MONTEREY COUNTY POLICY ON BUSINESS USE OF CELLULAR PHONE & WIRELESS PERSONAL DIGITAL ASSISTANT DEVICES
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1 MONTEREY COUNTY POLICY ON BUSINESS USE OF CELLULAR PHONE & WIRELESS PERSONAL DIGITAL ASSISTANT DEVICES I. PURPOSE AND SCOPE This policy creates uniform standards related to cellular phone and wireless personal digital assistant (PDA) equipment used for County business purposes by elected officials and County employees. This policy intends to minimize the administrative costs of compliance with federal and State of California tax rules while providing a fair and practical reimbursement plan for employees conducting County business on these communication devices. II. DEFINITIONS A. Business Use: Work-related tasks required to perform County assigned duties. B. Cellular Phone: The phone, adapter, battery pack and other accessory equipment specific to the phone used for County business purposes. C. Wireless PDA: Device that provides an always-on end-to-end solution, combining hardware, software, and wireless connectivity, offering a complete , messaging, and organizer solution. III. ELIGIBILITY A. Eligibility Criteria. Elected Officials and Department Heads: All department heads and elected officials are eligible to receive a cellular phone and wireless PDA device. General County Employees: Department heads and elected officials shall determine which employees will require cellular phones and wireless PDA devices for business use related to their functional area. Sufficient justification exists for assignment of cellular phone and wireless PDA service when the department head or elected official determines that the employee s business use involves: 1. Wide mobility and simultaneous access to the communications network; or 2. Timely, business critical two-way communication for which there is no reasonable alternative technology; or 3. Emergency support and back up from a mobile environment; or 4. Special circumstances necessary for the efficient and effective operation of County business. MONTEREY COUNTY POLICY Page 1 of 4
2 IV. OWNERSHIP OPTIONS AND RESPONSIBILITES A. Employee Purchased, Owned and Operated. Privately owned cellular phones and wireless PDA devices may be used for a combination of personal and business use. The County will provide an allowance to eligible employees for the purpose of offsetting the costs for business use of such communication devices. The employee receiving such allowance will be solely responsible for the costs of private ownership including but not limited to the purchase, activation, maintenance, support, monthly usage, late fees, interest, term commitments and replacement of such devices and any increase in personal income tax liability. Any employee who receives an allowance may add extra services, equipment or features as desired at his/her own expense. B. County Purchased, Owned and Operated. County owned cellular phones and wireless devices shall be used exclusively for County business purposes except for occasional and infrequent use necessary for personal emergencies. Failure to comply with any part of this provision and IRS regulations may result in eliminating the use of county owned cell phones by the employee. V. CELLULAR PHONE AND WIRELESS PDA SERVICE REQUIREMENTS A. Specified Services, Coverage and Equipment. Department heads may require for business related purposes that an employee be required to use a County purchased, owned and operated cellular phone or wireless PDA device for County business purposes. However, the employee may elect to utilize their own (Option A) personal cellular phone or wireless device as long as the device is compatible with County communication systems, software and networks, and has the pre-approval of the department head. When a department head for business purposes requires specific equipment and/or services, which are privately owned, the allowance assigned to such employee shall consider the actual cost of any such requirements (Option A). As an alternative, the department head may provide the employee with the required equipment and services (Option B). B. Maintenance of Coverage. Any employee who receives an allowance for providing a cellular phone or wireless PDA device for County business use shall maintain active service while receiving such allowance. Such communication devices shall be readily available for two-way communication during normal or special work hours, when responding to an emergency and/or when placed on standby by or call-back pay status. C. Security and Reporting Requirements. Any employee who uses a cellular phone or wireless PDA device for County business use shall protect their communication device against loss, theft or damage and shall report the loss of theft of a wireless PDA device to the County Information Technology Department and their supervisor as soon as possible for security reasons. D. Compliance with Applicable Laws and County Policies. Any employee who uses a cellular phone or wireless PDA device for County business use shall comply with all local, state and federal laws and County policies related to such use. MONTEREY COUNTY POLICY Page 2 of 4
3 VI. ALLOWANCE PLAN FOR PRIVATELY OWNED EQUIPMENT A. Authority to Determine Appropriate Tier. Department heads and elected officials shall determine the appropriate tier allowance for each employee within their area of responsibility who requires a cellular phone or wireless PDA for business use. B. Basis of Tier Allowances. This policy does not intend to cover the full cost of an employee owned and operated phone. It does intend to cover the prorated cost for business use so that the County maintains responsibility for payment of its operational costs incurred by its employees. C. Cellular Phone/Wireless PDA Allowances. There shall be a multi-tier reimbursement plan for employee purchased, owned and operated equipment based on assigned work duties as follows: 1. Tier 1 Allowance - $30.00 per month. 2. Tier 2 Allowance - $45.00 per month. 3. Tier 3 Allowance - $60.00 per month. 4. Tier 4 Allowance - $50.00 per month. Note: Tier 4 is an additional amount to cover those employees that also require Data Service. Tier 4 would be added to either Tier1, 2 or 3. D. Cellular Phone Allowance Values. Department heads and elected officials shall use the following schedule in deciding as a guideline to set the appropriate tier allowance for regular monthly use of cellular devices. Combined Personal and Business Use of Employee Purchased, Owned and Operated Equipment. Tier 1 Business Use of Cellular Device up to 250 minutes per month Tier 2 Business Use of Cellular Device up to 500 minutes per month Tier 3 Business Use of Cellular Device up to 750 minutes per month Tier 4 Business Use of Cellular Device with Data Service E. Payment. Any cellular phone/wireless PDA or Data Service allowance will be paid through the County payroll system upon receipt by the Auditor s Office of an authorized Cellular Phone/Wireless PDA Service Request form along with an approved Employee Status Maintenance Transaction document (ESMT). Such forms shall be completed for any new, change or cancellation of services or eligibility for any allowance. Employees put into a paid leave status shall not be affected, and shall continue to receive their approved allowance. However, no allowance will be paid to an employee that has been put into either an unpaid leave status, is permanently assigned a County MONTEREY COUNTY POLICY Page 3 of 4
