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POLICY #5.31 
SUBJECT: Mobile Communication Devices and Service


I. PURPOSE

The purpose of this Policy is to establish a policy for cellular and other similar mobile communication devices on campus.


II. REFERENCES

  1. Mobile Communication Equipment Procedures

III. DEFINITIONS

N/A


IV. POLICY

  1. The University will not directly provide mobile communications equipment (Cellular Phones, etc.) and services for employees. As the President, Vice Presidents, Deans, and Division and Department Chairs/Heads determine that there is a business need for an employee to have this equipment and service, they will authorize a stipend overload to augment their compensation per the following guidelines:
    1. The University will pay an employee a predetermined amount through stipend (subject to basic payroll taxes but not retirement), to purchase both mobile communications equipment and service. The equipment is owned by the employee and may be used for personal business with no reporting requirement to the University. This compensation is considered taxable wages.
    2. Supervisors must submit a Mobile Communications Equipment Request Form and Agreement to the Human Resource Office, complete with justification, equipment and service levels, to authorize an overload stipend.
    3. Several options are provided for the amount of the stipend for both equipment and service. Employees and supervisors are expected to select an option that best represents the job-related use.
    4. Employees may elect to upgrade or expand their services beyond the option provided, at their own expense.
    5. Each year, during the compensation adjustment process, these overloads will be re-evaluated, revised (upward or downward), and re-authorized or eliminated.
    6. Employees are required to adhere to state motor vehicle laws and University policy regarding the use of mobile communication devices while operating a University or state-owned vehicle.

V. RELEVANT FORMS/LINKS


VI. QUESTIONS/RESPONSIBLE OFFICE

The responsible office for this Policy is the Vice President for Finance and Administration. For questions about the cell phone stipend, contact the Office of Human Resources. For questions about cell phone equipment, contact the Chief Information Officer.


VII. POLICY ADOPTION AND AMENDMENT DATES

Date Approved: February 8, 2008 (effective July 1, 2008)

Amended: N/A