Human Resources Manual

Policy No.: 5-17 This policy applies to:
Policy Name: Cell/Phone/Wireless
Communication Device (WCD)
Non-exempt staff
Effective Date: 08/01/10  Exempt staff
Revised:   Faculty

Purpose and Scope

This policy provides guidelines for wireless communication devices and plans that are paid by Loyola University New Orleans (the University). Wireless communication device (WCD) is specified as cell phones, data card services, personal digital assistant (PDAs), BlackBerry devices, iPhones, smart-phone devices, air cards or other telecommunication devices that have voice and/or data capabilities with a monthly service. This policy does not apply to pagers or mobile radios.

This policy is applicable to all faculty and staff of the University as referenced in the specific procedures and guidelines outlined below.

Policy:

The University will pay for a WCD and / or plan for authorized employees whose business duties require frequent use of WCDs. The appropriate Vice President, or designee, must authorize a WCD and / or plan for employees who meet the requirements for a University paid WCD and / or plan. Authorizations will be reviewed annually, on the University’s fiscal year basis (8/1 – 7/31). (No increase in budget is allowed to fund this expenditure.) A WCD and / or plan may be authorized if the job function of the employee requires them to be accessible outside of scheduled or normal working hours as a part of their job description and/or often requires them to be away from this/her office during the day. This excludes employees on short term projects.

Approval of WCD and / or Plan

Employees whose duties and responsibilities require them to carry a WCD are eligible for a WCD and / or plan. WCD benefits may be requested using the Wireless Communication Device and / or Plan Request Form located at http://finance.loyno.edu/financial-affairs/forms.

WCD and / or Plan

The appropriate Vice President, or designee, will decide whether the expense of the WCD equipment will be paid through their budget, depending on the responsibilities of the employee. These decisions will be reviewed annually. If the Vice President, or designee, approves the WCD equipment and / or plan expense, the University requires the employee to contact Telecommunications to assist the approved employee in obtaining a cost effective WCD plan. Telecommunications can take advantage of the number of service customers to negotiate a cost effective plan with the University approved carrier.

University paid WCD equipment is considered the property of the University. The University forbids any cosmetic or technical extras to be added to University paid equipment. If the employee pays for their WCD equipment and is not reimbursed for the expense of the WCD equipment, the WCD is considered the property of the employee. Cosmetic or technical extras that have no business purpose can only be added if the employee owns the equipment and pays the expense without reimbursement.

Any request for home internet service must be reviewed by the appropriate Vice President. The appropriate Vice President must review the request with the President of the University for final approval before incurring the expense.

Types of WCD Plans

The University has three levels of types of WCD plans:

  • Level One: EMT’s, Deans, Vice President and above – Full data plan, Unlimited Voice, Unlimited Text = $150/mo (Tethering users about $20 more).
  • Level Two: Assistant Vice Presidents, Associate Vice Presidents, Directors (who need to be constant contact with the office), employees on call 24 hours who need access to unlimited texting and employees who travel a significant amount of the time – 200MB data plan, Unlimited Voice, Unlimited Text = $125/mo.
  • Level Three: employees who travel less than 50% of the time and still meet the requirements, employees on call 24 hours – 900 minutes voice, unlimited text = $80/mo.

Any overages will be paid by the employee unless the business necessity can be documented. The employee is prohibited from receiving additional WCD benefits for the same or similar equipment or service from another University department.

In those circumstances where advanced features such as email, calendar integration, or push-to-talk capabilities are required for business purposes, approval by the Vice President, or designee, must be obtained to provide all or part of the funding of this advanced equipment.

Payment

The WCD expense is paid through Accounts Payable (AP). A check request or purchase order must be completed and approved by the appropriate Vice President or designee then sent to AP for processing. AP will keep a list of approved employees to verify check requests and purchase orders. Only approved employees’ WCD expense will be paid unless there is a special circumstance, e.g., a non-approved employee can be reimbursed for excessive business use of their personal WCD during an emergency situation (evacuations, traveling for business).

Business and Review Requirements

The appropriate Vice President or designee is responsible for an annual review of the business need for a University paid WCD plan to determine if the expense should be changed or discontinued. The annual review will occur before the close of the fiscal year so that adjustments can be made for the new fiscal year.

If an employee is terminated, resigns, transfers or is no longer eligible for a University paid WCD plan, the employee’s supervisor should submit a revised WCD Plan Request Form noting “Discontinue plan as of DAY/MONTH/YEAR” in the business justification section of the Form.

Note: misuse of the phone, i.e., using it in ways inconsistent with University policy or with local, state or federal laws, will result in immediate cancellation of the WCD plan.

Contract Changes or Cancellations

If, prior to the end of a WCD contract, a personal decision, employee misconduct, or misuse of the phone results in the need to change or end the WCD contract, the employee will bear the cost of any associated contract termination fees.

If, prior to the end of the WCD contract period, a University decision is made (unrelated to employee misconduct) which results in the need to change or end the WCD contract, the University will bear the cost of any associated contract termination fees.