Applicability: To all TUSD employees who, by nature of their duties and responsibilities, are expected to remain in communications with other TUSD employees at a predetermined level.
Effective Date: July 1, 2011. District paid cell phone services will be terminated June 30, 2011.
Background: Due to the rigorous regulations by the IRS that require tracking, documenting and institutional reimbursement, Tucson Unified School District will eliminate cell phone contracts and provide a monthly stipend.
This regulation is established as a guide for employees who routinely use mobile communication devices in the performance of their job. Based on job responsibilities, eligible employees may qualify for a taxable stipend to cover the business use of personal cell phones. Employees with work related cell phone requirements will carry and be responsible for their own contracts and receive a stipend based on anticipated business use of their personal device.
Department managers shall be responsible for determining which position is eligible for either voice or data stipends, annually reviewing the employee’s tasks to determine eligibility, monitoring and reviewing such usage periodically to verify that each authorized employee needs to use a cell phone for business purposes. The Chief Financial Officer, Chief Human Resources Officer, and Chief Information Officer will develop, implement and review annually procedures and provide oversight on stipend amounts, payments, and departmental allocations.
District contributions for employee owned services are not to be based on a particular title or position. Approved stipend amounts shall be based on the actual job requirements of the individual faculty or staff member. Approval for a District cellular stipend must be based on a valid, District related need and meet at least one of the following criteria.
Recipients of a District cell phone stipend have the following responsibilities:
Change or Cancel Existing Stipend
If the employee resigns, is terminated, transfers departments, changes job duties, no longer requires telephone services, or otherwise no longer qualifies for an institutional stipend the employee’s budget manager is responsible for submitting a PAF to discontinue stipend. A copy of the PAF must be kept on file with the department. Human Resources will also keep approved PAFs on file and available for internal or external audit. In the event that an employee leaves the position, he/she continues to be responsible for the contractual obligations of the cellular service plan.
District Provided Cell Phone Exceptions
There are limited circumstances in which a department can own a phone and line of service. Requests with proper justification must go through the Superintendent/
Designee for approval. For all District owned cell phones and services, departments must ensure that cell phone use is documented and that phones are used for District business only or employees must reimburse the District for the personal calls. At the discretion of the District, a department may be permitted to continue purchasing cell phones and service where the phone is used only for District business purposes in the following situations:
For District owned devices, the District will provide cell phone service and equipment. The TUSD authorizing Department will arrange for service and phone equipment, process the carrier invoices for payment, and bill the department for all service and equipment associated with their lines. Billing summary statements for monthly service charges are emailed to Department Budget Managers. Billing statements for equipment are mailed to the requestor. Call detail for each departmental line will be distributed to the department. Department Budget Managers are responsible for reviewing detailed billing statements monthly, preventing phone misuse, and ensuring that payment is received.
Adopted: August 24, 2010
Reviewed: June 24, 2011 [Friday Report]