If an employee's job duties include the frequent need for a mobile communication device as determined by the employee’s supervisor and divisional President’s Cabinet member, then the employee may choose one of three options outlined below based on their eligibility.
Any employee who has access to college data via a mobile communication device is liable for that data and must report a lost or stolen device immediately to the OIT Department.
Eligibility Requirements
For an employee to be eligible for a mobile communication device under any option, at least one of the following must be true:
- The employee is a key staff member needed in the event of an emergency (President’s Cabinet, Crisis Management Team, etc.).
- The employee is frequently away from access to traditional land-based phone services.
- The nature of this employee’s work is critical to the operation of the college and immediate response is required.
- The employee’s assigned work requires substantial travel.
- The anticipated level of business use is significant.
- The related cost is justified when compared with alternative communication choices.
Use of Device
College-provided device - The employee recognizes the mobile communication device is not to be used for any personal communication, and the college will perform a monthly audit of use.
Employee-provided device - The employee must retain an active contract for the mobile device with a service provider as long as an allowance is in place. Because the device is owned personally by the employee, and the allowance provided is taxable income, the employee may use the device for both business and personal purposes as needed. The employee may, at his or her own expense, add extra services or equipment features as desired.
Use of a college-owned or personal mobile communication device in any manner contrary to local, state, or federal laws will constitute misuse and will result in immediate termination of the college’s reimbursement for expenses and may also result in further disciplinary action.
Technical Support
College-provided device – After initial set up of the device, technical support is limited to reprogramming to factory default settings or replacement through the IT Department; however, replacement requires the approval of the appropriate budget officer. It is the responsibility of the user to become familiar with the device, to use it properly, and in accordance with the policies of the college.
Employee-provided device – The college will assist with the initial connection to the college servers; however, employees will have to work through their service provider for technical support. The employee understands the college and OIT personnel will be held harmless in the event of any damage to the device or loss of personal data as the result of providing this initial service.
Fees for Contract Changes or Cancellations
The employee will be responsible for any and all fees due to changes or cancellations to their service agreement with their service provider. For example, the employee resigns or no longer wants to retain the current mobile service for personal purposes.
NOTE: There is no obligation on the part of the college to provide compensation and/or reimbursement for mobile communication devices. Employees entering into a contract with a service provider do so at their own risk pending approval.
Mobile communication devices should not be selected as an alternative to other means of communication—e.g., land-lines—when such alternatives would provide adequate but less costly service to the college.
Options
Option I – College-owned mobile communication device, and the college provides the service.
The employee recognizes the mobile communication device is not to be used for any personal communication, and the college will perform a monthly audit of use.
Process: Complete the Mobile Communication Device Request Form, and route form for approval of your immediate supervisor and divisional President’s Cabinet member. After approval, route to MS-1082 and allow 5-7 days for processing. Remember this device is to be used for GTC business purposes only and can/will be audited. Personal use may result in disciplinary action.
Option II – Employee provided stipend (allowance/reimbursement) for business use of their own personal communication device.
The employee may receive extra compensation, in the form of an allowance or reimbursement, to cover business-related costs. No further reimbursement for mobile communication device costs will be available to employees who have such an allowance. Employees electing reimbursement under Option II may be selected for a random audit from the Bursar's Office by providing their current statement indicating phone number and service fee.
Process: Complete the Mobile Communication Device Request Form. Attach a copy of the billing statement which includes your name, the service dates, phone number, and monthly fee. Route for approval of your immediate supervisor and divisional President’s Cabinet member.
If you are requesting equipment reimbursement, complete the Mobile Communication Device Request Form, and attach the original receipt for the cost of the equipment. Route for approvals of your immediate supervisor and divisional President’s Cabinet member.
Be sure sufficient funds have been allocated in the correct object codes in the departmental budget account for stipends and/or reimbursements. Requests cannot be processed if sufficient funds are not allocated in departmental budget.
Determination of Stipend/Allowance Amount
The dollar amount of the mobile device allowance should cover the employee's projected business-related expenses only. Cost of basic equipment, and the employee's mobile device use related to business should be considered. Upgrades to basic equipment (special cosmetic or technical features, etc.), or expected use unrelated to business, cannot be considered. Determination of the dollar amount of the allowance is made at the department level, but must be within the procedures and dollar limits established under these Administrative Procedures.
Allowances are reviewed annually by the President’s Cabinet and will remain in effect unless a change is requested, or it is determined the allowance is no longer applicable. Employees may not use College funds to purchase any accessories or applications for devices that are employee-owned. This allowance does not constitute an increase to base pay, and will not be included in the calculation of percentage increases to base pay due to annual raises, job upgrades, etc.
Two levels of access or responsibility have been determined as follows:
Level A - Emergency personnel; 24/7 access is expected; unlimited data and device usage is anticipated. (ex. President’s Cabinet, Crisis Management Team, etc.)
Level B - Intermittent on-call status; unlimited data/minimal device usage is anticipated. (ex. most OIT staff and some mid-level managers)
Option III – Provides access to college data systems only.
For access only to the Outlook Exchange Server, complete the Mobile Communication Device Request Form, and route for your immediate supervisor’s approval. Your account will be set up to allow your device to sync with the server, and instructions will be forwarded to you explaining how to configure your device.
Routing Mobile Communication Device Request Form
After approvals have been obtained, route form and applicable attachments to the Institutional Effectiveness Administrative Coordinator at MS-1082.