Phone/PDA Infrequent Use - $15 Frequent Use - $25

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1 IMPLEMENTATION OF POLICY 1. The requirements contained in this Policy apply to all new mobile device allowances and services approved after the effective date of the Policy. 2. All mobile devices and services to employees will be evaluated regarding approved business need by July 1, New approval forms will be required for all employees utilizing mobile devices or services. 3. For existing mobile devices, the College must transition all existing mobile allowances to conform to the requirements of this Policy no later than July 1, College provided mobile devices are issued by the IT Department. Except for rare instances, this practice is being phased out. Employees who currently use a College device may retain the device until it is obsolete, lost or otherwise rendered not useful. These devices must be returned to the IT Department when no longer used. 5. The IT Department maintains an inventory of all mobile devices whether on loan or issued to NWACC employees. 6. The allowances paid by College are subject to the following limits: 26-Pay Period Service Maximum Amount* Phone/PDA Infrequent Use - $15 Frequent Use - $25 Tablet or Similar Device Infrequent Use - $12.50 Frequent Use - $17.50 A one-time allowance of up to $100 towards the purchase of a new or replacement phone may be given with supervisor approval. 7. Such amounts are not intended to fully reimburse the employee for the total out-of-pocket costs, given that the mobile device is expected to be owned by the employee and used for both personal and business use. 1

2 * The College Cabinet Representative may authorize exceptions to the service allowance for an amount up to 50% above the maximum amounts for employees in travel status exceeding 100 days per fiscal year. Any other exceptions to the maximum allowances must be approved by the College President. MOBILE DEVICE TAXABLE ALLOWANCE & SERVICES APPROVAL 1. The department head is responsible for recommending which positions necessitate personal mobile device allowances and determining the source of funds for allowances. The College Cabinet Representative will have final approval authority for recommendations. Granting a mobile device allowance to an employee must be directly linked to the employee s college-related job duties and responsibilities. a. Classified hourly employees are not eligible for mobile device allowances. 2. The Mobile Device Allowance Enrollment form is used to request, justify and establish the allowance. 3. Annual reviews of mobile device allowances are required to be completed by June 30th of each fiscal year. 4. Documentation of annual reviews of departmental mobile device and/or services allowances will be completed by the Department Head and reported to the College Cabinet representative. 5. Copies of the approval forms used to process the mobile device allowances are retained by Finance in accordance with the record retention schedule. COLLEGE CABINET PROCEDURAL RESPONSIBILITIES 1. The appropriate College Cabinet representative is responsible for: a. Determining the appropriate mobile device allowance for the employee within the amounts authorized by this policy. b. Determining the source of funds to pay for a mobile device or service; c. Completing the necessary College forms to document approvals; 2

3 d. Ensuring the employee is made aware of the provisions of this regulation and any applicable College procedures; e. Annually reviewing the allowance amount to ensure that it remains appropriate for the employee s job duties and; f. Requiring a new application for change in job duties, functions or department; EMPLOYEE RESPONSIBILITIES 1. If the mobile device is owned by the employee, the employee is responsible for the following: a. Paying all amounts due as agreed between the employee and mobile device/ service provider; b. Ensuring devices capable of transmitting and storing data are compatible with the College s mobile device management system; c. Providing the College with the current access number of the communication device within five working days of activation; d. Securing the personal mobile device with a password if College and other College information are stored on that device; e. Conforming to established security policies, including device password complexity and expiration (NWACC Policy 7003); f. Notifying the College within five working days of deactivation of the device or service. An employee is prohibited from continuing to collect a monthly mobile service allowance when the device or service is no longer active or no longer needed for the performance of the employee s job responsibilities, and; g. Immediately notifying the College if a device which may contain NWACC data becomes lost or stolen. 2. If the mobile device is owned by the College, and the employee receives an allowance for its use, the employee is responsible for the following: 3

4 a. Ensuring the physical protection of the device from damage and unauthorized use; b. Ensuring that the device is returned to the College when it is no longer needed or the employee terminates employment with the College; c. Immediately notifying the College if a device which may contain NWACC data becomes lost or stolen. 3. If the mobile device is owned and fully supported on a college mobile plan, the employee is responsible for the following: a. Ensuring that the device is used only for official business (with the exception of incidental personal use). It is recognized that incidental use not initiated by the employee is possible, but it should be both infrequent and non-routine. In addition, there may be emergency or extenuating circumstances under which the phone is needed for personal use. Those occasions also must be rare and non-routine in nature. The employee should have no expectation of privacy in the individual s use, including information contained on the device. A College-owned device, and all information contained on the device, may be subject to examination by authorized College employees without notice; MOBILE DEVICE PROCEDURES Mobile device allowances are comprised of Monthly Mobile Plan payments for mobile device service plans as long as the College determines that the employee qualifies under this policy. 1. An allowance toward the use of a personal mobile device may be made to the employee upon determination of the business necessity of such a device by department management. A mobile device allowance is not considered an entitlement and is not part of an employee s base salary. 4

5 2. The mobile device allowance is paid in equal installments from departmental funds and is provided to the employee only for as long as the employee is in a position which necessitates the use of a device. 3. All approved mobile device allowances will be processed through the College payroll office with the approved mobile device allowance forms. 4. Normally, an employee may receive a mobile device allowance on only one device at a time. 5. A mobile device allowance may be established at any time during a fiscal year and may be changed or withdrawn at any time for any reason by the College. 6. State funds may be used for mobile device allowances. Restricted funds that specifically prohibit such allowances may not be used. 7. If an employee currently has a College-owned mobile device and the College elects to change the employee to a mobile device allowance, the device may be loaned by the College to the employee. The Mobile Equipment Loan Form should be used to document the loan of College owned mobile devices to eligible NWACC employees College devices will remain the property of NWACC and are to be turned into the IT department when no longer utilized. If the employee is no longer deemed eligible for an allowance; the device must be turned into the IT department. 9. Allowances paid to the employee are not considered entitlements and do not result in additional income or wages to the employee. 10. Allowance payments are not subject to retirement deductions. 11. The College will periodically review the allowance rate for monthly service plans. 5