This policy is under review and may be made consistent with the Policy on Acquisition and Use of Portable Communication Equipment and Related Services for MPP, Confidential, and Auxiliary Employees (
Policy
900-16). The proposed policy language has been submitted to the Chancellor’s Office to share with labor unions that represent California State University employees, and is subject to the meet and confer process.
POLICY:
It is the policy of the University to provide portable equipment and/or electronic communication access to any individual whose responsibilities at the University require the employee to be:
- 1. Available for consultation either outside normal work hours or when away from their work and location,
- OR
- 2. Able to access University systems from home or other remote locations.
The University reserves the right to either purchase the necessary equipment and electronic communication
access for the individual's use, or to reimburse the employee for all or a portion of the cost of personally owned equipment
or access.
Each department has the responsibility to determine when it is in the best interest of the University to provide this type of equipment and/or access to an employee, and that funds are available to pay for it. The decision to provide equipment or access must be approved by the employee's supervisor. That determination is accompanied by the responsibility to review charges monthly, review periodically the use of any equipment involved, and to assure that it is returned to the appropriate place when the employee using the equipment terminates employment or transfers to a different department within the University.
It is the policy of the University that any equipment and/or electronic communication access purchased by the University is used primarily for University business and not for personal purposes or for private gain or advantage.
PROCEDURES:
- 1. For Cell Phones, Pagers, and Similar Equipment Purchased by the University:
- a. The Cellular Telephone/Pager Use Agreement located at
http://www-admn.csun.edu/purch/forms/wireless_device.htm must be completed, approved and submitted to Purchasing and Contract Administration (Purchasing). Purchasing will assist, if necessary, in acquiring the necessary equipment.
- b. When monthly service plan charges exceed the approved amount, the employee must reimburse the University for the excess, unless the supervisor certifies to Accounts Payable that the excess was due to the conduct of University business. (Note: Frequent reimbursements will generate a review of the agreement by the supervisor to determine whether the service plan should be changed, or usage reduced.) A reimbursement from the employee will be treated as an abatement of cost, using the same chartfields used by Accounts Payable to record the original cost. The Department Deposit Transmittal Form located at http://www-admn.csun.edu/ucs/forms/dept_deposit2.htm will be completed and delivered to Accounts Payable for depositing of the employee's reimbursement.
- 2. For On-going Reimbursement to an Employee for University Business Use of a Personal Cell Phone, Pager or Similar Equipment, or Internet Service Provider Plan:
- a. The Internet Service Provided/Cell Phone Reimbursement Form located at:
http://www-admn.csun.edu/acctpay/forms/isp.htm must be completed, approved, and submitted to Accounts Payable.
- b. It is the responsibility of the department to periodically review documents demonstrating that the employee is incurring and paying the charges reimbursed by the University. The employee must reimburse the University any payments under this type of agreement that occurred after the employee ceased to incur the cost.
- 3. One-time Reimbursement to an Employee for University Business Use of a Personal Cell Phone, Pager, or Similar Equipment:
- a. Reimbursement under $50 will be processed through the University Cash Services petty cash system located at http://www-admn.csun.edu/acctpay/petty_cash.htm. Reimbursement exceeding $50 will be processed through Accounts Payable for issuance of a reimbursement check.
- b. In the event further reimbursement is requested by the employee, a review by the employee's supervisor to determine whether a regular reimbursement plan (described above) may be appropriate.
- 4. University Owned Equipment Used at the Employee's Home:
- a. The Off-Campus Home User Permit located at:
http://www-admn.csun.edu/ppm/asset/home_user.htm must be completed, approved, and submitted to Asset Management.
- b. The Permit for home use does not expire, but will be reviewed annually by the authorizing department.
RESPONSIBILITIES:
Specified within sections above.
REFERENCES:
Section 19990 of the California Government Code:
http://www.leginfo.ca.gov/cgi-bin/displaycode?section=gov&group=19001-20000&file=19990-19990.6
FORMS:
1. Cellular Telephone/Pager Use Agreement
http://www-admn.csun.edu/purch/forms/wireless_device.htm
2. Department Deposit Transmittal Form
http://www-admn.csun.edu/ucs/forms/dept_deposit2.htm
3. Internet Service Provider/Cell Phone Reimbursement Form
http://www-admn.csun.edu/acctpay/forms/isp.htm
4. Petty Cash Reimbursement: http://www-admn.csun.edu/acctpay/petty_cash.htm
5. Off-Campus Home User Permit: http://www-admn.csun.edu/ppm/asset/home_user.htm
Approved by the President
California State University, Northridge at 18111 Nordhoff Street, Northridge, CA 91330 / Phone: 818-677-1200 / © 2006 CSU Northridge
Last Updated: 6/4/2007
