Mobile Device Policy : University of Dayton, Ohio

Mobile Device Policy

Purpose

This policy establishes guidelines for the issuance, administration, and use of University-sponsored mobile devices that require a cellular service plan.

Scope

This policy applies to employees of University of Dayton.

Policy History

I. Effective Date: May 11, 2018

II. Approval: July 28, 2026

III. History:

Approved in its original form: May 11, 2018
Approved as amended: July 28, 2026

IV. Maintenance of Policy: Vice President and Chief Information Officer, University of Dayton Information Technologies (UDit)

Definitions

University Sponsored Mobile Device: A mobile device requiring cellular service (e.g., cellular phones, tablets, MiFis, etc.) for which the University provides funding because the device is used to fulfill job responsibilities. A University Sponsored Mobile Device may be University owned or personally owned.

University Owned Device (University Device): A device owned by the University and provisioned to a UD employee for business use. The University manages the cellular plan for a University Device and retains ownership of the hardware.

Personally Owned Device (Personal Device): A device owned by a University employee and used in part to fulfill job duties. The University provides a monthly allowance to eligible employees to help offset expenses associated with the business use of a Personal Device.

Policy

The University sponsors mobile devices for positions or departments where a mobile device is beneficial to fulfilling normal responsibilities. The University regularly reviews and certifies the positions that demonstrate a clear business need for a University Sponsored Mobile Device.

University Sponsored Mobile Device Eligibility

Per IRS regulations, the issuance of a University Sponsored Mobile Device must be based upon non-compensatory business reasons. The justification for a University Sponsored Mobile Device should be clearly connected to the employee’s stated position responsibilities and align with the University’s commitment to fiscal stewardship. Eligibility must be documented in a position description (at hire or as subsequently modified), or as determined by a sponsored program agreement, and will be reevaluated annually. The appropriate department head will consider the factors set forth in Appendix A to determine whether a University position qualifies for a University Sponsored Mobile Device.

Only positions located within the United States are eligible for University Sponsored Mobile Devices.

Sponsorship Options

Roles may be approved for one of the following options based on business need:

Personal Device (otherwise known as Bring Your Own Device)

The standard model for most users. Employees use their own device and cellular plan; the University provides a standard monthly allowance. A Personal Device is appropriate when job responsibilities do not require a University-managed device, shared access, or continuity of a University-controlled phone number.

University Device
Provided when job responsibilities require a University-managed device for operational, shared, or continuity purposes. Examples include:

Shared or duty-based roles requiring a consistent phone number (e.g., on-call functions)
Roles that require a standardized device to access systems or perform core work functions
Devices used primarily for network connectivity (e.g., hotspots, routers)
Emergency response or critical operations roles requiring prioritized service during incidents

University Devices are not the default for mobile or field-based roles; Personal Devices are used when the conditions above are not met.

Reimbursement for Business Use of Non-sponsored Mobile Devices

Employees who do not qualify for a University Sponsored Mobile Device may request reimbursement for business-related cell phone expenses on an as-needed basis, as outlined in Appendix B.

Mobile Device Security Requirements

University Sponsored Mobile Devices must comply with legal data retention requirements and have appropriate security applications enabled, as specified by UDit. These may include:

Device-level security PINs or Face-ID and device encryption.
Adherence to the information security policy and deployment and registration by UDIT
Any management/security software UDIT deems necessary.

Failure to comply with security measures may result in revocation of mobile device privileges, elimination of stipends, and/or disciplinary action.

Legal/Records Retention

University business information (including data, text messages, email, and voice messages) that is stored on or transmitted using a University Sponsored Mobile Device constitutes a University record and is subject to all applicable University policies, including record retention, electronic discovery, and data classification contained within the Information Security Policy.

Damage/Loss of University Devices

The University will cover non-warranty repairs up to $250 per incident for University Devices when performed through a University-approved repair provider. If repair costs exceed $250, the employee and UDit will determine the appropriate course of action. Employees may be held responsible for repairs required due to negligence.

Accessories

Employees issued a University Device 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 Owned Devices are treated as a working condition fringe benefit to the employee, as they are issued for valid non-compensatory business reasons in accordance with Appendix A. Allowances for Personally Owned Devices are considered taxable income to the employee.

