PROPOSEDWireless Communication Reimbursement Program

POLICY STATEMENT

Beginning [DATE], the [AGENCY NAME]will initiate a “Bring Your Own Device” (BYOD) program aimed at reducing the number of government-furnished wireless service enabled communication devices (i.e. cellular phones, Blackberry, smart phones, PDAs, tablets, portable devices, etc). The intended benefits of this program are twofold:Many employees carry personal devices in addition to the government-issued device. With the advances in technology, increased productivity can be gained by allowing employees to use their personal devices for work. In addition to end-user productivity, reducing the number of government furnished service-enabled mobile devices meansignificant cost reductions for the government.

Employees whose job duties require the frequent useof a smart phone, tablet or other portable hand held device as determined by their [Office Director, District Director or Regional Attorney]may receive a quarterlyvoice/data planreimbursement to cover the costs of government-related business on a personally owned device.

USE OF PERSONAL CELL PHONE/PORTABLE DEVICE FOR BUSINESS PURPOSES

Determining Employee Eligibility: Employees with job duties that require the frequent use of a cell phone, tablet or other Personal Digital Assistant (PDA) for business purpose are eligible, typically including:

  • [DESCRIPTION OF AGENCY POSITIONS suchas Senior Executives, Special Assistants, HQ/Field Office Directors, District Directors, Deputy Directors, District Resource Managers, Senior Managers, Regional Attorneys, Supervisory Trial Attorneys, Trial Attorneys, Mediators].
  • Employees with 24/7 response requirements such as those in the [DESCRIPTION OF AGENCY ORGANIZATIONS suchas Office of Information Technology, Central Services Division and some field IT specialists].
  • Employees listed as emergency contacts (e.g., duties require them to be contacted anywhere/anytime).
  • Mobile employees who spend a great deal of work time travelling (typically out of the office on business [XX] or more daysa week) who are required to remain in touch with others.

Dollar Amount of Reimbursement: Eligible employees will receive a reimbursement as follows:

  • Voice only - $[XX]per month
  • Data only - $[XX]per month
  • Voice/Data - $[XX]per month

Establishing the Payment of Reimbursement: Complete the Mobile Device Reimbursement Form [add URL to an online, fillable form]indicating the type of reimbursement you are requesting and provide a copy of your monthly device bill. Your supervisor will determine if the request meets the criteria and intent of the policy. Supervisory approval is required to submit the Reimbursement Request. Instructions for submitting the request are found here [add URL to submission instructions). An approved reimbursement request accompanied by “proof of payment” for Voice and/or Data services must be submitted on a quarterly basis. The reimbursement does not constitute an increase to base pay, and will not be included in the calculation of any salary adjustments.

Payment to the Employee: Upon successful processing of the approved request for reimbursement, the employee will receive payment via ACH only.

Requirements for Use of Device: The employee must retain an active device as long as a device reimbursement is in place. The device may be used for both business and personal purposes. Extra services or equipment may be added at the employee’s expense.

Fees for Contract Changes or Cancellation: The employee is responsible for all fees to change contracts and cancellation charges.

Cancelling or changing the Reimbursement: Employees are responsible for notifying the agency within one month in the case of a device reimbursement cancellation or change. The employee will complete the Mobile Device Reimbursement Form [add URL to an online, fillable form]to indicate the date of cancellation or the change to the reimbursement. Submit the form according to submission instructions.

Employee Responsibilities: Employees in the Reimbursement Program have reviewed and signed the [AGENCY NAME]BYOD Rules of Behavior, at the following [link], to indicate that they understand the security requirements for using personal devices for work.

SUMMARY OF DOCUMENT PREPARATION:

Kim Hancher (EEOC) / Draft 1 / Dec 2012
Tommy Hwang (MSPB) / Draft 2 / Jan 2013

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