Central Office Mobile Device Policy

Reason for Policy

Ownership and use of Personal Mobile Devices is widespread and many Personal Mobile Device owners use their Personal Mobile Devices for personal and business use. The Research Foundation for The State University of New York ("RF") recognizes that an offset of an RF employee’s personal expenditures for a Personal Mobile Device may be appropriate when the RF needs said employee to regularly use his/her Personal Mobile Device in furtherance of the RF’s business. This mobile device policy authorizes the issuance of a stipend to eligible employees who utilize a Personal Mobile Device for such use.

Statement of Policy

The RF, at it’s discretion, may provide a stipend of up to $30 per device, per month, to offset the cost to an eligible RF employee for said employee’s use of a Personal Mobile Device primarily for non-compensatory business purposes. An RF employee is eligible to receive the stipend if it is determined that there are substantial reasons for said employee to utilize his/her Personal Mobile Device in his/her performance of the RF’s business, including but not limited to:

• The RF's need for frequent contact with the employee (at all hours) for work-related emergiencies;
• The RF's requirement that the employee frequently be available to transact RF business activities at times when the employee is away from the office; or.
• The RF has frequent need for the employee to transact RF business activities at times outside of the employee's normal work day.

  Stipends approved in accordance with this Policy and the Central Office Mobile Device Reimbursement Procedure will not be deemed income of the employee.

  Employees who do not have a substantial business need for, but may benefit from, access to RF e-mail and network files via a Personal Mobile Device may do so with no additional approval. However, such access is provided as a convenience to the employee, and no stipend will be available unless and until the RF has a substantial business need for said employee to utilize his/her Personal Mobile Device for RF business.

  All employee use of a Personal Mobile Device to conduct RF business (stipend or otherwise) must comply with The Research Foundation for The State University of New York Acceptable Use and Security of RF Data and Information Technology

Allowance & Reimbursement

• The RF will pay a reasonable monthly voice/data stipend to approved employees:
  • Reimbursement amount will be listed in the Central Office Mobile Device Reimbursement Procedure
  • Stipend is intended to assist in the payment of monthly voice/data charges and must not exceed the actual cost of the employee's Personal Mobile Device plan.
• All stipends shall be paid via "iExpense," the RF's expense reporting system.
• Stipend amounts are subject to periodic review and change at the sole discretion of the RF.

Responsibilities

The following table outlines the responsibilities for compliance with this Policy:

Definitions

Mobile Device- Smartphone or tablet device that has a cellular number associated with it, e.g., iPhone and iPad devices, Windows Smartphone and Tablet devices, and Android Smartphone and Tablet devices. Tablet devices are distinguishable from laptop computers by their embedded operating systems and need to install applications via an "app store." Laptops are not considered mobile devices for the purposes of this policy.

Personal Mobile Device- A Mobile Device that is owned by an employee of the RF and is approved to connect to RF business systems in accordance with this policy.

Related Information

Central Office Mobile Device Reimbursement Procedure

The Research Foundation for The State University of New York Acceptable Use and Security of RF Data and Information Technology

Central Office Mobile Device Policy - FAQ's

Forms

Mobile Device Stipend Acceptance and Use Agreement

Change History

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