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Mira Lalovic-Hand
VP and Chief Information Officer                        

Rowan University Policy
Addendum

Title: Addendum to Rowan University Cellular Device Policy, Cellular Device Reimbursement Schedule
Subject: Information Technology 
Policy No:
Applies: All Rowan University Campuses
Issuing Authority:
Responsible Office: Vice President and Chief Information Officer, Provost
Adopted:
Last Revision: 10/6/2017
Last Reviewed: 06/18/18

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The purpose of this addendum is to define the reimbursement schedule for University Employees who qualify for a cellular device reimbursement.

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II.    PROCESS

1. UNIVERSITY OWNED CELLULAR DEVICES
   1. How to request a new cellular device
      1. All new lines and phone requests require department head/dean level approval prior to ordering. The department head is required to send an email to support@rowan.edu with the following information:
         1. Name of the person receiving the phone
         2. Make and model number of phone requested
         3. FOAPAL to be charged for the new line
      2. The order will be placed and the charge will appear on departmental phone bill.
   2. How to request a replacement or upgraded device
      1. All replacement or upgraded phones also need department head/dean level approval before being ordered. The department head is required to send an email to support@rowan.edu with the following information: 
         1. name and phone number of the person receiving the phone
         2. Make and model number of phone requested
      2. All cell phones will be delivered to IRT in Memorial Hall. IRT will notify you when the phone arrives so we can assist you with its activation.
      3. In order to receive your new phone your old device must be returned to IRT.
   3. How to discontinue and return a cellular device
      1. All devices that are no longer needed must be returned to their local IRT Technology Services group.
   4. How to transfer ownership of a cellular device
      1. Please contact IRT support
2. REIMBURSEMENT OF CELLULAR DEVICES
   1. How to request reimbursement
      
      1. Complete the Personal Cell Phone and Mobile Device Usage Reimbursement Request Form and obtain proper approvals and signatures.
      2. Enter a requisition in to Banner.
         
         1. Vendor is the employee requesting reimbursement
         2. Description should indicate that this is for a cell phone or mobile device usage reimbursement
         3. PO amount is the monthly reimbursement cost multiplied by 12 months
      3. Once the requisition is entered, send the completed form to requisitions@rowan.edu for purchase order conversion.
      4. Once a purchase order has been generated, the employee can send a copy of the most recent bill with the PO number noted and a copy of the completed Personal Cell Phone and Mobile Device Usage 
         Reimbursement Request Form to Accounts Payable for processing.
      5. Once Accounts Payable processes the cell phone/mobile device bill, the employee will receive monthly reimbursements.
      6. Each July, the employee must reapply for the reimbursement by completing the Personal Cell Phone and Mobile Device Usage Reimbursement Request Form and selecting “Update.” The most recent cell phone/mobile device bill must be submitted as well.
      7. To end reimbursement, complete the Personal Cell Phone and Mobile Device Usage Reimbursement Request Form and select “Terminate.” The completed form must be sent to Accounts Payable so the scheduled reimbursement payments can be terminated.
   2. Renewal of reimbursement
      1. The above reimbursement process must be completed at the beginning of each fiscal year.
   3. Termination of reimbursement
      1.  It is the responsibility of the department head to notify accounts payable of the termination of reimbursement.
3. DEPROVISIONING OF CELLULAR DEVICES
   1. If a staff or faculty member has a phone account previously provided through Rowan University as authorized by their area vice president because of the staff or faculty member’s job function, the University will discontinue providing that account when the staff or faculty member separates from the University.
   2. The operational unit must notify IRT of the staff or faculty member’s last day once it has been determined.
   3. The phone user is responsible for contacting IRT as well by emailing support@rowan.edu or calling 856‐256‐4400 to arrange to turn in the phone itself. The return of the device to IRT must take place prior to the close of business on their last day of employment.
   4. Human Resources will be notified if issued equipment is not collected by IRT by close of business on the person’s last day of employment
   5. If a staff or faculty member wishes to retain their phone, their phone account, or their phone number, they may do so.
      1. Phones may be purchased from the University at their market value; IRT can provide the cost. If the person wishes to retain the equipment, the phone user is responsible for contacting IRT and arranging this at least five business days prior to the last day of employment.
      2. Phone numbers and phone accounts may be transferred to the ownership of the staff or faculty member who is separating from the University for a $100 administrative charge. The phone user can arrange this by contacting IRT by email or phone as described above at least five business days prior to the last day of employment to arrange to pay the administrative charge and to take over either the account or the phone number.

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