4 owned and operated cell phone or wireless PDA device, or terminates service coverage, all which shall become effective immediately. The employee approved allowance will be paid for the first full month of cellular phone/wireless and/or data service coverage after the Cellular Phone/Wireless PDA Service Request Form is approved by the department head, and the appropriate Employee Status Maintenance Transaction document (ESMT) and supporting documentation are received by thy Payroll Division of the Auditor-Controller s Office. Due to internal controls no retroactive requests for allowance payments will be processed; all allowances must have the pre-approval of the employee s department head and must be properly and completely activated by the County Auditor/Controller s Office before activation of a cellular device for reimbursement. It shall be the full responsibility of the requesting employee to ensure that the allowance request has been fully and properly approved. Allowance payments will be included on the first payroll check of the month following the receipt, acceptance and activation by the Auditor/Controller s Office. Employee shall be fully compensated for all approved and authorized cellular services related to this policy. F. Allowance Change/Cancellation. Any employee who receives a monthly allowance and thereafter terminates service, receives a substitution of County owned and operated equipment or moves to an unpaid leave status, shall submit to their supervisor a revised Cellular Phone/Wireless PDA Service Request form indicating the change. Department heads and elected officials shall transmit such document with an approved Employee Status Maintenance Transaction document (ESMT) for any allowance change or cancellation of allowance to the Auditor-Controller s Office within five (5) business days of the change in status. Terminations/Changes will occur effective the first full month after receipt in the Payroll Division. No retroactive adjustments will be processed. G. Determining Allowance or Reimbursement Amounts for Business Use of Cellular Phones. In determining the appropriate allowance amounts and costs to reimburse an employee, department heads and elected officials may consider recent service and equipment invoices, historical records of number of minutes used for existing County cellular phones and PDA devices on persons with the same or similar job duties, quotes from service and equipment providers and the information provided by the affected employee. MONTEREY COUNTY POLICY Page 4 of 4
5 County of Monterey Cell Phone and Wireless Personal Digital Assistance (PDA) Device Authorization Form Instruction Sheet Below are the steps to be used to complete and process the Device Authorization Form to comply with the Monterey County Policy on Business Use of Cellular Phone & Wireless PDA Devices. Step 1) Step 2) Step 3) Complete and sign the Cell Phone and Wireless PDA Device Authorization Form and submit the original to your Department Human Resource (HR) representative. HR will be responsible for ensuring that the document is complete, approved by your department, and that the necessary signatures are on the form for processing. HR will submit the completed original form to the Auditor/Controller. A Personnel Action Form including the stipends is required as noted in the Cell Phone Policy. Auditor/Controller will process the form and payroll payments will be adjusted in accordance with the policy. If you have any questions or concerns on this process, please direct them to your Department HR/Payroll Coordinator. Revised: January 2012
6 Cell Phone and Wireless Personal Digital Assistance (PDA) Device Authorization (See Monterey County Policy) Employee Name: Employee ID: Title: Dept: Phone/Ext: Indicate choice by circling: A or B Option A) Monthly Calling Plan Allowance This is a business use plan therefore additional receipts and documentation are not required. Cell phone allowance is not eligible for reporting to PERS.. Initials: Option A The employee listed above is eligible and authorized to receive a monthly calling plan allowance as indicated below: Standard Usage $30 Tier 1 Data Plan $50 Heavy Usage $45 Tier 2 (In addition for Data Service) Exceptionally Heavy Usage $60 Tier 3 By accepting the monthly cell phone allowance I do hereby agree to use my own personal cell phone so that I may be reached during regular business hours and/or during emergencies when applicable. I agree to have a working cell phone and to furnish the County of Monterey with a valid working cell phone number at all times. I further agree to contact my supervisor and payroll office if I change or cancel cell phone services. Failure to contact the payroll office may result in a repayment of the allowance. Initials: Option B) County Purchased, Owned & Operated Employee agrees to use their County owned Cell Phone exclusively for County business purposes except for occasional and infrequent use necessary for personal emergencies.. Office of the Auditor-Controller reserves the right to terminate employee s cell phone authorization if excessive personal calls are made and/or the employee fails to follow the County Policy. Initials: Comments: I have read, understand, and agree to comply with County of Monterey Cell Phone and PDA Policy for Cellular/PDA device use. I acknowledge that my cell phone/pda account records may be considered disclosable public records by law. The County is permitted to, but has no obligation to, assist in any Public Record Act matter associated with my cell phone/pda. Employee Signature Manager/Supervisor/Director Approval Date Date Date Phone Received: Cell Phone Number: Revised: January 2012
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