3515 R1 - Procedure for Use of District Cellular Phones

Adopted:
9/23/03

Revised:
12/08

10/12

4/13

Authorization to issue District cellular phone and/or Internet data service:

The school/program determines the need for a district cellular phone. This need must be based upon one or more of the following conditions:

a. Employee has regular responsibility to ensure student safety, or

b. Employee is required to respond to emergency calls on behalf of the District, or

c. Employee is assigned to a workstation that does not have regular telephone service

d. A school/program needs a cellular telephone that can be checked out to various employees

for temporary business needs (see Items a-c above).

For District paid access to the Internet, the need is based upon one or more of the following conditions:

a. Employee is required to have uninterrupted access to the Internet to fulfill District responsibilities while away from their workstation, or

b. Employee is regularly assigned to a workstation that does not have wireless Internet access.

Once the above has been established, the following steps apply based on the type of equipment and service you are eligible for:

DISTRICT PROVIDED: VOICE Only:

1. Assurance from the employee is obtained on the Application for District Provided Cellular Voice Service, B-192 agreeing that all personal and non-business related calls will be reimbursed to the district.

2. Budget authorization by the appropriate administrator is obtained on the same Application for District Provided Cellular Voice Service, B-192.

3. Approval of the Executive Director of Business & Operations is obtained on the same Application for District Provided Cellular Voice Service, B-192.

4. A completed Form B-192 , Application for District Provided Cellular Voice Service is emailed to the Technology Department.

5. The school/program/employee works with the district designee to purchase the Voice Only eligible free cellular phone.

6. The cellular equipment and service is added to the District’s cellular telephone account.

7. Upon receipt of the monthly cellular phone statement, employee must identify and reimburse the District for all personal and non-business related calls and text messages at the current specified district reimbursement rate which is published by the District Business Office up to the total bill for the voice service.

8. The school/program/employee must completely fill out the “green sheet” supplied with your bill from Technology, sign it and return it to the Technology Department along with any necessary payment, check only, within 20 days of receiving the statement. Statements are not mailed out in July and August. They are to be returned with the September statement.

9. The payment will be received by the Technology Department and a receipt will be issued to the school/program/employee that made the payment.

10. Access to the district cell phone will be restricted/suspended for employees with two or more outstanding monthly statements.

11. Employees will receive an email after they have exceeded 25% of personal use in a quarter. If they exceed 25% in the next quarter, access to a district cell phone will be rescinded. The quarterly reports will be run for January-March, April-June, July September and October-December.

DISTRICT PROVIDED: Voice and Data:

1. Assurance from the employee is obtained on the Application for District Provided Voice and Data Service, B-194 agreeing that all personal and non-business related calls will be reimbursed to the district.

2. Budget authorization by the appropriate administrator is obtained on the same Application for District Provided Voice and Data Service, B-194.

3. Approval of the Executive Director of Business & Operations is obtained on the same Application for District Provided Voice and Data Service, B-194.

4. A completed Form B-194, Application for District Provided Voice and Data Service is emailed to the Technology Department.

5. Employee authorizes monthly payroll deduction for 20% of the cost of the district provided data plan. District will only pay for one data plan on one device per employee.

6. Employee will work with District Payroll to fill out necessary paperwork to put payroll deduction in place. Once this is completed, Payroll will notify the Technology Department.

7. The school/program/employee works with the district designee to purchase the District standard voice/data phone.

8. The cellular equipment and service is added to the District’s cellular telephone account.

9. Upon receipt of the monthly cellular phone statement, employee must identify and reimburse the District for all personal and non-business related calls and text messages at the current specified district reimbursement rate which is published by the District Business Office up to the total bill for the voice service.

10. The school/program/employee must completely fill out the “green sheet” supplied with your bill from Technology, sign it and return it to the Technology Department along with any necessary payment, check only, within 20 days of receiving the statement. Statements are not mailed out in July and August. They are to be returned with the September statement.

11. The payment will be received by the Technology Department and a receipt will be issued to the school/program/employee that made payment.

12. Access to the district cell phone will be restricted/suspended for employees with two or more outstanding monthly statements.

13. Employees will receive an email after they have exceeded 25% of personal use in a quarter. If they exceed 25% in the next quarter, access to a district cell phone will be rescinded. The quarterly reports will be run for January-March, April-June, July-September and October-December.

Data Only:

1. Assurance from the employee is obtained on the Application for District Provided Cellular Data Service, B-193 agreeing to abide by the District’s policies on Internet Use.

2. Budget authorization by the appropriate administrator is obtained on the same Application for District Provided Cellular Data Service, B-193.

3. Approval of the Executive Director of Business & Operations is obtained on the same Application for District Provided Cellular Data Service, B-193.

4. A completed Form B-193, Application for District Provide Cellular Data Service is emailed to the Technology Department.

5. Employee authorizes monthly payroll deduction for 20% of the cost of the district provided data only plan. District will only pay for one data plan on one device per employee.

6. Employee will work with District Payroll to fill out necessary paperwork to put payroll deduction in place. Once this is completed, Payroll will notify the Technology Department.

7. The school/program/employee works with the district designee to purchase the District standard data card.

8. The cellular equipment and service is added to the District’s cellular telephone account.

9. No review of a monthly bill or statement is required on the part of the employee, however, the District reserves the right to audit an employee’s access of the Internet using district-owned equipment.

