Contents Eligibility for University Reimbursed Cellular Phones:... 2 Cell Phone Reimbursement Options... 2 Option A: Reimbursement for Periodic

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1 Contents Eligibility for University Reimbursed Cellular Phones:... 2 Cell Phone Reimbursement Options... 2 Option A: Reimbursement for Periodic Business Use... 2 Option B: Monthly Stipend... 3 Option C: Departmental Shared Cell Phones... 3 Internet and Wireless Service... 3 Appendices: Cell Phone Reimbursement Forms... 3 For Use with Option A... 4 For Use with Option B... 5 For Use with Option C... 6

2 Alfred University Cellular Phone and Data Plan Policy (Revised August 2013) Effective August 1, 2013, the University is adopting a new policy regarding payment of cell phone and data plan services. Use the information in the options outlined below to assist you in determining whether these services are allowable business expenditures and if so, to select the appropriate payment method(s). Each divisional vice president, using a standard set of criteria, will determine the need versus convenience of cell phone or data plan usage. Eligibility for University Reimbursed Cellular Phones Cell phone expenses paid by the University are generally disallowed unless required by the department for the employee to complete his/her job responsibilities. Consider business necessity versus convenience: who needs to be reimbursed for their personal cellular phone. Eligibility Criteria for a Reimbursement: The position requires the employee to be mobile and to need simultaneous access to the phone, calendar or . Consider need versus convenience when making access determination; Employees who are mobile and who provide emergency support and back up to critical campus operations; The position continually requires timely, business-critical, two-way communications for which there is no reasonable, less costly alternative technology (such as two-way radios, pagers, etc.). Employees that currently use their personal cellular phones for periodic University business would continue to receive reimbursement for business calls but will do so under more specific guidelines for receiving payment (calls must be itemized to support reimbursement for business use). See Option A below. Cell Phone Reimbursement Options Option A: Reimbursement for Periodic Business Use With the approval of the respective divisional vice president and submission of an Alfred University Personal Cellular Phone Reimbursement Request Justification Form, employees may request reimbursement for the business portion of their personal monthly cell phone expenses. If the employee has a personal family plan, Alfred University will reimburse the business portion of the base plan only and related fees and taxes up to the business use percentage indicated. The amount requested for reimbursement would be the total monthly bill less the amount for personal use (Personal Use = total bill * personal % indicated on Reimbursement Request Justification Form). The balance of cell phone usage (100% less the personal use percentage indicated) equals the business use of the employee s personal cell phone. Please attach the entire monthly cell phone bill with itemized business calls (with business purpose noted) to support the amount of personal and business use percentages indicated. Deans and/or vice presidents must approve the Reimbursement Request Justification Form for employees within their college/division on a monthly basis. The vice president for academic affairs will approve reimbursement requests for the deans; the president will approve reimbursement requests for the vice presidents. To submit for payment, attach the completed Reimbursement Request Justification Form to a Check Request Form and send to the Business Office for processing.

3 Option B: Monthly Stipend With the approval of the respective divisional vice president, an eligible employee may receive a taxable allowance (i.e., a stipend paid to the employee) of $25.00 per month intended to offset a portion of the cost of a standard cell phone. Note: If an employee has a smartphone (combined data, voice, and texting), and such a device is deemed necessary based on their particular position, the allowance is $50.00 per month. To request an allowance, the employee must complete an Alfred University Cellular Phone & Data Plan Allowance Request Form. Deans and/or vice presidents must approve the Allowance Request Form for employees within their college/division on an annual basis. The vice president for academic affairs will approve allowance requests for the deans; the president will approve requests for the vice presidents. The authorized allowance amount will be paid to the employee during the standard payroll cycle. These allowance amounts are not benefits eligible. To submit for payment, send the completed Allowance Request Form to the Payroll Office for processing. Option C: Departmental Shared Cell Phones With the approval of the respective divisional vice president, if there is a demonstrated need or cost savings to the University for a department to acquire equipment for its area, it is allowable for the monthly bill to be paid directly by the University. An example of this type of usage would be phones purchased for on-call or for use only in University vehicles. These devices would utilize a minimum level of service (no data plan) and are not assigned to specific employees. The department director should complete an Alfred University Departmental Cellular Phone Request Form each fiscal year to be maintained on file in the Telephone Office. In the Business Purpose and Justification field of this form, please indicate the phone is for departmental or University vehicle use only. Deans and/or vice presidents must approve the Request Form for departmental phones or vehicle use only phones within their college/division on an annual basis. The vice president for academic affairs will approve requests made by the deans; the president will approve requests for the vice presidents. Going forward, cell phones utilized under Option C would be the only cellular phones billed directly to the University. Internet and Wireless Service Internet service has become a nearly universal household utility, similar to telephone service or electricity. As such, reimbursement for home service is generally disallowed unless required for the employee to complete his/her job requirements on a regular, ongoing basis. MiFi service paid by the University, either in full or partially, is disallowed unless an employee travels extensively and needs to access the internet for his/her job, where services might otherwise not be readily available or may be unreasonably expensive. Each divisional vice president, using a standard set of criteria, will determine whether reimbursement for service shall be granted. Appendices: Cell Phone Reimbursement Forms Note: these forms are available on the business office webpage to be downloaded and saved for your convenience in updating and printing on a monthly or annual basis, as applicable.

