New All-University Policy on Mobile CIDs (Cell Phone) Policy

From: 
Diane Goddard, Vice Provost for Administration and Finance
Sent: 
Monday, August 15, 2011 9:32 AM
To: 
Deans, Directors, and Chairs

Dear Colleagues:

We have been working with colleagues at the University of Kansas Medical Center to develop a new policy on Mobile Communication and Information Devices (Mobile CIDs). This new all-University policy replaces the cellular phone policies formerly in effect for KU Lawrence and KUMC. It is available at https://documents.ku.edu/policies/Chancellor/MobileCID.CellPhonePolicy.htm and is effective immediately.

The new policy will significantly streamline the business practices associated with procuring and maintaining mobile CID service. It identifies two groups of University mobile CID users. Group 1 users are those whose University responsibilities require that they be available at all times. These users will no longer have University-owned mobile CIDs. Instead, they will be responsible for purchasing the mobile CID and service that best meets their needs (voice only, data only, or voice and data) and will receive a predetermined taxable salary supplement based on the service level. Because Group 1 users will own their CIDs, they no longer will be required to submit a monthly usage log.

Group 2 users are employees who perform the majority of their activities “in the field” where business cannot be conducted efficiently on a landline phone. Examples include faculty and staff members who are conducting research in the field and Facilities Operations and Information Technology staff whose daily assignments take them to locations across campus. Group 2 also includes employees whose responsibilities periodically require travel or emergency contact availability. Examples include Admissions recruiters and faculty or staff members who supervise field work. In such cases, it may be appropriate for the department to contract for CIDs that can be shared among staff members. Group 2 users will continue to submit detailed monthly statements. Group 2 employees who wish to have a mobile CID for personal use are expected to carry a second individually owned device. University-owned and supported CIDs are for business purposes only.

The Procedures document available at www.comptroller.ku.edu/central_accounting_services/documents/departmental_policies/Cell_Phone_Procedures.pdf provides detailed information about both the transition process and the procedures for obtaining Group 1 and Group 2 service. A form for Group 1 users is available at www.comptroller.ku.edu/central_accounting_services/documents/departmental_forms/Mobile_Communications_Information_Device(CID)_Request_Form_Group_1.pdf ; the form for Group 2 users is at www.comptroller.ku.edu/central_accounting_services/documents/departmental_forms/Mobile_Communications_Information_Device(CID)_Request_Form_Group_2.pdf.

Please note the following:

  1. No central funding is available for support of mobile CID service. Managers who determine that employees in their units require Group 1 service are responsible for funding the salary supplements, just as they are responsible for funding the devices and services for employees in Group II.
  2. No employee may receive more than one salary supplement for a mobile CID.
  3. This policy applies regardless of the source of funding utilized.

For the Lawrence campus, questions about implementation of this policy should be directed to the Office of the Comptroller; questions about KUMC implementation should be directed to Office of Telecommunications and Networking.

Diane Goddard
Vice Provost, Administration and Finance

Office of the Provost
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