Cell Phone Allowance
Responsible Administrative Units:
Policy
Office of Finance & Administration


Policy Contact:
Issued: March 2010

Director, Business Operations

jkane@mines.edu
Revised: April 2011



1.0 BACKGROUND

It is essential for certain employees in some circumstances to use cell phones or
smartphones for conducting official Colorado School of Mines (“Mines” or “the school”)
business. When there are critical circumstances, such as in the event of a campus
emergency or some other urgent situation, these employees need to be able to be
contacted at any time.

As of the date of this policy, there is no State of Colorado policy that dictates use of a
state-provided cell phone or smartphone. Additionally, the Internal Revenue Service is in
the process of re-assessing its current rules and regulations surrounding cell phone use.
While external guidance is not available, the school intends to pay an allowance for cell
phone service to employees who occupy particular positions and who qualify as having
critical institutional need (as defined below). This policy will be revised if the State of
Colorado or the Internal Revenue Service issue guidelines or regulations regarding the
use of cell phones.

2.0 POLICY

The School will provide a taxable allowance for personal cell phone or smartphone
service plans to members of the campus-wide Incident Control Team (Appendix A).

Other employees may be approved as exceptions to this rule only if the school
determines an employee has critical institutional need. In determining critical
institutional need, the school considers the following:
• The school must be able to communicate with the employee at any time and in
any location;
• The inability to make contact with the employee would cause an interruption to
the school’s core business functions or contribute to the potential loss of life or
property.

An evaluation of critical institutional need for a particular position may be requested by
submitting the Cell Phone Allowance Form (Appendix B). The form must be signed by
the employee’s supervisor and approved by his or her Vice President. If a position is
determined to have critical institutional need, the supervisor/Vice President will
determine which plan components are essential based on the employee’s position (i.e.,
text plan, voice plan, data/smartphone surcharge).

The school does not purchase cell phones, smartphones, or related equipment for
individual employees.

3.0
MONTHLY ALLOWANCE OPERATIONS AND DETAILS

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Cell Phone Allowance
Responsible Administrative Units:
Policy
Office of Finance & Administration


Policy Contact:
Issued: March 2010

Director, Business Operations

jkane@mines.edu
Revised: April 2011



Information contained in Section 3.0 of this document applies to the following
employees:
• Members of the Incident Control Team, and
• Employees in positions determined to have critical institutional need.

3.1 Procedures for Obtaining an Allowance

In applying for a cell phone allowance, employees along with their supervisors will
take several steps:
1. Justify critical institutional need on the Cell Phone Allowance Form.
Document which cell phone components are essential based on the
requirements of the employee’s position (i.e., text plan, voice plan,
data/smartphone surcharge).
2. Turn in the Cell Phone Allowance Form to the appropriate Vice President.
3. If the Vice President approves the employee’s position as having critical
institutional need, the Cell Phone Allowance Form should then be submitted
to the Office of Human Resources in order to have the allowance added to
the employee’s monthly paycheck. Allowances will be added to the
employee’s monthly pre-tax income.

3.2 Allowance Rate Information

The amount of the monthly cell phone allowance cannot exceed the maximum rates
for each approved service component (i.e., text plan, voice plan, data/smartphone
surcharge). The current allowance rates for each service component are listed on
the Cell Phone Allowance Form.

Please note:
• Allowance rates are subject to change.
• The cell phone allowance expires at the end of each fiscal year. To continue
receiving an allowance, the employee must re-apply annually.

4.0 CELL PHONE USAGE GUIDELINES

4.1 Use of Cell Phones in Vehicles

All employees are reminded not to use cell phones or smartphones while operating a
Mines vehicle or machinery of any kind, or while operating a personal vehicle,
equipment or machinery on school business. Public Safety officers are exempt from
this requirement when acting in their official capacity responding to emergency or
other calls for service. In the case of an incoming business call while operating a
vehicle, the employee must safely pull off the roadway and come to a stop before
accepting the call or allow voicemail to accept the call, and return the message as
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Cell Phone Allowance
Responsible Administrative Units:
Policy
Office of Finance & Administration


Policy Contact:
Issued: March 2010

Director, Business Operations

jkane@mines.edu
Revised: April 2011



soon as possible after reaching his or her destination, and/or the vehicle is stopped
and safely off the roadway, unless a hands free device is being utilized.

4.2 Cell Phones and Institutional Data

All employees are reminded not to store institutional data, especially those
containing personally identifiable information (PII), on cell phones, smartphones, or
other mobile devices. If institutional data reside on personally-owned cell phones or
smartphones, it must be for legitimate business reasons and must be temporary.
These data are subject to all Mines data access, management, and privacy policies
and must be protected to the maximum extent possible for the device. In addition,
any device for which the school provides a monthly allowance or reimbursement,
regardless of device ownership, is subject to all Mines data access, management,
and privacy policies and must be protected to the maximum extent possible for the
device.

5.0
APPENDIX A: Campus-wide Incident Control Team

The positions listed in Appendix A qualify for a cell phone/smartphone service plan
allowance by virtue of their particular roles with campus emergencies. All are members
of the Incident Control Team, which is responsible for managing emergency incidents on
campus. Employees occupying these positions must still apply for an allowance using
the Cell Phone Allowance Form (Appendix B). They are not required to justify critical
institutional need.

General
Counsel
Director, Integrated Marketing
Associate
Counsel
Communications
Chief of Police/Director, Public
Public Relations Specialist
Safety
Director, Housing & Auxiliary
Commander/Assistant Chief of
Services
Police
Director, Residence Life
Chief Information Officer
Director, Facilities Management
Director, Enterprise Systems
Associate Director, Facilities

Management

6.0
APPENDIX B: Cell Phone Allowance Form

Employees who believe they qualify for a monthly cell phone allowance and can justify
critical institutional need (noted in Section 2.0 of this policy) must complete the Cell
Phone Allowance Form in order to obtain an allowance.

The form can be found on the Human Resources Forms website:
https://inside.mines.edu/UserFiles/File/hr/HR%20Forms/CELLPHONEALLOWANCE.xls.
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