Policies and Procedures

Effective date:
02-01-2012
Last revised:
02-15-2017

Cellular Phone Policy

 

Policy

It is the policy of Southeastern Louisiana University to utilize cellular phones in the most cost efficient and effective way to carry out its mission.  Revisions of this policy are effective with the approval of the President of the University.

 

Purpose

This policy will establish guidelines for determining the need for cellular phones and accounting for their use by the employees of Southeastern Louisiana University.

 

Applicability

This policy will apply to all offices within Southeastern Louisiana University with cellular phones assigned to employees within their section and/or division.

 

Procedures for Obtaining Cellular Service

Southeastern Louisiana University offers two types of cellular service to University employees, Option I and Option II.

Option I:             

An employee whose Unit Head certifies that a cellular telephone is necessary for them to satisfactorily perform their duties on a frequent basis will be given a monthly cellular voice allowance in the amount of $30.00. Those required to have a data plan to satisfactorily perform their duties will be given a monthly cellular data allowance in the amount of $30.00 in addition to the cellular voice allowance.

The President must approve an employee’s participation in this option.  There will be no reimbursement of any charges other than this allowance. The allowance will be spread over the employee’s twenty-six or ten pay periods. Every January, an employee’s need for a cellular phone will be re-certified by the employee’s Unit Head and Division Vice President, and approved by the President. By January of each year, Telephone Services will submit to each Division Vice President a spreadsheet listing all employees in their Division who have a University-issued cell phone, or receive a stipend. It will be the responsibility of the Division Vice President to determine whether or not the need for a cell phone or stipend still exists for each employee in their Division. Employees will be responsible for promptly notifying the Unit Head or Dean if the cell service is discontinued.

Employees who infrequently are required to utilize their personal cellular phone to perform their duties may request reimbursement (in the amount of $0.08 per minute) for such calls by using the Employee Personal Cellular Telephone Log (See Attachment 2 in PDF version of this policy).

Phones covered by this Option are not restricted for “Business Purposes Only” and may be used for personal calls.

Option II:

Southeastern Louisiana University provides an employee with cellular service and a cellular telephone.

Employees who choose this option will be required to complete a request for cellular service using the Cellular Phone Approval Request Form (See Attachment 3 in the PDF version of this policy). In order to complete the form, the employee must contact Telephone Services to determine the exact device and voice plan they will be requesting and the associated costs. The user will be required to keep detailed logs of all cellular activity using the Employee Cellular Telephone Log (See Attachment 4 in the PDF version of this policy). These logs should document who was called or who the call was from, purpose of call and date, time, and length of call. These logs will be submitted on a monthly basis to the employee’s supervisor who will review and compare it with the cellular phone bill to ensure that all calls were properly recorded. Once approved, the log and the bill will be sent to Telephone Services for payment. 

Upon separation from the University, the device must be returned to the Department Head.

Cellular phones issued under this option can be used for “Business Purposes Only.” Personal calls are strictly prohibited. 

Employees will be subject to loss of cellular phone privileges for use of this cellular phone for personal calls under Option II, or other violations of this policy.

 

Responsibility

President or Appointment Authority:   

Assures compliance with this policy.  Annually approves certifications submitted by Division Vice Presidents that conditions which justified issuance of a cellular telephone or payment of a stipend still exist.

Division Vice-President:

Assures subordinates’ compliance with the University Cellular Phone Policy.  Submits annual certification to the President or Appointed Authority that conditions which justified issuance of a cellular telephone or payment of a stipend still exist.

Department Head:

Assures subordinates’ compliance with the University Cellular Phone Policy.  Certifies that conditions which justified issuance of a cellular telephone or payment of a stipend still exist.

Exclusion:

Any exceptions to this policy must be requested in writing through administrative channels to the President.

Questions:

Questions regarding this policy should be directed to Telephone Services.