Conducting College Business Using College-Owned, Rented, or Personally Owned Equipment

 

Purpose

College-owned or rented equipment shall be used only for college-related business. Regardless of the location, college equipment shall be used in conformance with Oregon Revised Statute 244 and Oregon Government Standards and Practices Commission Advisory Opinion Number 98A – 1003. Personally owned devices (tablets and cell phones) as described below can be used for college work and personal use.  Employees are reminded that there is no expectation of privacy of any information on any personally owned device used for work.

 

Statement

College-owned or rented equipment shall be used only for college-related business. Regardless of its location, college equipment shall be used in conformance with Oregon Revised Statute 244 and Oregon Government Standards and Practices Commission Advisory Opinion Number 98A – 1003.

Vehicles

No college employee or student may operate a college-owned or rented vehicle without first submitting a signed Driver Status Report form to the Safety and Loss Prevention, and receiving approval from that office to operate the vehicle.  The Safety and Loss Prevention Department will submit the Driver Status form to the Oregon Department of Motor Vehicles for a records check.  A recent history of moving violations and/or accidents may prevent an employee or student from becoming an approved driver.

Departments and drivers shall comply with established billing, reservation, and notification requirements.

College employees or students who drive personal vehicles on college-related business are required to have the state-mandated minimum automobile liability insurance, submit the Driver Status Report form, and be an approved driver for LBCC.

Cell Phones

College-issued cell phones shall be used only for college business:

1. Criteria for the issue of a cell telephone
   1. There must be a demonstrable, documentable need for an employee to have a college-issued cell phone for college business reasons;
   2. Uses of other phones (including pay phones) or pagers are impractical and/or cost-ineffective for the need; and
   3. The issue of a college cell phone shall be approved by the employee’s supervisor and their Vice President.
2. Conditions for use of college cell telephones
   1. Employees are prohibited from using college-issued cell phones for personal use except in emergencies or extenuating circumstances such as the need to phone home when college business requires the employee to work past a scheduled work hour.
   2. Phones, if approved, will be supplied by the College and become college property. The plan will be college-administered and purchased. The employee will not choose providers or phones.
   3. The employee and his/her supervisor, or designee, are responsible for reviewing phone bills and identifying personal calls.
   4. The employee shall reimburse the college for the total amount of any personal calls (other than those indicated in 1 above) within one month of receiving a billing notice. Payment for personal calls should be made at the Business Office cashier window. Personal call history may be used to rescind approval of college-issued cell phones.
   5. Employees issued a cell phone are responsible for keeping cell phone statements. The statements are a public record subject to the LBCC archiving policy.
   6. When individuals change positions within the college, the continuing need/justification for a college-issued phone will be reviewed.
3. Allowance for college business use of personal cell phone
   1. Where there is a demonstrable, documentable need for an employee to have a cell phone and/or plan used significantly for college business reasons, and it is not in the college’s best interest to issue a cell phone, and the employee agrees to maintain a personal cell or data plan the college may provide a monthly allowance to the employee to partially cover the cost of the monthly cell and/or data service.
   2. The cell phone allowance shall be approved by the employee’s supervisor and their Vice President.
   3. The allowance will not exceed $25 per month for those months the employee’s plan is in effect and documentable business needs are approved.
   4. The stipend will be processed as an allowance and included in the employee’s taxable compensation.
   5. Employees receiving the cell allowance may not request additional reimbursement for business use charges on personal cell account invoices.
   6. When individuals change positions within the college, the continuing need/justification for a cell allowance will be reviewed.
      
      

Tablet Devices

Allowance for college business use of personal tablet devices:

1. Where there is a demonstrable, documentable need for an employee to have a tablet device such as an iPad or other tablet used significantly for college business reasons and it is not in the college’s best interest to issue a device, the college may provide a one-time allowance to the employee to partially cover the cost of the device.
2. The tablet allowance shall be approved by the employee’s supervisor and the appropriate Vice President.
3. The allowance will not exceed one-half (½) of the purchase price up to $200, with a documented receipt.  The allowance is an M&S expense, not a personal stipend.
4. The allowance is only available once every four (4) years.
5. Employees receiving the device allowance may not request additional reimbursement for charges for business use on personal cell phones or data plans for the tablet device.

 

 

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