Your Department, CSU, Chico

Project Director Advisories

8/1/2006 Policy on Electronic Communication Devices for Business

CSU, CHICO RESEARCH FOUNDATION
California State University, Chico

TITLE: Policy on Electronic Communication Devices for Business
(Cell Phones, PDA’s (Smartphones) Home Phones, and DSL/Internet)

Effective September 1, 2006

Due to the increased use of wireless communication tools to conduct CSU, Chico Research Foundation (Foundation) project business, the following policy and procedures have been established.

Policy Statement:

It is the policy of the Foundation that electronic communication equipment and/or access purchased and owned by the Foundation be used only for conduct of Foundation business and not for personal purposes or for private gain or advantage.

Project directors are responsible for determining when electronic communication equipment and/or access is necessary, that it is used appropriately, and that funds are available to pay for it. Other Foundation policies on equipment and approvals for signing long-term contracts and leases apply.

Grant & Contract Projects:

All costs charged to a Foundation project shall be reasonable, allowable and allocable. In order to be allocable to a grant or contract, communication device costs must be explicitly identified in the approved budget. Federal regulations state that telephone and other communication costs are normally F&A (indirect) costs. However, direct charging of these costs to federal awards may be appropriate where explicitly budgeted and approved by the sponsor.

Personally Owned Communication Devices:

Individuals may request reimbursement for the cost of using personally owned communication devices such as cell phones, pagers and radios when required or deemed necessary to efficiently conduct Foundation business.

Cell Phones, PDA’s with built in phone or Smartphones:
• If the device is used frequently for business, individual seeking reimbursement must certify to the percentage of Foundation business vs. personal use.
• If the device is not frequently used for business, only “excess usage” charges for additional costs incurred will be reimbursed by the Foundation. Monthly service plan costs will not be reimbursed.

Internet/DSL/Telephone Monthly Service Charges:
• Personal Home Internet/DSL - Employees pay for installation and monthly billing charges but can seek reimbursement for the amount that corresponds to the percentage of professional use for that billing period. Individual seeking reimbursement must certify to the percentage of Foundation business vs. personal use.
• Personal Home Telephone - Foundation will reimburse for long distance phone calls placed for the conduct of Foundation business. Cost of monthly telephone service will not be reimbursed.

Reimbursement Requirements:

The following should be adhered to when requesting a reimbursement:
• Check request with business usage certification must be accompanied by supporting documentation, e.g., detailed monthly phone bill.
• Certification of Business Usage-Certification of Foundation business use percentage must be included in the “Nature of Expenses” section on the bottom of the Foundation check request form.
• Reimbursement will be made to an individual only. No payments will be made directly to a vendor, unless the device is purchased with Foundation funds and owned by the Foundation.
• Individuals are encouraged to accumulate at least $25 in costs before submitting a request for reimbursement to keep processing and administrative costs to a minimum.

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