Commercial/Wireless Services

University departments often have a business need for cellular/wireless phones. The Division of Information Technology establishes contracts with cellular/wireless service providers for reduced-rate service and assists departments in managing those services. Departments are responsible for identifying those employees who require the use of cellular/wireless telephones or other wireless services in order to carry out their assigned duties.

Personal use of University cellular/wireless phones is highly discouraged. Employees must reimburse the University for all personal use of University-provided cellular/wireless services.

Options for Establishing Service

For any employee a department identifies as having an ongoing business need for a wireless telephone/device or wireless data services, the department has four options for cell phones:

1. University-Provided Phone and Service - The University acquires the cellular/wireless phone/service and assigns the phone to a specific individual who agrees to limit non-University business calls to no more than 15 percent on an annual basis. The employee must sign an agreement regarding use of the phone/service and reimburse the University for personal use, as discussed later in this policy. At termination, the employee must return the phone and repay any unpaid personal use the employee incurred. The University has the option to deduct any unreimbursed expenses from the employee's pay.
2. Employee-Provided Phone/Service With No Reimbursement for Business Use - As a condition of employment, the employee obtains the cellular/wireless phone/service and makes the phone number available for calls from the University. It is understood that the employee's compensation is sufficient to cover the cost of the phone/service. There is no reimbursement for business use.
3. Employee-Provided Phone/Service With Reimbursement for Business Use - As a condition of employment, the employee obtains the cellular/wireless phone/service and makes the phone number available for calls from the University. Departments may allow the employee to request reimbursement for business use of the phone. Reimbursements must be appropriate, reasonable and approved by the employee's administrative superior.
4. University-Provided PDA Device/Employee-Provided Service - The University acquires the Personal Digital Assistant (PDA) i.e. TREO and assigns it to a specific individual who agrees to pay for related service charges and to make the phone number available for calls from the University. It is understood that the employee's compensation is sufficient to cover the cost of the service. There is no reimbursement for business use. At termination, the employee must return the phone to their department.

Business Need

The department is responsible for determining the business need for a wireless phone/service. Examples include:

• A requirement to travel frequently to do business, across a geographic area away from the home office, and great amounts of time are spent in a vehicle.
• A need for others to communicate with the employee about University business when the employee is away from their office.
• A need for the employee to communicate with others regarding University business when the employee is away from their office.
• The employee supports or is otherwise responsible for programs, services or systems that necessitate frequent and immediate communications throughout the day or after-hours.

When the University is providing the phone/service, the lowest cost plan available to accommodate the particular business need shall be utilized.

Personal Use

Personal use of University-provided phones/service is highly discouraged. It is the responsibility of the employee to identify personal calls on each billing statement, and to submit reimbursements to the University within 30 days of the receipt of the bill. Departments should deposit the reimbursement through a Cash Receipts Report (2:060) as a reduction of expense using the same PeopleSoft account used to record the phone's monthly expense.

On an annual basis, personal use may not exceed 15 percent of the minutes used. Departments may set lower limits or prohibit personal use entirely. When the department determines there has been excessive personal use, the service should be cancelled and the equipment returned to the department. The employee may obtain a personal phone at their own expense, and with administrative approval, may seek reimbursement from the University for business calls placed on the employee's personal phone.

Reimbursement Calculation

When an employee is reimbursing for personal use of a University phone/service, the reimbursement is calculated by dividing minutes used for personal calls by the total minutes used, then multiplying the result by the total phone charges. The employee is also responsible for any additional costs incurred, such as roaming charges.

When the University is reimbursing for business use of a personal phone/service, the reimbursement amount must be reasonable and appropriate and cannot exceed the amount derived by dividing minutes used for business calls by the total minutes used, then multiplying the result by the plan cost for the period (documentation of usage and costs must accompany the request). If the employee is requesting reimbursement for additional costs incurred, the request should document the nature of these costs and explain why these costs were necessary for business purposes.

Contracts for Equipment/Service

The Division of Information Technology establishes contracts for equipment and service with a variety of providers in order to ensure availability of a wide range of plans at economical prices. University-paid plans must provide call detail. Employee-paid calling plans must include call detail and nationwide long-distance service if the employee will be requesting reimbursement of business use.

These contracts will be available for employee use, if the vendor agrees. Departments will purchase from these contracts when establishing new service or changing existing service. The Division of Information Technology also will assist departments and employees in sizing the calling plan and working with vendor on contract-related issues. See the Division of Information Technology Cellular Services Web site.

Division Responsibilities

Deans, directors and department chairs are ultimately responsible for the use of wireless phones/services. They should designate an individual to have primary responsibility to oversee commercial wireless services, including:

• Make the initial recommendation on whether a phone is provided to an employee and on what basis.
• Size the calling plan and select appropriate services based on business use.
• Monitor usage on a regular basis for policy compliance, continued business need and appropriate use.
• At least annually, review existing plans to ensure they are needed and represent the best available plan given the business use.
• Ensure that when an employee changes departments or leaves the University, all equipment (including chargers, extra batteries, hands-free devices, etc.) is returned and service is cancelled, transferred to another employee, or transferred to the new department.

Resources

See the Division of Information Technology Cellular Services Web site for information on contract pricing and vendor contacts.

Call 882-2000 for assistance with rate plan selection, billing discrepancies, etc.

Sample agreement forms used to set policy and billing expectations between employees and their departments can be found online.