Official Policies and Procedures of the Utah State Office of Education and Utah State Office of Rehabilitation. Page: 1 of 5

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1 Official Policies and Procedures of the Utah State Office of Education and Utah State Office of Rehabilitation Effective 10/06/10 Revision 9/01/13 Page: 1 of 5 Subject: Issuance, Accountability and Cost Reimbursement for Mobile Phones and Tablet Devices Purpose: This policy has been written to establish parameters and conditions of issuance and use of mobile phones and tablet devices using cellular data services of USOE official business. It also governs reimbursement of employees for business use of a personal cell phone or tablet device. POLICY Mobile phones may be provided, or the employee may be reimbursed for a portion of the cost of a personal phone used for business purposes to improve customer service, enhance business efficiency, provide safety and/or security, and facilitate employee contact and communication. For purposes of this policy, cell phone service includes a wireless cell phone plan associated with a tablet computer. 1) Issuance The employee s supervisor, in consultation with the section director, should determine the specific business purposes in issuing a mobile phone or cellular service for a tablet computer. The determination should include the following: Number of minutes needed for business purposes The need for text messaging for business purposes Whether a data plan is needed for business purposes Whether it is more cost effective to have the employee use an agency-provided phone or to reimburse the employee for a portion of the cost of a personal plan at the employer s discretion The most cost effective cellular phone plan, phone device or tablet computer and necessary accessories for business purposes The employee s willingness to sign the Cell Phone Agreement and to comply with this policy (see attached Cell Phone Agreement) If the most cost effective cell phone alternative is an agency-provided phone, the employee will be issued a phone that is within the current State of Utah mobile phone contracts. The support services coordinator may be a resource in determining the most cost effective plan and contract provider.

2 2) Reimbursement If it is determined that an employee will be reimbursed for use of a personal cell phone, the maximum amount that an employee can be reimbursed is as follows: Up to $30 per pay period or $65 per month for a voice-only or data plan Up to $50 per pay period or $108 per month for voice and data plans combined 3) Accountability Monthly mobile phone bills are given to the individual employee for review. The support services coordinator for each division should review monthly telecommunication bills for acceptable use of mobile phones. The employee s supervisor should review phone usage at least annually to determine whether the phone is still needed for USOE business, whether it would be more appropriate to reimburse the employee for a portion of his/her personal cell phone plan, that the most cost-effective plan is in effect, and that there is not excessive personal use. The employee is responsible for the loss of any mobile phone or accessories, and must pay for replacement of such unless the employee verifies that they were stolen or lost outside the control of the employee. The employee is also responsible for use or misuse of the mobile phone by others until the mobile phone is reported lost or stolen. Exceptions, on a case-by-case basis, may be made by the Superintendent or a Deputy/Associate Superintendent. Employees violating any provision of this policy may be subject to disciplinary action. 4) Business Use USOE owned mobile phones may not be used to: Conduct private business affairs. Distribute offensive or harassing statements. Disparage others based on race, national origin, sex, sexual orientation, age, disability, or political or religious beliefs. Distribute incendiary statements which might incite violence or describe or promote the use of weapons or devices associated with terrorist activities. Distribute or solicit sexually oriented messages or images. Employees are responsible for operating state-owned vehicles in a safe and prudent manner, and therefore must obey state law as it applies to mobile phone use in vehicles. Employees are discouraged from operating mobile phones while driving personal and state-owned vehicles. Discouraged operation of a mobile phone while driving includes: Use of a mobile phone, either hand held or hands-free.

3 Reading or responding to s or text messages while operating a state-owned vehicle. Employees should take steps to: Redirect incoming calls to voic . Make emergency calls after parking in a safe location. 5) Personal Use Personal use of a USOE-provided cellular phone is permitted to the extent that the use does not interfere with USOE business and does not result in a financial cost to the USOE. Plans selected should include a reasonable estimate of the number of minutes that are expected to be used per month for business use only. The plan s allotment of minutes, messages, pictures, etc., will apply first to any or all business use of the phone. If any of the phone allotment is left after business use is accounted for, the remainder may cover personal use. In the event that the plan s allotment is exceeded, the employee will reimburse the USOE for any personal use at the rate charged for the overage. USOE employees may carry personal cellular phones with them while on USOE time, but excessive use of personal cellular phones for personal business during duty hours is prohibited.

