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ROWAN UNIVERSITY POLICY


Title: Cellular Device Policy
Subject:  Information Resources and Technology
Policy No: IRT:2018:06
Applies: University-Wide
Issuing Authority: Senior Vice President for Information Resources and Technology and Chief Information Officer
Responsible Officer: Senior Vice President and Chief Information Officer
Adopted:  06/18/18
Last Revision: 08/21/18
Last Reviewed: 08/08/18


I. PURPOSE 

The purpose of this policy is to outline the use of cellular devices (which includes, but is not limited to, Apple smartphones, Android smartphones, Cellular tablets, etc.) for authorized employee users. Rowan University offers a non-taxable reimbursement for cellular device service to employees whose duties and responsibilities require them to carry cellular devices.

II. ACCOUNTABILITY

Under the direction of the President and Provost, the Chief Information Officer and the Director of Information Security shall implement and ensure compliance with this policy.

III. APPLICABILITY

This policy applies to all Rowan employees located on all Rowan campuses.

IV. DEFINITIONS

  1. Cellular Device: Any device that utilizes cellular voice and data services.
  2. Phone User: The person to whom the phone is assigned or who qualifies for a reimbursement.
  3. Employee: Any individual under the employment of Rowan University including but not limited to faculty and staff, etc.
  4. Exempt Cellular Devices: A Rowan University owned shared cellular device that does not leave the campus and is turned in by each employee at the end of their shift.
  5. University Fund: All University funding sources, including, but not limited to, operational budgets, capital budget, and grants. These funding sources do not include the use of the Student Technology Fee.

