HomeMy WebLinkAbout03.c. Update Board Policy No. 009 Cell Phone ReimbursementPage 1 of 4
Item 3.c.
DCENTRALSAN
MEETING DATE: DECEMBER 5, 2023
BOARD OF DIRECTORS
POSITION PAPER
DRAFT
SUBJECT: REVIEW DRAFT POSITION PAPER TO UPDATE BOARD POLICY (BP) NO.
009 - CELL PHONE REIMBURSEMENT
SUBMITTED BY:
INITIATING DEPARTMENT:
TEJI O'MALLEY, HUMAN RESOURCES OFFICE OF THE GENERAL MANAGER -
MANAGER HUMAN RESOURCES
REVIEWED BY: ROGER S. BAILEY, GENERAL MANAGER
ISSUE
Board approval is required for any revisions to a Board Policy.
BACKGROUND
BP 009 - Cell Phone Reimbursement has not been revised since 2009 and several revisions are needed
in order to reflect technological changes, current District processes/procedures, and update/delete items
that may be irrelevant.
Specifically, the revisions include:
• A clear distinction between a reimbursement and a stipend as one is non-taxable and other is
taxable.
• Updates to reflect current procedures to begin the reimbursement and the stipend as those are now
handled by two different divisions, Finance and Human Resources respectively.
• Updated terms throughout the document to reflect current technology and ease of reading.
The strikethrough version (Attachment 1) is attached.
ALTERNATIVES/CONSIDERATIONS
The Board may elect not accept the revisions to BP 009 - Cell Phone Reimbursement.
FINANCIAL IMPACTS
None, as this is a benefit that is already provided via the Unrepresented Resolution and the Management
Group Memorandum of Understanding.
December 5, 2023 Special ADMIN Committee Meeting Agenda Packet - Page 31 of 70
Page 2 of 4
COMMITTEE RECOMMENDATION
The Administration Committee reviewed this matter at its meeting on December 5, 2023 and
recommended
RECOMMENDED BOARD ACTION
Approve update BP 009 - Cell Phone Reimbursement.
Strategic Plan re -In
GOAL THREE: Workforce Diversity and Development
Strategy 3 - Retain skilled workers by investing in resources and opportunities for all employees to grow and thrive
ATTACHMENTS:
1. Proposed Updated BP 009
December 5, 2023 Special ADMIN Committee Meeting Agenda Packet - Page 32 of 70
Page 3 of 4
Number: BP 009
Authority: Board of Directors
Effective: December 3, 2009
Revised: December 5, 2023
Reviewed:
Initiating Dept./Div.: Administration CENTRALSAN
BOARD POLICY
MANAGER CELL PHONE REIMBURSEMENT POLICY
PURPOSE
To establish a cell phone policy to reimburse Unrepresented Employees and members
of the Management Group Managersfor the use of their personal cell phone to conduct
District business, with the goal of providing an efficient method of enhancing District
communications and improving productivity, and to facilitate the establishment and
maintenance of a key component of the District communications network in the event of
an emergency.
POLICY
All unrepresented employees and members of the Management Group
Ma swill be eligible for cell phone stipends and reimbursement in
accordance with the terms of the Unrepresented Resolution and the
Management MOU in effect at the time.
2. B. the employee MaRage wishes to purchase a smart phone��
laGkberr., iDheRe otG), they will be reimbursed half the cost of the purchase
price of the phone {up to a maximum of $150.) and up to $100 per month for the
moRthly Gon,ino fee
The employee MaRager must submit an expense reimbursement request
via Oracle gi.,o GGGu , n with a copy of the receipt for the purchase of
December 5, 2023 Special ADMIN Committee Meeting Agenda Packet - Page 33 of 70
Page 4 of 4
Number: BP 009
MANAGER CELL PHONE REIMBURSEMENT POLICY
Page 2 of 2
smart
Annnunfinn Qrnorf . • r
Employees ""�apag-e% may purchase new t phones not more
frequently than every two years and receive half the purchase price {up to
a maximum of $150).- If, in the interim, the phone is lost or damaged, the
employ eeer is fully responsible for its replacement.
3. Employees will also be eligible for a stipend of up to a maximum of 1 00—dollars
for the monthly service fee for the phone. -The employee must submit a copy of
their billing statement to payroll to begin receiving the stipend. The stipend is
considered taxable income and will be taxed pursuant to the IRS regulations.
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The employee Manager is responsible for the cost of any technical support on
the cell phone. The phone should he nontanted for instn ,rations
on use, not IT. it is st Rded that the insuranGe plan for the phone
he p, ,rnhaserJ
The DepaFtFneRt Director must notify the appropriate departmeRtS withiR three
,
s status that would affeGt their eligibility to
r`nntinl ,e to receive a hell phone allewanne.The employee MaRager must notify
the District siren an agreement with the District stating that they will he
reimbursed threugh payFelle and Will nE)tify the Diotrint immediately if the
service agreement is terminated and/or the phone is no longer being utilized for
District business.
The employee must secure all access to any District information (email, text
messages, etc.) in case of It is a requirement to set up a password to hleGk
uFiGeSS to the DiStFiGt email ar,, EWRt should the phone being lost or stolen.
Seftware required for twe_way oymnhronization b8tWeen %'rei pwise and the
smart phone will he paid annually by the Distrint.Addltional long-distance
business -related calls will be reimbursed through petty cash.
December 5, 2023 Special ADMIN Committee Meeting Agenda Packet - Page 34 of 70