Fort Hays State University > About FHSU > Academic Divisions > Office of the Provost > Faculty and Unclassified Handbook > Ch 6 Cell Phone
Office of the Provost
• Employees must make a formal request for issuance of a
University supplied cell phone by initiating a justification of need to their
immediate supervisor. The justification must indicate how the phone will
support the University's business, improve the employee's ability to do his/her
job, and/or provide efficiency that does not currently exist. The supervisor
must indicate agreement by attaching a memo supporting the request and
forwarding it to the next level supervisor. Ultimately the cell phone request must
be approved by the appropriate Vice President or designee.
• Once approved, the employee will receive a UNIVERSITY CELL
PHONE AGREEMENT and will sign said agreement indicating acceptance of the terms
of the issuance of a University Cell Phone. Upon completion of the Agreement,
the employee will be issued a cell phone by the Telecommunications Department.
• Personal calls should be held to a minimum and avoided if
possible. In the event personal calls are necessary the employee is responsible
for all personal minutes used including roaming and long distance charges. The
employee will reimburse costs related to each call either by applying a "per
minute cost," if the call is within the plan minutes, or by actual charges if
the call occurs in excess of the plan minutes. "Plan minutes" and "per minute
cost" will be defined in the "Cell Phone Agreement." Reimbursement for personal
use must be made to the University within fifteen days of receipt of the
itemized billing statement and reconciliation of same.
• The employee must not operate state vehicles while using the
• The employee is responsible for the loss of any cell phone
and must pay for replacement of the cell phone unless sufficient proof can be
supplied that the phone was stolen or lost outside the control of the employee.
Exceptions, on a case by case basis, may be made by the President or Vice
Presidents. Such exceptions are not binding and do not constitute a waiver of
the University's right to insist upon full reimbursement in any given case.
• If the employee wishes to purchase a phone other than what
is available by contract, the employee will be required to pay the difference
• Failure to comply with the above may result in requiring the
employee to surrender his/her University Cell Phone.
• Cell phones will be provided by the University for travelers
using State vehicles, for safety considerations, who do not have access to
another University cell phone or a personal cell phone. Employees requesting a
University Cell Phone while using a State vehicle will adhere to all rules
concerning personal use of said cell phone.
· Cellular service
for devices that are contracted and paid for by the University, shall include a
monthly billing statement for use by the University showing for each call the
date, time, length, billing charge and telephone number of the other party,
when such number is available.
UNIVERSITY CELL PHONE
By signing below I understand and agree to all the conditions
of issuance of a University Cell Phone.
1. I am responsible for all personal calls. Plan
minutes are set at ____ minutes per month at a rate of $_____ plus taxes per
month, both of which are subject to change. This equates to a per minute cost
of $_____ for all calls made within the plan minutes, which is also subject to
change. I also understand I am personally responsible for all long distance and
roaming charges that are applicable to all personal phone calls. I understand
this phone is to be used for University business and that although personal
phone calls are allowed they will be kept to a minimum.
I understand and agree that I will not
use the University Cell Phone in an unsafe manner while operating a motor
vehicle or other equipment provided by the State. I will also apply the same
required safety considerations of using a University Cell Phone while operating
a State vehicle while using my personal vehicle.
3. I understand and agree that if I lose
the cell phone I am responsible for paying for its replacement unless
sufficient evidence can be supplied that the phone was stolen or lost outside
my control. Exceptions may be made by the President or Vice Presidents.
4. I will choose a phone offered through
the University contract or I will personally pay the difference in cost of a
phone of my choosing.
I will make reimbursement to the
University for all personal calls within 15 days of receipt of the itemized
billing statement and reconciliation of the same. Said reimbursement will
include charges for personal minutes used including long distance and roaming
charges and applicable taxes. Cell phone billings are subject to audits by the
State as well as other entities. I also acknowledge that cell phone bills and
other documents are public records.
6. I agree to adhere to the Governor's
Executive Order regarding use of State issued cell phones.
7. I understand and agree that in the event
I do not adhere to any part of this agreement or the Governor's Executive Order
I may be subject to termination of access to the University cell phone and/or
other disciplinary action.
Agreed to this _____ day of _______________, 20__ by:
For use by the Department of Telecommunications:
Cell phone Issued:___________________________________
Business Use of
Personal Cell Phone:
In the event that an unclassified employee finds it unreasonable to
limit personal use of a University supplied cell phone, potentially
necessitating the need to carry both a personal and business cell phone, the
following option is available:
the University (Provost or appropriate Vice-President) determines an
unclassified employee, typically Director level or above, is required to be
available via cellular device to the University at any time, and a University
supplied cellular device is not determined to be reasonable, a maximum amount
of $80.00 may be added to an employee's monthly pay by completing an Additional
Pay Request Form for Use of a Personal Cellular Plan for University
Business. With the additional pay,
employees must independently contract for a personal cellular phone plan and
device which would then be used for both personal and business use. The additional compensation is intended to
cover the regular business use that is conducted on the individual's cellular
phone numbers for all individuals affected by this policy must be available for
contracts being issued for new employees should have a cellular phone
expectation built into the starting salaries.
REGARDING ADDITIONAL SALARY
FOR USE OF A
PERSONAL CELL PHONE FOR
1. It has been
determined that the undersigned employee is required to be accessible for
University business during all hours.
2. It has also been
determined that it is burdensome for the employee to carry a University
supplied cell phone and reimburse for personal use , which is restricted
therefore, the employee would need to carry a second personal cell phone.
3. Therefore the
University agrees to compensate the undersigned employee through additional
monthly salary an amount of $80 to allow the employee to have one cell phone
for both personal and business use.
4. The employee will
not request a University Cell Phone and will not expect any other reimbursement
for use of the personal cell phone for business purposes, nor will the
University have any further responsibility to the employee with regard to
his/her phone or cell phone plan, or the costs thereof.
5. I understand that
I am required to provide my cell phone number to my supervisor and I am
required to notify him/her immediately if I change my cell phone number.
6. I also understand
that any additional software required to make my phone compatible with
University systems is to be purchased at my expense and is considered
reimbursed as a part of the additional compensation.
Agreed to this ______ day of _________________, 20____.
Vice President/Provost Date
Vice President for Administration and Finance Date
and Planning Date
Approved by President's Cabinet (09-01-10)
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