Cellular Telephone-Mobile Electronic Device Stipend (GA-26.0; Rev 1)GA -26.0 Purpose:
The City of Delray Beach recognizes that the performance of certain job responsibilities may be
enhanced by or may require the use of a Cellular telephone ('bell phone ") or Mobile Electronic
Device ( "MED "). The purpose of this policy is to provide standards for paying qualifying
employees a stipend for use of their personal cell phone or MED for official City business
purposes.
GA -26.1 Definition:
For purposes of this stipend policy Mobile Electronic Device includes cellular phones and also
smart phones, electronic notebooks, and electronic tablets with data service plans.
GA -26.2 Policy:
A monthly stipend may be issued to City staff members that are in positions authorized for MED
usage for official City business purposes. Positions authorized for MED usage are determined
by the Department Head and approved by the City Manager or his /her designee.
A. Minimum Standards:
In order to qualify for a stipend at least one of the following criteria must be met:
1. Safety requirements indicate having a cellular phone is an integral part of performing
duties of job description
2. More than 50% of work is conducted in the field.
3. Required to be contacted on a regular basis.
4. Required to be on -call (24/7)
B. Guidelines:
The following guidelines must be followed for employees assigned to a stipend plan:
1. The MEDs will not be purchased by, licensed or directly billed to the City of Delray
Beach for those individuals that are eligible for the monthly stipend. The City of Delray
Beach will not pay for any Mobile Electronic equipment or related service plans.
ADMINISTRATIVE
SUBJECT: General Administration:
City Of
y
POLICIES AND PROCEDURES
MANUAL
Cellular Telephone - Mobile
Electronic Device Stipend
Delray
Beach
NUMBER
GA -26.0
REVISIONS
1
EFFECTIVE
DATE:
PAGE 1 OF 5
10/14/14
SUPERSEDES
APPROVED BY
Terrance Stewart, Interim City Manager
GA -26.0 Purpose:
The City of Delray Beach recognizes that the performance of certain job responsibilities may be
enhanced by or may require the use of a Cellular telephone ('bell phone ") or Mobile Electronic
Device ( "MED "). The purpose of this policy is to provide standards for paying qualifying
employees a stipend for use of their personal cell phone or MED for official City business
purposes.
GA -26.1 Definition:
For purposes of this stipend policy Mobile Electronic Device includes cellular phones and also
smart phones, electronic notebooks, and electronic tablets with data service plans.
GA -26.2 Policy:
A monthly stipend may be issued to City staff members that are in positions authorized for MED
usage for official City business purposes. Positions authorized for MED usage are determined
by the Department Head and approved by the City Manager or his /her designee.
A. Minimum Standards:
In order to qualify for a stipend at least one of the following criteria must be met:
1. Safety requirements indicate having a cellular phone is an integral part of performing
duties of job description
2. More than 50% of work is conducted in the field.
3. Required to be contacted on a regular basis.
4. Required to be on -call (24/7)
B. Guidelines:
The following guidelines must be followed for employees assigned to a stipend plan:
1. The MEDs will not be purchased by, licensed or directly billed to the City of Delray
Beach for those individuals that are eligible for the monthly stipend. The City of Delray
Beach will not pay for any Mobile Electronic equipment or related service plans.
SUBJECT: General Administration: Cellular Telephone - Mobile Electronic Device
Stipend
Number GA -26.0
Page 2 of 4
2. The individual in the authorized position will be responsible for choosing and paying
for all Mobile Electronic equipment and services.
C. Reimbursements Rates:
1. $26.00 Monthly Stipend: This stipend is for those employees that are authorized to
carry a IVIED with voice services only. The employee must agree to allow the City of
Delray Beach to publish their cellular device number on departmental call -out listings
and must take all calls relating to City business.
2. $46.00 Monthly Stipend: This stipend is established for those employees that are
authorized to carry a IVIED which includes a data service plan as well as voice service.
The employee must agree to allow the City of Delray Beach to publish their cellular
device number on departmental call -out listings and must take all calls relating to City
business, as well as use this device for receiving City emails.
D. Program Administration Procedures:
The following standards shall apply for administration of the stipend payment program:
1. Funding for approved stipend payments must be included in the Departmental
budget.
2. Those employees that are authorized to participate in the stipend program will be
required to submit the Mobile Electronic Device Stipend request form to their
Department Director or Designee for approval. The Department Director or Designee
will complete the Authorization form and insert the monthly stipend amount (based on
the need). . In addition, a memo from the Department head will be attached justifying
the employee's need to receive a stipend as well as a copy of the most recent invoice
showing that employee is carrying adequate service based on the request. Once the
Department Director or Designee has completed the Authorization form it is to be
submitted to the City Manager or his /her Designee. When the request is completed and
approved, the payment will be included in the employee's payroll.
