This policy sets standards of eligibility for the receipt of a Heritage funded cellular telephone monthly usage reimbursement and an initial reimbursement for a cellular telephone handset purchase.
Who Needs to Know this Policy
All faculty and staff of the Heritage University community.
Website Address for this Policy
- Chief Financial Officer
- Director of Human Resources
Definitions and Responsibilities
Stipend – the monthly payment of funds to offset the business use of a personally owned cell phone plan.
Smart Phone – Any Cellular telephone designed with a touch screen and which is required by a cellular carrier to be activated with both a voice and data plan.
Heritage University will, at its discretion and in accordance with this policy, provide select employees a monthly stipend (payment) to offset the use of the employee’s personal cellular telephone account for Heritage related business.
A smartphone account, with data and email capability, will be reimbursed at the rate of $80 per month. Further, at the discretion of the CFO, if it is determined that a cell phone of the basic type with no data, email or text capability is sufficient for the needs of the department for which the individual works a $46 monthly stipend will be provided.
An employee approved to receive a cell phone stipend may request reimbursement for the purchase of a new cell phone. The reimbursement is $150 for a smart phone and $60 for a basic phone. A receipt for the purchase of the device must be presented to receive the purchase reimbursement. This reimbursement will repeat every 3 years to help defray the cost of handset upgrade.
The cell phone monthly stipend and cell phone reimbursement for a purchase of a new phone will be processed through Accounts Payable. Employee reimbursements can either be issued by check mailed on the last Thursday of each month or direct deposit into the employee’s bank account. These reimbursements are non-taxable, based on the premise that the stipend is paying for the portion of the phone use that is serving a business purpose. Employees are encouraged to cash their check stipends in a timely manner to prevent lost or misplaced checks and check re-issue fees.
All staff participating in the cellular reimbursement plan agree to have their cellular telephone number published in Heritage internal phone lists. Further, the participant agrees to immediately update the university on any changes to their cellular number.
The cell phone reimbursement stipend will be based on the type of cellular service and amount of business usage by the employee. According to the Call Stipend Allowable Schedule provided by the CFO, available through the MyHeritage employee intranet, the employee’s supervisor will determine the monthly cell phone stipend reimbursement based on the business needs of that department.
Stipend costs, as well as the cost of device reimbursement, will be charged to the department or program in which the individual receiving the reimbursement works or as determined by the CFO.
Who Needs to Know This Policy
This Policy applies to all employees, contractors, consultants, temporary and other workers at Heritage University main campus and all regional sites.
Below are general guidelines and examples to be used in determining eligibility for the reimbursement plan.
- Non-Exempt staff is generally excluded from this program except by special approval of the CFO and Provost. Human Resources will be involved if there is an exception here for calculation of compensation during hours “worked” while contacted outside of the individual’s normal work schedule and Wage and Hour regulations.
- Individual staff members who, by the nature of their work are frequently out of the office yet required as a function of their job or role to be immediately accessible by voice, text and email. This can include administrative staff and faculty.
- Technical support staff who, as part of a formal work order distribution system, send and receive complex texts and emails as part of their duties.
- Executive and other administrative personnel who are required by management to be available at all times day or nigh.
- Individuals designated as on-call persons
- Any other person or group as determined by management.
The CFO must approve all requests for coverage under the plan.
The CFO and Provost must approval all requests for exceptions.
Use While Operating a Motor Vehicle – The safety of Heritage University’s employees is critical to our ongoing success. Therefore, Heritage University requires all employees with a company supported Mobile Device to utilize hands-free equipment when using the Mobile Device while operating a University owned vehicle, personal vehicle, or rental vechiel for business.
Only voice calling with hands-free equipment is permitted. When dialing a number, employees should pull over to the side of the road for safety. kEmployees may also use voice activated calling or pre-programmed numbers providing it does not distract from safe driving. Any other Mobile Device enabled activity that prevents an employee from focusing on driving such as surfing the internet, text messaging, checking email, use of applications, or other activities, is prohibited.
The University requires its employees to adhere to all federal and state laws and regulations regarding the use of Mobile Devices.
Use in Accordance with University Code of Conduct – No employee is to use University-supported Mobile Devices for the purpose of illegla transactions, harassment, or obscene behavior, in accordance with other exiting employee policies.
Heritage University will not assume liability for personal wireless devices or the direct or indirect results of their use. Heritage University will not assume liability for early termination of employee paid personal wireless devices. Heritage University will not transfer any personal phone numbers to University issued Mobile Devices unless not transferring phone number would negatively impact a University Customer.
Cellular telephones and plans owned by the individual and supported monthly by Heritage University remain the property and sole responsibility of the employee.
Cellular Stipend Form
Related Policies and Resources
Cell Phone Use Policy