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Wireless Devices for Business Use

Recommended By: Administration & Finance Division
Approved: Judy K. Sakaki, President
Original Issue Date: February 1, 2008
Effective Date: March 1, 2017
Contact Office: Administration & Finance Division

Policy #2008-5

Introduction of Policy for Wireless Devices

  1. Policy
    1. This policy applies to employees who have an ongoing need to carry a wireless device to be available to the University for one or more of the following reasons:
      1. The wireless device is an integral tool to perform their assigned job duties.
        1. The employee performs a significant portion of work assignments away from an office or desk location,
          and
        2. The employee is expected to be accessible to other employees or the campus community to adequately perform his/her daily job duties while away from his or her office or desk.
      2. Employee is required to be accessible 24/7 in case of emergencies as deemed necessary by either the President, Vice President, or their administrative designee.
    2. Approval of wireless devices will be determined by the President, Vice President, or their administrative designee.
    3. If the use of a wireless device is approved, the employee may receive an allowance for an employee-owned cellular mobile device and voice/data plan at University pre-established reimbursement allowance rates.
      1. The employee shall make available to the University, upon University request, records of the business calls necessary to comply with applicable laws and regulations; however, the employee may redact any personal information from the records provided.
      2. The University may not use this expense allowance or reimbursement for compensatory purposes as a salary supplement to the employee.
      3. The expense allowance or reimbursement may not exceed the expenses actually incurred by the employee.
      4. When management deems necessary, a University-owned cellular mobile device may be issued to an employee or department to be used for business purposes only. University-owned devices are provided and paid by the University.
  2. Definitions
    1. Wireless Device: Includes smartphones, cellular phones, cellular-capable tablet computers/iPads, and any emerging technology capable of voice, text, and/or data that requires a cellular/wireless data plan carrier service.
  3. Requirements and Guidelines
    1. Employee-owned wireless device
      1. Employees make their own arrangements to choose their cellular phone carrier, wireless device, upgrade options, and voice/data plans. The service agreement is between the employee and the provider; the University is not involved in the agreement with the provider.
      2. The Authorization for Business-Related Wireless Device form must be completed, approved, and submitted to the Accounts Payable unit for reimbursement.
      3. Reimbursement amounts are determined using the
        SSU Wireless Device Cost & Plan Fees Schedule. Any costs exceeding the amounts in the approved fee schedule are personal expenses to the employee and are not reimbursed by the University. Reimbursement greater than the approved fee schedule requires a detailed business use justification and applicable vice president approval.
      4. Reimbursement to employee may not exceed the actual costs incurred.
      5. If the employee modifies, drops, or changes the wireless device plan, the employee or employee’s supervisor must notify Financial Services Accounts Payable to review potential taxable income which may be reported to the employee.
    2. University-owned wireless device
      1. University-owned wireless devices may be issued to an employee or department when management determines it is necessary to issue a University-owned phone rather than provide reimbursement for an employee-owned phone.
      2. University-owned wireless devices are for business use by the assigned employee only and shall not be used for personal calls.
      3. The Authorization for Business-Related Wireless Device form must be completed, approved, and submitted to the Contracts and Procurement unit. The form should include the requested voice/data plan that coincides with the business needs of the employee.
      4. Issuance of the device will be maintained and inventoried in accordance with University Property Guidelines.
      5. The device must be returned if the employee separates from the University, or if there is no longer a business need.