8.1. SR 03-21-2011 - Laserfiche WebLink

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4. Employees will take responsibility for having a provider with all of the technical features necessary to tie them into the city's preferred cell phone carrier (i.e. if an employee needs the direct connect/walkie-talkie feature to stay in touch with their group or function, the employee may need to have the same carrier as the city-issued phones). 5. Employees will be solely responsible for payment of all charges incurred on the cell phone plan. 6. The cell phone service must provide a telephone number that is local to the Twin Cities calling area. No long distance charges shall be incurred by the city to place a call to the cell phone\smartphone. F. Smartphone Eligibility Criteria -Employee Owned Employees who qualify for an individually issued smartphone may instead request to use their personal smartphone to connect up to the city's email svstem and be reimbursed fox a portion of their data service plan on a fixed monthly basis if apptc»~ed b~ department head and provided they agree to the following conditions: 1. Employee agrees to accept the fixed, monthh~ reimbursement, 2. If confidential or sensitive data is to be stored or received on the smartphone, the employee will take steps to password lock the phone after a period c>f inactivity and to store data in an encrypted format on the smartphone. The iT Department trill provide information regarding the need to protect the smartphoile and can assist Stith the method to protect information on the snnartl~hone. 3. The employee will not add any additional sofr~~~arc on their desktop/laptop computer or request network modifications to supp~>rt the us;ngc of a specific smartphone device. Employee owned smartphones ~~ ill be ccunti~ured to ~ccurch~ s~-nchronize with the city's Microsoft Exchange email system. The l~C I~cpartnnent ~.~i11 support the setup and ongoing operation of appro~~ed smartphones. 4. The City of Elk Rig-er has no general expectation fox employees to check or respond to emails during non-«-ork hc~c~rs unless ezplicith requested by the employee's supervisor. Employees should have uo expectation of o~~ertime or comp time for checking a-mails during non-~t~ork hours. 5. loll snnartphones that s. nchronize to the Cirn's email system must be configured for being remotely wiped in case of being losr ~>r stolen. G. Payment F'oruse of Employee (_)~~ ned Mobile Phone Employees who are approved to receive a cell phone reimbursement will be paid $15 per month. Employees wha are appro~-ed to receive a smartphone reimbursement will be paid $30 per month. Reimbursements ~~-ill be paid quarterly. Finance will need copies of invoices along with a completed expense reimbursement form. H. Employe reimbursement to the Citv A. If any expenses are incurred by the group plan over its normal flat rate expense due to excessive personal usage individuals will be required to reimburse the City. The reimbursement will be proportional to the each individual's personal airtime usage. B. The city recognizes that any personal use of cell phones is minimal and infrequent and therefore de minimis by IRS regulations. Therefore, the use of city-issued cell phones by employees is not a taxable benefit to that employee.