Cellular Phones Stipend

Initially approved: June 1, 1999
Revised:  March 13, 2000
Revised:  June 17, 2009
Revised:  March 25, 2019
Revised: January 27, 2026

Policy Topic:  Business Administration and Auxillary Services
Administering Office: Office of Administration and Finance

I. POLICY STATEMENT

Western Carolina University (“WCU” or “University”) is streamlining and modernizing its mobile communication processes.  As we update our operational policies, WCU will maintain the current mobile communication device (“MCD”) allowances for all employees presently receiving them. While the University will transition away from offering new allowances starting February 1, 2026, the University will ensure that those currently relying on this support continue to receive it for as long as there is a business need.

Historically, MCD allowances were put in place when employees had cellphone plans that charged per minute voice rates and/or per gigabyte data rates. The prevalent business model from service providers is unlimited voice and/or data. Therefore, employees are not financially impacted when they use a personal phone for work-related purposes. Furthermore, employees can also leverage WCU software to make phone calls from any internet connected device using their WCU office number on or off campus.

II. DEFINITIONS

 

“Convenience MCD” means a University-owned mobile communication device that is not permanently assigned to an individual.

“Maximum Allowed Reimbursement” represents the current market rate cost for unlimited voice and/or data mobile service available from local service providers. The Director of Purchasing reviews market pricing annually to ensure the maximum allowed reimbursement reflects prevailing commercial rates.

Division managers must contact the Director of Purchasing to obtain the most current maximum allowed reimbursement before authorizing or requesting reimbursement.  The Director of Purchasing will provide the current maximum allowed reimbursement based on the latest pricing information gathered from competitive local carriers.

“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.

“Grandfathered” means the act that allows employees who have historically and continually received the allowance to continue receiving the allowance.

III. IMPLEMENTING PROCEDURES
  • Recertification Process: Annually, grandfathered employees must provide either their annual service contract or a monthly billing statement for recertification by management within each division. The MCD allowance must not exceed the lesser of:
    1. the actual service (voice and/or data) expenses incurred
    2. the maximum reimbursement amount set by the Director of Purchasing

      Please note that hardware costs (e.g., phone, charger, case) are not eligible for reimbursement.
  • Requirements
    • Employees who receive the allowance are reasonably expected to maintain an accessible, charged, and operational MCD at all times and timely respond to work related calls and/or messages.
    • 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 any longer 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 Public Records.
  • 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. 
IV. POLICY REVIEW

This policy shall be reviewed and revised as needed.

V. RELATED POLICIES AND RESOURCES

University Policy # 95, Data Network Security and Access Control

University Policy # 117, Information Security Policy

University MCD Application Form