Does anyone have a cellphone reimbursement policy they would be willing to share? Specifically, when the company doesn't own the device. Looking for a tiered reimbursement approach.
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Personal Use of District- Issued Cell Phones
No employee should have an expectation of privacy as to his or her use of a District issued cell phone. Upon resignation, termination, or at any time upon request, the employee will be required to produce the phone for return or inspection.
Cell Phone Use in Vehicles, at Work Sites, or While Operating Equipment
The District prohibits the use of cell phones or any similar devices while at any work site at which the operation of such device would be a distraction to the user and/or could create an unsafe work environment. At any work site, the employee must remove themselves from any potentially dangerous situation before answering or responding to text or phone calls.
If your job requires that you keep your cell phone turned on while you are driving, you must pull safely off of the road before taking a phone call, unless you are using a hands free device. Under no circumstances should employees receive or place phone calls, text message, check or respond to e-mails, and/or surf the internet while driving or operating equipment. Beginning on September 1,2017 it will be illegal to text while driving in Texas, in addition to being against District procedure.
Lost, Damaged, Stolen Property
Employees in possession of District owned cell phones are expected to protect the equipment from loss, damage or theft. If the assigned cell phone is lost or damaged, it must be reported to your Supervisor before authorization for a new cell phone can be approved by Purchasing.
Ownership of the Cell Phone Number
The phone number accompanying the specific cell phone issued by the District, is owned by the District, and can in no way be transferred to another phone for personal use.
Personal Cell Phone Reimbursement
Employees who are issued a District cell phone will not receive reimbursement for use of their personal cell phone. The employee will be given a new phone number with the District cell phone, thus replacing their personal number on the calling list.
Employees who are issued an allowance, through payroll, for business use of their personal cell phone are reimbursed at the following rates:
$0 per month - (no cell phone published, with alternate contact number)
$10 per month - Office Employees
The District use of personal cell phones is not a requirement of any employee, however if any employee elects not to be reimbursed for their personal cell phone, they are required to give an alternate phone number to be reached in case of emergency or extreme need.
The Employee will be responsible for notifying the District of any changes in their personal cell phone number.
Personal cell phone contracts, equipment, and accessories are the employee's responsibility and may be changed at any time with or without notice to the District. However, if a plan is terminated for any reason, notification must be given immediately to the District. Reimbursement for business use of cell phone will cease and an alternative telephone contact number must be provided.
Employees are not required to report minutes used for business purposes unless:
Should an employee request to be reimbursed for cell phone use in excess of basic monthly reimbursements (item a, above), an appropriate expense reimbursement will be submitted along with a copy of the prior month's personal cell phone bill highlighting the minutes used for business purposes. Such excess reimbursement request shall require the approval of the General Manager (or Designee).
Should an employee report time worked based on phone calls made/received during non-regular working hours (item b, above), the employee should document the time on their timesheet and attach an after hours District Phone Log to the timesheet. Supervisors should review the Phone Log and approve or deny time logged and submit to Payroll for processing. Please ensure that all payroll changes are submitted timely according to the due dates posted by Payroll and on the District Google calendar.
Violation of these procedures may warrant employment action up to and including discharge, depending on the severity of the violation. Any reasonable suspicion of violation of District Procedure should be reported to an employee's Supervisor and/or the Human Resources Department. Reports may remain anonymous as far as practical.
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