Mobile Telephone Reimbursement Policy

The general policy of the College is not to reimburse employees for mobile telephone expenses.

However, there may be exceptions to the general policy, as defined below.

1. Eligibility for Reimbursement: Employees with a direct reporting line to the president who are

expected to be available for contact during off hours to address a business crisis/pressing issue that

concerns finances, public relations, fundraising, or functioning of operations are eligible for subsidies.

Beyond this organizational level, senior staff may also determine that other employees within their

respective departments who have a frequent business need for mobile phone use i.e., immediate

notification regarding security and/or structural facilities concerns, system outage, etc., may also be

eligible for the subsidy. As a general rule, eligibility should not include non-exempt employees.

2. Individual Mobile Calls: Almost all mobile plans include prepaid minutes for a flat monthly fee, and it

therefore may be difficult to ascribe a specific amount to a particular call. If all calls fall within an

employees personal flat fee plan, then the College will not reimburse for individual calls. If the

employee can show that individual calls were for College business and resulted in specific additional

charges (such as long distance), then the College will reimburse for specific calls provided that they

are reasonable, properly documented, approved by the employees budget manager, and the areas

senior-most management.

3. Required Mobile Phone Accessibility: At its sole discretion, the College may determine that certain

employees are expected to be available to be contacted by mobile phone both during and outside of

regular working hours. In such cases, the College may reimburse either actual charges or provide an

allowance of up to $45 per month. The College may also reimburse either actual charges or an

allowance of up to $85 for a Smartphone plan for employees whose jobs require access to both phone

and email. Employees approved for a Smartphone plan will receive an allowance of up to $200 for

equipment once per two year Smartphone contract. Since it is neither reasonable nor customary to

expect mobile or Smartphone to be used solely for business purposes, employees may also use

mobile phones for their personal use for any legal purpose. In either case, the charges/plan must be

properly documented and approved by the employees budget manager and the Chief Financial

Officer or his/her designee

4. Internet Access and Fax Machines: The College will not reimburse employees for internet access, fax

machines, or other home office telephonic equipment or access.

5. No Direct Billing: Under no circumstances shall the College be established as the direct billing party for

mobile telephone, Smartphone, internet or other telephone expenses. Any mobile or other telephone

billing must be billed directly to the responsible employee.

6. Employee Responsibility: In all cases, the employee is entirely responsible for selecting the

employees mobile plan, mobile phone, and any related repairs, maintenance, loss, or subscriber

problems. The College is not responsible for any such issues.

This policy is effective for all mobile and smartphone bills received for service periods ending on or after

1 April 2010. Questions regarding this policy may be directed to Bob Depino, ph: (626) 396-2328.