Mobile Device Policy
Mobile Device Policy
Purpose
This policy provides guidelines for the issuance and administration of University Owned Devices Bring Your Own Devices that requires a cellular service plan.
Scope
This policy applies to employees of University of Dayton.
Policy History
I. Effective Date: May 11, 2018
II. Approval: May 11, 2018
III. History:
- Approved in its original form: May 11, 2018
IV. Maintenance of Policy: Vice President for Finance and Administrative Services
Policy
The University provides University owned mobile devices (University Device) to those positions or departments deemed necessary to fulfill their normal responsibilities. The University regularly reviews and certifies the positions that demonstrate a clear business need for a University Device.
University Device Eligibility
Per IRS regulations, the issuance of University Device must be based upon noncompensatory business reasons. The appropriate department head will consider the factors set forth in Appendix A to determine whether a University position qualifies for a University Device.
The justification for issuance of a University Device to an employee should have a clear connection to the employee’s stated position responsibilities and alignment with the University’s commitment to fiscal stewardship and responsibility. Assignment of a University Device must be included in a position’s job description upon hire or as subsequently modified, or as determined by a sponsored program agreement or agreements, and will be reevaluated on an annual basis. There are two options for employees whose role requires a mobile device: (1) a University-owned device (University Device), or (2) a personally owned, i.e., bring your own device BYOD). The selection of either option is the employee’s decision, with the exception of members of President’s Cabinet, who will be assigned University Devices.
Bring Your Own Device (BYOD)
Eligible employees who wish to maintain their own mobile device and cellular service plan may receive a monthly allowance. Other employees, who do not already qualify for a University Device or a BYOD, may submit business-related cell phone expenses for individual reimbursement on an as needed basis, as outlined in Appendix B. BYODs are subject to all requirements of the Legal/Data Retention section of this policy. Personal mobile devices must comply with UDit mobile device security requirements. Non-compliant devices may be restricted from accessing some University systems and the University monthly expense allowance will not be provided.
Mobile Device Security Requirements
All University Devices and BYODs are required to have appropriate security applications enabled as specified by UDit’s Security Office. Those applications include, but are not limited to, device-level security PINs, device encryption, and anti-virus and malware protection. BYODs of users with elevated access privileges and those routinely dealing with highly confidential or sensitive correspondence will be subject to enhanced remote-management requirements so that data on a lost or stolen device can be remotely deleted. Removing or tampering with security measures may result in revocation of mobile device privileges, elimination of expense allowances, or disciplinary action in accordance with University policies.
Cost Implications for Damaging/Losing Hardware
If moving towards a standard hardware configuration, the first phone will be at no expense to the user. From initial issuance, each user is responsible $100 personal liability for first incident and $200 for subsequent incidents.
Legal/Data Retention
Data, text messages, email or voice messages related to university business on and/or transmitted via University Devices or BYODs are university records and subject to all university policies including but not limited to the Records Retention and Disposal Policy, Electronic Discovery and Data Preservation Policy, Data Security for Mobile Devices, IT Security Policy and Data Classification Policy.
Geographical Scope
Only positions located within the United States are eligible for University Devices.
Accessories
Those employees to whom a University Device is issued should use appropriate safety accessories, such as: screen protectors, phone cases, or other appropriate items. Reimbursement for these items shall be subject to the approval of the appropriate department head.
Tax
University Devices are not taxable to the employee as they are issued for valid noncompensatory business reasons in accordance with Appendix A. Mobile devices issued to promote good will of an employee, to attract a prospective employee, or as a means of furnishing additional compensation, are not provided for noncompensatory business reasons and therefore would result in personal tax liability to that employee. Thus, mobile device issuance for compensatory reasons are not permitted under this policy.
Insurance
Devices that are provided by the University will be self-insured. For personal devices part of the BYOD program, University Devices issued under this policy will be self-insured by the University. In regards to BYODs, insurance is the personal choice of the employee and is not required by the University. The University will not be responsible for the purchase or replacement of BYODs.
Personal Use
Employees are permitted to use their University Devices for personal use. All activity on University devices is subject to University policies. Under most circumstances, employees will have the option to retain the phone number associated with their University Device upon separation from the University.
Standard Plan
University Devices will be standardized pursuant to the University’s agreement with the service provider. Upgrades will only be available three years from the date of issuance of the University Device.
Exceptions to the Policy and Appeal Process
A Vice President, Dean, Division Head, or Chair who determines an exception to this policy is warranted must provide details to the Executive Director of Procurement and Payable Services. An exception to this policy may be made on a case-by-case basis considering factors such as the prudent expenditure of funds, technological solutions, and administrative solutions. A Vice President, Dean, Division Head, or Chair may appeal a decision not to grant an exception. Final determination will be made by the Provost for faculty appeals or the Vice President for Finance and Administrative Services for staff appeals.
Appendix A: Mobile Device Eligibility
Eligibility Tiers
Tier A – Members of President’s Cabinet are required to have a University Device because of data access.
Tier B – Position job description favors eligibility weighing factors #1-7 below.
Determination of Mobile Device Eligibility: Human Resources Department requires that role descriptions determine whether a cellular device is required. In determining whether a position requires a University sponsored device, the VP/Dean considers the following factors of the position’s responsibilities:
1. Duties require access to highly confidential, sensitive or highly regulated information will be required to use a university-sponsored device
2. Safety requirements indicate having a University Device is an integral part of performing duties of job description
3. Significant portion of work is conducted in the field or away from a designated landline phone
4. Frequent travel on behalf of the University and the employee needs to be reached via phone
5. The need for the employee to be on-call (24/7) or for a set period of work hours outside of “normal” business hours for emergencies, disasters, the business community, etc.
