The VITA Telecommunications Work Order is used in ordering cellular services. The following information must be provided on the Work Order:
Most of the time this will be your office address with the coordinator listed as the contact. If, however, you are ordering service for someone in another section of the state, then it will be necessary to indicate the users' address as the location of service.
A Local Contract is any contract entered into directly, by a public body with a Cellular Provider.
If you desire to convert your services from a local contract to a statewide cellular contract you need to check with your current provider about any service commitments or fees that may be associated with early termination, or transfer to VITA, of services from your contract. Most carriers will agree to move the services without any penalty.
In order to move service to the VITA Statewide contract, you must be an existing VITA customer or you need to contact VITA Billing to set up an account and get instructions on submitting Telecommunications Work Orders.
To order services from a statewide contract, you must submit a Telecommunications Work Order (TWO), noting in the instructions to VITA any features or additional services associated with the current service that needs to be ordered under the new service.
Customers must work with their current local providers to disconnect existing services to coincide with new services requested via TWO on statewide contracts. Cellular services on local contracts cannot be disconnected through the TSR process.
When ordering services you must also be sure to request the new service start date to coincide with the service end date of your old service provider. This is essential to avoid double billing for service.
When converting your services from an existing statewide contract to a different plan or provider, it is important to detail in the VITA instructions both the request to cancel the current services and to request the start of the new services.
To order services on statewide contract, you must submit a TWO, noting in the instructions to VITA, any features or additional services associated with the current service that needs to be ordered under the new service. Be sure to request the new service start date to coincide with the service end date of your old service provider. This is essential to avoid double billing for services.
For example, your instructions to VITA should be to "convert the following XYZ cellular service to the ABC contract", where XYZ and ABC are names of the contract vendors. If submitting a request for multiple numbers, be sure to detail the exact action requested for each cellular phone number.
Many of the existing cellular phone numbers can be transferred/ported to a new service provider if requested. Customers will be notified through the TCS process if your requested cell phone number cannot be ported from one service provider to another.
When ordering new service please allow five to seven days for delivery of cell phones. Your instructions should be to "initiate new cellular service for (x) number of new phones."
When adding features to an existing phone your instructions should be "on phone number (xxx) yyy-yyyy add unlimited text messaging" or any other feature being requested.
If ordering new cellular service, fill out the Agency Information and Location of Requested Service sections of Telecommunications Work Order (TWO).
If changing existing cellular service, fill out the Agency Information and Location of Requested Service sections of the Telecommunications Work Order. In the Instructions to VITA/Telco/Vendor section, type the cellular telephone number to be changed and how you want the line changed. Some examples of wording are:
804/480-2323; add enhanced voice mail to this cellular line.
804/480-5252; add unlimited text messaging to this cellular line.
If ordering accessories such as car chargers, leather cases, etc., you may purchase them locally, by preparing a purchase order to the specific cellular service provider or any third party vendor that sells the desired accessories.
Note: If acquiring accessory devices from the cellular provider directly, please do not allow them to charge them to your current cell phone account. Either have them bill your agency or use a Small Purchase Charge Card (SPCC).
IF ordering cell phones, you will need to submit a Telecommunications Work Order.
Be aware that converting to a new service plan or provider many times requires the purchase of a new phone. The existing phone will not always work with a new provider.
It is highly recommended that users with phones that are more than two years replace their phones. There are a variety of "no or low cost" and discounted phones available on the new contracts.