ITS Home • ITS Index • Faculty / Staff Services • Student Services • ITS Jobs • Email Manager • Contact ITS

Software Downloads • Passwords • Getting Connected • Phone Services • Publications & Information • Statistics • Forms

Implementation Rules

1. The effective date of this policy is March 1, 2008. Within 120 days of the effective date of this policy, all existing university-provided cell phone holders must either:

   1. Cancel the university-provided cell phone plan, or

   2. Switch to a personal plan, cancel the university-provided cell phone plan, and obtain Vice President approval on a Cell Phone Allowance Request form, or

   3. Obtain Vice President approval on a University-provided Cell Phone Request form for phones that meet the conditions described in 5.2 above.

2. Early termination fees, if any, incurred after the effective date of this policy for university-provided cell phones are the responsibility of the department.

3. Employees who are eligible for a cell phone allowance and who already have a separate personal cell phone plan need not obtain a second personal plan. They may be able to simply begin using their existing personal plan for business calls. They should complete and receive authorization on the Cell Phone Allowance form and ensure that their anytime minutes are sufficient for both business and personal use.

4. Employees who are eligible for a cell phone allowance and who do not have a separate personal cell phone plan should establish one. If they currently have a university-provided cell phone they may choose to contact the carrier to determine if they can convert the university-paid plan to a personal plan, or, alternatively, if they can port over their current phone number to a new personal plan with a different carrier.

5. When employees no longer need university-owned cell phones, they should erase personal and university information stored in memory and turn in their phone to department business office.

6. The HR Payroll Department will keep approved Cell Phone Allowance Request form on file and available for internal or external audit.

Questions and Answers about the new Cell Phone Policy

1. Question: I am concerned about eligible individuals having to buy equipment (cell phones) for the University business. I don't know of any business that expects someone to use their personal equipment for the business.

   Answer: Given the increased usage of electronic devices for both personal and business use, more employers, including universities, are moving to this type of allowance or subsidy model. The impracticality of separating these calls on two phones, keeping logs of all calls for the purpose of complying with tax laws, led NAU to look at other methods of dealing with the electronic device issues. If you are required to have a phone for your work, but do not have a personal cell phone, you should discuss with your supervisor whether this job requirement can be appropriately met under section 5.2, University provided-cell phones.

2. Question: Is this monthly allowance the amount to be paid regardless of the actual plan amount? If the allowance exceeds the employee’s plan amount, what is the recommended level of allowance?

   Answer: Supervisors should assess which functions and level of plan minutes best meets the requirements of the position and is closest to the average business use. Allowance amounts were determined in consideration that usage will vary from month to month and that some employees who do not currently pay for service will now have to make this purchase, and then be taxed on the allowance amount.

3. Question: How were the amounts for the cell phone allowances determined?

   Answer: The amounts listed in the table are based on current standard phone and service pricing for the listed plans as of the fall 2007. Standard pricing for service and phones will be reviewed periodically and adjusted to reflect any significant price changes.

4. Question: Would an early upgrade prior to two years, but in accordance with the cell plan agreement, be acceptable since some companies offer this incentive at about the 18-month mark.

   Answer: No. Cell phones can last for several years with proper care. Even though companies may offer incentives at 18 months because they want to sell you another phone, reimbursing sooner than as indicated by policy is not allowable.

5. Question: When is this policy effective?

   Answer: It is in effect as of March 1, 2008.

6. Question: If approved, what is the proposed timeline for implementation?

   Answer: There will be a transition period of 120 days from the effective date of the policy.

7. Question: If I currently receive an allowance under the old policy do I need to change to the new policy right away?

   Answer: No. You have the option of leaving your old allowance in place until it expires. Any change to your allowance and all new allowances must be made using the new policy and forms. Previous allowances were paid for up to one year.

8. Question: Will this cell phone number be published?

   Answer: Since the university is providing a large allowance for the use of the employee’s phone for university business, then the cell phone number should be listed wherever the department or supervisor deem appropriate. This policy only requires you to add the phone number in LOUIE using the phone type “Business Cell Phone”. This number is not published anywhere at this time.

9. Question: What forms are required to participate in the program?

   Answer: If you are applying for a cell phone allowance, you will need to submit a PAR form and Cell Phone Allowance/Purchase Agreement form to Human Resources.

   If you are applying for a university provided phone, you will need to submit a "University-provided Cell Phone Request" form to your supervisor and vice president.

10. Question: If I convert to an employee allowance can I keep my NAU phone?

    Answer: All equipment purchased remains the property of the university.

11. Question: Why can't I use my NAU Purchasing card for vendors not listed on state contract?

    Answer: The state contract vendors do not require you to sign a contract, you may cancel your service at any time. Other vendors require you to sign a one year or greater contract. Purchasing is the only department with signature authority for contracts. If you want to use a vendor not under state contract you must coordinate the contract through NAU Purchasing department.

12. Question: Will each phone bill be charged individually on the purchasing card or in one lump sum for all phones on a purchasing card?

    Answer: That will be up to the department they can be billed on individual purchasing cards or on one purchasing card for all the phones.

13. Question: Can phones and equipment be ordered on line with purchasing card?

    Answer: You can but, the discount will not apply. Equipment will need to be ordered with your account rep.

14. Question: On the Allowance plan if they go over their minutes will they get reimbursed?

    Answer: No, You might want to review your calling plan for NAU business if more minutes are needed.

15. Question: Who is to determine what calling plan we should have?

    Answer: Your supervisor.

16. Question: On the allowance can an employee use any vendor even if they are not on state contract?

    Answer: Yes, that is for their own personal use and they can sign their own contract.

17. Question: What is Roaming?

    Answer: When you travel outside your home service area with your cellular phone, you're "roaming." You can tell when you are roaming; because your phone's "roam" indicator will come on.

18. Question: How do I set up my Verizon Voice Mail?

    Answer: The Verizon User page give complete instructions to access you voice mail.

	Web Page Contact: ASK-ITS@nau.edu
	© 2008 Northern Arizona University - Information Technology Services