University of Louisville
Office of the Executive Vice President & University Provost
Cellular/Mobile Device Policy
I. Policy and/or Objective
 Cellular telephones and cellular-based wireless communications devices can be an effective resource
for employees in the performance of their job duties. For employees who spend considerable time
outside of their assigned office area, or who must be accessible outside of scheduled or normal work
hours, a cellular or mobile device can be a significant benefit.

The preferred method of payment for business-related cellular devices is a stipend paid to the
employee via the University’s payroll system per pay period.
 When a department head determines that an employee qualifies for a stipend to cover the presumed
business use of personal cell phones and service, the level of stipend will be determined by a
person’s job duties as it relates to cell phone use and access. Department heads in the Office of the
Executive Vice President and the University Provost will review and set the amounts to be provided
for stipends on an annual basis.
 The cellular device stipend is intended to reimburse the employee for the business use of the device.
The stipend is not intended to fund the cost of the device nor pay for the entire monthly bill.
 Stipends Levels:
o
o
o
VP’s and Department Heads (individuals who are expected to be available at all times) $125/month
Mid-level Managers and Directors (individuals who are expected to be available, but not
to the extent of responsibility of a VP or department head) - $75/month
Staff (Admissions recruiters, counselors, on-call people, etc.) - $50/month
II. Guidelines
 The employee will receive a stipend on a pay period basis via the University’s Payroll system. It is the
responsibility of the employee to notify their Department Head if personal cellular service is
discontinued.
 A yearly review of the need for a cellular/mobile device stipend will be conducted by the supervisor
and approved by the Department Head.
9/15/16
III. General Policy:
Cellular Device Stipend

Employee responsibilities: The employee will purchase cellular phone service and equipment and
assume responsibility for vendor terms and conditions. The employee is responsible for plan
choices, service levels, calling areas, service and phone features, termination clauses, and payment
terms and penalties. The employee is also responsible for the purchase, loss, damage, insurance,
and/or replacement of cellular/mobile device equipment. Employees receiving a stipend will not be
reimbursed by the University for the purchase of their personal device nor for any service or other
similar fees.

Guidelines to receive a monthly stipend are based on job duties as it relates to cellular/mobile
devices.

Employees who go into “Leave Without Pay” employment status will not be paid this stipend, as no
business should be conducted during these periods.

Upon termination of employment, stipend payments will cease as of the last day worked – not the
last day on Payroll (i.e. during vacation and sick leave payout).
IV. Standards for Cell Phone Use

Business Use –Monthly stipend agreement requires that the personally owned device is
available for business access. An employee receiving a stipend must maintain active cell phone
service. The employee agrees to carry the cell phone with them, keep it charged and in
operational condition, and be accessible for business use as required by their supervisor.

Appropriate use-The employee agrees to use the phone in ways consistent with university
policy and all applicable local, state or federal laws. Inappropriate and unlawful use of cell
phone feature, such as camera equipment, is prohibited.

Use of cell phone while operating a vehicle - Cell phone users must be aware of the state and
municipal laws regarding the use of phones while driving. The laws vary widely by location. In
addition, use of phones while driving can cause a hazardous distraction.
V.
Security

The University reserves the right to require any mobile device accessing the university’s
infrastructure to be subject to future mobile device security policies and guidelines as
established by the university’s information security office and Information Technology
governance structure.
9/15/16

Security policies may include requirements for mobile anti-virus/spyware, mobile firewall,
secure communication, encrypted file folders including storage card, strong passwords, two
factor authentication, and/or destruction and disabling in the event of a lost or stolen device.
Costs for any mobile security measures will become the financial responsibility of the individual
owner of the device at the time such requirement becomes university policy.

Misuse or fraudulent receipt of a wireless communication stipend may result in progressive
administrative and/or disciplinary action up to and including termination of employment and
criminal prosecution.

Personal mobile devices that are used for business purposes are subject to discovery. If the
subject is involved in litigation, personal mobile devices used for business-related activities may
be confiscated and examined during discovery or investigation.
VI. Steps in the process

Employee should complete a Request for a Departmental Cellular/Mobile Device Stipend (see
Appendix A) for supervisor approval on an annual basis.

Supervisor will determine the level of reimbursement for which the requestor qualifies.
Supervisor reviews requests with Department Head.

Supervisor will send the signed approval to EVPUP Coordinated Business Services (CBS) via
[email protected]. CBS will set up a stipend (additional pay) for the current fiscal year
through Payroll. This stipend will be charged to a salary general ledger account number, so
departments should ensure that the appropriate budget funds are available prior to submitting
the request to CBS. This should be done annually as long as the employee is approved for the
stipend, there remains a business need and confirmation that the employees continues to carry
a cellular plan has been obtained. Please see http://louisville.edu/provost/evpup-businessoperations/hr for the “Additional Pay for Cellular Device Stipend” form.

All requests must be reviewed and documented annually via the Cellular/Mobile Device Stipend
Request Form by the supervisor and Department Head for business need and re-approval.

For yearly renewals, Additional Pay forms must be submitted by Coordinated Business Services
to the Payroll Department by the deadline per the Year-End Closing Schedule. No retroactive
payments will be made to employees for requests where the form was not submitted by the due
date for Additional Pay form per the Year-End closing schedule. As such, departments will be
required to submit “Additional Pay for Cellular Device Stipend” forms to CBS accordingly.

Request for Departmental Cellular/Mobile Device Stipend forms should be kept in the
department for 3 years (from the date of the form) and presented upon audit if requested.
9/15/16
Appendix A
Cellular/Mobile Device Stipend Request Form
Employee Information
Employee Name: ______________________________________________________________
Emp ID: ______________________________________
Speedtype: _________________
Employee Title:________________________________________________________________
Employee Department: _________________________________________________________
Stipend Level (choose one):
________ Vice Provosts and Department Heads ($125/month)
_______ Managers and Directors ($75/month)
________ Staff (on an as-needed basis) ($50/month)
Employee Signature
I certify that I have read, understand and intend to comply with the University of Louisville’s Cellular
Device Policy:
https://sharepoint.louisville.edu/sites/policies/library/SitePages/Information%20Technology/Cellular%2
0Telephone%20Usage.aspx). I understand that I am receiving this benefit to cover business-related
transactions. Should the nature of my cellular device usage change or if service to my device is
terminated, I will immediately notify my supervisor.
___________________________________________________________________________________
Signature
Date
---------------------------------------------------------------------------------------------------------------------------------------
Supervisor approval:
Please describe in detail the business reason the cellular stipend is necessary for this employee:
_________________________________________________________________________________
_________________________________________________________________________________
_________________________________________________________________________________
9/15/16
Supervisor signature
I certify that the requested allowance is needed by the employee for business-related purposes.
__________________________________________________________________________
Signature
Date
-----------------------------------------------------------------------------------------------------------------------------
Department Head Approval
I certify that the requested allowance is needed by the employee for business-related purposes. I
acknowledge that the amount of the allowance will be taken from the salary budget listed above, and
that I have authority to approve such a budget request. I agree to review the need for this allowance at
least annually with the Supervisor.
_____________________________________________________________________________________
Department Head’s Signature
Date
9/15/16