1. Introduction

This Section details allowable and non-allowable reimbursements associated with cell phone service and usage. Please refer to campus policies regarding how to properly procure a mobile device and/or cell service or UITS policies and procedures for information on the issuance of and governance associated with distribution and use of University cell phones and mobile devices.

2. Overall Guidelines

  1. The University may issue an employee a cell phone or mobile device when there is a business need for the employee to use the cell phone or device frequently in the performance of their job. Valid business reasons for cell phones include but are not limited to:
    1. Employer’s need to contact the employee for work related emergencies.
    2. Employee job responsibilities including but not limited to providing emergency support, health and counseling services, emergency management, facilities management/maintenance, information technology, etc.
    3. Employer’s requirement that the employee be available to conduct employer’s business when away from the office.
    4. Employee’s job responsibilities require frequent business travel away from the University, specifically excluding travel between on-campus or inter-campus locations.
    5. Need to contact an employee after normal business hours on a consistent basis.
  2. The University will provide the least expensive service plan that fulfills the employee’s approved business needs for University-issued cell phones and devices.
  3. Per the University’s Information Technology Acquisition Policy (T08-086), all information technology services technology, including cell phones and related services, must be procured through the information technology departments.
  4. Employees are strongly discouraged from using their own personal cell phones or devices for University Business. Employees who own their own cell phones and pay their own monthly plans may request an exception to submit specific University related costs for reimbursement.
  5. If an employee is planning on traveling internationally with a University-issued cell phone or device, the employee must request that an international service plan be added to their University-issued cell phone/device. Such requests must be made at least three weeks prior to travel. In addition, Traveler must comply with Export Control requirements and campus and UITS guidelines.

3. Allowable Expenditures

Service charges associated with use of a personal cell phone by an employee who has not been issued a cell phone or mobile device by the University and is required to use their personal device for a University Business purpose, is allowable only when an exception is granted.

4. Non-Allowable Expenditures

  1. Cell phones which are not procured through information technology departments.
  2. Services charges associated with a personal cell phone of an employee who has been issued a cell phone or mobile device by the University.
  3. Costs associated with service charges for family members and non-employees.
  4. Costs associated with downloading and/or using non-approved fee-based services on a University-issued device; examples include but are not limited to custom ring tones, GPS programs, premium text services, mobile apps, etc.
  5. Costs associated with cell phones, devices, and related services for devices for individuals that are no longer actively employed by the University.
  6. Service costs not covered by the service plan for University-issued cell phones or mobile devices.
  7. International charges on University-issued cell phone or devices when an international travel plan wasn’t requested and approved in advance of travel.

5. Approvals

The approval requirements for cell phone and mobile device use and reimbursement are outlined in the Approvals section of this standard. See Section 1.08.

6. Exceptions

Exceptions can be requested per the guidelines outlined in the Exceptions section of this standard. See Section 1.08.

7. Resources