4.8. SR 11-16-2020 - Laserfiche WebLink

Home Browse Search

C. Issued Mobile Phone Expectations The following additional conditions shall apply when a city mobile phone is issued: 1. Because the mobile phone is a computer, employees shall adhere to all proper use conditions included in the Personnel Policy Manual. Inappropriate use of a mobile phone may result in disciplinary action up to and including dismissal. 2. Employees shall password lock the mobile phone after a period of inactivity and store data in an encrypted format on the mobile phone. The IT Division shall ensure password locks and encryption are enabled 3. Employees shall not add or modify mobile phone software or applications without the IT Manager’s approval. 4. The City of Elk River has no expectation for employees to check or respond to emails, texts or applications during non-work hours unless explicitly requested by the employee’s supervisor. Employees shall have no expectation of overtime or compensatory time for checking emails during non-work hours. 5. Mobile phones that synchronize to city servers may include a Mobile Device Management Client to ensure the device can be remotely wiped in case of loss or theft. 6. In case of loss or theft, the employee shall immediately contact the IT Division. 7. Employees traveling out of country shall notify the IT Division before leaving to ensure mobile phone and/or wi-fi hot spot cellular plans are switched to international plans. D. Personal Mobile Phone Reimbursement Requirements and Expectations Employees required to maintain a mobile phone for business use may request to use their personal mobile phone for business use and be reimbursed for a portion of their service plan on a fixed monthly basis if approved by their Department Director and provided they agree to the following conditions: 1. Their phone number shall be made available for internal use. 2. The phone shall password lock after a period of inactivity and stored data shall be encrypted. The IT Division shall ensure password locks and encryption are enabled. 3. 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 shall have no expectation of overtime or compensatory time for checking emails during non- work hours. 4. In case loss or theft, the employee shall immediately contact the IT Division. E. Reimbursement for Use of Personal Mobile Phone Employees shall submit for reimbursement to Finance on a quarterly basis. Reimbursements require copies of each monthly bill and a completed and approved Expense Reimbursement Form. This policy provides for two levels of reimbursement for approved personal mobile phone use. 1. $30.00 per month - FLSA exempt supervisors and managers who are always expected to be available and responsive except while on approved leaves of absence. 2. $15.00 per month - FLSA non-exempt employees who are expected to be available and responsive during work hours and for On Call and Standby periods. F. Responsibilities Department Directors or designees shall: 1. Ensure that Justification and Acknowledgement form is complete and presented to City Administrator. 2. Ensure all employees assigned a city-issued mobile phone or who agree to be compensated for business usage of their personal mobile phone are provided access to this policy. 3. Conduct annual reviews of assigned devices to determine continued justification. 4. Immediately upon reassignment of mobile phones, inform the IT Manager or designee. 3