FIN 420–06: Phone Services
To describe the university’s policy on personal use of phone services
University phone services (landlines and cell phone) are intended for university business purposes. Although there is no additional cost to the university for local calls made on landlines, such calls should be as limited in frequency and length of time as reasonably possible.
Employees must reimburse the university for:
The university may provide wireless phone service for employees whose duties and responsibilities significantly benefit from having wireless access to phone service and must be authorized by someone at a higher-level position than the employee. The wireless plan chosen should be at an appropriate level to meet business needs. The employee’s department is responsible for documenting the business purpose of a university-provided wireless phone and for the timely payment of all charges.
Departments are responsible for establishing a procedure to ensure that university-provided cell phones are used in compliance with this policy. “Best Practices” related to the university cell phone policy are available on the Financial Services Web site. Adopting these Best Practices ensures that adequate controls in compliance with this university policy are in place.
University department-provided wireless phones are university property and must be returned upon termination of employment with the university. If a wireless phone is not returned, the cost of the phone must be reported as taxable income on the employee’s W-2 Form.
Departments are required to retain wireless phone records for five years.
The base fee for a wireless phone is usually not allowable on a sponsored project. The base fee is considered a local phone cost that is typically already paid by the sponsor as part of the indirect cost rate. However, there may be circumstances under which wireless phone charges are allowable on a sponsored project account. Faculty and staff should contact their sponsored project officer before charging these fees to a sponsored project.
For related information, see:
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