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Procedure:
Each division is responsible for completing the mandatory authorization forms for the appropriate
mobile communication device plan.
A. University-Owned Device:
1. The university will provide the appropriate mobile communication device plan from its service
provider (for example: voice and/or data). It is expected that the appropriate administrator will
select a service plan appropriate for the business need of the employee.
2. The use of the device is for business purposes and such use is excludable from the employee’s
income as a working condition fringe benefit.
3. The issuance of the mobile device will be documented on the form titled, "University-Owned
Mobile Device – Employee Receipt of Equipment" - (Attachment A).
4. A review will be conducted by the appropriate administrator to determine if the employee
continues to require a University-Owned device and the appropriateness of the selected service
plan.
B. Personally-Owned Device:
1. Mobile communication devices under this category are the personal property of the employee.
The employee is responsible to ensure that its mobile service provider plan supports and is
compatible with the use required by the University. The employee chooses the device and/or the
service plan she/he wishes to use. The University is not involved in the contract with the service
provider or purchase of the mobile communication device.
2. The University will provide the approved employee a mobile communication device
reimbursement which is intended to cover the cost of the service required for University
business.
a. The University will provide an annual reimbursement (per fiscal year, i.e. July 1
st
to June
30
th
) to the employee at the end of the academic year for the expected business-required
portion of their monthly mobile communication device service fees. A copy of the
invoice/receipt from the service provider will be required as part of the annual
reimbursement documentation in order to certify that the reimbursement amount does not
exceed the actual cost of service. If the employee’s monthly mobile communication device
service fees are less than the amount listed on the Mobile Device Plan schedule, the
employee will receive a reimbursement according to the monthly mobile communication
device service fees.
b. Each division is responsible for completing the mandatory form titled, Authorization for
Business-Related Mobile Communication Device Reimbursement - (Attachment B),
authorizing the mobile communication device reimbursement.
c. The employee may request the maximum amount of the mobile communication device
reimbursement which is based on the "Mobile Device Plan" schedule (Attachment C). Any
mobile communication device reimbursement amount outside the Mobile Device Plan
schedule will require the approval of the appropriate President’s Cabinet Officer.
d. If the employee is no longer authorized to receive a mobile communication device stipend
(for example but not limited to: separation from the university or no longer authorized to
receive a mobile communication device stipend), she/he must reimburse the university for
the remaining months of the fiscal year (i.e. July 1
st
to June 30
th
).
3. The employee shall make available to the University, upon University request, records of the
business calls necessary to comply with applicable law and regulations, including but not limited
