4.39 Cellular Phone or Other Mobile Communication Devices
College employees may be paid an allowance for a cellular phone or other mobile communication device when the device is deemed essential to the performance of the employee’s duties. Provision of this allowance must be approved by the President or designee.
Procedures (Revised 2-2-15):
4.39.1 Allowance for Cellular Phone or Other Mobile Communication Devices
Full-time administrative and professional staff may receive a non-taxable allowance for a cellular phone or other mobile communication device when it is deemed a business necessity to the performance of the employee’s duties and as approved by the President.
a) The dollar amount of the allowance should approximate the employee’s anticipated business-related expenses.
b) The allowance is intended to reimburse the employee for the business use of the phone, not to pay the entire phone bill, under the assumption that most employees also use their cell phone for personal calls.
c) The allowance amount will not exceed the employee’s monthly phone bill.
d) The allowance payment rate will be reviewed annually and is subject to change.
e) The allowance is not an entitlement and the amount can be changed or withdrawn as deemed necessary.
4.39.2 Approval for Allowance Payment for Positions
The appropriate area vice president may request approval for an allowance for a cellular phone or other mobile communication device for staff who require a device for College business. The allowance will be charged to the department budget.
The President or designee will approve/disapprove requests for cellular phones or other mobile communication device allowance based on the Vice-President’s recommendation, business necessity of the position and budget. The College will use a tiered allowance structure based on the job function of the employee as outlined below.
A. Tier 1 – $30 per month
The employee’s job function requires him/her to be accessible on a limited basis outside of scheduled or normal working hours to perform work-related duties and/or the employee spends a large portion of his/her normal working hours outside his/her office; the expectation is light usage of the phone for business purposes.
B. Tier 2 – $50 per month
The employee’s job function requires him/her to be accessible a considerable amount of time outside of scheduled or normal working hours and it is important to the College that the employee be accessible during those times to perform business-related duties. Types of positions funded under this tier include, but are not limited to, Satellite Directors.
C. Tier 3 – $75 per month
The employee’s job function requires him/her to be accessible and on call to handle College needs as the situation dictates and routinely perform work-related duties outside of scheduled or normal working hours that cannot wait until the next business day. Types of positions funded under this tier include, but are not limited to, Vice Presidents, Director of Public Relations, Director of Facilities and Grounds, and Director of Information Technology.
D. The phone allowance for the College President is determined by the Board of Trustees.
E. An employee who occasionally requires a mobile device for business purposes is not eligible for an allowance but may qualify for reimbursement.
4.39.3 Allowance Payment for Use of Personal Cellular Phone or Mobile Device for Necessary College Business
Employees who are eligible for the phone allowance must complete the Cell Phone Allowance Request Form. The request must be approved by the area Vice President and the College President.
The allowance is paid monthly and is non-taxable. This allowance does not increase the employee’s base salary and will not be included in the calculation of any College benefits.
The allowance will be effective from the hire date to the end of the fiscal year and again at the beginning of each fiscal year.
The allowance will stop under the following conditions:
1) Employee accepts a position that is not eligible
2) Termination of employment
3) Misuse of phone – usage that is inconsistent with College Policy or with local, state or federal law
4) Changes deemed by administration make the employee’s position ineligible for the allowance
4.39.4 Responsibility of Users
The cell phone service is personally owned by the employee. An employee with a cell phone allowance must maintain an active cell phone contract for the life of the allowance.
If the employee’s job requires the use of a cell phone or other mobile device, appropriate safety precautions must be taken when operating the phone or device while conducting college business in a vehicle.
Acceptance of the allowance will constitute the employee’s permission to allow the College to distribute the phone number as appropriate to conduct official College business, as defined in the approval process.
The College does not accept any liability for claims, charges or disputes between the service provider and the employee.
An employee receiving an allowance must be able to show, if requested by his/her supervisor, a copy of the monthly access plan charges and business related use to determine if the amount of College allowance is appropriate. If the employee terminates the wireless contract at any point, he/she must notify his/her supervisor within five (5) business days to terminate the allowance.
Employees are expected to delete and/or provide to the College as appropriate all College data from the device when their employment with the College is severed, except when required to maintain that data in compliance with a litigation hold notice.
Any employee who receives an allowance is required to register their number with the College’s emergency notification system.
Employees are expected to comply with applicable state laws regarding the use of cellular telephones.
Employees must assist the College in providing access to information about or contained on the mobile device covered by this Policy in response to requests for such data or information by third parties as required by Federal and/or State law.
4.39.5 College issued Cellular Phone or Other Mobile Communication Devices Guidelines
College departments may be issued a cellular phone or other mobile communication device when it is deemed a business necessity to the performance of the department duties.
A. Business Use
A College issued cellular phone shall be used for appropriate business purposes. Such use is defined as appropriate when an employee: a) must: make a call related to furthering College operations, b) is serving as employee with on duty responsibilities such as first responder, c) does not have access to a regular College telephone and the call cannot or should not wait until returning to the office.
B. Responsibility of Users
Acceptance of a College cellular phone or mobile communication device constitutes an agreement on behalf of the user to abide by all federal and state laws and regulations and College policies.
C. Misuse and Consequences
Any intentional misuse of a College issued cellular phone or mobile communication device will be subject to the College’s Code of Conduct and may result in the loss of cellular or mobile communication device and/or other disciplinary action.
4.39.6 College-Provided Cellular Phone or Mobile Communication Device Service Selection
The Purchasing Agent will facilitate the purchase of all cell/mobile communication equipment in accordance with applicable state statutes and College Policy. Upon the recommendation of the Purchasing Agent, the Chief Financial Officer will select the rate plan which best meets the needs and budget of the College.
Detailed billing delineating all calls placed and received is required for all College-provided cell/mobile telephone and/or communication devices. This detail will show the date and time of the call, an identification of the call (either the number dialed or incoming call designation), call length, and the cost of the call.
C. Annual Review
The Purchasing Agent will complete an annual review for the Chief Financial Officer of all cellular phones or mobile communication devices and services to evaluate that phones are being used appropriately and frequently enough to justify continued use and that the rate plan(s) assigned are appropriate for the type of use required.
4.39.7 Cellular Phone or Mobile Communication Device Control
A. Termination of Service
All equipment purchased by the College remains property of the College. When employment is terminated for any reason or an employee is separating from the College, all equipment must be returned to the College.
If it is determined that a current employee no longer needs a cellular phone, the supervisor should notify the Purchasing Agent so that this service may be discontinued. The President or designee and the Chief Financial Officer shall retain the right to suspend or discontinue the use of any or all cellular phones or mobile communication devices if this is determined to be in the best interest of the College.
(Adopted 4-7-2003; Revised 8-25-2008; Revised 2-2-15)