Subject: Cellular Device Acquisition and Use
Effective 6/02/08
Updated 4/1/26
I. General
Cellular devices may be issued to University employees who have a frequent need for remote telephone access or for use in the event of an emergency. University cell phones are provided for necessary, official university business purposes only.
With the exception of the University of Maine at Farmington, Cellular Services is the main department authorized for procurement of wireless devices. Requests for cellular service must be on file. New requests must be submitted through and online form. Completed forms must be emailed to cellular.services@maine.edu with the department approver copied on the email. Cellular Services and the System Office must have policies and procedures for ensuring cellular devices are only issued to authorized users. Where use is appropriate, reimbursements are made to the employees department. Cellular device users and their supervisors or other appropriate personnel are informed about the requirements of this APL. Such procedures may also address other issues, such as acquisition of cellular devices, provision of hands free devices where necessary, review and approval of billing statements, and instruction on what to do in case a cellular device is lost, stolen, or damaged.
II. Contract Authority
A. Consistent with the requirements of APL Section VII, A.2. Purchasing Policy and Procedures, the University will have one contract (to the extent possible and practical) for quality cellular service throughout the System. The University of Maine System is able to obtain best pricing and service when contract negotiation is coordinated. When circumstances warrant, such as quality concerns, universities may negotiate and authorize other contracts.
B. Only a System Purchasing Agent, Chief Financial Officers in collaboration with Cellular Services or their designees, are authorized to approve cell phone contracts on behalf of the University.
III. Approval and Oversight
A. With the exception of the University of Maine at Farmington, Cellular Services should establish procedures for requesting and approving cellular plans so that:
- approval and oversight is appropriate, and
- necessary personnel, including both university and cellular suppliers, receive consistent and timely information.
B. Approving authorities should consider the following factors when reviewing requests for cell phone plans:
- The amount of time and frequency that the employee is away from access to land-based telephone services;
- Level and area of expected business usage;
- Emergency or other business reasons for needing a cellular device; and
- Availability of department funds to cover the added costs of the equipment and services.
C. The plan approved for an employee should be the one that is most cost-effective, satisfying the basic needs and coverage area expected of the job. Employees will use the University of Maine System negotiated contract unless approved by the appropriate University contact.
D. As with the disbursement of all funds, segregation of duties should be present such that the person who incurs an expense is not the person who approves the expense for payment. An appropriate person should review and approve cell phone bills for payment.
E. Cellular devices that are no longer required because of termination of employment or change in job status shall be returned to Cellular Services (with the exception of the University of Maine at Farmington) and cellular service shall be terminated. The person who reviews cellular fiscal activity should ensure that the charges are discontinued.
IV. Use of University Cellular Devices
A. As with all University resources, employees are expected to responsibly use cellular devices. Irresponsibility or other misuse of cellular devices will result in revocation of the devices and possible disciplinary action.
B. University cellular devices are provided for necessary, official University business purposes. The University, however, recognizes that because of the often unpredictable nature of University business, employees may need to occasionally phone family members or significant others. Such calls are considered business-related and are allowable, but employees should keep the length and number of such calls to a minimum.
C. Each employee must review his or her monthly cell phone statement to determine whether charges are reasonable and to identify any charges requiring reimbursement to the University. The employee shall ensure reimbursements are made to the appropriate office (e.g., business office, cashier’s office, etc.) within 30 calendar days of the statement date. Reimbursements should be posted to accounts which were charged the original cellular expense.
V. Cellular Device Safety and Security Guidelines
Employees should safely use cellular devices following these guidelines whenever possible:
- Use of a cellular device while operating a motor vehicle is distracting and may impair proper operation of the vehicle. Where University business results in employee use of a cellular device while operating a motor vehicle, the employee should endeavor to acquire and use a handsfree device or stop the vehicle to use the device. In all cases, proper operation of the motor vehicle shall take precedence over use of the cellular device.
- Be aware that use of cellular devices while operating a vehicle is illegal in most states, cities, or other localities. Employees cited for illegal use of cellular devices will be responsible for any resulting fines.
- Do not place the cellular device on the dashboard or in any other dangerous position such as in the air bag deployment area, as serious injury or death may result.
- Cellular devices should not be used when vehicles are being fueled or while performing dangerous activities.
- Be aware that cellular conversations are not always private or secure.
- Employees should take precautions to avoid acts of vandalism and/or theft, such as locking unattended vehicles and keeping cellular devices out of view.
- Employees should be familiar with the operation of the cellular devices and program frequently called and emergency numbers to minimize dialing.
Approved by the Treasurer of the University of Maine System. Official copy on file in the Treasurer’s office.
Chief Financial Officer and Treasurer