4 Alfred University Personal Cellular Phone Reimbursement Request Justification Form For Use with Option A Refer to the Alfred University Cellular Phone Policy for information about policies regarding cell phone service. Complete this form each month reimbursement is request by the employee. Employee Name & Cell Phone #: Employee ID#: Indicate Month/Billing Period: Name of Department: Job Title: Exempt Employee? Yes or No: Business Purpose/Justification: Provide a detailed explanation of the business purpose that this employee requires reimbursement for cell phone charges to conduct University business outside of regular business hours (or when the employee does not have access to an AU phone.) In other words, why reimbursement may be appropriate for the employee: Does the employee use this device for personal calls/messages? Yes No Indicate the allocation between business % and personal % usage of phone Percentages should total 100%. Name of Service Provider: Amount of Monthly Bill*: Reimbursement Request**: *Refer to AU Cell Phone Policy. If you have a personal family plan, AU will reimburse the amount of the base plan only and related fees and taxes up to the business use percentage indicated. **Total bill less amount for personal use (personal use = total bill x personal % indicated above). Employee MUST attach their entire monthly bill with itemized business calls (with business purpose noted) to support the amount of personal and business use percentage indicated. EMPLOYEE CERTIFICATION: I certify that I require the service for which I will be requesting reimbursement as it is necessary in order for me to conduct official AU business and that the reimbursement amount will be reduced by my approximate personal use. Employee Signature: SUPERVISOR CERTIFICATION: I certify that the above named employee requires the service indicated to conduct official AU business. Note: If the employee is a dean or vice president, only the authorized approval signature is required and the supervisor signature may be left blank. Supervisor Signature: Authorized Approval: Deans and/or vice presidents must approve a Cellular Phone Reimbursement Request Justification Form for employees within their college/division monthly. The provost will approve allowance requests for deans; the president will approve requests for the vice presidents. To request payment, attach this completed form to a Check Request Form and send to the Business Office for processing.

5 ALFRED UNIVERSITY PERSONAL CELLULAR PHONE REIMBURSEMENT REQUEST JUSTIFICATION FORM For Use with Option B Refer to the Alfred University Cellular Phone Policy for information about policies regarding cell phone service. Employee Name & Cell Phone #: Employee ID#: Name of Department: Job Title: Exempt Employee? Yes or No: Business Purpose/Justification: Provide the reason this employee qualifies for an allowance: Fund/Org/Account: *Choose one option Time Period of Allowance-Start *Cellular Phone Only (up to $25/mo) End *Cell/Data Device (up to $50/mo) Total Allowance Amount: (amount/month x number of months) NOTE: The annual amount covers the time period requested above. If no dates are provided, the start date will be the first pay period following receipt of this form in the Payroll Office; the end date will be June 30 th. Requests cannot cross fiscal years. Submit a new Allowance Request Form to the Payroll Office each year. EMPLOYEE CERTIFICATION: I certify that I require the service for which I will be receiving an allowance in order to conduct official AU business. I will promptly advise my supervisor if I discontinue my cellular phone service. Employee Signature: SUPERVISOR CERTIFICATION: I certify that the above named employee requires the service indicated to conduct official AU business. I will notify the Payroll Office immediately, in writing, if the allowance(s) should end prior to the end date indicated on this form. Supervisor Signature: Authorized Approval: Note: If the employee is a dean or vice president, only the authorized approval signature is required and supervisor signature may be left blank. Deans and/or vice presidents must approve allowance requests for employees within their college/division. The provost will approve requests for deans; the president will approve requests for the vice presidents. To submit for payment, send the completed form to the Payroll Office for processing.

6 ALFRED UNIVERSITY CELLULAR PHONE REIMBURSEMENT REQUEST JUSTIFICATION FORM For Use with Option C Refer to the Alfred University Cellular Phone Policy for information about policies regarding cell phone service. Name of Department: Director s Name & Departmental Cell Phone #: Business Purpose/Justification: Provide the reason this department requires a cell phone: Fund/Org/Account: Time Period of Usage-Start End Total Estimate of Cost: (amount/month x number of months) NOTE: The annual amount covers the time period requested above. Requests cannot cross fiscal years. Submit a new Request Form to the Telephone Office each year. DIRECTOR CERTIFICATION: I certify that the above referenced departments require the service to conduct official AU business. Director Signature: SUPERVISOR CERTIFICATION: I certify that the above named department(s) requires the service indicated to conduct official University business. I will notify the Telephone Office immediately, in writing, of any changes prior to the end date indicated on this form. Supervisor Signature: Authorized Approval: Deans and/or vice presidents must approve requests for departments within their college/division. To submit for processing, send the completed form to the Telephone Office.