Cell Phone Policy

Given the dramatic increase in the use of cell phones (both personally and in organizations), and the recent ban on the use of cell phones while driving in one Canadian province, associations and non-profits should consider developing a cell phone policy.

The following cell phone policies provide some guidance on developing a policy for use in your organization.

Organization Supplies Cell Phone

• The executive director and department managers are issued cellular telephones to facilitate the conduct of association business when away from the office.

• The use of association cellular telephones for personal calls is permitted, and these calls do not need to be justified as long as they do not go over their allotted monthly minutes. In cases where additional monthly charges are incurred because the allotted minutes have been exceeded, the applicable manager must review the bill to isolate all personal calls made during the month and submit the bill with a justification to the executive director. The deputy or assistant will then review the itemized bill and justification to determine which, if any, calls the director will be responsible for paying.

• Use of these cellular telephones is not authorized when operating a motor vehicle. To dial, or otherwise initiate a call, or to respond to a call, the driver will leave the road and safely park the vehicle.

• Other staff members, when authorized by a director, may make business calls with their personal cellular telephones and be reimbursed for the cost of the calls, although the use of association calling cards for association business is preferred. As is the case with directors, these staff members are not authorized, and will not be requested to dial, or otherwise initiate a call, respond to a call, or otherwise use their personal cellular telephones for association business while operating a motor vehicle.

Adapted with permission from International Association of Fire Chiefs.

Staff Member Uses Their Own Cell Phone For Association Business

For all personal cell phone calls made within the Canada, employees will be reimbursed for calls made that are strictly related to ABCD business. Calls will be reimbursed as follows:

• Calls made or received that are credited to an employee's calling plan allotted minutes will be reimbursed at a flat rate of .15 cents per minute.

• Calls made or received that are not included in an employee's calling plan allotted minutes will be paid at the billable rate.

• Employees will be paid for roaming charges that are incurred at the time of the call.

• Employees must provide a detailed copy of their bill to the Executive Director with the purpose of the call written next to the telephone number and the telephone number highlighted.

• Cell phone calls made or received while in the office will not be reimbursed.

• Use of personal cell phones for ABCD business is not authorized when operating a motor vehicle.

Policies and Practices highlights sample policies and practices that can be adapted and implemented by associations and other not-for-profit organizations.

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