A project of the Tulsa Area United Way Capacity Building Fund

Purpose

To allow the employees of (Your Organization) to do their jobs effectively, some employees are entitled to make use of mobile communications devices for business purposes. This policy outlines the mobile device options supported by (Your Organization), guidelines for appropriate use, and other administrative issues relating to mobile communications device acquisition and reimbursement. This policy was created in order to enhance employee safety, limit corporate liability, and help manage communications costs.

Eligible Users

All employees requiring the use of a company-owned mobile communications device for business purposes must go through an application process that clearly outlines why the device is required and what level of service the employee needs should his/her application be accepted. Application forms must be approved and signed by the employee’s unit or department head before submission to the IT department.

It is also possible for employees to use privately owned mobile communication devices for business purposes. If this is the case, the employee must get approval from their unit or department head to do so. This policy must also be read and signed by the employee in question. All expense forms for reimbursement of cost incurred due to business calls must be submitted to the appropriate unit or department head. Financial reimbursement for these calls is not the responsibility of the IT department.

Supported Mobile Communications Devices, Services, and Related Equipment

In order to take advantage of volume pricing discounts and to reduce support costs to the IT department, (Your Organization) has standardized on a limited number of mobile communication device makes, service packages, and accessories. mobile communication devices purchased and supported by (Your Organization) include:

·         [device brand/model]

·         [device brand/model]

The following service packages have been arranged, and are supported, by (Your Organization):

·         [service name and description]

·         [service name and description]

Some or all of these services can be selected based on defensible business needs. However, basic features included with every company-owned and supported mobile communications device include:

·         Voice mail

·         [list service here]

·         [list service here]

Additional cellular equipment available from, and support by, the IT department for business purposes includes:

·         Hands-free units

·         [list item here]

·         [list item here]

While scientific studies on the health effects of mobile communications device radiation have been inconclusive and contradictory, (Your Organization) nevertheless attempts to purchase mobile communications devices and related equipment demonstrating low radiation levels.

Appropriate Use

It is imperative that mobile communication devices owned by (Your Organization) or any mobile communication device used to conduct (Your Organization) business be used appropriately, responsibly, and ethically. The following rules must be observed:

1.        Personal calls are not permitted on any mobile communication device owned by (Your Organization). In the event that you make or receive a personal call on a (Your Organization) mobile communications device, you will be asked in writing to reimburse (Your Organization) for all costs incurred and expected to pay this reimbursement within 30 days of notification.

2.        (Your Organization) will not pay for any personal calls made using a privately owned mobile communications device that is also used to conduct company business.

3.        (Your Organization) will reimburse employees for business calls made on a pre-approved privately owned mobile communications device. All submissions for reimbursement must be accompanied by sufficient and appropriate documentation (i.e. original mobile communications device bill). Employees requesting reimbursement will also be asked to certify in writing prior to reimbursement that they did not use the mobile communications device in any way that violates company policy.

4.        No employee is to use a company-owned mobile communications device for the purpose of illegal transactions, harassment, or obscene behavior, in accordance with other existing employee policies.

5.        In order to demonstrate appropriate respect for co-workers, it is recommended that employees turn off or silence mobile communications devices during company meetings and gatherings.

6.        Employees are not to make or receive business calls on a mobile communications device of any kind (including hands free) while operating a vehicle. This includes both company-owned and privately-owned mobile communications device, as well as hands-free units. In addition, employees are not to make or receive any calls on a mobile communications device, be they business or personal or in nature, if driving a company-owned or leased vehicle. All vehicles must be pulled off the road and parked prior to making or accepting a call on your mobile communications device.

Use of a company-owned mobile communications device while driving or use of a mobile communications device while operating a company-owned or leased vehicle is only permitted in emergency situations, namely to report an accident, to call for assistance in the event of car trouble, or you or another person are in imminent danger.

7.        If a company-owned mobile communications device is damaged, lost, or stolen, it must be reported immediately to the IT department.

8.        If a company-owned mobile communications device or related equipment is damaged, lost, or stolen through the negligence of the authorized user, that individual will be responsible for reimbursing (Your Organization) for all repair or replacement costs.

9.        If an authorized mobile communications device user does not return a company-owned mobile communications device when requested, he or she will be required to reimburse (Your Organization) the purchase price of the mobile communications device.

10.     All users of mobile communications devices for business purposes must participate in a mobile communications device safety training session. This session will review the policy on mobile communications device use while driving, as well as potential health risks related to mobile communications device use caused by radiation. Participation in this training is mandatory for all authorized mobile communications device users, and participation will be documented in each employee’s personnel file.

Policy Non-Compliance

Failure to comply with the Mobile Device Policy may result in suspension of mobile communications device use privileges, disciplinary action, and possibly termination of employment.

Employee Declaration

I, [employee name], have read and understand the above Mobile Communications Device Policy, and agree to adhere to the rules outlined therein.

 

Employee Signature ___________________________     

Date  _______________