Ohio Administrative Code
Title 3356 - Youngstown State University
Chapter 3356-4 - University Property and Use of Equipment
Section 3356-4-12 - Cellular equipment usage
Universal Citation: OH Admin Code 3356-4-12
Current through all regulations passed and filed through September 16, 2024
(A) Policy statement. Youngstown state university ("YSU") provides cellular capable equipment to employees who, by the nature of their work, are approved to use cellular phones and other devices to conduct university business. Technical support will only be provided for designated university-issued cellular equipment.
(B) Purpose. This policy establishes guidelines to satisfy the need for university-owned cellular capable equipment. The provisions of this policy apply to all employees of YSU, including those who acquire cellular equipment and services through grants or contracts. This policy also allows the university to meet internal revenue services ("IRS") regulations and its fiduciary responsibility to the taxpayers of the state of Ohio.
(C) Procedures.
(1) The university shall leverage strategic
sourcing opportunities by maintaining a single carrier cellular solution in the
delivery of its university-issued cellular equipment and services.
University-issued cellular equipment shall be limited to standard offerings: a
standard voice phone, a standard smartphone, and a standard cellular mobile
data accessory (i.e., USB modem). The current standard offering in each
category shall be based on the availability of current commercial models and
all standard offerings will be provided technical support through YSU tech
desk.
(2) Cellular equipment not
conforming to the standard offerings, university-owned or otherwise, does not
qualify for technical support for device operation or connectivity to
university systems.
(3) Requests
for a cellular-capable device may be made any time during the fiscal year and
must be procured centrally through the university's office of information
technology services ("ITS"). Cellular capable devices acquired with university
funds may not be purchased with a departmental purchasing card or through any
other means.
(a) Requests for nonstandard
devices, as determined by ITS, should be accompanied by written justification
and the signature approval of the requestor's supervisor and appropriate
executive level officer. Any additional costs associated with
nonstandard devices will be borne by the requesting department.
(b) Additional accessories for
university-issued equipment should be procured locally through the originating
department.
(c) University-issued
cellular equipment and services may be used for incidental personal cellular
purposes as defined by IRS tax law and in accordance with rule
3356-4-09
of the Administrative Code. Employees must reimburse the university for any
liability incurred through the personal use of the issued cellular equipment.
Amounts, if any, to be reported on an employee's W-2 form for non-incidental
personal use will comply with IRS guidelines.
(d) University-issued cellular equipment and
services shall be billed to the assigned department through a monthly
chargeback process. The financial manager of the assigned budget must approve
the initial requests for university-issued cellular equipment and/or services
and for changes in equipment and/or services.
(e) Use of the cellular devices in any manner
contrary to local, state, or federal laws will constitute misuse and may result
in the loss of use of university cellular equipment and/or other actions
according to rule
3356-4-09
of the Administrative Code.
(f) Use
of the university-issued cellular equipment must comply with rule
3356-4-13
of the Administrative Code with regard to the transmission and storage of
sensitive information on the cellular equipment.
(g) Note that university-issued cellular
devices are owned by the university. Business-related activity on a
cellular-capable device is subject to public records and other applicable laws,
regulations, policies, and procedures. Employees should refrain from the use of
university-provided cellular equipment while driving.
Disclaimer: These regulations may not be the most recent version. Ohio may have more current or accurate information. We make no warranties or guarantees about the accuracy, completeness, or adequacy of the information contained on this site or the information linked to on the state site. Please check official sources.
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