Controller's Office Policy CO 10 98 Revised June 14, 2004
Purpose: To explain the University of North Carolina at Pembroke’s policy for use of mobile telephones and deskset telephones.
Scope: All UNC Pembroke employees.
A. Local Personal Calls - Use of University deskset telephones for local, personal calls should be kept to a minimum in number and duration.
B. Long Distance Calls - Long-distance phone calls that are of a personal nature may not be charged to the State except as noted in C and D below. Long-distance calls which are to be paid by the State are those made pursuant to the employee conducting official University Business.
C. Allowable Personal Calls - An employee who is in travel status for two or more consecutive days in a week is allowed one personal long-distance phone call for each two days for which reimbursement to the employee may not exceed $3 when in North Carolina and $5 when employee is out of state. If calls are made on personal calling card or cell phone, employee must submit copy of original Travel Reimbursement form with phone bill to be reimbursed.
D. Emergency Calls - Employees may use the State network system, State credit card, or may be reimbursed for a personal long-distance call(s) if such call(s) is of an emergency nature as determined by the University. An example would be a call made when an employee calls home to inform someone that the travel period has been extended beyond original plans because of unforeseen reasons.
E. Mobile Telephones - Mobile telephone charges (cellular and wireless) are based on measured use. Mobile phones assigned to University faculty or staff members are PRIMARILY for official business use. While incidental personal use is reasonable in order to prevent the employee from carrying two devices, this use should not result in additional charges to the University. If a personal emergency arises that requires the extended or extensive use of the mobile phone to make personal calls, the faculty or staff member is to notify their department head or supervisor and reimburse the Institute for those calls that create additional charges.
If an employee uses his/her personal mobile telephone in conducting university business, the employee can be eligible for reimbursement. In order for the agency to reimburse the employee, the employee must indicate on his/her telephone bill the reimbursable calls, individuals called, and nature of calls and submit the telephone bill to their supervisor for approval. If the supervisor approves the calls as state business related, the agency will reimburse the actual billed cost of the call.
1. Personal Mobile Phone - Personal convenience alone is not acceptable criteria when deciding to use a cell phone for University business. Mobile phones should only be used when more economical means of communication are not reasonably available and the employee is in travel status.
2 . For reimbursement when in travel status - the mobile call should be listed under "Other Expenses" on the employee's travel reimbursement form with copy of mobile phone invoice attached and call highlighted. The employee's location should be identified as well as the person/business called.
F. Secondary Employment - No telephone calls related to secondary employment except for schedule changes are to be made during work hours.
G. Other Situations - Should emergency circumstances arise which necessitates a University employee to make a personal, long-distance or cellular phone call not covered in A through F above, the employee should immediately notify his or her supervisor and make arrangements to reimburse the State.