MOBILE PHONES
Effective: August 15, 2024
Purpose: To provide guidance on mobile phone usage for University employees.
Scope: This policy applies to all University employees campus wide.
Responsible Office: Information Technology
Policy Statement: Mobile phones may be provided to employees to improve customer service and to enhance business efficiencies. The phones are not a personal benefit and shall not be a primary mode of communication, unless they are the most cost-effective means to conduct University business.
University employees may carry personal mobile phones with them while on state time or while operating state equipment, but excessive use of a personal mobile phone for personal business during duty hours is not allowed.
Employees are responsible for operating state-owned vehicles and potentially hazardous equipment in a safe and prudent manner, and therefore, employees should refrain from using mobile phones while operating such vehicles and equipment.
More than minimal personal use of a University-provided mobile phone without written authorization by the appropriate Vice President is not allowed. When personal calls/minutes cause the monthly plan minutes to be exceeded, reimbursement for those minutes must be made to the University. Additionally, all long distance and roaming charges incurred for personal calls (even if under the plan limit) must be reimbursed to the University. All reimbursements are to be made within fifteen (15) days of receipt and reconciliation of the monthly statement.
When authorized in writing by the appropriate Vice President, the cost of using a personal mobile phone for official business may be reimbursed to the employee. Any reimbursement will be for reasonable costs in excess of the base plan plus any additional fees such as roaming fees or other fees and taxes incurred as a direct result of the business use. In no instance will the employee be reimbursed more than the monthly cost to the employee.
Employees are not permitted to receive a monthly allowance from the University for the use of a mobile phone.
Employees violating any provision of this policy may be subject to possible disciplinary action pursuant to K.S.A. 75-2949, including but not limited to, K.S.A. 75-2949(e)(a)(3) “careless, negligent or improper use of state property,” or K.S.A. 75-2949f(1) “refusal to accept a reasonable and proper assignment from an authorized supervisor.”
Definitions: All words and phrases shall be interpreted utilizing their plain meanings unless otherwise defined in University or Board of Regents policy or by statute or regulation.
Procedures: All procedures linked and related to the policies above shall have the full force and effect of policy if said procedures have first been properly approved by the University’s administrator in charge of Information Technology.
[Information Technology procedures - coming soon]
Related Policy Information: K.S.A. 75-2949;