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PROCEDURES:

These procedures apply only to MPP, Confidential, and Auxiliary employees authorized by the President, a division Vice President, or the Executive Director of the University Corporation to receive reimbursement for use of portable equipment and/or electronic communication equipment as a condition of employment under Policy #900-16. The President, the division Vice Presidents, and the Executive Director of the University Corporation are hereafter referred to as "authorizers."

These procedures may be revised and are subject to change without notice.

General Information Regarding Cell Phones and Smartphones:

1. Multiple monthly cell phone service plans are available to meet the anticipated business needs of the University divisions.

2. Authorized employees may contact Purchasing and Contract Administration to obtain information on discounted plans available for University cell phones. For a current list of CSUN cell phone service plans with estimated costs please contact Purchasing and Contract Administration.

3. Smartphone devices are cell phones that support applications such as email, scheduling software, Internet access, and read-access to Office documents and PDF files. IT has reviewed and tested a variety of Smartphone devices and has listed those Smartphones that appeared most compatible to synchronize to send/receive email for our Mirapoint users and send/receive email and calendar information for our Microsoft Exchange users. IT has also identified Smartphones that did not test well in our CSUN environments.

4. The current list of CSUN IT-tested Smartphone devices is available at http://www.csun.edu/it/services/smartphones.html. The list of CSUN IT-tested Smartphones will be periodically reviewed and revised as necessary to reflect vendor changes.

5. There are slightly different procedures for acquiring and connecting a BlackBerry device to the Exchange Email and Calendar system.  These procedures are detailed below in the section "BlackBerry Device Connectivity with Exchange Email and Calendar".

OPTION ONE: University-Owned Device or University-Paid Service

Authorized employees have until January 1, 2008 to complete transition to the appropriate device if a change is required and if this option is chosen.

Request for Wireless Device for MPP and Confidential Employees

1. When a University-owned wireless device or service is assigned to an authorized employee, the Request for Wireless Device for MPP and Confidential Employees http://www-admn.csun.edu/purch/forms/wireless_request_mpp.htm should be completed and signed by the authorizer (the President, a division Vice President, or the Executive Director of the University Corporation) or designee. The form should then be submitted to Purchasing and Contract Administration. Purchasing and Contract Administration will acquire the necessary device/service and will assist departments with information on contracts for these devices/services.

Accounting Guidelines/Process

1. Monthly statements will be sent by Accounts Payable to the authorized employee's authorizer (or designee) for review.

2. When monthly service plan charges exceed the approved amount, the employee's authorizer (or designee) must certify to Accounts Payable that the excess was due to the conduct of University business.

3. Personal use of a University-owned device/service will result in the employee being required to reimburse the University for all personal charges on the device and may result in full taxation of the service. (Note: Frequent reimbursements or business related overages will generate a review of the agreement by the authorizer or designee to determine whether the service plan should be changed or usage reduced.) A reimbursement from the employee will be treated as an abatement of cost, using the same chartfields used by Accounts Payable to record the original cost. The Department Deposit Transmittal Form located at
http://www-admn.csun.edu/ucs/forms/dept_deposit2.htm must be completed and delivered to Accounts Payable before the employee's reimbursement is deposited.

University-owned equipment used at employee's home

1. Requires the approval of the Off-Campus Home User Permit by an authorizer (or designee). The Off-Campus Home User Permit is located at
http://www-admn.csun.edu/ppm/asset/home_user.htm. Once the form is signed it should be submitted to Asset Management.

2. The Permit for home use does not expire, but will be reviewed annually by the authorizer (or designee).

3. The authorizer or designee will notify Accounts Payable if the nature of the employee's responsibilities change and the employee is no longer authorized. The authorizer or designee will also notify Accounts Payable when an employee transfers to another department, and will complete a Separation/Clearance Form when employment has been terminated.

OPTION TWO: Employee-Owned Device or Employee-Paid Service

Authorized employees have until January 1, 2008 to complete transition to an employee-owned device or employee-paid service, if this option is chosen.

Maximum Reimbursements

Maximum reimbursements may be revised and are subject to change without notice.

1. The maximum expense allowance for the acquisition of a cell phone or Smartphone device is $425. This allowance will be paid to the authorized employee as taxable income. The authorized employee may upgrade the device at his/her own expense.

2. The maximum expense allowance for cell phone or Smartphone service fees is $75 per month or $900 per year. This allowance will be paid to the authorized employee as taxable income.

