CITY OF SAUSALITO
SUBJECT: CELL PHONE PURCHASE, USE, NUMBER PAGE
PAYMENT AND REIMBURSEMENT 3 1 of 1
The City of Sausalito recognizes that technological advances can provide the City
with improved levels of service. Technology has now made the cellular telephone
both practical and economical for certain uses, and timely communications may be
greatly enhanced. This Administrative Directive covers the purchase, use and
payment or reimbursement for cellular phones.
II. ELIGIBILITY FOR CITY PROVIDED CELL PHONE:
1. Level A
• City determines that it is in its best interest for employee to have the
use of a cell phone based on the following criteria:
1. Cell phones necessary for promoting public or employee safety
shall have the highest priority for approval.
2. Executive Staff members with direct responsibility for managing
field operations, who are required by the nature of their jobs to
spend a significant amount of time away from the office and who
receive a high volume of time-sensitive calls.
3. City personnel whose job responsibilities clearly dictate the
unquestionable need for cellular communication.
4. The City Manager may approve the purchase and/or use of cellular
telephones for official City business in instances where Criteria
Nos. 1-3 do not apply.
• City owns the phone.
• Employee reimburses City for any monthly personal charges that
result from exceeding the level of the monthly minute allowance determined
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by their manager to be appropriate for their use. (For example: An employee
incurs charges of $40 versus an allowance of $30; the employee owes $10).
• The City intends to encourage cost efficiency and to avoid having
employees carry both a personal cell phone and a City cell phone.
Therefore, the City may elect to reimburse employees for a higher level of
call volumes on their personal cell phone plan. (For example: An employee
has a personal cell phone with an allowance of $30 per month; the City pays
an incremental amount in order to boost the allowance to $40 per month).
2. Level B
• City does not require employee to have a cell phone.
• Employee owns the phone.
• Employee pays carrier directly.
• Employee seeks reimbursement from City for the cost of calls made
on official business provided that such calls cause the employee to actually
incur an additional cost, i.e. to exceed the monthly minute allowance.
III. PROCEDURE : Request - Acquisition - Eligibility
1. To request a cellular phone, the appropriate Manager shall prepare a
written memorandum to the City Manager explaining the need for the
cellular phone unit, and identify the level of eligibility he/she is
2. The City Manager or his/her designee will review the request and will
determine whether or not the purchase and/or installation should be
approved. The City Manager will also identify the level of eligibility
approved (See II-ELIGIBILITY).
3. The City of Sausalito will reimburse City employees, Appointed and Elected
Officials for any cellular phone charges incurred while conducting City
business. Phone reimbursement records will be maintained by individual
Departments and shall be a public record. Phone numbers may only be
released with approval of the City Attorney. Such payment or reimbursement
shall be in accordance with the approved eligibility categories.
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IV. POLICY AND STANDARDS OF CONDUCT FOR CELL PHONE USE
Most City employees have job responsibilities that require occasional or regular driving.
Regardless of whether a City cell phone has been issued to the employee, or an employee
is using a personal cell phone, it is imperative that all employees keep their eyes on the
road and make safety their first priority. Employees should limit cell phone use when
driving and use a hands-free set when appropriate.
Employees will be solely responsible for any traffic infractions or other violations or
legal actions resulting from their use of a cell phone while working for the City of
Employees. Each employee is responsible for following/complying with this
Administrative Directive. Violation of this policy may result in disciplinary action, up to
and including termination of employment.
Department Heads. Department heads are responsible for ensuring that all employees
of their department who use cellular phones and drive during the course of their jobs
possess a thorough understanding of these standards for cell phone use.
Signature of City Manager:
Date: July 22, 2003
Dana H. Whitson
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