Cell Phone Use (College Issued)

Cellular Devices and Services Policy

June 1, 2024

 

Policy Statement:

York College of Pennsylvania (YCP) recognizes that some of its employees need cellular devices to facilitate immediate communications for business purposes. YCP will procure and support a limited number of cellular devices (such as iPhones, flip phones, and MiFis) and provide a taxable allowance to defray the cost of personal devices for employees who meet specific criteria. This allowance does not constitute an increase to base pay and will not be included for consideration related to base pay adjustments or employee benefits.

 

Purpose and Application:

This policy applies to YCP employees eligible for the cellular communication devices allowance, the criteria for which are set out below. This policy also outlines situations where the College may procure shared and specialty cellular devices.

 

Eligibility:

YCP will provide cellular devices to the following employees meeting these criteria:

  • Employees responsible for communications in an on-campus emergency requiring high-priority cellular connections (such as AT&T’s FirstNet program)

  • The employee does not have access to other communication devices while on the job, and the supervisor designates them as key responders to urgent situations (e.g., facilities supervisory staff).

  • Departments where phone sharing (such as emergency on-call phones) is more cost-effective and practical than supporting individual phones.

  • YCP will maintain a small number of rentable MiFis at the LTS Helpdesk to support the periodic data needs of approved special events

  • YCP will provide department MiFis for particular purposes, such as streaming of Athletic events and payment processing for donations and similar events

 YCP will provide an allowance to employees, except for senior administrators, who meet at least one of the criteria outlined in Attachment B. Employees issued a phone are not eligible to also receive an allowance.

 

Expectations:

Employees issued a YCP cellular device are responsible for taking appropriate steps to maintain it in working order. In the event of any damage, the incident must be reported to the LTS Helpdesk for review. YCP retains control over all cellular numbers for these devices. Cell numbers will not be transferred to YCP-issued devices/plans or out to personal accounts. 

Under this arrangement, YCP’s provision of an allowance for this purpose means that a qualified and designated employee (as outlined in Attachment B) is expected to acquire and maintain, in working order (through personal purchase or subscription/service contract), a cellular telephone device for use in the employee’s performance of job duties. YCP further expects the employee to provide the College with the cellular telephone number to which they are applying for the allowance so that the number may be used to conduct the college’s business. The dollar amount of the monthly allowance is listed in attachment A, which is subject to the annual review by the Vice President for Finance and Chief Financial Officer.

 

Regular Review:

YCP requires department managers to review the usage of issued cellular devices and discontinue lines that show low or no usage, except for devices used for safety purposes. Department managers must also review annually the continued eligibility of the allowances and any issued cellular devices. They must also track the cellular phone numbers provided by the employees who have been granted the allowance. Additional detailed justification is required for cellular-enabled devices beyond an iPhone, flip phone, or mifi.

 

Cellular Devices and Services Policy - Attachment A

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