Policy Title: Wireless Communication Stipend Policy for Existing University-issued Cell Phones
and Mobile Communication Devices
Responsible Office: Purchasing Office
Effective date: 1/1/17
Scope: This policy applies to University Staff and Administrators
Policy
The University recognizes that there are several employees currently with University-issued cell phones
and/or other mobile communication device. Given the ubiquity of these devices and recognizing that
they are often used for both business and personal purposes, the University will no longer provide full
payment (equipment and/or monthly service plan charges) for existing University-issued cell phones or
other mobile communication devices, except for certain positions designated by the respective sector
leader as First Responders. Other employees who currently have a University-paid device and/or
service plan may be eligible for a Wireless Communication Stipend (WCS) if their sector leader
determines that the position requires that the employee be in excessive contact with their supervisor or
other University constituents outside of normal business hours for work-related functions and/or
emergencies.
Eligibility
Criteria for First Responders
Designated First Responders are employees who have been identified as critical responders by the
Sector Leaders (Provost, CFO, General Counsel & EVP for Mission). Due to the nature of their jobs,
these employees must be immediately accessible in the event of a University emergency. University
First Responders will continue to receive a University-issued cell phone and associated monthly plan.
Criteria for Wireless Communication Stipend
Employees with an existing University-paid cell phone whose position is not considered a First
Responder by their sector leader may be eligible to receive a Fixed Monthly Stipend of $50 if their
sector leader determines that there is an official business need to be in contact with the employee,
above and beyond normal business communications. Normal business communication is considered
using a device to communicate occasionally with colleagues or supervisors (both during and after
business hours) or for mobile access to University resources, such as email. Employees using cell
phones for normal business communication will not be eligible for a stipend. The stipend is intended
to reimburse the employee for the business use of the device, not to fund the cost of the device
nor pay the entire monthly bill.
Once approved by the Sector Leader, the stipend will be automatically reimbursed monthly through
Payroll. Only one stipend will be given per eligible employee. Employees with University-issued iPads
or other tablets will no longer receive payment for these devices. The stipend will not be subject to
income tax withholdings. Sector Leaders are responsible for reviewing the eligibility for stipends
annually. Any employee receiving a monthly stipend must inform the University when eligibility criteria
are no longer met, or when the wireless service has been canceled. Any technical issues that arise
should be addressed with the vendor supplying the device.
Policy questions should be directed to the Purchasing Office.