Authorization to pay taxable stipend for cellular phone and/or Internet data service:

The District may agree to pay a taxable stipend to cover 80% of the cost of cellular equipment and monthly service when the need is based upon one or more of the following conditions:

a. Employee has regular responsibility to ensure student safety, or

b. Employee is required to respond to emergency calls on behalf of the District, or

c. Employee is assigned to a workstation that does not have regular telephone service

d. A school/program needs a cellular telephone that can be checked out to various employees

for temporary business needs (see Items a-c above).

For District paid access to the Internet, the need is based upon one or more of the following conditions:

a. Employee is required to have uninterrupted access to the Internet to fulfill District responsibilities while away from their workstation, or

b. Employee is regularly assigned to a workstation that does not have wireless Internet access.

Once the above has been established, the following steps apply based on the type of equipment and service you are eligible for:

Voice and Data:

1. The employee submits an Application for District Stipend for Voice and Data Service, B-196.

2. Budget authorization by the appropriate administrator is obtained on the same Application for District Stipend for Voice and Data Service, B-196.

3. Approval of the Executive Director of Business & Operations is obtained on the same Application for District Stipend for Voice and Data Service, B-196.

4. A completed Form B-196, Application for District Stipend for Voice and Data Service is emailed to the Payroll Department.

5. Payroll Department sets up system to pay monthly taxable stipend.

6. Employee selects and pays for equipment and service plan from personal funds. Employees who receive a stipend must keep their cellular service active and make their cellular telephone number available to the District for emergency calls both during and outside of regular working hours.

Data Only:

1. The employee submits an Application for District Stipend for Data Only, B-195.

2. Budget authorization by the appropriate administrator is obtained on the same Application for District Stipend for Data Only, B-195.

3. Approval of the Executive Director of Business & Operations is obtained on the same Application for District Stipend for Data Only, B-195.

4. A completed Form B-195, Application for District Stipend for Data Only is emailed to the Payroll Department.

5. Payroll Department sets up system to pay monthly taxable stipend.

Annual reviews:

On an annual basis, usually in July, the following will be reviewed and changes may be made, if needed:

a. The list of employees with district provided cellular equipment and voice/data service.

b. The list of employees being paid a stipend for voice and/or data service.

c. The cost of district provided data only service, and 20% payroll deduction. ($9.50 per month)

d. The cost of district provided data service when combined with a voice plan, and 20% payroll deduction. ($5.48 per month)

e. The average cost of data only service plans, and 80% stipend amount. ($51.50 per month)

f. The average cost of voice and data service plans, and 80% stipend amount. ($90.47 per month)

g. The cost per minute for voice call. ($.25)

h. The cost per incident for text message ($.10)

Non-Eligible Employees

Employees who do not qualify in any of the above categories can submit for reimbursement for business related calls.

Eligibility

District owns equipment and service plan

Taxable stipend is paid to employee

Reimbursement request submitted

VOICE only –

· Have regular responsibility to ensure student safety, or

· Are required to respond to emergency calls on behalf of the District, or

· Are assigned to a workstation that does not have regular telephone service

Employee reviews monthly itemized bill and reimburses the District for any personal calls. No more than 25% of minutes of use in any quarter.

Equipment: free cellular phone


Employee submits reimbursement request with details of business calls made. Limited to total bill.

Employee buys equipment and service plan and makes cellular telephone number available to District.

DATA only –

· Need to have uninterrupted access to the Internet to fulfill District responsibilities while away from their workstation, or

· Are regularly assigned to a workstation that does not have wireless Internet access

Employee authorizes monthly payroll deduction for 20% of the cost of data plan.

District will only pay for an Internet data plan on 1 device per employee.

Equipment: Air card or tablet with 3G/4G

District pays taxable stipend to cover 80% of cost of equipment and service.

Employee buys equipment and service plan and makes cellular telephone number available to District.

District will only pay for an Internet data plan on 1 device per employee.


VOICE and DATA –

Meets eligibility for BOTH voice and data

Employee reviews monthly itemized bill and reimburses the District for any personal calls. No more than 25% of minutes of use in any quarter.

Employee authorizes monthly payroll deduction for 20% of the cost of data plan.

District will only pay for an Internet data plan on 1 device per employee.

Equipment: iPhone

District pays taxable stipend to cover 80% of cost of equipment and service.

Employee buys equipment and service plan and makes cellular telephone number available to District.

District will only pay for an Internet data plan on 1 device per employee.

Employee submits reimbursement request with details of business calls made. Limited to total bill.

No reimbursement for data plan.

Not eligible for regular district-paid voice and data services



Employee submits reimbursement request with details of business calls made. Limited to total bill.

Examples:

VOICE only

Traveling Nurse (student safety)

Transportation Director (emergency calls)

Security Monitor (workstation without telephone service)

DATA only

BECCA Specialist – used when at courthouse (uninterrupted access to Internet)

CTE Construction teacher on Rotary house site (workstation without access to Internet)

VOICE and DATA

Building level administrator

Community Relations Manager

District and building level administrators available 24/7

Procedures

1. All requests for district cellular phones and Internet data plans go through the Executive Director of Business & Operations.

2. An annual review of voice and data plans will be done by business service to insure that individual usage is still relevant.

3. The cost of a standard equipment and service package will be determined by the Business Office and adjusted annually. The equipment would be paid for over a 24 month period.

4. Employees are prohibited from putting personal cellular and/or data service plans on district owned equipment. (You cannot use district funds to purchase a tablet with 3G/4G, then put your personal plan on it. If you do not qualify for district-paid data service, you cannot buy equipment that will provide it).


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