Cellular Phone Policies

Contents

• Introduction
• Articles
• Washington Policies and Procedures
• Out-of-State Policies and Procedures
• Agreements

Introduction

The use and payment for cellular phone service by city employees continues to be the subject of numerous questions to MRSC. This list of resources contains information and sample policies for a city to adopt in order to utilize cellular phones in a manner that will satisfy legal considerations and the Office of the State Auditor.

There are two primary patterns for allowing city employees to utilize cellular phones. One option is for the city to purchase cellular phones and then allow city employees to make business related calls as outlined in a city policy on use of cellular phones. The second is for the employee to purchase the cellular phones and request reimbursement from the city for business calls.

If the first option is followed and the city purchases and owns the phones, then the city should adopt some usage policies. There are examples of such usage policies below.

If the second option is followed and the employee purchases the cellular phone, then it is necessary to develop an appropriate agreement between the city and the employee regarding use of the phone. Several such sample personal cellular phone agreements are included below. These agreements follow a form which has been approved by the Office of the State Auditor and the Office of the Attorney General.

Where employers provide cell phones to their employees or where employers reimburse employees for business use of their personal cell phones, tax-free treatment is available without burdensome recordkeeping requirements. This rule, however, does not apply to the provision of cell phones or reimbursement for cell-phone use that is not primarily business related, as such arrangements are generally taxable.  See IR 2011-93, issued by the Internal Revenue Service September 14, 2011.

Articles

• Do you use Cellular Telephones?, Washington Finance Officers Association's Newsletter, 11/21/1996
• Letter and Bulletin from State Auditor's Office, 03/13/1996
• Memorandum to State Auditor's Office from State Attorney General's Office, 02/02/1993
• Cellular Telephone Use Guidelines from Department of Information Services, 09/1993
• Memorandum and Guidelines for Cellular Phone Acquisition and Employee Cellular Use from AWC, 12/14/1993

Washington Policies and Procedures

City Policies and Procedures

• Bellevue Mobile Phone Policy (), updated 09/2009
• Bremerton Telephone Policy (), revised 11/05/2005 - Includes cellular phones
• Burien Cell Phone Policy (), 11/2009
• East Wenatchee Cell Phone Use Policy () (Scroll to Ch.8.15), Manual of Personnel Policies and Procedures, effective 03/2009
• Ellensburg Wireless Communication Devices Policy () (Scroll down to Ch. 9.7), Ellensburg Personnel Policies Manual (), effective 01/2010
• Entiat Guidelines for Cellular Phone Acquisition/Policy and Employee Use Agreement (), 01/2003
• Everett Cellular Telephone Policy (), 10/2003
• Grandview Cellular Telephone Use Policy (), Personnel Policy Manual () Ch. 25, adopted 05/2008
• Kirkland Wireless Communication Device Policy (), 06/2004
• Langley City Cellular Phone Policy Resolution (), 2008
• Lynnwood Use of Cellular Phones/Pagers Policy (), 11/2004
• Maple Valley Telephone and Cellular Phone Usage Policy (), amended 12/14/2009
• Milton Cellular Telephone Policy (), 11/2009
• Monroe Communication Policy (), amended 12/2004
• Prosser Cell Phone Allowance (), 02/2009
• Seattle Internal Controls Over Voice Communications (), IT Policy, authorized 07/2007
• Sequim Privately Owned Cell Phone Allowance()
• Spokane Wireless Communication Devices (Cell Phones) (), 11/2010
• Vancouver Electronic Communication Equipment and Services Policy (), Vancouver Employment Policy Manual, effective 05/19/2008 - Includes cell phones and accounts, Blackberry devices, personal digital assistants, pagers, standard telephones and other telecommunication peripherals in policy

County Policies and Procedures

• Adams County Cellular Telephone Policy (), 05/2003
• Clallam County Cellular Telephones/Smartphones Policy (), Clallam County Administrative Manual Policy 420, revised 12/2009
• Okanogan County Cell Phone Policy (Scroll down to Ch. 9.3), Website Personnel Manual, last updated 04/2008
• Pacific County Resolution 2007-057 (), 10/2007 - Internet, Email, Telephone and Other Electronic Equipment and Media Use Policy

Out-of-State Policies and Procedures

• Clackamas County, OR Cellular Telephone Use Policy (), updated 12/2007
• Petaluma, CA Use of Cellular Telephone / Communication Devices Policy (), 05/2009
• Seaside, CA Policy on Cellular Phones in the Workplace (), 03/2009 - Includes texting in policy
• South Lake Tahoe, CA Cellular Phone Policy (), 06/2008 - Includes texting policy
• Topeka, KS Cellular Telephone Policy (), effective 11/2009

Agreements

• Modified Personal Cellular Phone Agreement from AWC
• Bremerton Employee Agreement for Participation in the Stipend Program for Use of Personal Cellular Telephones (), revised 11/05/2005
• Mill Creek Sample Personal Cellular Phone Agreement (), 02/1994