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<br />5. Employees will be solely responsible for payment of all charges incurred on the feature phone plan. <br />6. The feature phone service must provide a telephone number that is local to the Twin Cities calling <br />area. No long distance charges shall be incurred by the city to place a call to the feature <br />phone\\smartphone. <br /> <br />F. Smartphone Eligibility Criteria — Employee Owned <br />Employees who qualify for an individually issued smartphone may instead request to use their personal <br />smartphone to connect up to the city’s email system and be reimbursed for a portion of their data <br />service plan on a fixed monthly basis if approved by department head and provided they agree to the <br />following conditions: <br /> <br />1. Employee agrees to accept the fixed, monthly reimbursement. <br />2. If confidential or sensitive data is to be stored or received on the smartphone, the <br />employee will take steps to password lock the phone after a period of inactivity and to store data in <br />an encrypted format on the smartphone. The IT Department will provide information regarding the <br />need to protect the smartphone and can assist with the method to protect information on the <br />smartphone. <br />3. The employee will not add any additional software on their desktop/laptop computer or request <br />network modifications to support the usage of a specific smartphone device. Employee owned <br />smartphones will be configured to securely synchronize with the city’s Microsoft Exchange email <br />system. The IT Department will support the setup and ongoing operation of approved smartphones. <br />4. The City of Elk River has no general expectation for employees to check or respond to emails <br />during non-work hours unless explicitly requested by the employee’s supervisor. Employees should <br />have no expectation of overtime or comp time for checking e-mails during non-work hours. <br />5. All smartphones that synchronize to the City’s email system must be configured for being remotely <br />wiped in case of being lost or stolen. <br /> <br />G. Payment For use of Employee Owned Mobile Phone <br />Employees who are approved to receive a feature phone reimbursement will be paid $15 per month. <br />Employees who are approved to receive a smartphone reimbursement will be paid $30 per month. <br />Reimbursements will be paid quarterly. Finance will need copies of invoices along with a completed <br />expense reimbursement form. <br /> <br />H. Employee reimbursement to the City <br />A. If any expenses are incurred by the group plan over its normal flat rate expense due to excessive <br />personal usage individuals will be required to reimburse the City. The reimbursement will be <br />proportional to the each individual’s personal airtime usage. <br /> <br />B. The city recognizes that any personal use of feature phones is minimal and infrequent and therefore <br />de minimis by IRS regulations. Therefore, the use of city-issued feature phones by employees is not <br />a taxable benefit to that employee. <br /> <br />I. Responsibilities <br />All Department Heads or designees should: <br /> <br />1. Insure that Justification and Acknowledgement form has been filled out and presented to City <br />Administrator. <br /> <br /> <br />4 <br />