Obtaining Reimbursement for Use of
Personal Phone
IS&T Procedure
Code: 2011-007
1. Scope
Last Reviewed: 07/01/2013
This document outlines the requirements for obtaining reimbursement from CA-IS&T for charges
incurred when using a personal phone to conduct official University business.
2. References
Issuance and Use of Mobile Communication Devices Policy
70.2.5
3. Definitions and Acronyms
3.1. Definitions
Official University Business – Official University business includes all business travel, including
attendance at meetings and any other gatherings, approved by the appropriate authority. Board of
Trustees meetings and board committee attendance are included in this category.
3.2. Acronyms
Not applicable.
4. Introduction
An individual may request reimbursement from CA-IS&T for any charges incurred when using a
personal phone to conduct official University business. The applicability and associated procedures
for obtaining reimbursement are defined herein.
Obtaining Reimbursement for Use of Personal Phone
Adopted: 10/13/2011
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5. Applicability
This procedure applies to CA-IS&T employees submitting a request for reimbursement of charges
incurred while conducting official University business from their personal phone, provided such use
has prior management approval.
6. Standard
Employees using non-University owned mobile communication devices for University business shall
be reimbursed for the cost of such use subject to receiving prior approval from their supervisor. The
reimbursement rate shall be based on the prorate formula developed by IS&T and posted, along
with the appropriate reimbursement procedures, on University portal/Administration Tab/IS&T
Channel/Request Services section.
7. Procedure
Procedures for requesting reimbursement are as follows:
7.1 Employee
Upon receipt of a statement/bill for use of a personal phone used to make Rutgers businessrelated calls, the employee should:
•
Check the statement/bill provided to verify the accuracy of the charges.
•
Identify the Rutgers-related business calls made and calculate the total cost of such
calls using the process and per minute reimbursement rate posted on University
portal/Administration
Tab/IS&T
Channel/Request
Services
section
http://rbhs.rutgers.edu/ca/ist/operations). (Note: Exceptions to the reimbursement
rate can be authorized by the manager if extenuating circumstances exist and the
reimbursement rate is much lower than the actual cost to the individual, such as for
international calling.)
•
Complete the Request for Check form including all pertinent information (e.g., dates
charges were incurred, the nature of the University-related business discussed during
the call, etc.).
•
Attach a copy of the entire statement/bill to the completed Request for Check form
being certain to include the Billing Index number.
Obtaining Reimbursement for Use of Personal Phone
Adopted: 10/13/2011
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•
Obtain your manager’s approval authorizing reimbursement.
•
Make a copy to retain for your personal records before submitting the documents to
IS&T Finance.
•
Forward the approved documentation to:
IS&T Finance
1 World’s Fair Drive, Suite 3600
Somerset, NJ 08873.
7.2 Manager
The manager should review and verify the validity of the reimbursement request before
authorizing payment.
8. Exceptions:
(School-specific exceptions may be noted here.)
9. Standard Ownership and Responsibilities
The CA-IS&T manager/supervisor shall be responsible for communicating and enforcing this
procedure as it relates to all CA-IS&T employees.
By Direction of the Vice President for Information Services and Technology
____________________________________________________________
Denise Romano
Obtaining Reimbursement for Use of Personal Phone
Adopted: 10/13/2011
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