3. If the cost of the MED service plan for an employee receiving a stipend is less than
the amount of the monthly stipend, the stipend amount will be reduced in order to not
exceed the monthly cost of the employee's service plan.
4. Because MED /cellular service is a contractual agreement between the cellular phone
service provider and the employee, the City of Delray Beach does not recommend or
prefer any particular vendor. The choice of the service provider is strictly up to the
individual employee. However, some service providers will offer discounts to individuals
who inform the service provider of their affiliation with the City of Delray Beach.
5. Any stipend agreement will be immediately cancelled, and payroll payments
immediately terminated, whenever an employee receiving a IVIED stipend terminates
employment with the City of Delray Beach. Any such stipend will also be cancelled if an
employee changes job positions. In such case of a change in job positions, a new
Mobile Electronic Device Stipend Request form must be submitted to establish the
continued business need for a cellular device.
SUBJECT: General Administration: Cellular Telephone - Mobile Electronic Device
Stipend
Number GA -26.0
Page 3 of 4
6. All costs related to the purchase and usage of the MED are the responsibility of the
employee.
7. Occasionally employees authorized to receive a stipend will be asked to present a
copy of their monthly statement for review and to establish that they are still carrying the
services for which they are receiving a monthly stipend. Employee's receiving a MED
stipend shall immediately notify the City Manager and /or his or her designee upon
termination of employee's personal MED service plan. Any charges or fees related to
termination of the employee's MED service shall be borne solely by the employee.
Employees shall be responsible for reimbursing the City for the total amount of any
stipend paid to employee following termination of employee's personal MED service for
the month in which the service was terminated.
8. Stipends paid to employees are non - taxable to the employee pursuant to IRS
regulation. Stipends do not constitute an increase to base pay, and will not be included
in the calculation of percentage increases to base pay due to pay increases, job
upgrades, etc. Further, MED stipends shall not constitute an employee benefit.
GA -26.4 Procedures and Minimum Standards for Using Personal MEDs:
A. At times when personal MEDs are being used to conduct City business, the following
shall apply:
1. All employees shall be responsible and accountable for all usage on personal MEDs
for City - related purposes.
2. All employees who install software on their personal MEDs, shall do so at their own
risk. The City is not responsible and /or liable for any software incompatibility and /or
storage problems that may result from this use. Please consult with your personal
MED software provider prior to installation of software on all personal MEDs.
3. Employees shall follow all applicable City policies, including but not limited to GA -42
and IT-7, while operating a personal MED for City business purposes.
4. All employees shall attend required training regarding use of personal MEDs for City
business purposes to ensure compliance with all federal, state and local laws and
policies.
A. GA -26.5 Compliance with Public Records Law and City Policies: All MEDs used to
conduct City business, whether City- issued or personal, shall be subject to Florida Public
Records laws, The Freedom of Information Act, e- discovery laws and policies and
therefore all City- content shall be managed, stored and retrieved to comply with these
laws.
B. All a -mails communicating any City Business sent from and /or received on a personal
MED that are not already archived in the City email system, shall be copied to
mycityclerk cr mydelraybeach.com for preservation as a public record.
C. Employees participating in the stipend program shall agree to abide by City's IT Policies
and Procedure numbers IT -5, "Electronic Systems and Communications Tools (E -mail,
Internet)" and IT -6, "Accessing the City's Internet Account ", and Policy GA 42 -0 "General
Administration: Use of Cellular Telephones and Other Mobile Electronic Devices ".
SUBJECT: General Administration: Cellular Telephone - Mobile Electronic Device
Stipend
Number GA -26.0
Page 4 of 4
ADMINISTRATIVE DIRECTED POLICY
Cellular Telephone - Mobile Electronic Device Stipend Authorization Form
Employee Name:
Department:
Budget Account #:
Date cellular service to begin:
Cellular Phone number:
Department Head
Telecommunications Systems Mgr:
City Manager or designee
Stipend Amount:
$25.00 -Voice Service plan only — no data
$45.00 -Voice and Data service plan
$ -Other amount if applicable
Employee Certification
I certify that the above stipend will be used toward expenses that I incur for cellular/Mobile
Electronic device usage for business purposes. Upon request, I agree to produce copies of my
monthly service statement in order to comply with a public records request and/or to show that I
am still maintaining this service. I acknowledge that I must notify the City upon termination of
my service plan or if my service plan cost is less than the stipend amount I receive.
Employee Name (Printed)
Employee Signature
Date