[Purchasing] [Purchasing Manual] Cellular Phone - Purchase, Payment and Reimbursement
Policy: Cellular phones and plans purchased by St. Cloud State University are state property and fall under the Departments of Finance, Administration, and Employee Relations policy 0807-04, as well as the Departments of Administration and Employee Relations Electronic Communication and Technology Ethics policy, Minnesota State Colleges and Universities Board Policy 1C.2 and 5.22, and Minnesota Statues 43A.38.
The purchase of prepaid cellular phones and prepaid phone cards is prohibited.
Departments who choose to purchase cellular phones/plans must annually review cell phone users and determine if the need still exists for employee usage, and if the existing calling plan still meets the users’ needs.
The use of state cellular phones for personal use is prohibited. Improper use of this equipment will result in disciplinary action in accordance with applicable laws, rules, procedures and labor contracts.
Procedure: Employees must review and verify their cellular phone usage on the billing documents. Managers and supervisors are responsible for monitoring and reviewing cellular phone billings of their staff on a monthly basis to ensure proper employee usage and cost-effectiveness, and for approving billings for payment processing. The approved billing, referencing the purchase order number, is returned to Business Services, for payment.
Employees are eligible for reimbursement of business calls on their personal cell phones with departmental approval. To be reimbursed, copies of the cellular phone service provider invoices identifying state business calls attached to the Employee Business Expense form and approved by the manager/supervisor is submitted to Business Services.