Mobile Device Procurement Policy

King’s University College provides mobile communication options to employees who require them in order to fulfill their job requirements in one of three ways: 1) by issuing College owned devices, 2) by providing a communication stipend equivalent to cost of College-owned devices, or 3) by reimbursing business calls for infrequent users.  Eligibility for a mobile device is based on an employee's business need within their defined role.  

Eligibility requirements for College-supplied devices:

• The employee’s role requires they receive or initiate communications in emergency situations.
• The employee is required to be fully accessible, at any time of day, to the public, College faculty, students, staff, or alumni by telephone or electronically.
• The employee's job requires frequent travel to a remote location or significant time away from their office.

Device and service costs to the user:

• Primary purpose and use of the device is for College business including emergency situations and personal use is minimal.
• Specific devices will be provided based on security and communication needs as set out in the ITS security policy for mobile devices.
• Service plans will be selected based on current ITS preferred vendor package to obtain the lowest cost to the College.
• If personal use results in plan overages, reimbursement to the College will be required. Departments will work with King’s Accounts Receivable for collection processes.

• Primary purpose and use of the device is personal, with portion of service regularly used for College business.
• The stipend is to help offset the cost of the monthly business usage of a voice and/or data plan.
• The stipend will be set by the Finance Department based on estimated regular business usage up to the maximum amount paid for service in provision 1) above.
• The stipend will be paid through the payroll system as taxable income.
• Personal equipment and service must be maintained while receiving the stipend.

• Employees that do not qualify for College owned devices or service stipends may submit expense reimbursement requests for occasional, incremental business expenses.
• Incremental business expenses are those expenses that result in additional costs that are above and beyond the employee's normal calling plan (e.g. excess minutes, roaming charges).  This does not include a proportional repayment of normal plan fees.
• To be reimbursed for calls or service, an employee must document the additional costs incurred and the business purpose.