Cellphone Stipend PolicySection Name: Employee Relations Effective Date: July 5, 2022
Section Number: 400 Date of Revision:
Policy Number: 25
Page: 1 of 2
Subject: Cell Phone Stipend Policy
1. Purpose: The purpose of this policy is to establish guidelines for Appointed
Officials to receive a cell phone stipend.
2. Statement of Policy: Employees whose job requires them to use a cell
phone for City business, may use a personal cell phone service for business
use and will be eligible to receive a monthly allowance for that service.
2.1 A request for a cell phone allowance may be made at any time
during the fiscal year and must be approved by the City Manager.
2.2 In order to receive a cell phone stipend:
a) the employee must agree to obtain and maintain a personal cell
phone and sufficient service to enable accomplishment of
necessary job duties.
b) the employee must report their cell phone number and provider to
City Administration.
c) the employee agrees to carry the cell phone with them, keep it
charged and in operational condition as necessary to perform
their job duties.
d) The employee agrees to utilize the cell phone for City business
purposes, including making and receiving phone calls, utilizing the
City’s choice of email providers, and sending and receiving text
messages.
e) The employee agrees to utilize the cell phone for any multifactor
authentication purposes required by the City.
f) Multifactor authentication will be required to be utilized for all
City email access.
2.3 Employees who are eligible for a cell phone stipend (taxable), will
receive $50.00 as a flat rate per month. All approved allowances
will be processed on the second pay date of the month. The
allowance will not be paid in any month where an employee does not
work at least ten (10) days. The allowance will not be included as
wages toward the calculation of final average compensation for
pension purposes, will not be subject to pension contributions, and
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will not be included in wages for defined contribution plan
contributions.
2.4 Notwithstanding any provisions of the City’s Computer/Electronic
Communications/Voicemail Policy No. 7, dated October 7, 2003,
eligible employee may use the phone for both business and
personal purposes, as needed.
2.5 The City does not accept any liability for claims, charges or
disputes between the cell phone service provider and the eligible
employee.
2.6 Cell phones that have data capabilities must be secured based on
current security standards including password protection,
multifactor authentication, and encryption.
2.7 Emplo yees that conduct official City business on their personal cell
phone are subject to public records and open meeting laws.
2.8 Employees who are eligible for the cell phone allowance are
responsible for any loss, damage, insurance, and/or replacement of
their personal cell phone. If the cell phone is stolen or missing, it
must be reported to the City’s Human Resources Department as
soon as possible.
2.9 Employees are expected to delete all City data from the cell phone
when their employment ends. The employee will allow the City’s IT
department to verify that all City data has been deleted from the
device.
2.91 The cell phone stipend will immediately cease if:
a) the employee’s employment with the City terminates;
b) the employee is no longer eligible for the stipend;
c) the employee no longer has a cell phone or cell phone service
plan, or
d) the employee uses the cell phone in any manner contrary to local,
state, or federal laws or in violation of the City’s policies and
procedures. Violations may result in discipline up to and including
discharge.
2.92 Employees shall acknowledge that cell phone transmissions are not
secure and use discretion in relaying confidential information.
2.93 Eligibility for the allowance or the level of the allowance provided is
subject to change or cancellation as determined by the Employer.
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3. Definitions: None.
4. Application: This policy shall apply to all eligible Elected and Appointed
Officials of the City of Monroe.
5. Responsibility: The City Manager and/or his designee will have the
responsibility of implementing and overseeing this policy.
6. Administrative Procedures: None
7. Legislative History of Authority for Creation or Revision:
Adopted pursuant to action of the Monroe City Council, dated July 5, 2022.