4 State-Provided Cell Phone or Tablet Agreement The Utah State Office of Education (Agency) has determined that, (employee) must have cell phone service for the following business reasons: The Agency needs to be able to contact the employee at all times for business emergencies. The Agency requires that the employee be available to communicate with customers and management and respond to important s when the employee is away from the office or off work. The Agency has determined that the most cost effective means of providing the employee with the needed access is to provide the employee with a state-paid cell phone for business purposes. Because the phone is provided to the employee for valid business reasons, and the type of plan and coverage selected is reasonably related to the State s needs, the value of the cell phone service is not taxable to the employee. The employee does not have to keep track of how many minutes are used for personal reasons. The following conditions apply: The employee agrees to use the cell phone substantially for business purposes. The employee agrees to abide by any applicable security policy or rule issued by the Agency or by the Department of Technology Services. Use of the state-provided cell phone will be terminated and the cell phone returned to the Agency when the business need for cell phone service is no longer justified or the employee leaves employment with the Agency. The employee agrees to report lost or stolen devices to the agency immediately. Personal use of the cell phone shall be minimal and shall not increase the cost of the service to the Agency. The employee agrees to pay for any personal use that increases the cost of the service, including any extra services not needed for business purposes. The employee understands that any data (personal or business) on the phone may be reviewed and disclosed in the event of a GRAMA request. The employee has read, understands, and will abide by Administrative Rule R895-7, Acceptable Use of Information Technology Resources. This agreement shall be annually reviewed by the employee and the Agency and initialed. Carrier, device, monthly costs, and plan(s) selected: Employee Signature: Supervisor Signature: Agency Head/Designee Signature:

5 Personal Cell Phone or Tablet Allowance Agreement The Utah State Office of Education (Agency) has determined that, (employee) must have cell phone service for the following business reasons: The Agency needs to be able to contact the employee outside of normal business hours for business purposes. The Agency requires that the employee be available to communicate with customers and department management and respond to important s while away from the office. The Agency has determined that the most cost effective means of providing cell phone service to the employee is for the employee to use his/her personal cell phone service for business purposes, and that the employee will be given an ongoing allowance to cover the business use. This allowance is NOT taxable to the employee because the allowance is provided to the employee for valid business reasons. The allowance is calculated on the services needed for business purposes and does not include extra services needed only for personal reasons, and the allowance does not exceed the cost of the service. The employee does not have to keep track of how many minutes are used for personal vs. business reasons. Allowance Amount Calculation: The cost of the combined voice and data plan is $ per month X 12 months = $ /26 pay periods = allowance amount of $ per pay period. The plan does not include any extra services not needed for business purposes. The following conditions apply: The employee agrees to use their cell phone for business purposes stated above. The employee agrees to abide by any applicable security policy or rule issued by the agency or by the Department of Technology Services. The employee will notify the employer if the cell phone service cost drops below $ per month. Allowances paid under this agreement will be discontinued when the business need for cell phone service is no longer justified or the employee is no longer employed by the agency. The employee agrees to report lost or stolen devices to the agency immediately. The employee understands that personal data on the phone may be reviewed by management or a court due to a GRAMA request. This agreement will be reviewed and initialed annually by the employee and the Agency. The employee will keep copies of his/her monthly cell phone bills on file for one year for audit purposes. The cell phone bill used to calculate the allowance amount is attached to this agreement. Carrier, device, monthly costs, and plan(s) selected: Employee Signature: Supervisor Signature: Agency Head/Designee Signature: The following is needed only if allowance amount exceeds policy limits of up to $30 per pay period for a voice only or data only plan or up to $65 for a combined voice and data plan: State Superintendent: