Wireless Communication Services Policy
Wireless communication devices are defined as cell phones, smartphones, data card services, PDAs, or other telecommunication devices that have voice and/or data capabilities with a monthly service fee. This does not apply to pagers or mobile radios.
A. Purpose of policy
- Provides compliance with ORS 244 and eliminates the need for an audit of devices for personal use.
- Provides an opportunity for staff to carry only one device (instead of one for personal use and others for business use).
- Alleviates the burden of managing the current variety of plans and devices.
B. Policy statement
As of March 1, 2012, PCC will no longer purchase wireless devices nor pay for wireless communication monthly fees for individual employee’s use. Employees whose duties include a substantial business reason for a wireless device for college business may receive extra compensation, in the form of a monthly reimbursement, to cover business-related costs. Wireless device services for PCC personnel will be subject to the review and approval of the individual responsible for the overall budget management of the department. Promoting fiscal responsibility is strongly encouraged and wireless devices should not be selected as an alternative to other means of communication – e.g., landlines, pagers, and mobile radios – when such alternatives would provide adequate and less costly service to the College. Nextel devices or equivalent push-to-talk devices required for daily use in carrying out the requirements of a job are excluded from this policy
C. Procedures
If the manager and employee agree that PCC business mandates the need for a form of wireless communication, the Employee Wireless Services Compensation Agreement form [intranet] must be completed and signed appropriately. A copy of the data plan must be provided to substantiate the reimbursement amount.
Monthly reimbursements shall be authorized up to $56 per month*. Reimbursements will be processed by Payroll. There will be no reimbursement for any equipment. Managers are responsible for notifying payroll when an employee is no longer eligible for the reimbursement. Employees are responsible for providing an updated copy of their wireless plan or cell phone coverage to their department manager by June 30 of each year.
This policy applies to new and current staff as follows:
- New employees hired by PCC on or after March 1, 2012, and/or as current plans expire or upgrades are requested.
- Existing employees that wish to voluntarily move to the reimbursement plan on or after March 1, 2012.
- Required for all PCC employees as of September 1, 2014.
The college retains the right to declare an internal audit of data plan participation at any time should there be a question about the college’s use of the cell phone or wireless plan. All reimbursement amounts received are treated as non-taxable fringe benefits as long as the reimbursement does not exceed the actual cost of the base plan as documented on the copy of the cell phone plan. Any employee who receives this reimbursement will be expected to have their “number” available to be published or distributed for internal PCC business purposes.
*Note: Reimbursement is based on 80% of the PCC standard plan which includes 450 minutes voice, 2 GB data, and 200 text messages.
Frequently asked questions
Why the policy change?
What are the anticipated savings?
What are the criteria for determining who gets approved for reimbursement?
Will class instructors be required to purchase their own device if it is a requirement for teaching a class?
Can an employee “opt-out” of using a wireless device?
How will the wireless device phone number be published?
How was the reimbursement of $56 determined?
What is the benefit to the individual?
How do I get answers to my questions?
Where do I get the form for setting up the reimbursement agreement?
Effective February 21, 2014
Replaces Cell Phone Policy dated April 7, 2004