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Information Technology

Electronic Devices and Services Policy (VII.A.3)

Volume VII: Information Technology
Chapter A: Acceptable Use
Issuing Office: VP for BS and AT
Responsible Officer: VP for BS and AT
Responsible Office: VP for BS and AT
Originally Issued: January 1, 2008
Date Last Revised: November 18, 2011

TABLE OF CONTENTS

Statement of Policy
Reason for Policy
Who Should Know This Policy
Related Documents
Contacts
Procedures
Special Situations
Responsibilities
History

STATEMENT OF POLICY

Electronic devices or services, including all cellular telephones, e-mail devices, and electronic access devices are valuable tools to enable the University to meet its missions of discovery, learning, and engagement. The primary method for staff to use electronic devices and services for a documented business need is for department heads to authorize a technology allowance payment for employees to offset the business use of their personally owned devices or services. In limited situations, department heads may authorize the use of University-owned electronic devices or services for short-term events, emergency purposes, or multiple staff needing to share a single device with dean or vice president approval.

A review should be performed at least annually by the department head or designee to affirm continued business need of the device or service, as well as the effectiveness of any selected plan. This review may be incorporated as part of University annual reviews and reminders coordinated by the department head.

When using a personal electronic device for Purdue University official business, users are reminded that they are subject to all University policies. In particular, users should be mindful of the University's Data Handling Classifications and Guidelines, as well as other policies and procedures regarding the secure use and transmission of University data.

Individuals who travel occasionally, but do not need to be immediately available, may obtain a long distance calling card through the Telephone Office to enable them to charge business phone calls directly to their departmental account.

REASON FOR POLICY

While the University recognizes the performance of certain job duties and responsibilities may be enhanced by electronic devices and services, usage must be evaluated by the University department from a cost/benefit perspective. The purpose of this policy is to provide guidance on University-owned electronic devices and services and for payments of technology allowances for the use of personal devices in conducting University business.

WHO SHOULD KNOW THIS POLICY

President Provost
Executive Vice President and Treasurer Chancellors
Vice Provosts Vice Presidents
Vice Chancellors Deans
Directors / Department Heads / Chairs Faculty
Business Office Staff Administrative and Professional Staff
Clerical and Service Staff  

RELATED DOCUMENTS

Electronic Device and Service Procedural Guidelines

www.purdue.edu/business/payroll/Policies_Procedures/techallowance.html

Purdue University policies

www.purdue.edu/policies/

Purdue University Information Technology policies

www.purdue.edu/policies/information-technology.html

Purdue University Data Handling Classifications and Guidelines

www.purdue.edu/securepurdue/bestPractices/dataClass.cfm

Purdue University Mobile Devices Security Best Practices

www.purdue.edu/securepurdue/bestPractices/mobileDevice.cfm

CONTACTS

Contact Phone E-mail
IT Telecommunications Customer Service 494-4719 telephone@purdue.edu
Department Business Offices    

PROCEDURES

The primary method for staff to use electronic devices and services for a documented business need is through a technology allowance payment to the employee.

Department heads may provide a technology allowance payment to individuals for charges incurred as a result of an employee's use of a personal electronic device and/or service for official business when the employee has a documented business need that cannot be accommodated with a landline phone, pager, two-way radio, or other communication device. In these situations, employees obtain their own equipment and/or services and the allowance offsets the cost of the business use of the device and/or service. Base salaries are NOT to be adjusted to accommodate personal reimbursement of these expenses.

Due to Internal Revenue Service regulations, this allowance represents taxable income to the employee and will be reported as wages on the Wage and Tax Statement (IRS Form W-2). The allowance will be provided at the amount specified in the procedural guidelines. Employees must read and acknowledge their responsibilities under the allowance program.

In limited situations where department heads authorize University-owned electronic devices for documented business needs; the employee, supervisor, department head, and dean or vice president must sign an Employee Agreement for University Owned Electronic Device and Services acknowledging their responsibilities as part of the Electronic Devices and Services policy. The departmental account will be billed in accordance with the associated contracts.

For all University-owned cell phones, users and their supervisor or designee will be provided a monthly detailed billing for their review. The department business or fiscal office will receive monthly billing reports, quarterly reports summarizing activity for each user, and a quarterly exception report. The department business or fiscal office will review these quarterly reports with the department head or designee to assure an economical approach for each user has been demonstrated, and to manage usage.

The department head or designee should verify at least annually the continued business need for these services for their employees and review the selected plan to assure an economical approach has been demonstrated for each user. In the application of this policy, departments or units have the discretion to adopt more restrictive provisions than outlined above.

University departments may not separately enter into contracts for University-owned electronic devices and services.

SPECIAL SITUATIONS

University-owned electronic devices are intended for business use. These devices may be assigned to an individual or maintained within the department for "check-out" purposes. For purposes of this policy, personal use of a University-provided cell phone of up to 10 minutes per month will be considered "de minimis" and will not require reimbursement to the University.

For all University-owned equipment, it is the responsibility of the department head to assure that: 1) monthly statements are verified for appropriate use, including "check-out" devices; 2) there is no personal use beyond de minimis limit; and 3) follow-up action is taken for inappropriate usage.

Supervisors should discuss and monitor the use of electronic devices and services by non-exempt staff. Additional time worked may need to be reported for use during non-working hours, such as during lunch, in the evening, and the weekend; and may include overtime compensation.

Use of electronic devices while driving University vehicles is strongly discouraged. Drivers should pull off the road to a safe location while using.

Recognizing differences in administrative structure and electronic devices from one campus to another, each regional campus may adapt the approval and review processes to their unique campus situation, provided that their procedures are substantially consistent with the basic tenets contained in the above guidelines. Each regional campus chief business officer is charged with responsibility for administering the electronic device policy.

RESPONSIBILITIES

Person Responsibility
Dean/Vice President Review documented business need for electronic devices and services and approve technology allowance payments or University rentals for limited situations.
Director/Department Head Review documented business need for electronic devices and services and approve technology allowance payments or University rentals. Perform an annual review to ensure continued need for the service and that an appropriate plan or allowance has been selected for the user's needs. Verify that: 1) monthly statements are verified for appropriate use, including "check-out" devices; 2) there is no personal use beyond de minimis limit; and 3) follow-up action is taken for inappropriate usage.
Supervisor Document business need for electronic devices and services based upon the employee's specific job duties and responsibilities. Recommend the amount of the technology allowance. Communicate University requirements to document personal and business use for individual cellular calls, in order to exclude the cost of the device and service from taxable income. Monitor usage of University-owned devices for appropriate use and by non-exempt staff during non-working hours.
Staff member Contract with technology providers, pay any initial plan charges, purchase associated equipment, and pay the plan's bills. Replace lost or stolen devices and resolve problems with service or equipment. Maintain an active contract for the allowance period and notify the authorizing department of any changes in status or need for use of the device. Document personal and business use of University-owned equipment for individual cellular calls, in order to exclude the cost of the device and service from taxable income.
Business Offices Review and process documentation required for technology allowance payment or University rentals. Review all management reports for University-owned equipment and take appropriate action.
IT Telecommunications Contract for University-owned electronic devices and services.

HISTORY

November 18, 2011: Policy number changed to VII.A.3 (formerly V.4.2).

June 28, 2011: Related Documents section updated.

January 1, 2008: This is the first University policy on electronic devices and services.