3.11. SR 05-02-2011 - 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 feature 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 feature phone plan. 6. The feature 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 feature 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 system and be reimbursed for a portion of their data service plan on a fixed monthly basis if approved by department head and provided they agree to the following conditions: 1. Employee agrees to accept the fined, monthly 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 of inactivity and to store data in an encrypted format on the smartphone. The IT Department will provide information regarding the need to protect the smartphone and can assist with the method to protect information on the smartphone. 3. The employee will not add any additional software on their desktop/laptop computer or request network modifications to support the usage of a specific smartphone device. Employee owned smartphones will be configured to securely synchronize with the city's Microsoft Exchange email system. The IT Department will support the setup and ongoing operation of approved smartphones. 4. The City of Elk River has no general expectation for employees to check or respond to emails during non-work hours unless explicitly requested by the employee's supervisor. Employees should have no expectation of overtime or comp time for checking a-mails during non-work hours. 5. All smartphones that synchronize to the City's email system must be configured for being remotely wiped in case of being lost or stolen. G. Payment For use of Employee Owned Mobile Phone Employees who are approved to receive a feature phone reimbursement will be paid $15 per month. Employees who are approved to receive a smartphone reimbursement will be paid $30 per month. Reimbursements will be paid quarterly. Finance will need copies of invoices along with a completed expense reimbursement form. H. Employee 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 feature phones is minimal and infrequent and therefore de minunis by IRS regulations. Therefore, the use of city-issued feature phones by employees is not a taxable benefit to that employee.