CELLULAR PHONE PROCEDURE
Cell Phone Policy:
A monthly stipend will be issued to those employees that are in positions authorized for HCCS
cellular phone usage. Positions authorized for HCCS cellular phone usage are determined by the
criteria established by the Executive Team. The criterion is as follows:
Safety requirements indicate having cellular phone is an integral part of performing
duties of job description.
More than 50% of work is conducted in the field.
Required to be contacted on a regular basis. (No office)
Required to be on-call (24/7)
Critical decision maker
The following positions are eligible for the cellular phone monthly stipend:
1. Chairman, Board of Trustees
2. Chancellor, Vice Chancellor, President, Associate Vice Chancellor, General Counsel, and
designated Executive Directors.
3. Vice Chancellor’s executive team including: designated IT staff, designated maintenance
staff, designated security staff, and other designated staff as authorized by the respective
4. College president’s executive team including: college operations officer, deans and/or
5. Emergency Response Team members.
The following guidelines must be followed:
HCCS will not be responsible for procuring cellular phones for those individuals that are
eligible for the monthly stipend.
The cellular phones will not to be purchased by, licensed or directly billed to HCCS
entities. HCCS will not pay for any cell phone equipment or related service plans. The
individual in the authorized HCCS cellular phone usage position will be responsible for
choosing and paying for cellular phone equipment.
Cellular phone service will not be purchased by, or directly invoiced to HCCS entities.
The monthly stipend is taxable income; therefore the individual will be taxed according
to the regulations of the IRS code.
CELLULAR PHONE PROCEDURE
The following reimbursement rates are as follows:
$50 Stipend: This stipend is for the employee who has light to moderate usage of the cellular
phone for business purposes, or may have heavy usage, but primarily in the local calling area.
$75 Stipend: This stipend is for the employee who has moderate to heavy usage of the cellular
phone for business purposes, or may have light usage, but frequently travels out of the
$100 Stipend: This stipend is for the employee who has very heavy local usage of the cellular
phone for business purposes, or may have moderate to heavy usage, but frequently travels out of
the local/regional area.
Monthly Stipend Transition Process
Cell Phone Reimbursement Procedures:
All employees currently using HCCS phones will be required to submit the Cellular
Phone Stipend Request Form to the Purchasing Department. The Purchasing
Department will fill in the monthly stipend amount (based on past usage) and forward
to Human Resources (HR) for processing. The appropriate vice chancellor or college
president must authorize the request. Note: Exceptional usage situations may require
cellular phone service beyond the normal usage and control of the individual.
Exceptional usage may be submitted to the Purchasing Department once approved by
the appropriate vice chancellor or college president. An example would be when an
individual who is already receiving a cellular stipend of $50, travels out of town to a
conference. If during the conference, an issue critical to HCCS operations occurs,
and the employee must use the cellular phone extensively to respond to the situation,
the employee will most likely incur costs exceeding the $50 in business usage time
for that month. Purchasing will verify the exceptional use and forward request to HR
Existing cellular phone service commitments must expire before transition to
monthly stipend. HCCS will not be responsible for the payment of any cancellation
fees or penalties incurred by the individual.
All costs related to the purchase and usage of the cellular phone is the responsibility
of the employee.
CELLULAR PHONE PROCEDURE
CELLULAR PHONE STIPEND AUTHORIZATION FORM
Employee Name: _____________________________________
Budget account: 1110-62048-_ _ _ _-_ _ _ -_ _ _
Date cellular service to begin: _ _ / _ _ / _ _
Cellular phone number: ( _ _ _ ) _ _ _ - _ _ _ _
05$ڤ (light to moderate usage of the cellular phone for business purposes, or may
have heavy usage, but primarily in the local calling area)
57$ڤ (moderate to heavy usage of the cellular phone for business purposes, or may
have light usage, but frequently travels out of the local/regional area)
ڤ $100 (very heavy local usage of the cellular phone for business purposes, or may
have moderate to heavy usage, but frequently travels out of the local/regional area)
I certify that the above stipend will be used toward expenses that I incur for cellular
phone usage for business purposes. I further certify that should the business usage
significantly decline for a sustained period, that I would notify my supervisor and the
Purchasing Department, in writing, as soon as practicable. I understand that this stipend
will be included on my W-2 form as taxable income. I further understand that the HCCS
is not responsible for the tax consequences of the stipend or the business use of my
personal cellular phone.
Employee Signature Date
Supervisor Signature Date
President/Vice Chancellor Signature Date