THE SOUTHERN BAPTIST THEOLOGICAL SEMINARY PORTABLE ELECTRONIC DEVICE POLICY

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1 THE SOUTHERN BAPTIST THEOLOGICAL SEMINARY PORTABLE ELECTRONIC DEVICE POLICY Effective July 15, Program Overview The Seminary recognizes the benefit of using cellular phones and other portable electronic devices in the conduct of Seminary-related business. Therefore, this policy creates uniform and clearly defined guidelines for the approval, procurement, appropriate utilization, and cost allocation of Seminary-supplied portable electronic devices and related service. 1.2 Scope of the Policy This policy applies to all Seminary employees, unless a written exception is approved by the Senior Vice President of Institutional Administration. 1.3 Program Eligibility The Seminary provides a cell phone plan or a cell phone stipend, and/or a data plan for noncellular electronic devices, for certain employees who regularly utilize such technology in their professional and ministry responsibilities connected with the Seminary. Eligibility for participation in this program is as follows: A. Executive Staff Any Executive Cabinet member, Vice President, or Associate Vice President is eligible to receive a cell phone plan and hardware at no cost to the employee. The President and Senior Vice Presidents are also eligible for either mobile hot spot activation or an air card and a data plan for a tablet device. B. Administrative Staff and Faculty All full-time administrative staff and faculty (excluding support staff or part-time employees) may receive a cell phone plan (at no cost to the employee) or a cell phone stipend (for employees who wish to keep their personal cell phone plan) if requested by their supervisor and approved by the Vice President of Business Services. The following criteria will be used to determine if a cell phone plan or stipend is appropriate: Significant portion of work is conducted in the field. Required to be on-call outside of normal work hours. Critical decision maker. The job requires extensive travel while also being in direct contact with the Seminary. Page 1 of 9

2 The employee is responsible for critical infrastructure and needs to be immediately accessible at all times. The employee travels and needs to be accessible or have access to information technology systems while traveling. Access via voice and/or access to information technology systems via a mobile communications device would, in the judgment of the supervisor, render the employee more productive and/or the service the employee provides more effective, and the cost of mobile communications service is therefore warranted. Administrative staff and faculty are generally not eligible for Seminary provided data plans, mobile hot spot activation, or air cards. Therefore, Seminary-provided tablets for employees other than the President or SVPs should be wifi-enabled only. Exceptions to this policy must be approved by the Vice President of Business Services. Participation in this program is a privilege, not a right, and the Seminary may refuse to allow, or cease to allow, an employee s participation for any reason, including but not limited to, change in position or responsibility or misuse. 1.4 Stipend Details If a cell phone stipend is approved for a Full-time administrative staff or Faculty member, the following rules will apply. A. Stipend Amount The stipend amount is $50.00 per month. The stipend is not intended to cover the entire monthly cost. Payment will be made per month on the end of the month payroll, as an addition to the employee s payroll check, and will be subject to tax. The stipend does not constitute an increase in base pay, and will not be included in any percentage calculations for increase to base. Employees who receive a Seminary-issued cell phone will not receive a stipend. B. Stipend Renewal All cell phone stipends terminate at the end of the fiscal year. To renew a cell phone stipend, a completed Personnel Action Form ( PAF ) requesting such renewal must be submitted to HR. It is the responsibility of the employee receiving the stipend to make sure his or her PAF is created and submitted to Human Resources. 1.5 Initiating a Request to Receive a Stipend or Cell Phone The following criteria will be used to initiate a request for a stipend or phone: Page 2 of 9

