Cellular Device Operating Procedure

To outline the guidelines and amounts for the allocation of cellular device allowance for eligible employees of Cambrian College (“the College”).

All college employees.

Allowance: the amount of monthly reimbursement that Cambrian provides to eligible college employees.

Cellular device: a telecommunications device, such as a mobile or cellular phone, that can make and receive calls over a radio frequency link.

Allowance Amount and Payment Terms

The maximum cellular device allowance per month is as follows:

• Deans, Directors, and Senior Team: $150
• Senior Managers, Managers, and Chairs: $100
• Others: $70

1. Eligibility

1.1. The Dean, Director, or Senior Team member determines whether the employee is eligible for a cellular device allowance based on the established eligibility requirements within the Cellular Device Policy.

1.2. The Dean, Director, or Senior Team member informs the employee of the approved allowance.

• If an employee changes position, a new confirmation of eligibility is required.
• Eligibility can be subject to review.

2. Reimbursement for Eligible Employees

2.1. The Dean, Director, or Senior Team member ensures that the employee is familiar with the reimbursement process (instructs or refers).

2.2. Upon receipt of the first month’s billing statement, the eligible employee submits a copy of the expense via the Cheque Voucher Form.

• The employee must submit a Cheque Voucher Form every month for reimbursement.

2.3. Cellular device reimbursements are processed through payroll as per the allowance amount and payment terms.

2.4. The reimbursement appears on the employee’s paystub.

2.5. The eligible employee may also elect to use a Cambrian corporate card for payment. In these cases, the reconciliation process facilitates validation and allocation of the expense to the appropriate departmental budget.

3. Reimbursements for Incidental Usage

In certain instances – such as during recruitment or special events – an employee who does not typically qualify for a cellular device allowance may be permitted to use a personal device for college business and subsequently be eligible for reimbursement for the defined activity or period of activity. In these circumstances:

1. The employee receives approval and instructions for reimbursement from the Dean, Director, or Senior Team member.
2. Upon receipt of the billing statement, the employee submits a copy of the expense via the Cheque Voucher Form.
3. The College may request evidence that substantiates the use of the cellular device for college business.

Vice President International, Finance and Administration is responsible for:

• Ensuring that Deans, Directors and Senior Team members adhere to the Cellular Device Policy.
• Clearly communicating, and making available, the operating procedure to college employees.
• Ensuring the review and revision of terms and expectations of the operating procedure on regular cycle for currency and relevancy.

Dean, Director, and Senior Team members are responsible for:

• Assessing and determining employee eligibility for the cellular device allowance.
• Informing the eligible employee of the College’s expectations and limitations of the allowance as per the Cellular Device Policy.