07.200.15 University Owned Cellular Enabled Devices

CIO

Effective August 2023; 07.200.15 and 05.119 supersedes 07.400 Remote & Mobile Communications Allowance Policy

• UNC System Office Policy Manual, Chapter 1400 “Information Technology”
• State of North Carolina Office of State Budget and Management (OSBM)
• Budget Manual section 6.3
• International Organization for Standardization ISO/IEC 27002

• ITS Cellular Device Standards And Procedures
• State Of NC Office Of State Budget And Management
• Budget Manual section 6.3

 Information Technology Services

Policy Details:

1. Purpose

   To provide a policy for the administration of university-owned cellular enabled devices. Information Technology Services (ITS) manages contracted cellular services for university phones, tablets, laptops, etc. that are provided to employees. ITS administers the contracts, pays the service fees to the vendor, and bills individual departments.

2. Policy

   1. Administration  

      To ensure compliance with the Office of State Budget and Management policies, all cellular services will be administered through ITS, unless an exception has been issued by the CIO. The department must coordinate with ITS prior to committing to a contract. In these cases, the department is to report all services to ITS on an annual basis and before contract changes such that ITS can ensure that costs are in line with available university and state contracts.

   2. Approval, Justification for Use, and Responsibilities

      1. Divisional AVC, Dean, or Equivalent, Business Officer and Department Head approval are required prior to a university cellular service activation.

      2. The issuance of a cellular device for employees or positions requires proof of a business or work-related need for the state device.

      3. ITS is responsible for providing reports for department review to ensure monthly telecommunication vendor bills are correct. See ITS Cellular Device Standards and Procedures.

      4. Departments requesting a university-owned cellular device must have internal control procedures to ensure:

         • Personal material and non de minimis use of state-funded cellular devices is prohibited. (per OSBM – Budget Manual 6.3)

         • Ensure that under-utilized or high-cost devices are terminated or replaced with more cost-effective alternatives.

         • Ensure ITS is notified if the service is no longer needed within one billing cycle.

      5. An annual inventory of university-owned cellular enabled devices shall be completed, reviewed, and approved by each department’s Business Officer or equivalent with final approval of annual inventory by Assoc VC for Finance, Business Affairs.

         At a minimum, the inventory shall include for each employee with a university issued device:

         • Employee name and position

         • Employee division or office

         • Device summary description

         • Initial device purchase cost

         • Monthly and annual vendor billing rates per device

      6. In addition to the cost of the service, the department is responsible for the licensing costs for security software for the device.

      7. Contracted cellular services provided on university-owned cellular enabled devices can be considered non-taxable per Internal Revenue Service (IRS) guidance if provided primarily for non-compensatory business purposes. To remain non-taxable, IRS requires documentation and substantiation of business need annually.

   3. Return/Transfer of Equipment and Surplus/Disposal
      When an employee transfers to another university department, exits university employment, or no longer requires the use of such equipment, it is the responsibility of the department head to retrieve cellular equipment assigned to that employee. For surplus/disposal see “07.200.05 PURCHASE INVENTORY REPLACEMENT AND DISPOSAL-SURPLUS”.

   4. Theft, Loss, or Damage
      Departments are required to report any theft or loss of cellular equipment to ITS immediately (no later than 72 hours after receipt of the information or evidence) so that cellular service can be deactivated. Also see “02.300 REPORTING AND INVESTIGATION MISUSE OR THEFT OF UNIVERSITY PROPERTY”.