3 A completed Cell Phone/Stipend Authorization Form must be reviewed and approved by the employee s immediate supervisor. Approved forms should be submitted to Accounts Payable for processing. The Vice President of Business Services must approve all submitted forms before stipends or cell phone plans are initiated. Employees requesting a cell phone plan or stipend will be notified of the decision of the Vice President of Business Services. 1.6 Security and Device Protection All mobile devices provided by the Seminary remain Seminary property for which the individual user is responsible. All Apple devices will come to the user preinstalled with the Find My iphone App, which will allow the user to pinpoint the location of a lost or stolen device. Users should also password protect their devices upon receipt. Protective cases will be provided with the devices. Lost or damaged devices are the responsibility of the individual user, and the Seminary, at its option, may charge a user for the costs of repair or replacement. 1.7 Damaged Devices and Repairs In the event of damage to a Seminary-owned cell phone, tablet, or air card, the employee should immediately contact Accounts Payable to assess the extent of the damage and available repair options. A repair or replacement of any device requires preapproval from the Vice President of Business Services. A minimum of 72 hours should be allowed for a device replacement. 1.8 Lost or Stolen Devices In the event of a lost or stolen Seminary-owned cell phone, tablet, or air card, the employee should immediately contact Accounts Payable. A replacement of any device requires preapproval from the Vice President of Business Services. A minimum of 72 hours should be allowed for a device replacement. 1.9 Equipment Reimbursement Benefits The schedule below provides how much equipment reimbursement may be expected based on an employee s role at the Seminary. NOTE: All reimbursements for Levels 2 and 3 are subject to pre-approval and may/or may not be granted depending on the nature of the request. Page 3 of 9

4 Category / Job Function Equipment Reimbursement Amount LEVEL 1 Reimburse or pay directly for all technology costs Executive Cabinet LEVEL 2 V.P., Assoc. V.P., Director Up to $ per 10-month period *Only those employees that are part of the Verizon Seminary program are eligible for an upgrade every 10 months. For those employees receiving stipends, upgrade dates are subject to their contracts. LEVEL 3 Faculty/Staff serving in an Administrative or Technical Support Role Up to $50.00 per 2-year period *For those employees that are enrolled in the Seminary plan, the upgrade schedule is every 10 months 1.10 Non-Reimbursable Equipment Costs for cosmetic or technical extras or upgrades that serve no business purpose as well as apps, music, and other paid downloads will not be reimbursed to the employee Cell Phone Usage A. Seminary Cell Phone Plan While SBTS retains liability of the cell phone service, the plan may be used for both personal and business purposes. Employees should understand that they are allotted 400 minutes per month. Since minutes are pulled from a minute pool to minimize seminary-wide overages, employees should be aware of the minutes used per month. Overage charges billed to the Seminary will be charged as follows: Executive Staff: Overage charges will be charged to the individual department. Administrative Staff: Overage charges will be charged to the employee s accounts receivable (1200) account (unless approval to charge the overage amount to the employee s department is obtained from the Vice President of Business Services). B. Employees Receiving a Monthly Stipend An employee with a cellular telephone stipend must maintain an active cell phone contract for the life of the stipend. If an employee cancels his or her cell phone contract or decides not to Page 4 of 9

5 renew the contract, he or she must notify AP and Human Resources Department in writing within 30 days of the last day of coverage. Note: Using any device in ways inconsistent with Seminary policy or with local, state or federal laws will result in immediate cancellation of the cellular telephone stipend or loss of the Seminary-provided mobile device Program Administration The Accounts Payable Department will be responsible for administration and implementation of the Electronic Device Policy, and any questions about the policy or the application and interpretation thereof should be directed to them. The Accounts Payable Department will periodically monitor usage patterns to insure the most cost-effective plan for the Seminary. Contact Info: Supervisor of Accounts Payable: (502) Oversees the administration of the program Accounts Payable Assistant: (502) Manages the daily operation of the program Office Location Mailing Address Hours of Operation: Sampey Hall The Southern Baptist Theological M-F 8:00 am to 4:30 pm Room 4106 Seminary Phone: (502) st Floor Attn: Accounts Payable Fax: (502) Lexington Road Louisville, KY Page 5 of 9

