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HomeMy WebLinkAbout082 - Cell Phone Use CITY OF PASCO ADMINISTRATIVE ORDERS Administrative Order No. 82 Personnel Policies & Procedures Subject: Cell Phone Use Initial Effective Date: October 1 , 2004 Revised A roved The following Administrative Order is effective October 1 , 2004. 1. PURPOSE: This Administrative Order is issued to establish policy and expectations regarding the provision and use of cell phones for city employees. IL POLICY: When justified for city purposes and approved by department managers, the city will purchase cell phones and/or provide payment for cell phone usage. • III. CELL PHONE USE CATEGORIES: 1 1 . City-Owned/City-Paid Cell Phones. When determined by the department manager to be in the best interest of the city and required by the work, the city may purchase cell phones for assignment to work groups or individual employees and provide for the payment of ongoing use fees. It is the responsibility of supervisors to initially determine, and to periodically review, the actual cell phone use and the purchased use plan to maintain the most economical and efficient use of the cell phone. City-owned/City-paid phones should not be used for personal calls. If personal use occurs, the employee shall reimburse the city for the extra expense occasioned by the call. If the department manager determines that excessive personal use is occurring, the employee may be subject to discipline and/or the city may reassign the cell phone or cancel its use. Assigned employees are responsible to ensure that phones are protected from loss, damage or abuse. Assigned individuals should note that, most commonly, charges are made for both outgoing and incoming calls. Employees should be selective as to whom the cell phone number is given. • City of Pasco Administrative Order 82 • Page 2 2. City-Owned/Employee-Paid Cell Phones. When determined by the department manager to be justified for city purposes, the city may purchase a cell phone for assignment to an individual employee who agrees to be responsible for the use fee. The assigned individual may use the cell phone for personal, as well as business calls. In consideration of the personal benefits to the assigned individual (access to the cell phone at governmental rates) the assigned individual will be responsible for the recurring cell phone charges. Such billing will be received in his or her name at their home address. The assigned individual may, on a quarterly basis (unless usage charges for business purposes are substantial) apply for reimbursement for business-related calls. T he reimbursement request shall be accompanied by a copy of the monthly usage bills and identification of business calls, both incoming and outgoing, which includes date, time, phone number, person contacted and purpose of call. 3 . Personal Cell Phones. In the event that an employee uses a personal cell phone (or similar electronic • device) for business purposes, he or she may apply for reimbursement for charges related to such business use. The reimbursement request shall be accompanied by a copy of the monthly usage bill(s) and identification of business calls, or use, both incoming and outgoing, which includes date, time, phone number, person contacted and purpose of call. Personal cell phones shall not to be turned on (ring or vibrate) while employees are on the job in the workplace. They may be used during personal time such as break or lunch periods, but must be tumed off before the employee returns to their work duties. If an employee needs to provide an emergency contact number during work, a city office number or departmental secretary should be utilized. IV. PURCHASING: The administrative services manager shall maintain and provide departments with information on vendors, acquisition costs and cell phone use plans. All city-owned cell phones shall be purchased through the administrative services manager. V. SECURITY: Employees must remember that cell phones are not a secure method of transmitting information. Employees are expected to use discretion in relaying confidential information. The city reserves the right to monitor the use of all city-owned cell phones. If it is determined there is an abuse of city-owned cell phones, disciplinary actions will be taken. • City of Pasco Administrative Order 82 • Page 3 VI. MANAGERIAL PROCEDURES : When determining whether an employee should be assigned the use of a cell phone for business purposes, the following factors shall be considered: 1 . Use costs for cell phone vs. alternative communication choices like pagers, voice mail, etc. 2. The level of the employee' s need: i.e., determine the use of the phone, how often it will be used, and the ramifications of not having a cell phone, etc. 3 . Cell phone acquisition and usage must be budgeted for annually in the city' s operating budget and reviewed periodically to maintain cost-effective service. In the event that less costly, safer, or more convenient alternatives are made available, the cell phone usage may be discontinued. • i •