6. Position is a critical decision maker or advisor, and/or
7. Is responsible for critical infrastructure and needs to be immediately accessible at all times
Termination of Device Assignment
If circumstances warrant, a position’s device assignment and eligibility may be revoked. Examples of circumstances may include, but are not limited to:
- separation of employee from the University,
- reassignment of employee to a new role within the University,
- employee’s use of University Device violates a University of Dayton Policy, or
- at its sole discretion, the department head makes a reasonable and objective determination that use of the University Device should be discontinued.
If necessary, the employee’s supervisor is responsible to ensure allowances are terminated and to notify employee.
The employee in the position to whom the University Devices was issued is responsible for returning the device to the department head when use is discontinued and in any event no later than the employee’s last day of employment at the University.
Those employees who are eligible should visit UDit’s mobile device website to fill out the form for a University sponsored device.
Appendix B: Procedure on Personal Device Reimbursement
One-Time Reimbursement
When an individual is required to use his/her personal cell phone for business use, an individual may submit an Employee Reimbursement request for expenses incurred.
In determining the amount owed to the employee, the employee should make a reasonable estimate of the percentage of usage during that billing cycle that was required for business use. Once the percentage of required business-use time is calculated, multiply by total amount of charges for that individual phone to determine the amount owed to the employee. Most cellular device statements that show multiple devices show usage and charges at the single device to facilitate this calculation.
Some employees may have plans that are unlimited in minutes or data and do not incur additional costs. Using the percentage of utilization required enables a fair and equitable solution while ensuring that employees required to use their personal mobile devices are reimbursed.
In order to receive reimbursement, an employee must provide itemized cell phone bill statement illustrating calls made for business purposes.
See example below:
Step 1: Include your itemized phone statement with total calls and highlight each call that is business related.
Step 2: Add all business related minutes and keep for step 6 below.
Step 3: Review your bill to find the ratio of business lines to overall lines (example: Only one phone line is business related so 1/4 lines = 25%)
Step 4: Multiply that percentage (25% in this example) to the data, surcharges, and taxes and government fees to find which percentage of those costs belong to your business line. Write those costs on the right hand side of the bill and highlight them.
Step 5: Calculate the total employee cell phone cost by adding the costs in step 4. Write this cost down on the right hand side and bottom of the bill and highlight it.
Step 6: Find the estimated business use % of the minutes used on your bill. Refer to your itemized line list of total business related minutes that you highlighted in step 2. Divide that number by your total minutes. (Example: 168 business min /748 total mins = 22.5%). Write this equation out on the bottom of the bill and highlight it.
Step 7: Find the total amount that will be reimbursed back to you by multiplying the estimated business use % by the total employee cell phone cost. (Example: $93.57 x 22.5% = $21.05). Write this equation out on the bottom of the bill and highlight it.
BYOD Allowance
The allowance, which is provided through payroll on a nontaxable basis, is a single flat rate and is determined by the Office of Finance and Treasurer based on average basic cellular costs for the area and benchmark data of other institutions.
The allowance is meant to cover business costs only, as reasonably expected, and not the full expense of service for a personal cell phone.
Payable to eligible employees with signed and approved Cell Phone Agreement Form in place. Payments are made through each regular paycheck on a nontaxable basis.
Appendix C: Bring Your Own Device Guidelines
Bringing a New Device on to the BYOD Program: Once given authorization to participate in the BYOD Program, users will bring their personally provided devices to UDit in the following condition:
1. Phone must be either ‘Out of the Box’ or factory reset.
2. Phone will be unlocked and free from restrictions.
Each user must be present during the setup. Users must agree to the following:
1. Users will allow UDit to use their IMIE for entry into the AirWatch Program.
2. Users must not delete AirWatch from their personal devices.
3. Removal of this software will subject users to “Termination of Device Assignment” Procedures in Appendix A.
4. AirWatch gives the University of Dayton the ability to remotely wipe the device.
5. Acceptance of these procedures constitutes consent for the University to remotely wipe the device in the event of a loss, breach, or termination of the employee.
Upgrading your Current Device that is on BYOD: If a user is planning to upgrade their personal device, please take the following steps:
1. Notify UDit about the upgrade to ensure the IMIE associated with the previous device is out of AirWatch system.
2. Erase device of all settings and content (factory reset) of previous device.
3. Once the user receives the new device, the user will follow the “Bringing a New Device on to the BYOD Program” steps.
Removing a Device from BYOD: If a user loses their eligibility, is no longer employed by the University of Dayton, or no longer wishes to participate in the BYOD Program, the user must follow the following procedures:
1. Notify immediate supervisor and UDit of departure date of the BYOD Program.
2. Ensure deletion of the AirWatch system from device.
3. Ensure UDit removes IMIE from AirWatch system.
4. Remove all University of Dayton related applications, documents, and images.
5. Terminated users who did not inform UDit of removal will be subject to remote wiping of the device without repercussion of potentially lost personal data.
Reference Documents
- Appendix A: Procedure on Mobile Device Eligibility
- Appendix B: Procedure on Personal Device Reimbursement
- Appendix C: Bring Your Own Device Guidelines
- University of Dayton Policy Prohibiting Illegal, Fraudulent, Dishonest, and Unethical Conduct
- University of Dayton Remote Work and Flexible Work Schedule Policy
- University of Dayton Record Retention Policy
- Disposal and Redisposition of IT Equipment and Removable Media
- Internal Revenue Code
- International Travel Guidelines