VII .58
USE OF CELLULAR TELEPHONES AND PAGERS
POLICY
The Board recognizes the value of cellular telephone technology and pagers to
enhance the productivity of authorized staff members in the performance of their
work. The Board further expects that the use of such equipment will be limited to
work related activities, and holds staff accountable for the use and misuse of these
resources.
The Board’s Financial Management Office is responsible for tracking the
assignment of telephone equipment and the associated costs. The County Auditor
requires all costs associated with personal use be reported to them as a taxable
fringe benefit.
The superintendent shall develop procedures to implement this policy.
This policy replaces the previously effective Policy VII .58, adopted February 17,
2015.
Approved by Legal Counsel: ___ ____________________
First Reading:
December 8, 2015
Date Approved:
December 8, 2015
Effective Date:
January 8, 2016
VII .58
USE OF CELLULAR TELEPHONES AND PAGERS
PROCEDURES
1. Department Directors must designate and authorize staff members within
their department who are to be assigned Board-owned cellular telephones
and pagers.
2. Staff members in possession of a Board-owned cellular telephone and
pagers are expected to protect them from loss, unauthorized use, damage or
theft. If damage, unauthorized use, loss or theft occurs, it must be reported
to a supervisor immediately so that he/she can make notification to the
Financial Management Office. The initial notification to the supervisor may
be verbal, but must be followed up with a written explanation of the incident,
within 24 hours. If the damage, unauthorized use, or loss is deemed due to
negligence, the staff member may be held financially responsible.
3. Board-owned cellular telephones are not to be used for personal business
unless there is a severe personal emergency. Any personal use will be
reported to the County Auditor as a taxable fringe benefit.
4. There is no expectation of privacy on Board owned voice equipment.
5. Pupil Transportation Operation and Safety Rules prohibit the use of cellular
telephones by drivers while a school bus is in motion, except in cases of
extreme emergency.
6. Staff whose job responsibilities include regular or occasional driving of
Board-owned or their own private vehicles are expected to refrain from using
the telephone while driving unless they have a speaker phone or a hands
free system.
7. Division Managers/supervisors may make additional rules concerning the
use of personal cellular telephones and pagers during work hours. Personal
calls during the workday can interfere with staff productivity and be
distracting to others.
8. Board Policy VII.34, Separation from Service, states: Board property must
be returned on or prior to the last day worked. For cell phones and pagers,
upon resignation or termination of employment by an employee, or
reassignment within the organization, the supervisor will collect the cell
phone or pager and return it to the Financial Management Office for
inspection and reassignment. Phones may not be assigned to another
employee upon resignation, termination, or reassignment in the
USE OF CELLULAR TELEPHONES AND PAGERS
PROCEDURES, PAGE 2
VII .58
organization, without first returning it to the Financial Management Office for
inspection.
9. At any time upon request, staff may be asked to produce the Board cellular
telephone or pager for return or inspection.
10. The Financial Management Office will monitor billing statements and report
any noticed irregularities to the appropriate Division Manager/Supervisor for
follow up.
11. All employees who are issued Board-owned cell phones will have to review
and sign off on the monthly cell phone usage statement of calls made and
received and attest that they were all for business use. Any personal calls
will result in the costs being added to the employee’s annual W-2 issued by
the County Auditor.
12. When an employee who has a Board-owned cell phone terminates their
employment with the Board, whether voluntary or involuntary, any previous
monthly cell phone usage statements must be turned in prior to their
termination date or all usage will be recorded as personal to the County
Auditor.
13. Upon issuance of a Board-owned cellular telephone or pager, the employee
must sign the receipt and understanding of cellular telephone & pager usage
document acknowledging that they are aware that any personal usage will be
reported to the county auditor as taxable fringe benefits. Attachment A.
Submitted to the Board:
December 8, 2015
ATTACHMENT A
RECEIPT AND UNDERSTANDING OF CELLULAR
TELEPHONE & PAGER USAGE DOCUMENT
USE OF CELLULAR TELEPHONES AND PAGERS
VII. 58
POLICY
The Board recognizes the value of cellular telephone technology and pagers to
enhance the productivity of authorized staff members in the performance of their
work. The Board further expects that the use of such equipment will be limited to
work related activities, and holds staff accountable for the use and misuse of these
resources.
The Board’s Financial Management Office is responsible for tracking the
assignment of telephone equipment and the associated costs. The County Auditor
requires all costs associated with personal use be reported to them as a taxable
fringe benefit.
Procedures have been developed for this policy and it is the employee’s
responsibility to review and adhere to those procedures.
I have read the above policy VII.58, Use of Cellular Telephones and Pagers. I
am aware that any personal use of this cell phone will be reported to the
County Auditor and the costs associated with that personal use will appear
on my annual W-2 statement as a taxable fringe benefit. Failure to return the
monthly cellular usage statement will result in all calls for that month being
reported as personal.
I do fully understand its provisions and agree to abide by them:
Printed name: _________________________________
Signed:_________________________________________ Date:_________