Cellular Phone Policy
Authority: Business Affairs
Date Enacted or Revised: July 1, 2012; Revised January 6, 2016
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. Revisions of this policy are effective with the approval of the President of the University.
This policy will establish guidance for determining the need for cellular phones and for accounting for their use by the employees of McNeese State University.
This policy will apply to all McNeese State 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 telephone for University business.
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 his/her 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 (See ). 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. Business Affairs will provide copies to the Offices of Purchasing and 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 his/her Department Head or Dean if cellular service is discontinued.
NOTE 2: 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 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 8 cents per minute. Employees requesting reimbursement must complete the Employee Personal Cellular Telephone Log (See Attachment 2). 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 TELEPHONE
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 (See Attachment 3). In order to complete the form, the employee should contact the Office of Purchasing to determine the plans and models on state contract. Fully completed and approved forms will be forwarded to the Office of Business Affairs. Business Affairs will provide copies to the Offices of Purchasing and Administrative Accounting.
The user will be required to keep detailed logs of all cellular activity using the Employee Cellular Telephone Log (See Attachment 4). 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 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.
PRESIDENT OR APPOINTED AUTHORITY
Assures compliance with this policy, approves the Cellular Phone Acknowledgment and Certification Forms and the Cellular Phone Request Forms.
Assures subordinates’ compliance with the McNeese State University Cellular Phone Policy, and submits annually the Cellular Phone Acknowledgment and Certification Forms to the President or Appointed Authority certifying that conditions that justified use of a cellular telephone still exist.
Provides annual Cellular Phone Acknowledgment and Certification Forms to supervisors that his/her 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 Requests Forms.
Any exceptions to this policy must be requested in writing through administrative channels to the President.
Questions regarding this policy should be directed to the Vice President for Business Affairs.
This policy is distributed via the Academic Advisory Council, the Administrative Advisory Council, the University Listserv, University’s web site, and through routine communication between departments.