Revised August 1, 2004
For non-cellular (office or other land-line phones) personal long-distance telephone calls are not to be charged to University telephones. "Personal" includes telephone calls while consulting for which an employee receives compensation from other than the University.
University employees shall use a personal telephone credit card or other personal credit card for any personal long-distance calls placed from a University telephone.
Employees of the University whose University activities necessitate use of a wireless phone may be assigned a University phone, or may be reimbursed for business use of a personal phone under the following circumstances.
Each campus must establish procedures for requesting and approving the purchase of wireless phones, for acquisition of wireless phone service, and for monitoring usage and service plans. Campuses may impose stricter requirements than those stated below.
University Owned Cellular/Wireless Phones
A wireless phone may be provided for an employee's use to conduct University business. As departments determine who will be provided a phone, they should consider the following criteria:
- A requirement to travel frequently to do business, across a geographic area away from the home office, and great amounts of time are spent in a vehicle.
- A need for others to communicate with the employee about University business when the employee is away from their home office.
- A need for the employee to communicate with others regarding University business when the employee is away from their home office.
- The employee supports or is otherwise responsible for programs, services or systems that necessitate frequent and immediate communications throughout the day or after-hours.
When it is determined that it is in the best interests of the University, and funds are available, a wireless phone may be provided by the University for use by an employee, and wireless phone service obtained for its use. The lowest cost plan available to accommodate the particular business need shall be utilized.
Departmental Responsibilities for Cellular/Wireless Phones
Services must be obtained from telecommunications companies under contract with the University unless the necessary service is unavailable from a carrier under University contract. The service plan must be based on anticipated business usage and the plan must provide call detail. Departmental fiscal officers and other departments designated by the campus shall monitor usage to assure that the appropriate service plan is in place, based on business needs and most economical use.
The need for a University phone must be reviewed at least once a year, to verify that a University phone is still justified.
Departments must put in place a process that assures that monthly detail usage is monitored for personal use and that appropriate reimbursements are made for all personal usage of a University phone.
Each billing statement should be reviewed by the user and the department for accuracy, and if errors are discovered they must be reported promptly.
When an employee changes departments or leaves the University, any and all equipment (including chargers, extra batteries, hands-free devices, etc.) must be returned to the original department and service should be cancelled, transferred to another employee, or transferred to the new department.
Personal Use of a University Cellular/Wireless Phone
Personal use of a University cellular/wireless phone is highly discouraged. Employees must fully reimburse the University for all personal use of University provided cellular/wireless services. Reimbursement to the University for personal use shall be made in accordance with procedures established by campuses.
It is the responsibility of the employee to identify personal calls on each billing statement, and to submit reimbursements to the University within 30 days of the receipt of the bill. Reimbursement is calculated by dividing minutes used for personal calls by the total minutes used, then multiplying the result by the total phone charges.
On an annual basis, personal use may not exceed 15% of the minutes used. Departments or campuses may set lower limits or prohibit personal use entirely. When the department or campus determines there has been excessive personal use, the service should be cancelled and equipment returned to the department. The employee may obtain a personal phone at their own expense, and with administrative approval, may seek reimbursement from the University for business calls placed on the employee's personal phone.
NOTE: Federal regulations prohibit use of grant-funded wireless phones for personal calls.
Reimbursement For Use Of An Employee's Cellular/Wireless Phone For University Business
If an employee plans to use a cellular/wireless phone for personal calls in addition to calls for University business, the employee should purchase his/her own telephone, contract for service, and establish themselves as the billing entity. Bills should be sent directly to the employee's residential address, and the employee should pay them promptly.
Employees may submit a reimbursement request for business-related calls, excluding any related federal excise tax and Missouri sales tax. Cellular phone users must review the monthly telephone bill and certify that the calls for which reimbursement is requested were University business calls. Employees should complete a non-P.O. voucher and attach appropriate documentation including phone bills/statements. After approval has been received from the employee's administrative superior, the non-P.O. voucher and supporting documents should be routed to the Accounting Office.
Employee-Provided Wireless Phone As A Condition Of Employment
In some circumstances a department may determine that as a condition of employment an employee will obtain a cellular/wireless phone and make the phone number available for calls from the University.
Hand-Held Devices or Computers with Cellular/Wireless Capabilities
The policies for Cellular/Wireless Phones also apply to hand-held devices or computers, such as PDAs, with Cellular/Wireless Capabilities.
In certain instances, it may be beneficial to use pre-paid phone cards or plans in conducting University business. In such situations, departments are responsible for determining when an employee needs a prepaid phone card or plan, and ensuring that the prepaid phone card or plan is used solely for University business in accordance with long distance telephone service policies.
Cards and plans may be purchased only from campus-approved sources, using campus-approved procurement methods. Contact campus Accounting or Procurement to determine the appropriate sources, the process for acquiring the cards and plans, and the methods for tracking usage.
Campuses should establish policies and procedures to ensure accountability for use of the cards and plans. This may include setting dollar limits, such as per card or plan, or period of time, as needed to ensure accountability for any cards or plans acquired, and to balance the cost, risk, and benefit of the cards or plans.
On occasion University employees may have a business need for Internet service at a non-work location, such as at home or while traveling. The guidance below applies regarding the University paying for this service:
Ongoing Business Need
When there is a documented ongoing business need for Internet service at a non-work location (e.g., home), when funds are available, and with the appropriate approval, the University may pay for this Internet service.
The Internet service level must be in accordance with the business need. Any personal use must be incidental and must not add to the cost of the service. Written documentation of the business need, and justification for the service level must be prepared and agreed to by the employee and the appropriate approving official. A copy of the approval must be included with each payment request.
In some circumstances a department may determine that as a condition of employment an employee will obtain out of office Internet service for use in University business, at the employee's expense. This must be documented and agreed to by the employee.
Occasional Business Need
When there is an occasional business need for this service, such as for a business trip, the department may purchase or provide temporary Internet services for the employee, or may pay a pro rata share of the cost of the employee's personal Internet service based on University business usage. It is the responsibility of the department head to verify that the amount paid by the University is in proportion to the use for University business.
Approval
Campuses should establish procedures for documenting business need and for approval. Approval for ongoing business need should be by the Vice President, Vice Chancellor, Dean, Hospital Chief Executive Officer, or designee. Approval for occasional business need should be by the Dean, Director, Department Chair, or Department Manager.
Periodic Review
Periodically, or when an employee's responsibilities change, the employee's administrative superior should review the business need for out of office Internet service and discontinue unneeded service or obtain appropriate approval to make necessary changes to the service level.
Hand-Held Devices with Internet Capabilities
When a hand-held device, such as a PDA, has Internet capabilities, the rules for Out of Office Internet Service apply to the Internet Service. In circumstances where this device has wireless phone capabilities, and/or there is an incremental charge for usage, the limitations for personal use stated in the Cellular/Wireless Phones policies apply, and periodic reimbursement for all identifiable personal use must be made to the University by the employee.
