 50-25-1.

Statement of policy

Each state agency is responsible for managing and minimizing the costs of telecommunications services and equipment. Agencies must develop internal policies based on these statewide guidelines and maintain thorough documentation for auditing purposes.

Key definitions

  • Usage-sensitive services: Services billed per unit of measure (e.g., data overages, per-minute roaming, or long-distance charges).
  • Wireless/mobile devices: Portable technology including smartphones, tablets, laptops, and two-way radios.
  • Fixed equipment: Hardware physically connected to office infrastructure (e.g., desktop VOIP phones).
  • Security: Measure taken to protect sensitive or confidential data transmissions.

Cost control standards

Agencies must control telecommunications expenditures through the following actions:

  • Restrict long-distance access in common areas and monitor usage via itemized invoicing.
  • Employees are strictly prohibited from charging personal long-distance, directory assistance (411), or premium services (900/976 numbers) to the state.
  • Employees should use fixed office lines rather than mobile devices when working from a primary office location.
  • Agencies must maintain a real-time inventory of all mobile devices, including the service provider and the assigned user/unit.

Mobile device acquisition and use

Criteria for issuance

Mobile devices should only be issued when communication needs can't be met by fixed equipment. Criteria include:

  • Essential for public safety or responding to environmental hazards.
  • High-frequency travel (>25 percent of time) or a requirement to remain reachable while moving between sites.
  • On-call requirements (more than two weekends per month) or roles requiring 24/7 accessibility.

Procurement

Agencies must use statewide contracts for all devices and service acquisitions. If an enterprise contract is unavailable, agencies must obtain multiple quotes to ensure the lowest possible cost for the required service level.

Personal device reimbursement

Reimbursement for business use of personal devices is only permitted for occasional use and subject to the following:

  • Employees must provide redacted billing statements proving business-related usage.
  • The state will not reimburse for minutes or data included in a user's personal unlimited or pre-paid plan. Reimbursement only applies to verifiable overages or roaming fees incurred by business activities.
  • Employees are advised that billing records submitted for reimbursement are subject to the Georgia Open Records Act.

Budgeting and reporting

Expenditures for wireless services must be reported separately in the annual budget request to OPB. This submission must include a current inventory of all devices and projection of acquisitions for the upcoming fiscal year. Failure to obtain prior budgetary approval for new devices may result in a denial of funding above the current continuation level.

Security and privacy

Data protection

Sensitive information should only be transmitted over secured, encrypted channels. Agencies bear the risk for using lower security settings.

No right to privacy

Employees have no expectation of privacy when using state-provided equipment. The state reserves the right to monitor, retrieve, and review any data or communication transmitted or stored on its devices.

Prohibited activities

State-provided technology may not be used for:

  • Private for-profit business or personal gain.
  • Illegal activities, gambling, or accessing sexually explicit/obscene material.
  • Harassment, discrimination, or transmitting threatening language.
  • Political or religious solicitation.
  • Activities that compromise network security or infringe on copyrights.

Exemptions

Requests for exemptions due to unique circumstances must be submitted in writing to OPB or the USG CIO for USG units. Approved exemptions will be shared with the state auditor.