Subject: New Cell Phone Reimbursement Policy and Form
We are happy to announce that the reimbursement process has been simplified. Submit the new Cell
Phone Reimbursement Form as your enrollment to receive automatic reimbursements for the same
amount each month without submitting any additional paperwork. The monthly reimbursement
amount will now be based on a “Monthly Tier Amount” that most closely represents your monthly
business use costs of the cell phone.
To enroll in this new reimbursement plan:
1. Download the new Cell Phone Reimbursement Form
2. Discuss your business use costs with your approving official to determine the “Monthly Tier
Amount” that should be selected to reimburse you for those costs. If you pay a monthly
equipment allowance fee, the business use portion may also be included in the Tier amount
selected.
3. If purchasing a new phone at this time and you have out-of-pocket costs, you may write in the
one-time reimbursement amount for the business use portion on the “Equipment
Reimbursement” line (note: reimbursement for equipment is either on a monthly basis or a onetime basis). Submit a copy of the purchase receipt with the Cell Phone Reimbursement Form.
4. Complete signed form, and scan along with the cell phone bill used to determine the Monthly
Tier Amount to [email protected].
Cell phone reimbursements will be issued at the beginning of each month. Your initial reimbursement
may take longer due to the enrollment process.
To receive these reimbursements via direct deposit, log in to the Cal Poly portal, select the Personal
Information tab, and click on the “Enroll in Direct Deposit for Employee Reimbursements” link in the My
Job Tasks box (note: this enrollment is separate from Payroll direct deposit enrollment).
If you need to make a change to the Monthly Tier Amount follow the steps outlined above and submit a
new Cell Phone Reimbursement Form and cell phone bill. Reminders will be sent once a year to notify
you and your approving official to review your Monthly Tier Amount and submit a new form and cell
phone bill.
Please feel free to contact us with any questions or comments; we can be reached at x62291 or
[email protected].
For your reference, here are the links to the new Cell Phone Policy and Cell Phone Reimbursement
Form:
Cell Phone Policy
Cell Phone Reimbursement Form