V. POLICY

  1. ROWAN UNIVERSITY PROVIDED CELLULAR DEVICES
    1. Authorization
      1. The appropriate area Vice President may authorize a cellular device for employees who carry a cellular device for Rowan University business.
      2. User is eligible for replacement of cellular device every two years.
      3. Simple convenience is not a criterion for a cellular device. A request may be authorized if at least one of the following two criteria is met:
        1. The job function of the employee requires considerable time outside of their assigned office or work area and it is important to the University that they are accessible during those times.
        2. The job function of the employee requires them to be accessible outside of scheduled or normal working hours.
      4. This policy is applicable to all Rowan University employees as referenced in the specific procedures and guidelines.
      5. Employees with damaged phones will only be allowed one replacement during a two-year period. All approved replacements will follow the regular replacement cycle and they will be observed by the carrier. It is the responsibility of the employee to replace accidentally damaged phones, unless said damage occurs during a work activity.
      6. The use of cellular telephones is not a work requirement for most employees.
      7. Employees whose duties and responsibilities require them to carry a cellular device are eligible for a cellular device.
      8. A cellular device must be requested with appropriate permissions from division or department head.
    2. Criteria for Receiving and Returning a University Provided Cellular Device
      1. Approval of Request
        1. A request must be submitted to support@rowan.edu and the appropriate form will be sent to the requestor.
        2. Any request for a cellular device must be approved by the area Vice President and submitted to IRT for approval.
      2. Deprovisioning of Rowan University Owned Cellular Device
        1. If an employee has a phone account previously provided through Rowan as authorized by their area Vice President because of the employee’s job function, the University will discontinue providing that account when the employee separates from the University.
        2. Human Resources must notify IRT of an employee’s last day once it has been determined.
        3. The phone user must turn in the phone to their local IRT Technology Services Group. The return of the device to IRT must take place prior to the close of business on their last day of employment. Failure to do so may result in legal action.
        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 an employee wishes to retain their phone or their phone number, they may do so under the following guidelines:
        6. Phone will be wiped of all data prior to new setup/transfer. The original owner is responsible for preserving a copy of their own personal data.
        7. Phones may be purchased from the University at their market value. IRT will provide the cost and if the person wishes to retain the phone, he or she will issue a personal check to Rowan University in the amount of the phone market value. The user is responsible for contacting IRT at least five business days prior to their last day of employment.
        8. Phone numbers and phone accounts may be transferred to the ownership of the employee who is separating from the University for a $100 administrative charge. The phone user can arrange this by contacting IRT as described above at least five business days prior to the last day of their employment. At this time, the employee will arrange to pay the administrative charge incurred.
        9. In situations where a university employee changes positions within the university, it is the responsibility of the department head of the vacated position to collect the cellular device.
        10. Payment is the responsibility of the employee and cannot be made with University funds.
  2. REIMBURSEMENT FOR CELLULAR DEVICES
    1. Authorization
      1. The appropriate area Vice President may authorize a cellular device reimbursement for an employee who carries a cellular device for Rowan University business.
      2. If authorized, employees required to carry a cellular device for Rowan University business will receive compensation for cellular usage in the form of a cellular device reimbursement. Reimbursement will not be paid on the cellular device itself (i.e Smart Phone).
      3. Simple convenience is not a criterion for a cellular device reimbursement. A reimbursement may be authorized if at least one of the following two criteria is met:
        1. The job function of the employee requires considerable time outside of their assigned office or work area and it is important to the University that they are accessible during those times.
        2. The job function of the employee requires them to be accessible outside of scheduled or normal working hours.
      4. The use of cellular telephones is not a work requirement for most employees.
      5. Employees who are not issued a Rowan University cellular device, and/or are not receiving cellular device reimbursement per this policy, will not be reimbursed for the use of their personal cellular device unless otherwise agreed upon and are expected to make business calls from outside the office.
      6. Employees whose duties and responsibilities require them to carry a cellular device are eligible for a cellular device reimbursement
      7. A cellular device reimbursement may be requested using the Cellular Device Reimbursement Request Form.
      8. The form must be approved by the Vice President for the area in which they work and forwarded to Administrative Services of the Office of Finance to begin the reimbursement. This must be repeated at the beginning of every fiscal year.
      9. Reimbursements are paid on the portion of the cellular bill attributable directly to the employee only. For those with a family type plan, the portion of the plan eligible for reimbursement will be calculated on the total cost of the plan divided by the number lines on the plan.  All appropriate documentation must be included with the Cellular Phone reimbursement request form to initiate the reimbursement.
      10. Reimbursements will begin on the first day of the month following the employee start date.
      11. To determine the dollar amount of the cellular device reimbursement for qualified employees the supervisors should use the following device reimbursement price tiers:
        1. Tier 1 - $24/month or 30% of cell phone bill attributable to the employee: This reimbursement is for an employee who has light usage of the cellular device for business purposes (less than 450 minutes).
        2. Tier 2 - $44/month or 55% of cell phone bill attributable to the employee:  This reimbursement is for an employee who has heavy cellular device usage (450 minutes or more) plus extra phone services such as email and calendar integration for their job.
        3. Tier 3 - $64/month or 80% of cell phone bill attributable to the employee: This reimbursement is for an employee who is out in the field a significant amount of the time (50% plus). This reimbursement is specifically for cellular device usage and mobile broadband for wireless card/laptops (not internet usage for their phone). Hardware and any additional costs are not the responsibility of Rowan University.
      12. Under no circumstances should the approved monthly reimbursement amount exceed the actual monthly cell charges incurred by an employee.
    2. Payment of Reimbursement
      1. The cellular device reimbursement is paid quarterly through accounts payable and is non-taxable.
      2. This reimbursement does not increase the employee’s base salary and will not be included in the calculation of any Rowan University benefits. This reimbursement is subject to all applicable non-taxable items.
      3. The reimbursement is not an entitlement. The amount can be changed or withdrawn without notice at any time.
    3. Cellular Devices Service and Use
      1. The cellular device service is personally owned by the employee. An employee receiving a cellular device reimbursement must maintain an active cellular device contract with their carrier for the life of the reimbursement.
      2. Employees are encouraged to take appropriate safety precautions when using their cellular telephone. If your job requires that you keep your cellular device turned on while driving, you must use a hands-free device.
      3. Under no circumstances should employees place calls while operating a motor vehicle while driving on University business and/or during University time.
      4. In addition, writing, sending, or reading text-based communication —including text messaging, instant messaging, or email — on wireless or cellular devices while driving is a violation of this policy.
      5. If you must conduct Rowan University business while in your vehicle, then safely pull off the road or do so while parked. Employees are expected to comply with applicable state laws regarding the use of cellular telephones.
    4. Discontinuance of Reimbursement
      1. If an employee is terminated, resigns, transfers, or is no longer eligible for a cellular device reimbursement, the employee’s supervisor should submit a revised Cellular Device Reimbursement Request Form noting “Discontinue reimbursement as of date of separation” in the business justification section.
      2. Rowan University data will be wiped once the employee is no longer eligible for the cellular device reimbursement.
    5. Exceptions to cellular device reimbursement
      1. Institutional cellular devices for business purposes.
      2. A Rowan University-owned shared cellular device that does not leave the campus and is turned in by each employee at the end of their shift or is assigned to an employee for on-call purposes and used for business purposes.
  3. ROWAN UNIVERSITY EXEMPT CELLULAR DEVICES
    1. Phone bills for exempt cellular devices must be reviewed monthly by department heads to verify business use.
    2. Although the occasional use of a Rowan University cellular device for personal calls may be necessary, incoming and outgoing personal calls are discouraged.
    3. At the discretion of Rowan University, employees may be required to reimburse Rowan University for personal phone calls made from an institutional cellular device. Reimbursements should be processed through your supervisor.
    4. Note that misuse of the phone—using it in ways inconsistent with Rowan University policy or with local, state, or federal laws—will result in immediate cancellation of the cell phone privilege.


VI. ATTACHMENTS

    1. Schedule of monthly cellular device charges: https://support.rowan.edu/kb_view.do?sysparm_article=KB0012519

VII. NON-COMPLIANCE AND SANCTIONS

Violations of this policy may subject the violator to disciplinary actions, up to or including termination of employment or dismissal from a school, and may subject the violator to penalties stipulated in applicable state and federal statutes.


By Direction of the CIO:

__________________________________

Mira Lalovic-Hand
SVP 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

 

I.     PURPOSE

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

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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