CU Employee Mobile Phone Policy

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Introduction

Mobile phones can be an effective resource for employees in the performance of their jobs. Based on job responsibilities, employees may qualify for a University provided cell phone or a stipend to cover the business use of a personal cell phone. Cellular phones and hotspots are provided through AT&T and use AT&T cellular services. All qualified employees will be required to document the business use of their phones using the required Cell Phone Usage Form on an annual basis.

Options for Qualified Employees

1. University Owned Mobile Phone
   Cedarville University may provide a standard mobile phone to an employee who meets the required guidelines. The monthly costs will be charged to the employee’s departmental budget. Phones and service will be purchased by Cedarville University Information Technology. Cellular phones and hotspots are provided through AT&T and use AT&T cellular services.
2. Monthly Stipend for a Personal Cell Phone
   If eligible, Cedarville University will provide a tax-exempt stipend in the amount approved by your manager, paid from the employee’s departmental budget, for the use of a personally owned mobile phone to conduct University business. Employees are responsible for purchasing and maintaining their own contract for phones and services. This option should be used for employees who qualify for a University owned device but want a different carrier or phone than the standard University model. Under this option, employees will not be reimbursed for the cost of purchasing the phone. 

How to Request a Cell Phone or Monthly Stipend

To Request a University Owned Cell Phone:

1. Assess your individual or departmental need for a mobile phone. Discuss with supervisor and/or Vice President as needed.
2. Complete the Cell Phone Usage Form.
3. Submit completed Cell Phone Usage Form to Accounts Payable (AP).
   Accounts Payable will submit the form to Information Technology (IT) for final processing and fulfillment.

To Request a Monthly Stipend:

1. Assess your individual or departmental need for a mobile phone. Discuss with supervisor and/or Vice President as needed.
2. Complete the Cell Phone Usage Form and requisition form requesting monthly reimbursement of expenses.
3.  Attach a current, personal cell phone bill to requisition form.
4. Submit completed forms to Accounts Payable (AP).

Please note:

• The approved form is valid only for the current fiscal year and must be renewed annually prior to July 1. 
• Any employee who cancels services that are included in his/her reimbursement must immediately notify his/her Vice President and Accounts Payable for cancellation or adjustment of the monthly stipend. 
• If the employee resigns, is terminated, transfers departments, or no longer qualifies for a device or stipend, the department manager must promptly notify Accounts Payable to discontinue the stipend payment. 

Justification of Business Usage 

The following guidelines should be used to determine if an employee qualifies to receive a University owned mobile phone or monthly stipend. Nothing in this policy shall be construed as to indicate automatic or required provision of University provided mobile phones. In all cases, employees are encouraged to discuss communication requirements and options with their supervisors to help ensure the wise stewardship of University resources. 

• On-call / Availability: The employee is on-call or must be available after hours or on weekends (e.g., Administrative Council, emergency/Campus Security personnel, Physical Plant employees, on-call technical support employees, etc.). 
• Travel: The employee travels as a regular component of job responsibilities and requires a mobile phone for safety reasons or to conduct business while traveling for the University. 
• Absence of Office Phone: More than half of the employee’s regular working hours are spent in a location where no other University phone is provided. 

Appropriate Usage of University Owned Devices

While it is understood and acceptable for employees to use University provided phones for limited personal reasons, personal use of the phone should be restricted to off-duty hours. During scheduled work hours, personal calls, text messages, etc. should be restricted to emergency reasons only. 

The employee agrees to use the phone in ways consistent with University policy and all applicable local, state, or federal laws. Inappropriate and unlawful use of device features, such as camera equipment is prohibited. Using mobile phones while operating a vehicle can be a hazardous distraction, especially in adverse weather, heavy traffic, or limited visibility conditions. Device users must be aware of state and municipal laws regarding use while driving. Texting is strictly prohibited at all times while operating a vehicle. 

Department Responsibilities

It is the department manager’s responsibility to review mobile phone business needs of its employees on an annual basis. Changes in an employee’s departmental budget charges should be communicated to his or her Vice President. Vice Presidents must verify annually that the need exists for such expenses and any change needed in services or discontinuation of service provided to the employee. If an employee no longer qualifies for a device or stipend, the department manager must promptly notify Accounts Payable to discontinue the stipend payment. 

Cell phone and related services requiring Division VP approval:

• New cell phone and service (any type of device).
  • Includes standard models and premium models.
• Cell phone equipment upgrade (standard model or premium model).
  • Current phone must be eligible for equipment upgrade.
• iPad or Apple Watch with cellular service.
• Hotspot.
• Replacement of cellular device due to damage or loss by the employee.
• Temporary cell phone.
• Stipend for use of personal cell phone for university business.
• Phone service plan changes for cruises or international travel.

Cell phone and related services NOT requiring management approval:

• Request by departing employee to purchase their university owned cell phone.
  • University owned cell phone must be returned IT. IT determines price of the used phone.
  • The cell phone will need to be released by AT&T if employee is a non-AT&T customer. If the phone is still under contract, it cannot be released to a non-AT&T customer and therefore, must remain with the university.
• Request by departing employee to port their university phone number to their personal cell phone account.
  • IT will discontinue service for university cell phone number.
• Request by incoming employee to port their personal phone number to the university cell phone account.
  • Existing cell phone service must already be approved by Division VP and in place.

Additional Guidelines

• Upon completion of the required forms and written approval by a Vice President, the stipend amount will not be considered taxable income to the employee. It will be provided on a monthly disbursement from AP. 
• Updates or changes to service (e.g., phone numbers, stipend level, etc.) must be reported promptly to the employee’s department manager. 
• Exceptions: There may be rare circumstances where the stipend level or standard issue phone may be adjusted due to extenuating circumstances. The Vice President for Business and CFO, upon recommendation from a division Vice President, may approve exceptions. 
• If the monthly cost of an employee’s personal cell phone expense exceeds the stipend amount received from the University, the employee may claim the overage (with sufficient IRS documentation) on his or her personal tax return. 
• It is the employee’s responsibility to verify that Information Technology can support any employee owned device and network connections. 
• Cedarville University owned mobile phones no longer being used should be returned to Information Technology. 
• Department Provided Devices: In some situations, a general department mobile phone may be required that will be used by multiple individuals. In these cases, the University will provide service and equipment to the department. Example: An on-call technician carries the general department mobile phone. 
• Department Required Devices: In some situations, a department may require that a specific type of mobile phone be carried by an individual in order to meet unique job requirements. In these cases, the University will either purchase the required equipment or reimburse the employee for the purchase of required equipment.