Cellular Phone Policy

Policy

It is the policy of McNeese State University to utilize cellular phones in the most cost-efficient and effective way to carry out its mission.

Purpose

This policy establishes guidance for determining the need for cellular phones and for accounting for their use by University employees.

Applicability

This policy will apply to all University offices with cellular phones assigned to employees within their supervision. Employees who receive a cellular phone that is paid by the McNeese State University Foundation or other third-party payer affiliated with McNeese State University are not eligible to participate in the privileges provided by this policy. Grant funds may not be charged for cellular phones under this policy.

Procedures for Obtaining Cellular Service

McNeese State University provides the following options for cellular service to University employees:

Option 1: Employee-Owned Cellular Phone

Option 1 is intended to provide employees with reimbursement for their use of their personally owned cellular phone for University business.

Option 1a: Employee Allowance

The University president must approve, in writing, an employee’s participation in Option 1a.

Option 1a is intended to provide cellular and data service to employees who frequently use a cellular phone for University business. An employee whose department head determines and certifies that a cellular telephone is frequently necessary for the employee to satisfactorily perform their duties will be provided a monthly cellular voice allowance of an amount that will be determined and adjusted by Senior Staff on an annual basis. Employees who are required to have a data plan to satisfactorily perform their duties will be provided a monthly cellular data allowance of an amount that will be determined and adjusted by Senior Staff on an annual basis, in addition to the voice allowance. Cellular phone allowances will be charged to individual departmental budgets.

Employees participating in Option 1a will receive no reimbursement of any charges other than this allowance. The allowance will be allocated over the employee’s periodic payroll periods.

Department heads will be required to re-evaluate and re-certify an employee’s need for cellular phone service, and the certification will be approved by the president or his designee using the Cellular Phone Acknowledgment and Certification Form. The deadline for having the forms to the president is January 31. Once fully completed and approved, the forms will be forwarded to the Office of Business Affairs. The Office of Business Affairs will provide copies to the Office of Purchasing and Property Control and Office of Administrative Accounting. The University will cancel employee allowances for certifications not received. In addition, employees will be required to, and be responsible for, promptly notifying their department head or dean if cellular service is discontinued.

Notes:

• Cellular phones under Option 1a are primarily intended for University business; however, they are not restricted to University purposes only. Reasonable secondary personal use is allowable under this policy.
• Information on connecting phones for data, such as email and Wi-Fi, can be found at the following site: http://www.mcneese.edu/ns. Additional assistance can be provided by visiting Network Services or calling (337) 475-5994.

Option 1b: Personal Phone Reimbursement

Option 1b is intended to provide reimbursement to employees who occasionally use their personal cellular phone to conduct University business. The University will reimburse employees at a rate of $0.08 per minute. Employees requesting reimbursement must complete the Employee Personal Cellular Telephone Log. The form and supporting invoices should be submitted to supervisors within two weeks of receipt. Phone reimbursements will be charged to individual departmental budgets.

Option 2: University-Issued Cellular Phone

The University president must approve, in writing, an employee’s participation in Option 2.

Under Option 2, McNeese State University provides an employee with a University-owned cellular telephone and cellular service. An employee who chooses this option will be required to complete a request for cellular service using the Cellular Phone Approval Request Form. In order to complete the form, the employee should contact the Office of Purchasing and Property Control to determine the plans and models on state contract. Fully completed and approved forms will be forwarded to the Office of Business Affairs. The Office of Business Affairs will provide copies to the Office of Purchasing and Property Control and Office of Administrative Accounting.

The user will be required to keep detailed logs of all cellular activity using the Employee Cellular Telephone Log. These logs should document calls placed and received, purpose, date, time, and length of call. These logs will be submitted on a monthly basis to the employee’s supervisor who will review and compare it to the cellular phone bill to ensure that all calls are properly recorded. Once approved, the log and the bill will be sent to the Office of Administrative Accounting for review and payment. All cellular phone associated costs will be charged to individual departmental budgets.

Upon separation from the University, the device must be returned to the Office of Human Resources and Student Employment.

Note: A University-issued cellular phone may only be used for University business. Personal use is strictly prohibited. An employee who uses a University-issued cellular telephone for personal use will be subject to loss of cellular phone privileges and may be subject to further disciplinary action.

Responsibility

President or Appointed Authority: Assures compliance with this policy and approves the Cellular Phone Acknowledgment and Certification Forms and the Cellular Phone Request Forms.

Immediate Supervisor: Assures subordinates’ compliance with this policy and submits annually the Cellular Phone Acknowledgment and Certification Forms to the president or appointed authority certifying the conditions that justified use of a cellular telephone still exist.

Employee: Provides annual Cellular Phone Acknowledgment and Certification Forms to supervisors that their work supports the need for a cell phone.

Office of Business Affairs: Maintains the fully completed and approved Cellular Phone Acknowledgment and Certification Forms and the Cellular Phone Approval Request Forms.

Exceptions

Any exceptions to this policy must be requested in writing through administrative channels to the president.

Questions

Questions regarding this policy should be directed to the vice president for business affairs.

Communication

This policy is distributed via the Administrative Advisory Council and the University Policies webpage.