Administrative Memo # 46: University-Funded Cellular Telephone and Service

University-issued and –funded cellular telephones are provided to facilitate the effective and efficient performance of the University’s official business when standard telephone service is not readily accessible.

• The Dean of Libraries or a division director is responsible for approving the purchase and issuance of cell phones for library employees.
• Cell phones are assigned for business purposes only.
• Phones may be shared among individuals who are on call on rotating schedules.
• Cell phone calling plans are to be selected based on the lowest-cost plan that meets the individual business needs of the various library units. Calling plans should be selected from the established University Master Contracts except when business needs justify the use of an alternate vendor.
• Cell phone calling plans and any additional services required must be approved by the Dean or a director.

Administrative staff for each division and the Dean’s Office will purchase phones, enroll employees on calling plans, receive and pay the bills, monitor use of the phones and calling plans, and report any irregularities to the division director or the dean. If the number of minutes in a calling plan is exceeded, the cell-phone holder must document to the administrative assistant that the calls were all business-related.

University policy states,

Personal calls should normally not be made or received on a University-funded cellular telephone. If the cellular telephone is used for personal use, the employee shall reimburse the University for that use. Preferably, an employee may, in consultation and agreement with their department, determine the percentage of personal usage of the cellular telephone and reimburse the University for the cost on either a monthly or annual basis. As an alternative, many plans have the ability to add a second line, billed separately to the individual for personal use.

Accordingly, the Libraries’ holders of cell phone paid by the University will calculate personal call minutes for February and March 2007 and will arrive at a percentage of personal calls to total calls. That percentage will be used as the basis for a year-end payment to the University for personal use of the cell phone. A benchmark month in 2008 will be selected for the same calculation of percentage of personal-to-business use of phones as initially performed in 2007 and reimbursement rates will be recalibrated. This practice will continue into future years and be modified as needed.

University-funded cell phone assignments can be re-evaluated at any time, based on changing library needs. Calling plans will likewise be evaluated and re-evaluated to keep costs as low as possible while meeting library needs.

The full “University of Maryland Policy on University Funded Cellular Telephones and Service” is at http://www.president.umd.edu/policies/x306a.html.

Suggested revisions to any Administrative Memo should be addressed to the Director for Planning & Administrative Services. 

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