6 ADDENDUM TO PORTABLE ELECTRONIC DEVICE POLICY The following details on the Seminary s cell phone plan and extended mobile data option details are based upon the current cell phone contract with Verizon Wireless. Contract and plan details are subject to regular review and modification to meet the Seminary s cell phone and mobile data needs Cell Phone Plan Details Eligible Executive and Administrative employees may enroll in the Seminary s cell phone program. The benefits of the program are the following: 400 monthly minutes (minutes used for Verizon-to-Verizon calling, nights and weekends will not be counted against their minute allotment) Any overage use of minutes or international text and data will be charged to the employee s department. Unlimited domestic text Unlimited picture mail Unlimited domestic data 1.14 Extended Mobile Data Options Eligible employees (President and SVPs) may enroll in the Seminary s extended internet coverage package, which includes mobile hot spot activation or air card, and tablet data package. The benefits of the program are the following: Mobile hotspot; which allows the connection of up to five devices Unlimited data for hotspot Air card data plans are purchased in incremental amounts (2GB, 4GB, etc.) Tablet data plans are purchased in incremental amounts (2GB, 4GB, etc.) Costs vary and are available upon request Exceptions for eligibility to enroll in the data package for employees other than those identified above may be granted with the approval of the Vice President of Business Services on a case-bycase basis, according to a demonstrated need. Page 6 of 9

7 Cell Phone / Stipend Authorization Form The Southern Baptist Theological Seminary Employee Name Employee Title Department Division Supervisor s Priority Rating Critical Desirable Justification: Request for Cell Phone Stipend If you do not desire to participate in the Seminary s Verizon wireless program, you may receive a monthly stipend. General Ledger Account Number: Stipend Start : For more details on the Seminary stipend program, please see Cell Phone Policy. Seminary Cell Phone Plan Please complete the following information if you are requesting to participate in the Seminary s cell phone plan Current cell phone provider and account number: Current contract end date: Phone number: Do you wish to keep your current number: Yes No Login & Password: Billing Address: Requested Effective : NOTE: This phone plan cannot be combined with family lines or shared packages. Any overage that I incur on the Seminary cell phone plan each month will be charged to my accounts receivable account. Employee Certification: I certify that the above stipend will be used toward expenses that I incur for cellular telephone voice/data and Internet service usage for business purposes. I understand that this stipend will be included on my W-2 form as taxable income. I further understand that The Southern Baptist Theological Seminary is not responsible for the tax consequences of the stipend or the business use of my personal cellular or internet devices. Employee Signature Supervisor Signature Vice President of Business Services Page 7 of 9

8 Cell Phone Equipment Reimbursement Form The Southern Baptist Theological Seminary Employee Name Employee Title Department Division NOTE: Original receipt must be attached to this form Amount requesting to be reimbursed: General Ledger Account Number: Have you been reimbursed for cell phone equipment within the last two years? Yes No Is this request due to a contract upgrade or renewal? Yes No Justification for Reimbursement: LEVEL 1 Executive Cabinet Reimburse or pay directly for all technology costs LEVEL 2 V.P., Assoc. V.P., Director Up to $ per 10-month period *Only those employees that are part of the Verizon Seminary program are eligible for an upgrade every 10 months. For those employees receiving stipends, upgrade dates are subject to their contracts. LEVEL 3 Faculty/Staff serving in an Administrative or Technical Support Role Up to $50.00 per 2-year period *For those employees that are enrolled in the Seminary plan, the upgrade schedule is every 10 months Employee Signature Supervisor Signature Vice President of Business Services Page 8 of 9

9 Data Plan/ Hot Spot/Air Card Form The Southern Baptist Theological Seminary Employee Name Employee Title Department Division Supervisor s Priority Rating Critical Desirable Justification: Seminary Data Plan/Hot Spot Please complete the following information regarding Tablet data plan, hot spot activation, or air card request. Device type: Tablet data plan Hot spot Air card Current data provider and account number: Phone number: Current contract end date: Login & Password: Billing Address: Requested Effective : Employee Signature Supervisor Signature Vice President of Business Services Page 9 of 9

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