Initially approved: June 1, 1999
Revised: March 13, 2000
Revised: June 17, 2009
Revised: March 25, 2019
Policy Topic: Business Administration and Auxillary Services
Administering Office: Office of Administration and Finance
It is the policy of Western Carolina University (“WCU” or “University”) to offer a
monetary allowance to designated University employees for business use of personal
mobile communication devices (“MCD”).
SCOPE/APPLICATION AND OBJECTIVES OF POLICY
WCU provides services to a dynamic population of faculty, staff, and students on a
continuing basis. To ensure continuity of services, designated employees may seek
authorization to use personal MCDs for University business and receive appropriate
reimbursement for the business use.
“Convenience MCD” means a University-owned mobile communication device that is not permanently assigned
to an individual.
“Mobile Communication Device” or “MCD” means any wireless electronic device used for contacting or communicating with WCU
personnel and includes pager or related equipment; mobile phone or related equipment;
or smart phone.
- Application: Participants must complete a University MCD Application form and obtain the proper
signatures in order to receive the allowance.
- Recertification: The allowance will be re-certified by management annually. As part of this process,
any employee receiving an MCD allowance is required to show that the allowance does
not exceed the expenses the employee actually incurs in maintaining the device by
presenting a copy of their annual contract or monthly billing statement at time of
- Designated Employees
- An allowance will be provided for designated employees at WCU whose job responsibilities
require that a mobile communication device be carried to fulfill their official state
- These employees are:
- Members of the Chancellor’s Executive Council that must be available 24 hours a day,
seven days a week (24/7);
- Employees that must be available 24/7 to meet information technology service needs,
campus security requirements, and continuity of facilities services;
- Employees that work in external and government relations;
- Employees whose job descriptions require at least 20% of their time in travel status
in addition to job requirements to conduct official state business while on the road;
- Other employees as approved by the Chancellor or a member of Executive Council as
- Reimbursable Amount
- The University may offer allowance options to employees based on the employee’s business
- The employee will be compensated each pay period for the use of his/her personal MCD.
- Employees who receive the reimbursement are reasonably expected to maintain an accessible,
charged, and operational MCD at all times and timely respond to work related calls
- Employees who do not agree to the MCD policy and procedures may not be eligible for
the allowance. Agreement but failure to adhere to the MCD policy and procedures may
result in the employee’s forfeiture of the allowance.
- An employee who allows MCD service to lapse while receiving the allowance will not
be eligible to receive the allowance for a period of six months and may be required
to reimburse the university.
- Being available as defined by this MCD policy is unrelated to any other policy related
to “on call” employees.
- Cell phone numbers must be kept with the department, as well as provided to other
University personnel as necessary to complete official University business.
- An employee receiving an MCD allowance is ineligible and will not be reimbursed for
business or personal phone calls while in travel status as outlined in OSBM Budget
Manual Section 5.11.3.
- Public Records
- Funding for MCD Allowance Plans originate from state sources; thus, it is the opinion
of OSBM that records created through the use of the personal MCD device, such as text
message logs, telephone call logs, telephone contact lists, et cetera, could be considered
- University-owned MCD
- Due to the nature of their business, some departments may need to maintain a Convenience
MCD. The Convenience MCD is typically treated as a floating MCD not permanently assigned
to an individual. (For example: an on-call cellular telephone with a published number
in case of a network outage.) Convenience devices will be maintained by the appropriate
departments and provided to individuals as needed to conduct University business.
These convenience devices may be paid for from state funds or non-state funds. Convenience
phone bills will be reviewed and approved by designated supervisors on a monthly basis.
Personal calls are strictly prohibited on convenience MCDs except due to emergency
circumstances; in such emergency circumstances, any ensuing charges will be reimbursed
by the employee to the University.
This policy shall be reviewed and revised every two (2) years.
RELATED POLICIES AND RESOURCES
University Policy # 95, Data Network Security and Access Control
University Policy # 117, Information Security Policy
University MCD Application Form