Mobile Communication Device Policy

Purpose

The purpose of this Policy is to establish the conditions under which university employees are reimbursed for mobile communication device (MCD) services used for approved university business and issued university-owned (purchased by the university with university funds) MCDs and services.  This Policy applies to university-owned MCDs (i.e., purchased by the university) and services, as well as employee-owned MCD services.  MCDs include, but are not limited to, the following:

• Basic mobile telephones;
• Smart mobile telephones;
• Mobile internet devices;
• Subscriber identity module (SIM) cards; and/or
• Other mobile data and voice equipped computing devices.

MCDs also include, but are not limited to, the following:

• Wall chargers;
• Car chargers;
• Cases; and/or
• Ear phones.

MCD services include, but are not limited to, the following:

• Voice services;
• Text messaging services;
• Data services;
• Other mobile related services.

Applicable Policies and Laws

The Appropriate Use Policy for Information Technology applies to all university-owned MCDs and services, and employee-owned MCDs and services in approved use for university business.

Policy

University employees who need to perform critical campus functions and/or those who have been identified as having a business need for an MCD may be approved for a university-owned MCD and MCD services; however, only with the prior authorization by the President or the associated Vice President (“Appropriate Administrator”).  The Appropriate Administrator will review the need of a university-owned MCDs and services at least annually.

University employees seeking reimbursement for employee-owned MCD services must submit a Mobile Communication Device Service Authorization Request Form (“Request Form”).  The Request Form must be completed and approved by the Appropriate Administrator.  The original Request Form is to be maintained in the department of the funding source and a copy to be provided to the employee. 

Reimbursement for Employee-Owned Device:

Maximum Levels of reimbursement are based on the business need as required and determined by the Appropriate Administrator.  The reimbursement amount cannot exceed the actual amount charged to the employee by their mobile service provider.  

Level 1 - Used regularly both during and after normal business hours as a routine method of communication regarding university business including employees who frequently travel or are out of the office and need to be in contact with managers, staff, faculty, students or other university stakeholders. Reimbursement amount for Level 1 may be reviewed annually by the Vice President of Information Technology (CIO) and the Vice President of Administrative and Finance (CFO) on or before July 1 for each academic year. The initial reimbursement amount for this level is $60 per month, but may be subject to change upon review.

Level 2 - Used occasionally for on-call or other “as needed” situations may arise.  Reimbursement amount for Level 2 may be reviewed annually by the Vice President of Information Technology (CIO) and the Vice President of Administrative and Finance (CFO) on or before July 1 for each academic year.  The initial reimbursement amount for this level is $30 per month, but may be subject to change upon review.

Reimbursement for employee owned MCD services should be prepared by the authorized employee through a Direct Pay Voucher signed by the designated administrator as verification that the authorized employee is incurring the charges deemed reimbursable by the university.   A copy of the summary page only from the mobile phone bill or mobile data plan should be attached.  A copy should be retained by the department of the funding source and the authorized employee.  Anyone receiving this reimbursement must notify the appropriate administrator when they discontinue mobile communication services.

The university will also reimburse an employee for a one-time incidental use of personal MCD services when used for university business.  The same process of reimbursement should be used with a copy of the billing statement showing the call(s) made for reimbursement attached or an explanation of the data used for the service. The employee has the option of redacting non-essential information required  for the reimbursement.

If a usage Level increases or decreases dramatically for a period of time (such as an increase due to a special project or a decrease due to an extended leave), the justification should be noted by the authorized employee on the Disbursement Voucher and signed by the appropriate administrator.

The amount of reimbursement shall not exceed the actual cost incurred by the employee. Employees are responsible for any tax consequences, if applicable.  

Employees are responsible for the protection and retention of university data contained on the MCDs in accordance with campus and California State University policy and other state and federal laws and regulations, as applicable.  Records of business use, including billing statements that are provided as support for reimbursement, may be subject to disclosure under the California Public Records Act (California Government Code section 6250, et seq.), as well as other subpoena powers of state and federal judiciaries.

Responsibilities:

Decisions regarding providing university-owned MCDs and services must be approved by the Appropriate Administrator.  The make and model of university-owned MCDs are issued, managed, and configured by the Division of Information Technology. All service provider agreements for University-owned MCDs are managed by the Division of Information Technology. All financial transactions for University-owned MCDs and services are processed by the Division of Information Technology and are billed as charge-back costs to the appropriate division, department, or unit.

The service agreement for employee-owned MCD services is between the employee and the mobile communication provider; the university is not a party to the agreement with the provider. The purchase and maintenance for all employee-owned MCDs is the responsibility of the employee.

APPROVED:

President Soraya M. Coley 
February 25, 2017

To signed PDF version