Cell Phone Usage Policy

March 2004

Cellular or Mobile Telephones

University-owned cell phones

Cell phones may be used for business calls. All cell phones to be used specifically or primarily for business purposes should be purchased and owned by New Mexico State University .

Administrative units are responsible for determining when an employee needs a cell phone to fulfill job responsibilities. Since cellular telephone plans are based on the number of minutes anticipated to be used per month, the smallest plan available to accommodate the business need should be selected. No employee may approve his or her own cellular service plan.

Provider: New Mexico State University is partnered with Alltel Communications and Verizon under the negotiated State contract. The contract provides discounted pricing and the ability to move between service plans. Call Information and Communication Technologies at 646-3284 for more information.

Equipment: Baseline cell phone equipment and the most economical usage plans should be purchased. The individual must pay personally for any upgrade, unless specific business needs require it. Employees are responsible for the safekeeping and care of their cell phone.

Purchase and Payment: For purchases, make arrangements with the provider of choice through Information and Communication Technologies at 646-3284. The most economical service plan that meets individual business needs must be chosen. Any employee is eligible for a University-owned cell phone, but should check with their supervisor or department head regarding department procedures. At a minimum, the supervisor must provide written authorization for a university-owned cell phone and the associated service plan.

Personal calls: University cell phones must be used primarily for business calls; personal calls are restricted. If personal calls are placed or received, the individual must reimburse the University for the personal minutes, up to any total overage charge shown . Providing that personal calls are kept to an absolute minimum, and that the most economical service plan that meets business needs has been chosen, no portion of the basic, routine monthly charge for service and plan-allotted minutes need be reimbursed . Specific personal calls should always be marked on all invoices and statements.

Individually-owned cell phones

Employees may use personally owned cells phones to make an occasional business call if needed. Reimbursement is available for minutes spent on a business call, only up to the total overage charge shown on the invoice . For reimbursement of such charges, the individual should make personal payment to the provider, then must submit a request for reimbursement, listing the individual as the payee. A copy of the invoice should be attached, with the separate business-call charges clearly marked.

No portion of the basic, routinely monthly charge for service and plan-allotted minutes will be reimbursed.

DATE: ______________________

Employee's Name: ___________________________________________________

Department Name: ___________________________________________________

Department Phone Number: _________________________________

Department Mail Stop Code: _________________________________

Department Account Number: ________________________________

Cellular Vendor that will be used for service: ______________________

Cellular Plan to be activated: ___________________________________

Monthly Cost: $___________

Activation Fee: $ _____________ Phone Model: _________________

Cost $ __________

Accessories: ________________________________________

Cost: $_______________

Additional Service ( email, text messaging, etc) _____________________

Monthly Cost $ ________

Employee's Signature: _____________________________ Date:_______________

Supervisor's Name: (please print) :______________________________________

Supervisor's title: ___________________________________________________

Supervisor's Signature: _____________________________ Date: ______________

By signing this document I certify the I have reviewed the service request and approve activation of the requested cellular telephone service in accordance with the New Mexico State University Policy Manual Chapter 3, section 3.75 Personal Use (of University Resources) Cellular or Mobile Telephones. The service chosen is the most economical service plan that meets individual business needs.    

Reimbursement Examples:

The only time an employee would be required to reimburse the university for personal cellular phone usage would be if the personal use of the University owned cell phone has caused the plan minutes to be exceeded. At that time the employee would be responsible for overage charges. It is required that employees pay for overages within 30 days of the bill date that the overages occurred.

EXAMPLE 1:
An employee has a cellular plan with 500 anytime minutes. For the month of May the total minutes used were 480. The employee used 50 minutes for personal use in the month of May. The employee in this example does not reimburse the university for any of the personal minutes since there is no overage.

EXAMPLE 2:
An employee has a cellular plan with 700 anytime minutes. For the month of May the total minutes used were 730. The employee used 50 minutes for personal use in the month of May. The overage charge per minute on the plan is $0.40 per minute. The overage charge for the month of May is $12.00 (30 minutes X $0.40 = $12.00). The employee in this example would be required to reimburse $12.00, the full overage amount.

EXAMPLE 3:
An employee has a cellular plan with 1300 anytime minutes. For the month of May the total minutes used were 1370. The employee used 50 minutes for personal use in the month of May. The overage charge per minute on the plan is $0.40 per minute. The overage charge for the month of May is $28.00 (70 minutes X $0.40 = $28.00). The employee in this example would be required to reimburse $20.00, the portion of the overage amount for the personal minutes used (50 minutes X $0.40 =$20.00).

Employees using personal cellular phones for university business should use the following examples for calculating reimbursement requests. Reimbursements will only be generated in the case of an employee exceeding personal plan minutes due to calls relating to university business. A copy of the employee's personal bill should be submitted with the reimbursement request clearly identifying business related calls and documenting the per minute rate in excess of the plans minutes.

EXAMPLE 4:
An employee has a personal cellular plan with 500 anytime minutes. For the month of May the total minutes used were 480. The employee used 50 minutes for university business use in the month of May. The university does not reimburse the employee, in this example, for any of the minutes used for business since there is no overage.

EXAMPLE 5:
An employee has a personal cellular plan with 700 anytime minutes. For the month of May the total minutes used were 730. The employee used 50 minutes for university business use in the month of May. The overage charge per minute on the plan is $0.40 per minute. The overage charge for the month of May is $12.00 (30 minutes X $0.40 = $12.00). The university in this example would be required to reimburse $12.00, the full overage amount.

EXAMPLE 6:
An employee has a personal cellular plan with 1300 anytime minutes. For the month of May the total minutes used were 1370. The employee used 50 minutes for university business in the month of May. The overage charge per minute on the plan is $0.40 per minute. The overage charge for the month of May is $28.00 (70 minutes X $0.40 = $28.00). The university in this example would be required to reimburse $20.00, the portion of the overage amount for the minutes used for university business (50 minutes X $0.40 =$20.00).