Cell Phone Policy

Purpose

The purpose of this policy is to govern the acquisition, usage, and management of wireless cellular phones for [company name] business use by the organization’s employees. In addition, this policy outlines appropriate standards, guidelines, and procedures for appropriate use, reimbursement policies, and other issues.

It is also the purpose of this policy to protect corporate resources, protect employee safety, manage communications costs, and help minimize corporate liability.

Scope

This policy governs all [company name] employees (FTEs, PTEs, contractors, freelance workers, etc.) who use company- or personally-owned cell phones for the purpose of conducting [company name] business and operations. [Company name] reserves the right to revoke cell phone privileges at any time should it deem necessary to do so.

[Company name]’s IT department has sole discretion over the distribution, configuration, and security measures of cellular phones and related technology. If any non-approved devices, installation, or usage of such technology is discovered, the IT department reserves the right to remove and/or deactivate them immediately.

Eligibility

Possession and use of a company-owned and supported cell phone is a privilege, not a right. Employment at [company name] does not ensure eligibility. Any employee requiring the use of a cell phone must receive prior approval from his or her manager via an approved business case, application, or other channel stating why the employee needs such technology to fulfill his or her job duties. Eligible employees may use personally-owned cell phones provided that each device is submitted to the IT department for inspection of security features and any required compatibility with company systems.

All expense forms for reimbursement of cost incurred due to business calls made on company- or personally-owned cell phones must be submitted to [company name]’s finance department, or an appropriate authority. It is the user’s responsibility to ensure that all monthly cell phone service statements are submitted on time for proper reimbursement.

Support

To capitalize on volume pricing discounts and to reduce help desk costs to the organization, [company name] has standardized on the following cell phone model(s), service package(s), features, and cell phone accessories:

·  [List phone model]

·  [List phone model]

·  [Service package and description]

·  [Service package and description]

·  Voicemail

·  [List other feature]

·  [List other feature]

·  Hands-free unit/speakerphone

·  [List additional accessory]

·  [List additional accessory]

Policy and Appropriate Use

Cell phones and service packages used to conduct [company name] business must be used responsibly, ethically, and cost-effectively. Therefore, the following policy statements must be adhered to at all times:

  1. Some employees may need to use personally-owned cell phones to conduct [company name] business. In such cases, [company name] will provide a cell phone requirement allowance of up to $XX per month for employees who must use his/her personal cell phone for work purposes, subject to the following conditions:

·  A manager must first authorize the employee to use his/her personal cell phone for conducting [company name] business. The authorization form must be signed by the employee’s supervisor and submitted to the finance department.

·  For users with personally-owned cell phones being used for business purposes, the monthly cell phone requirement allowance shall not exceed the employee’s monthly cell phone plan.

·  [Company name] will pay an allowance equal to either the employees’ monthly plan or $XX per month, whichever is less. The cell phone requirement allowance will be added to the employees' monthly pay check.

·  The employee is responsible for submitting the invoice page of his/her cell phone bill for verification every three months, before the end of each quarter.

2.  Personal use of company-owned cell phones is prohibited except in response to family emergencies or unforeseen work schedule changes, and only when it is impossible or unreasonable to use a landline telephone, public pay phone, or personal phone. Employees who make or receive personal calls must reimburse [company name] at the rate of $0.XX per minute within thirty (30) days after the company receives its cellular phone bill.

3.  [Company name] will not reimburse employees for any and all personal calls made or received using a personally-owned cell phone that has been approved to conduct company business.

4.  [Company name] will pay all business related expenses incurred on [Company name] issued cellular telephones.

5.  In the event that an employee incurs costs that are non-business related on their [Company name] issued cellular telephones, they will be notified in writing by the [Company name] billing department, and the charges will be deducted from their paycheque.

6.  Neither company- nor personally-owned cell phones intended for business use may be used to conduct illegal transactions, harassment, or any other unacceptable behaviour, as defined in [company name]’s anti-harassment policies.

7.  Employees are strictly forbidden to make or receive business calls on a cell phone while operating a motor vehicle, whether that vehicle is personally-owned, company-owned or leased or rented by the company. This includes both company- and personally-owned cell phones and hands-free devices.

·  Exceptions to this policy statement may be made in the case of extreme emergencies, such as an accident, vehicle failure, or other imminent danger. Nevertheless, it is strongly suggested that drivers pull over safely and park the care before making a cell phone call.

8.  Whenever a company-owned cell phone is damaged, lost, or stolen, such incidents must be reported immediately to the employee’s supervisor, the IT department, and the finance department.

9.  Authorized cell phone users are responsible for reimbursing [company name] for the full costs of damaged, lost, or stolen cell phones and related accessories if they were damaged, lost, or stolen due to user negligence or neglect.

10.  Prior to termination of employment or job duties requiring cell phone use, each cell phone user must:

·  Reconcile all charges on his or her service account.

·  Ensure that service accounts are reconciled prior to departing the employ of [company name].

·  Surrender his or her company-owned cell phone to his or her manager, the IT department, or the finance department.

·  Service accounts in arrears after departure or termination of job duties requiring cell phone use will result in legal action being taken against the former cell phone user.

·  If the user does not return their company-owned cell phone, he or she will be required to reimburse [company name] the price of the cell phone.

Acknowledgement & Agreement

I, [employee name], acknowledge that I have read and understand the Cell Phone Policy of [company name]. I agree to adhere to this policy and will ensure that employees working under my direction adhere to this Policy. I understand that if I violate the rules set forth in this Policy, I may face punitive or corrective action, including suspension of cell phone privileges, and up to and including termination of employment.

Name: ______

Signature: ______

Date: ______

Witness: ______

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