Finance Policy No.302: Cell phone policy
Issued: May 29, 2014
- PURPOSE
To provide guidelines for purchase, use, and payment of cell phones for College-related business.
- SCOPE
This policy applies to all employees of Champlain College as it relates to cell-phones/PDA that are used to conduct College business.
- DEFINITIONS
Business use-is any use in the course of performing specific job-related duties on behalf and for the benefit of ChamplainCollege.
- POLICY
Due to a recent change in the IRS tax laws, the College is required to identify costs associated with cell phones that relate only to business usage. Per the IRS regulations, any personal usage on a company cell phone requires that individuals substantiate their personal use.
It is at the discretion of the department to cover anindividual’s true business costsand can be based on the best estimate of voice and data usage.
The College will no longer purchase cell phones or PDA equipment for employees unless designated by the President as eligible. If required to have a phone, Champlain pays full standard rate cost.
Eligibility criteria for employees to receive College cell phones
The President will approve those college employees who are eligible to purchase a cell phone device and receive reimbursement for the standard monthly fee as follows:
- Vice Presidents
- Deans
- Senior Leadership
- Campus Security
- Physical Plant
- IT
- On-Call Users as follows:
- Event Center
- Counselor- 1 phone
- Area Coordinators
Approved employee with the exception of Physical Plant, Campus Security and On-Call users will receive reimbursement on the initial cost of the cell phone device and the standard monthly fee on an ongoing basis in their paychecks as a taxable fringe benefit. This will eliminate an employee from having to detail out their portion of the personal charges on the cell phone bill. The employee will be required to pay the vendor directly.
Physical Plant, Campus Security and On-Call userscan not use the business phones provided for personal use. Finance will monitor the bills on a routine basis. If personal calls are identified, the employee will be required to pay a portion of the standard monthly fees based on the number of personal calls received.
Eligible employees receiving a cell phone must use theVerizon andphone the College specifies (i.e. standard phone or a PDA).
- Contacts
For any questions concerning this policy contact the Finance Office or to request specified vendor information contact the IT Department.
All request for reimbursement must follow Finance Policy 300 and 301.
Effective Date: May 29, 2014
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