DIVISION OF ENVIRONMENTAL HEALTH
POLICY AND PROCEDURE
EFFECTIVE DATE JULY 1, 2006 REVISION NUMBER 01 APPROVAL DATE January 1, 2008
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DIVISION CELL PHONE POLICY
The Division of Environmental Health (DEH) shall ensure the use of cell phones is cost effective, essential, and not in conflict with the goals and mission of the Division of Environmental Health. This policy applies to state employees for the following types of requests: a. Use of State-Issued Cell Phone b. Reimbursement for Employee’s Personal Cell Phone 1. The Section Chief’s shall be responsible for: a. initiating all requests for personal cell phone reimbursement or issuance of state cell phones. b. ensuring that a copy of a signed Request for Personal Cell Phone Reimbursement Program form and/or Division State Assigned Cell Phone Use Policy be sent to the Division Finance Officer for Division approval and maintaining on file. considering shared state cell phones for employees who will be traveling and will need a cell phone for emergency purposes. reporting any misuse or fraudulent activity of cell phone usage to the Division. requesting documentation for usage from the employee or Division Finance Officer if he/she believes cell phone usage is being abused. ensuring that employees who are no longer with their current Section or leaving the agency have notified the Division Finance Officer of any changes within their Sections regarding state-issued cell phones and cell phone reimbursements.
c. d. e. f.
2. The Employee shall be responsible for: a. utilizing a state cell phone or receiving reimbursement for personal cell phone in a manner that ensures misuse or fraudulent activity is not occurring. b. making no personal calls on state-issued cell phones. Business calls shall be kept to a reasonable duration. Extended calls shall be conducted on landlines using a state issued telephone calling card. c. keeping personal calls on a reimbursed personal cell phone to a minimum during official working hours. d. taking precautions to safeguard state-issued cell phones against damage or loss. If a phone is damaged or lost, the employee shall notify the manager immediately. The manager shall investigate the circumstances and take appropriate action, if warranted.
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e. considering safety concerns while using a cell phone while traveling. NC Department of Environment and Natural Resources recommends against the use of a cell phone while driving. f. regardless of whether or not an employee uses their personal cell phone or a state issued cell phone, the employee is responsible for supplying their cell phone number to all appropriate business associates that as a matter of routine would have reason to call them on state business. This number will not be treated as an unlisted number. 3. Division Finance Office shall be responsible for: a. maintaining a Division-wide file of signed approval forms. b. not authorizing reimbursement of personal cell phone usage without a signed approval form on file which shall indicate the amount of monthly reimbursement. Monthly reimbursement will be based on state issued cell phone rates (i.e. if other employees in similar positions have a state issued cell package of 350 minutes/month for $30.00 per month, then the monthly reimbursement for a personal cell phone would be $30 per month) c. reviewing state-issued cell phone bills on monthly basis. d. reporting concerns or cost trends to the Division Director, Section Chief and/or Branch Managers. e. paying the invoice for state-issued cell phones and reimburse employees for personal cell phones on a monthly or quarterly basis. Frequency of reimbursement is up to the individual employee; however, reimbursements cannot be paid prior to end of period being covered. (i.e. cannot pay for January bill before the end of the January billing cycle) PROCEDURE: a. Approval Forms by Managers: Prior to the issuance of approval for any employee to be issued a state cell phone or requests for reimbursement of personal cell phone usage, a completed Division State Assigned Cell Phone Use Policy or Request for Personal Cell Phone Reimbursement Program form with all required signatures shall be on file with the Division Office and Section. b. Disciplinary Action: 1. Any misuse or fraudulent activity involving a state-issued cell phone may result in disciplinary action up to and including dismissal. 2. Any misuse or fraudulent activity involving personal cell phones authorized under State reimbursement may result in disciplinary action up to and including dismissal. BASIS: To enhance the ability to contact staff members in order to maintain 24/7 response capability, within each work units’ goals. To enhance the efficiency and safety of field staff or other staff members on travel status through the ability to reliably maintain contact. To ensure that cell telephone distribution, use and reimbursement are
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essential, prudent and cost effective. ATTACHMENTS: Division State Assigned Cell Phone Use Policy form; Request for Personal Cell Phone Reimbursement Program form; Important Notice ITS Statewide Cellular Service Customers; Message 12/13/07 ITS Statewide Cellular Service Customers
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NC DEPARTMENT OF ENVIRONMENT AND NATURAL RESOURCES DIVISION OF ENVIRONMENTAL HEALTH REQUEST FOR PERSONAL CELL PHONE REIMBURSEMENT PROGRAM Employee Name/Position #: Section/Branch: Address (physical location): Office Phone Number: ____________________________________________________________ _ _____________ ____________________ _ __________________ _____________
Reason for Cellular Phone Use: (Provide specific justification on why cell phone is required and state how it will be utilized. In addition, provide copy of wireless phone contract)
Personal Cellular Phone (Reimbursement Program) - Employee Responsibility Agreement: It is the responsibility of each employee assigned for reimbursement on their personal cell phone to ensure that personal use is conducted at a minimum while using the phone during working hours. Employees receiving a reimbursement have the responsibility to ensure that misuse or fraudulent activity does not occur. Any misuse or fraudulent activity will be subject to disciplinary action. Please include the amount to be reimbursed on a monthly basis for use of personal cellular phone. (this amount may vary from person to person depending on job duties and phone use)
Employee Signature: Section Chief:
Date _________________ Date: _________________
Division Director: __________________________________________ For Office Use only: Cellular phone number:
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NC DEPARTMENT OF ENVIRONMENT AND NATURAL RESOURCES DIVISION OF ENVIRONMENTAL DIVISION STATE ASSIGNED CELL PHONE USE POLICY
By signature below, I acknowledge that I have read and understand the following conditions associated with the state owned ce ll phone assigned to me for business: 1. 2. 3. 4. I have been informed by my supervisor regarding plan minutes and what is included in my cell phone package with the state. The cell phones are for state business only. Absolutely no costs for personal use shall be incurred unless it is an extreme emergency situation. It is the employee’s responsibility to monitor and manage phone usage to ensure that plan minutes are not exceeded. If for any reason plan minutes are exceeded, the employee shall provide written explanation to their supervisor of the circumstances that led to this to their supervisors as soon as possible. If plan minutes are exceeded, the employee shall be responsible for reimbursing the Division for all overage costs associated with any use that cannot be documented by the employee as work related. If plan minutes are exceeded a second time, and the employee cannot provide satisfactory justification and documentation for the work related needed for all calls. The employee shall be required to reimburse the Division for all overage costs associated with any usage that cannot be documented as work related and the employee will be required to turn in the cell phone to their supervisor. Employee’s are reminded that use of a cell phone while driving can be a distraction and subsequently the cause of a vehicle accident. Whenever possible try to avoid this unsafe act by pulling into a safe location prior to using your cell phone. If you find it necessary to use the phone while driving, the use of a hands free device is highly recommended.
Employee Name (Print):_______________________ Supervisor:__________________________________ Date:______________________________________
Employee Signature: _______________________________ Section:__________________________________________
For Office Use Only: Cell Phone Number:_____________________________