Stanislaus COE | AR 3513.1 Business and Noninstructional Operations
Cellular Phone/Data Device
Employee-Owned Cellular Phone/Data Device Allowance Procedure
Eligibility for Cellular Phone or Data Device Allowance
Eligible staff in approved job classifications or positions requiring a cellular phone/data device may, with supervisor approval, purchase their own equipment and select a plan from a provider of their choice. Eligible staff will be paid a taxable allowance of $30 per month for cellular phones. Employees may select phones with features and services of their choice, but the allowance amounts will not vary to cover any additional costs.
Eligible staff in approved job classifications or positions requiring a data device must purchase equipment from Network Services approved vendor list which ensures support for the device.¬† Eligible staff will be paid a taxable allowance of $60 per month for cellular phones/data devices.¬† Employees may select devices from the approved vendor list with features and services of their choice, but the allowance amounts will not vary to cover any additional costs.¬† Employees who receive a $60.00 phone/data device stipend will not be eligible to receive Stanislaus County Office of Education-provided data plans.
Allowances for cellular phones/data devices will be paid in arrears through monthly payroll.¬† (For example, the October 31 payroll allowance pays for October.)
To initiate the allowance, a Cellular Phone or Data Device Allowance Request must be completed for each allowance-eligible employee and approved by the Division Assistant Superintendent/Division Director.¬† The original shall be forwarded to Business Services, Budget Control and then to Human Resources for processing. A copy should be retained by the department for audit purposes.
Continued Eligibility for Allowance
The employee must retain an active cellular phone or data device contract as long as the employee is receiving the allowance.¬† The employee's cellular phone/data device number must be provided to his or her department head and listed in the County Office directory. The cellular phone/data device shall be in the possession of the employee during work hours and the employee shall be readily available to work-related contact.
If business usage stops or significantly declines for a sustained period, the employee must notify his/her Division Assistant Superintendent/Division Director who will notify Human Resources in writing, as soon as is practical.
Use of the phone in any manner that is contrary to local, state or federal laws, or any policy of the County Office, will constitute misuse and will result in immediate suspension or termination of the allowance.
The Division Assistant Superintendent/Division Director shall be responsible for annual review of employee business-related cellular phone/data device use to determine if the allowance should be continued.
County Office-Purchased Cellular Phone/Data Device Procedure
The County Office shall purchase and provide cellular phones/data devices and/or two-way radios to employees in required or pre-approved positions. These devices shall be considered "listed property" in accordance with Internal Revenue Code. Listed property becomes a taxable fringe benefit if personal use occurs.
The Division Assistant Superintendent/Division Director shall determine which employee(s) need County Office-provided telecommunication equipment. Employees issued County Office cellular phones/data devices must sign the County Office Provided Cellular Telephone or Data Device Agreement prior to issuance. All changes, lost phones, and terminations shall to be reported to the County Office Telecom Specialist within 24 hours.
County Office-provided cellular phones/data devices shall be used solely for conducting official Count Office business.¬† Except in emergency situations personal use of County Office-provided devices is strictly prohibited.
Use of County Office-owned phone or data device in any manner that is contrary to local, state, or federal laws, or any policy of the County Office, will constitute misuse and will result in the County Office revoking the employee's access to said devices and possible disciplinary action.
(cf. 0450 - Comprehensive Safety Plan)
(cf. 3515 - Campus Security)
(cf. 3516 - Emergencies and Disaster Preparedness Plan)
(cf. 4040 - Employee Use of Technology)
(cf. 5131 - Conduct)
The Business Office shall distribute the cellular phone/data device bills to each department monthly. Departments shall audit bills monthly to ensure no personal use has occurred.¬† The Business Office shall maintain such audits for a period of three years.
Regulation STANISLAUS COUNTY OFFICE OF EDUCATION
approved: March 29, 2011 Modesto, California