Vice Chancellor for Administration and Finance Home

Administrative Policies

AP 1 State Telephone System and Cellular Telephone Sets

AP 2 Telecommunications Equipment (Voice)

AP 3 Smoking

AP 4 Safety and Health

AP 5 Risk Management Policy

AP 6 Parking Regulations

AP 7 Sign Posting Policy

AP 8 Chargeback of Physical Plant Services

AP 10 Building Keys

AP 11 Fleet Vehicles

AP 12 Records Hold Policy

AP 13 Dispensing of Hearing Aids

AP 14 Policy on Business Activities

AP 15 Dangerous Weapons on Campus

AP 16 Collection of Indirect (Overhead) Costs

AP 17 Distribution of Indirect (Overhead) Costs

AP 18 Seat Belt Use

AP 19 Use of University Facilities

AP 20 Athletic Camps and Clinics

AP 21 University-Foundation Relationships

AP 22 Employee Accident/Injury Procedures

AP 23 Naming of Rooms and Buildings on Campus

AP 24 Postal Policy

AP 25 Requirement for a Mandatory Residential Dining Plan

AP 26 Requirement for Mandatory Housing

AP 27 Records Management Program

AP 29 Bad Check Policy

AP 30 In-Line Skates and Skateboarding

AP 31 Computer Software Use

AP 32 Inclement Weather Practice

AP 33 International Student Tuition Remission Policy

AP 36 Information Security

AP 37 Conflict of Interest/Financial Disclosure Policy

AP 38 Health Insurance Requirement for International Students

AP 39 Reuse Policy for Replaced Computers

AP 40 Alcohol Beverages on Campus

AP 41 Computer Replacement Policy

AP 42 Outreach Residual Funds

AP 43 Summer Session and J-Term

AP 44 Use of Copyrighted Material

AP 45 Shared Radio Spectrum Management and Coordination

AP 46 Emeriti Status for Unclassified Staff (Faculty/Academic Staff)

AP 47 Honored Retiree Status for Classified Employees

AP 48 Application for Immigrant Visas

AP 49 Determination of Outreach Course

AP 50 Cellular Telephone Policy

AP 52 Access, Use, and Retention of Social Security Numbers

AP 53 Full-time Status with a Reduced Course Load

AP 54 Advertising, Sponsorship, and Promotion of Alcohol and/or Tobacco Products on Campus

 

University of Wisconsin-River Falls Administrative Policy Paper
Number: AP 50 Revised
Date Issued: December 29, 2005
Subject: Cellular Telephone Policy

1.0 POLICY/PURPOSE:

The Wisconsin Department of Administration (DOA) has issued a new Enterprise Policy: Cellular Telephone Services and Equipment effective January 18, 2005. This policy applies to all State employees and all State-owned cellular telephones. This policy also supersedes any existing local agency or campus policies. The official policy is available via the Web at http://www.doa.state.wi.us/section_detail.asp?linkcatid=500 .

The UW-River Falls Cellular Telephone Policy identifies and establishes the local procedures we will utilize to comply with the DOA policy.

2.0 OVERVIEW/BACKGROUND:

2.1 DOA Enterprise Policy: Cellular Telephone Services and Equipment

2.2 UW-RF Administrative Policy Paper 1

3.0 UNIVERSITY RESPONSIBILITIES:

The Vice Chancellor for Administration and Finance is responsible for ensuring compliance with this policy. ITS Telephone Services will assist the Vice Chancellor by providing information concerning cellular service assignments, usage patterns and rate plans.

4.0 DEPARTMENT/UNIT RESPONSIBILITIES:

Colleges, units and departments are responsible for complying with this policy.

5.0 PROCEDURE:

Cellular telephones, like any other State-owned equipment, assigned to an employee are done so for valid, job-related reasons. No equipment so assigned should be considered as part of a State benefit program.

Cellular Telephone Assignment Must be Cost Justified

The new DOA policy requires that the additional operating costs of a cellular telephone must be cost justified and approved by an appropriate University official. Valid justification for an employee having a State-owned cellular telephone include: frequent travel; job responsibilities that require the employee to be out of the office for extended periods of time and require mobile communication in order to perform their job duties; employees who are continuously on call.

In October of each year, each supervisor of a University employee who is assigned cellular services will receive a listing of those employees from the Vice Chancellor's office. It is the supervisor's responsibility to review each assignment of cellular services to determine if there is an on-going need for the service. An appropriate indication must be entered on the listing for each employee, the listing signed by the supervisor and then returned to the Vice Chancellor.

DOA Acknowledgement of Receipt Form

Any employee assigned a State-owned cellular telephone must sign a DOA issued form (available at the above DOA website in PDF format) which the supervisor must retain on file for the duration of such assignment. When an employee leaves their position or is no longer authorized for the assignment of a cellular telephone, the device must be returned to ITS Telephone Services.

Monthly Bill Review

The "Cell Phone Monthly Invoice Review Certification" form must be signed by the employee and supervisor, attached to the monthly bill, and kept on file by the supervisor for a period of three years. Employees are responsible for keeping track of and identifying their personal calls. Any personal use of a State cell phone, including essential personal calls and calls permitted under a collective bargaining agreement or the Compensation Plan, should be identified by the employee and discussed with his/her supervisor or designee on a monthly basis.

Use for Personal Calls

Only essential personal calls should be made with a State-owned cellular telephone. Essential personal calls are defined as calls of a minimum duration and frequency that are urgent in nature and cannot be made at another time or from a different telephone. Examples of essential personal calls are to arrange for care of a child or other family emergency, to alert a family member of an unexpected delay due to a change in work schedule, or to arrange for transportation or service in the event of car trouble, etc.

Although the DOA policy does allow for employees to make non-essential personal calls on their State-owned cellular telephones and to then reimburse the State for those calls, UW-River Falls administration would prefer to avoid the administrative overhead required by such transactions and, therefore, request that no non-essential personal calls be made at any time. In the event there is an emergency which requires personal use of the Sate phone, the user is to notify their supervisor and reimburse the University for the calls at the State contract rate plus a $.06 per minute surcharge and any additional amounts for applicable toll or roaming charges, miscellaneous fees and taxes. Reimbursement for any personal calls should be deposited with the Accounts Payable office by departments along with a copy of the annotated bill noting the personal call(s) and their cost. If an employee needs to be able to use their State-owned cellular telephone to make non-essential personal calls, it may be possible to obtain a second, personally-owned and paid for phone number and have that number assigned to the same cellular telephone as a second line.

Use of a State cellular telephone in violation of this policy or the DOA policy may result in revocation of the assigned phone and possibly disciplinary action against the employee.

Employee Safety in Using a Cellular Telephone While Operating a Motor Vehicle

Employees are responsible for operating a motor vehicle while conducting State business in a safe and prudent manner. Employees are encouraged to utilize hands-free accessories whenever possible in order to maximize their attentiveness while driving.

New Monthly Form

The Cell Phone Monthly Invoice Review Certification form has been created to be used by Supervisor and Employee on a monthly basis and is available in two formats below:

Cell Phone Monthly Invoice Review Certification (PDF)

or

Cell Phone Monthly Invoice Review Certification (MS Word)

 

 

 

 

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