3. The maximum expense allowance for Smartphone data charges is $40 per month or $480 per year. This allowance will be paid to the authorized employee as taxable income.

4. The maximum expense allowance for Internet Service Provider charges is $50 per month or $600 per year. This allowance will be paid to the authorized employee as taxable income.

BlackBerry Device Connectivity with Exchange Email and Calendar

In order for BlackBerry devices to work effectively with our University Exchange email and calendar system, users need to request specific plan setup by the cellular provider and request setup by IT according to the procedures listed below: 

1. Authorizer approves employee to use a BlackBerry device.
2. Authorized employee works with Cellular Provider if acquiring an employee-owned device, or with Purchasing and Contract Administration if acquiring a University-owned device, to ensure appropriate BlackBerry Data Plan Setup.
   • The cellular plan must specifically allow connectivity to a BlackBerry Enterprise Server (sometimes referred to by providers as an "Enterprise Activation" service).
   • The cellular plan should include an “unlimited” data plan for BlackBerry use due to the frequent connections connections the BlackBerry will make to the CSUN email and calendar server. (A limited data plan or pay-per-use plan could cost far more).
3. Request IT activation of CSUN BlackBerry email/calendar connectivity.

OPTION ONE: University-Owned Device or University-Paid Service

• Once the employee receives the device from Purchasing and Contract Administration, send a copy of the signed Request for Wireless Device for MPP and Confidential Employees form (http://www-admn.csun.edu/purch/forms/wireless_request_mpp.htm) to the University Help Desk at mail drop 8223 or to helpdesk@csun.edu indicating that the employee is authorized to use the CSUN BlackBerry service.  
• The University Help Desk will process the request and send a confirmation email to the authorizer and to the employee with activation instructions.

OPTION TWO: Employee-Owned Device or Employee-Paid Service

• After the employee purchases the device, send a copy of the completed Internet Service Provider/ Cell Phone reimbursement form (http://www-admn.csun.edu/acctpay/forms/isp.htm) to the University Help Desk at mail drop 8223 or to helpdesk@csun.edu indicating that the employee is authorized to use the CSUN BlackBerry service.

The University Help Desk will process the request and send a confirmation email to the authorizer and to the employee with activation instructions.

Exceptions/Changes

1. Any exceptions to the maximum expense allowance amounts require approval by an authorizer (or designee).

2. Option Two does not require the authorized employee to identify the personal or business use of the device/service.

3. Any supplemental changes made by the authorized employee (e.g., changes in phone numbers) are the employee's responsibility. Purchasing and Contract Administration can assist authorized employees with transferring their existing University-owned cell phone number to an employee-owned device. The transfer of University numbers to an employee phone number is subject to approval by an authorizer or designee.

Reimbursement Process

Ongoing reimbursement to an authorized employee for University business use of a personal device or service plan requires the following:

1. Approval of the Wireless Device/Service Reimbursement Form by an authorizer or designee. The form is located at
http://www-admn.csun.edu/acctpay/forms/isp.htm and should be submitted to Accounts Payable.

2. Verification by the authorizer or designee that the authorized employee is incurring the charges reimbursed by the University.

3. The employee shall make available to the University, upon University request, records of the business calls necessary to comply with applicable laws and regulations, including but not limited to the California Public Records Act. However, the employee may redact any personal information from the records provided. The employee agrees to retain cell phone bills for thirty (30) days from the date of receipt of said bills by the employee.

4. The authorizer or designee will notify Accounts Payable if the nature of the employee's responsibilities change and the employee is no longer authorized to receive reimbursement. The authorizer or designee will also notify Accounts Payable when an employee transfers to another department, and will complete a Separation/Clearance Form when employment has been terminated.

5. The employee must reimburse the University for any payments under this type of agreement that occurred after the employee ceased to be authorized for reimbursement or ceased to incur the cost.

One-time reimbursement to an authorized employee for University business use of a personal device or service plan requires the following steps:

1. Reimbursement under $50 will be processed through the University Cash Services petty cash system. Complete the Petty Cash Reimbursement Request Form located at
http://www-admn.csun.edu/acctpay/petty_cash.htm. Reimbursement exceeding $50 will be processed through Accounts Payable for issuance of a reimbursement check.

2. An authorizer or designee can determine if a regular reimbursement plan is appropriate for an employee who requires frequent reimbursement for business use of personal devices/services.

FORMS:

As required in sections above.

POLICY:

http://www-admn.csun.edu/vp/policies/900_oversight/900_16.htm