Cellphone Reimbursement Procedure

Cellphone Reimbursement Procedure

Appropriate Usage:

The reimbursement recipient is responsible for paying the monthly fee and purchasing a phone (replacement) or accessories when necessary. If the user terminates the cellphone service, they are responsible for alerting their supervisor and terminating the reimbursement.

Other relevant University policies include, but are not limited to:

1. Acceptable Use Policy
2. Information Security Policy
3. Electronic Mail Policy
4. Electronic Mail Guidelines
5. Proper Use of Information Resources, Information Technology and Networks Policy
6. Business and Special Expense Policy

Employee Responsibilities:

The Employee (reimbursement recipient) is responsible for:

1. Provide the supervisor and necessary co-workers with the cellphone number.
2. Answer and respond to calls and text messages appropriately and in a timely manner.
3. Purchasing a phone and maintaining a cellular plan that meets their needs and the needs of the university.
   1. The University has contracts with cellular providers that provide discounts on purchases and monthly fees. Please see the university website for more information on current provider discounts.
   2. These discounts may change or be removed as the relevant contract(s) are renegotiated.
4. The employee chooses which carrier and phone they utilize. Carrier selection is not limited to a certain provider; it must be a reliable carrier with reliable service.
5. The employee is required to follow all the corresponding policies and procedures covering university data and access if the phone is going to be used to receive/send email, access One Drive, MS Teams, or any other university system.
6. Additional costs for enhanced features, international travel, or overages are the responsibility of the employee.
7. The employee is responsible for all charges on his/her personal wireless plan. If the employee leaves the position that is eligible for a reimbursement, he/she continues to be responsible for the contractual obligations of his/her wireless plan. Ferris State University assumes no liability for cancellation charges, or any other charges associated with an employee’s use of a cell phone.
8. The employee is personally responsible for complying with international, federal, state, and municipal laws and university policies regarding the use of wireless phones and other communication devices, including but not limited to use while driving.
9. Ferris State University assumes no liability for the employee’s failure to observe applicable laws and regulations, and the employee agrees to indemnify, hold harmless, and defend Ferris State University and its officers, agents, and employees from all liability and/or claims in relation to any personal injuries to any person whatsoever, or any losses or expenses due to such personal injury or due to instances of or damage to personal property, arising from or related to the use of the employee’s cellphone for business and/or personal use purposes.
10. The employee must exercise discretion when transmitting confidential business-related information over any wireless network.
11. Employees must take appropriate measures to ensure FERPA and HIPAA guidelines are not violated.

Departmental Responsibilities:

The Manager, or designee, is responsible for:

1. Determining if an employee’s job duties necessitate the need for a cell phone reimbursement.
2. Determining the source of funding.
3. Completing necessary forms to document approval.
4. Sending the form to payroll for processing.
5. Employees receiving the cellphone reimbursement will be reviewed on an annual basis.
6. Adjusting or removing reimbursements when employees’ positions change.

References:

For additional questions, please refer to:

• Cellphone Reimbursement Policy 2024:06
• Cell Phone Reimbursement Request Form