Lock Haven University will provide employees three (3) options for reimbursement for business
related costs incurred using a WCD:
1. Business-use only device
2. Cost reimbursement
3. Monthly allowance
The division Vice President shall determine the most appropriate option for each eligible employee
in the division.
A. Business-Use Only: Lock Haven University may provide a business-use only WCD for an employee
whose position and responsibility justify the usage of the WCD. The guiding principle for eligibility
for the device is that the WCD is used regularly and extensively to conduct Lock Haven University
business and the use of the WCD by an employee is for the benefit of the University rather than the
convenience of the employee. The employee's Department Head/Dean, with approval of the
respective Vice President, will determine whether individual employees are eligible to receive a
WCD. Employees who receive a business-use only device may not use the device to make personal
calls except in emergencies. Employees who are issued a business-use only WCD are responsible
for reviewing their monthly statements and verifying that all calls are business–related by signing
the statement and returning it to their supervisor. Any calls of a personal nature must be noted.
B. Cost Reimbursement: When an employee's position does not require a business-use only WCD or
an allowance, and in the event that an employee is occasionally required by their supervisor to use
a WCD to conduct PASSHE business, the employee will be reimbursed for associated out-of-pocket
costs incurred for use of a personal device.
C. Monthly Allowance: Employees who meet the guidelines of eligibility for a WCD, but wish to
maintain one device for both personal and business related calls, may receive a monthly allowance.
Employees who receive a monthly allowance shall not be eligible for a business-use only device and
will not be permitted to submit reimbursement requests above the monthly allowance. There will
be no allowance for acquisition of a device. Employees may receive a higher allowance by the
approval of the President to meet extenuating circumstances. Any WCD that is used by an
employee (personal or University resources) for business related purposes is subject to discovery
D. Determination of Eligibility for Device: Employees with job responsibilities requiring frequent and
recurring use of a WCD may be eligible to receive an allowance with approval from the
Department Head/Dean and Vice President. The Department Head/Dean and Vice President will
determine the business need and type of plan for the WCD based upon the duties of the position.
Eligibility for business need is outlined in Attachment A.
E. Reimbursement for Business Related Use of an Employee-Owned WCD: With appropriate
authorization, an employee who does not receive an allowance may receive reimbursement for
additional out-of-pocket expenses related to the business use of a personally owned WCD upon
submission of detailed documentation of business use. The request for reimbursement should be
provided to Accounting within ten (10) days of receipt of the invoice. The submitted
documentation must include the detailed monthly invoice with each business call highlighted and
noted as to the specific business purpose, and be approved by the Department Head/Dean.
Personal call/activity detail may be redacted but must show the date and minutes of all activity.
2 | Page