Insurance

University Devices are self-insured by the University. Insurance for Personal Devices is the employee’s choice and responsibility. The University is not responsible for the purchase or replacement of Personal Devices.

Additional Considerations for University Devices

Standard Plan and Refresh Cycle

University Devices will be standardized consistent with the University’s service provider agreement. Device upgrades will be available on a schedule determined by the University.

Personal Use

Employees are permitted incidental personal use of University Devices. All activity on University Devices is subject to University policies.

Separation from the University or Eligible Role

Employees leaving the University or moving out of an eligible role must return the University Device to the department head no later than the employee’s last day in the eligible role.

Where feasible and approved, employees may be permitted to retain the phone number associated with a University Device upon separation from the University or upon leaving the eligible role.

Reference Documents

Appendix A: Procedure on Mobile Device Eligibility
Appendix B: Procedure on One-Time Personal Device Reimbursement
Appendix C: Procedure to Request/Manage a Device
Record Retention Policy
Disposal and Redisposition of IT Equipment and Removable Media Policy
Internal Revenue Service – Notice 2011-72 and IRC 132(a)(4)

Appendix A

University Sponsored Mobile Device Eligibility

Eligibility Factors:

Significant field work (on-campus)
Significant travel (off-campus)
Safety & emergency personnel requiring priority network (first responder) access
Critical decision-maker (on-call)
Critical infrastructure support (on-call)
Shared/Duty device requirements (not assigned to a specific individual)
Need for off-campus data/internet access (e.g., MiFi, iPad, Router)

Termination of Eligibility:

Eligibility may be revoked based on changing circumstances, including but not limited to:

separation from the University;
reassignment to a new role;
violation of University policy relating to device use;
department head determination (reasonable and objective) that a sponsored device is no longer needed;
consistent non-compliance with required security protections.

If eligibility is terminated for an employee:

University Devices must be returned to their department head no later than the employee's last day in the eligible role.
For participants receiving allowance for a Personal Device, the supervisor is responsible for ensuring the allowance is terminated and the employee is notified.

Appendix B

Procedure on One-Time Personal Device Reimbursement

One-Time Reimbursement

Employees who do not receive a monthly stipend may request reimbursement for business-related expenses by following these steps:

Determine business usage: Estimate the percentage of the billing cycle used for business purposes.
Calculate reimbursement amount: Multiply the total charges for that individual line by the business-use percentage.
Unlimited plans: For unlimited plans, use the percentage of utilization to determine a reasonable reimbursement amount.
Documentation: Submit an Employee Reimbursement request with an itemized cell phone statement.
Validation: Highlight all business-related calls and data charges on the statement to verify the requested amount.

See example below:

Step 1: Highlight business-related calls on the itemized statement and total the business minutes.

Step 2: Determine Line Ratio – Calculate the ratio of business lines to total lines on the bill (e.g., 1 of 4 lines = 25%) to isolate the business-related portion of shared costs.

Step 3: Allocate Fixed Costs – Multiply that percentage (25%) by the data, surcharges, and taxes to identify the specific costs belonging to the business use.

Step 4: Calculate Line Total – Sum the allocated costs from Step 4. Write this total on the right side and bottom of the bill and highlight it.

Step 5: Determine Usage Percentage – Divide your total business minutes by the total minutes used on that line (e.g., 168 business min / 748 total min = 22.5%).

Step 6: Final Reimbursement – Multiply the Line Total by the Usage Percentage to find the final reimbursement amount (e.g., $93.57 x 22.5% = $21.05).

Note: Ensure all equations, totals, and business-related line items are clearly written and highlighted on the bill before submission.

Write this equation out on the bottom of the bill and highlight it.

Appendix C

Procedure to Request/Manage a Device

Enrollment: Submit a Mobile Device Request form; Once approved by the unit budget manager, the employee will receive additional information to either receive the University Device or complete the enrollment process for their Personal Device.

Upgrades: For Personal Devices, employees manage their own upgrades. For University Devices, upgrades follow the University refresh cycle.

Remove a device: When eligibility ends, the employee leaves the University, or the employee exits the program:

Submit a Mobile Device Request form to request a change to their current enrollment
Person Devices: supervisor ensures allowance is cancelled; employee removes University-related applications/documents/images as instructed
University Devices: remove personal data and disable security settings prior to returning the device to the IT Service Center.