Cell Phone Reimbursement and Home Internet Procedure

 

Procedure Change Approval Date: 1 Sept. 2020 Version: Revision 3

Procedure
Cell Phone and Home Internet Reimbursement

Procedure Owner: 
IT Division

 

1.0 PURPOSE

1.1 In an effort to provide improved support for campus-wide systems and our partners, the IT Division will provide reimbursement toward a portion of an employee’s Cell Phone expenses, in accordance with WSU Policy 3-65.

In addition, the IT Division will also provide reimbursement toward a portion of an employee’s Home Internet access expenses.

The IT Division Management will determine which positions qualify for reimbursement toward Cell Phone and Home Internet expenses to assist personnel in their job duties. This procedure is not limited to those receiving “on-call” compensation.

2.0 REFERENCES

2.1 PPM 3-65, Mobile Communication Agreement & Procedures

2.2 Employee Mobile Communication Services Agreement

2.3 Employee Internet Stipend and On-Call Agreement

3.0 POLICY

3.1 Employee Responsibilities

3.1.1 Cell Phone Monthly Stipend: Employee will submit to their manager a completed Employee Mobile Communication Services Agreement along with a complete cell phone statement for review annually.

3.1.2 Home Internet Monthly Stipend: Employee will submit to their manager a completed Employee Internet Stipend and On-Call Agreement along with a Home Internet access billing statement for review annually.

3.1.3 Cell Phone Purchase: If requesting reimbursement towards the purchase of a Cell Phone, an employee will submit to their manager a completed Employee Mobile Communication Services Agreement along with a receipt for the cell phone purchase.

3.2 IT Division Responsibilities

3.2.1 A signed Employee Mobile Communication Services Agreement along with a complete cell phone statement will be kept on file with the manager. A copy of all documentation will be filed in the IT Business office.

3.2.2 The manager will verify that the employee’s stipend compensation does not exceed the amount of the monthly cell phone bill for their phone in accordance with PPM 3-65.

3.3 Compensation

3.3.1 Cell Phone Monthly Stipend
Reimbursement will be done by a supplemental pay stipend included in a qualified employee’s semi-monthly paycheck up to a maximum of $70.00 per month.

3.3.2 Home Internet Monthly Stipend
Reimbursement will be done by a supplemental pay stipend included in a qualified employee’s semi-monthly paycheck up to a maximum of $55.00 per month.

3.3.3 Cell Phone Replacement

If a cell phone is damaged or non-functioning within the first two (2) years of replacement, a request form can be filled out about the reason for the damage/non-working device, and approvals at Manager/Supervisor, Director, AND VP level are required.

The IT Division will reimburse a qualified employee toward the purchase of a Cell Phone in the amount of $100 for every year beginning at two (2) years ($200) from the last reimbursement (not from the date of purchase). There is a maximum payout of $500 at five (5) years and beyond.

For example:

Years Dollar Amount Ea. Year Total Amount
Year 1 $100 Reimbursement in Year 2
Year 2 $100 $200
Year 3 $100 $300
Year 4 $100 $400
Year 5 $100 $500 (maximum)
Year 6 and Beyond $100 Is still at $500 (maximum) until used.


4.0 Cycles

4.1. Cell Phone Stipend Cycle
Cell Phone stipend reimbursement for the Division will be done annually by fiscal year (July 1st to June 30th).

4.2 Home Internet Cycle
Home Internet stipend reimbursement for the Division will be done annually from December 1st to November 30th.