BETHEL UNIVERSITY AND BETHEL UNIVERSITY FOUNDATION BUSINESS CELL PHONE POLICY
Effective: November 1, 2010
Bethel University and Bethel University Foundation (hereinafter referred to as “Bethel”) recognize that some employees may require the use of a cell phone (with or without a data plan) to perform their jobs efficiently. The purpose of this Policy is to ensure that all employees agree and accept the terms and conditions under which a phone may be provided or reimbursed.
Guidelines for Cell Phone Requests
Requests for cell phones must be based upon the following guidelines and submitted by the employee’s Vice President:
- Position requires an immediate form of communication.
- Position requires substantial communication while away from the office.
Guidelines for Data Plan Requests
- Position requires synching of calendar and contact information.
- Position requires continuous access to email or online resources while away from the office.
Guidelines for Transfer of Personal Phone Numbers and Cell Phones
- For approved requests, Bethel may transfer a personal cell phone number to a Bethel provided phone. If the employee’s contract with the previous carrier is not satisfied, the employee will be responsible for any fines, fees or penalties1
- At the end of employment, if a cell phone number is not permanently assigned to a particular job or position (e.g., resident directors) Bethel may allow the phone number to be transferred to a personal account.
- At the end of employment, an employee may request to keep a cell phone unit by contacting the ITS Help Desk
Guidelines for Partial Reimbursement of a Personal Cell Phone Plan
In general, it is most cost effective for employees to participate in Bethel’s corporate plan, currently provided by Verizon.
- If an employee’s personal plan is not with Verizon, Bethel does not benefit from the free minutes available for all Verizon-to-Verizon calls and more minutes are used and paid for by both callers.
- Use of Bethel’s corporate plan eliminates expensive overages that may accrue under other plans.
Bethel may allow partial reimbursement for personal cell phone plans under the following conditions:
- Use of a reimbursed personal phone is subject to the same guidelines for usage described herein.
- Maximum monthly reimbursement: $20.00 for non-Verizon plans.
- Maximum monthly reimbursement: $25.00 for Verizon plans.
- Monthly reimbursements will be automatically posted to the employee’s internal Bethel account. Annually the employee must submit one copy of their monthly cell phone bill for verification.
Guidelines for Usage of Bethel Provided or Reimbursed Cell Phone
Although not all states restrict the use of cell phones while operating a motor vehicle, there is overwhelming evidence of the danger of using a phone while operating a motor vehicle. As a result, for the safety of our employees and others, Bethel prohibits its employees from using either a Bethel provided cell phone for any purpose or a Bethel reimbursed cell phone for any business purpose while operating a motor vehicle. This prohibition includes the use of hands-free devices. If cell phone communication is required while in a motor vehicle, an employee is required to either stop in a safe location or have another person drive.
Bethel does not monitor whether cell phone use is for business or pleasure; however, personal use of a Bethel provided cell phone during Peak Hours2 should not result in usage beyond 400 total minutes per month. If an employee’s personal use during Peak Hours does result in regular monthly usage greater than 400 minutes, please talk with the ITS Help Desk to arrange a suitable plan and payment procedure. In general, calls between Verizon-to-Verizon phones and calls during Non-Peak Hours3 are exempt from the 400 minute monthly limits.
Calls to 411 should be kept to a minimum. The cost of this service is approximately $1.99 per call. Any charges for personal 411 calls should be reimbursed by contacting the ITS Help Desk for costs and a personal check made out to the billed department.
Text and picture messaging is only included in cell phone plans with data. Accordingly, text and picture messaging on standard cell phones should be used only when required for business. Fees for non-business related text or picture messaging should be reimbursed by contacting the ITS Help Desk for costs and a personal check made out to the billed department.
1 Bethel may choose to pay an applicable fine if wireless synching is essential to the employee position in order to protect the security of Bethel’s ITS service.
2 Peak Hours include (i) 6:00 a.m. – 8:59 p.m. Monday through Friday, and (ii) holidays that occur on a weekend.
3 Non-Peak Hours include (i) 9:00 p.m. – 5:59 a.m. Monday through Friday, and (ii) 6:00 a.m. Saturday – 5:59 a.m. Monday.