University of Minnesota Extension Service Policy on Cellular Phones

Criteria for an Extension supervisor to determine whether using this communication method is appropriate:

1. The staff member’s position contains most or all of these components:
• A requirement to travel frequently to do business, across a geographic area away from the home office, and great amounts of time are spent in a vehicle.
• A need for others to be in communication with the individual while traveling.
• A need for the individual to communicate with others while traveling.
• Personal safety concerns for the individual while traveling, such as: bad weather conditions, working during evening hours, working in isolated environments, working in higher-crime areas, etc.
2. The Extension unit has funds available for the equipment and supporting service.
3. The Extension unit accounts for use of the University equipment and supporting service according to University of Minnesota policy on Using University Telephone Services. Along with other information, this policy outlines when the University vs. the employee should be the billing entity.

Guidelines for the use of University-purchased cellular phones

1. When placing calls use the cell phone for University business only while traveling on University business. Due to higher costs, a cell phone should never be used for University business when a regular phone is available for use.
2. It rarely makes sense to use a cell phone to participate in a conference call because of the long period of phone time required, possible interruptions in service, and safety concerns. If the call must take place while you are traveling, plan ahead to stop and use a pay phone.
3. A cell phone is an easy target for theft. Take precautions to protect yourself, the phone, and your car from burglary or vandalism. Because the deductible on University insurance is greater than the purchase price, loss will not be covered by insurance.
4. Following University accounting policy and procedures is required. For complete information refer to the University’s Financial Policy & Procedures web site.
5. Refer also to University of Minnesota’s general policy for the Use of University Equipment and Services.

Click on the following for quick access:

Memo from the Dean and Director
U of MN Cell Phone Policy Clarification
Procedures for Requesting a Cellular Phone
Request Form
Usage Worksheet (University is Billing Agent)
Usage Worksheet (Employee is Billing Agent)

For questions about these forms, processes or policies, please call 612/624-2753, email acct@extension.umn.edu, or fax 612/624-1785

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