407 STAFF PERSONNEL USE OF DISTRICT PROPERTY

*Adopted:  12/13/10

*Reviewed:  03/12/12

*Revised: 5/9/22

407.1 STAFF PERSONNEL USE OF DISTRICT CREDIT CARDS

The Board will determine whether the District will obtain and make available credit cards for the use by its employees and officers.  If the Board determines that the District will obtain credit cards, the Board, upon the recommendation of the Superintendent, will establish reasonable credit limits for each purchase, transaction, card and/or account.
 
District credit cards will be issued and/or made available to employees and officers only for the time period and purpose for which they are needed.  The Superintendent, in consultation with the Board, will determine which employees and officers will be issued and/or provided use of district credit cards and the time period that they are needed.
 
Prior to issuing and/or providing use of a District credit card to an employee or officer, the employee or officer will be instructed and trained regarding the use of District credit cards and they will provide a written acknowledgment that they understand their responsibilities in regard to the use of District credit cards.  Employees and officers will turn District issued and/or provided credit cards back to the District at the end of the time period for which they have been issued and/or provided or upon separation of employment.  Use of District issued credit cards is a privilege and the Superintendent or the Board may withdraw the privilege of using District issued credit cards at any time.
 
District issued and/or provided credit cards may be used only for business purposes; only in conjunction with the employee’s or officer’s duties; and only in accordance with District policy and the law.  The District will not regard expenses for one's own business-related use, such as lodging and meals while on approved business trips, as personal purchases/transactions, as long as such expenses are consistent with the District’s travel and expense reimbursement policies, rules, and/or regulations.  Any personal expenses which could and should be segregated from allowable business expense will be segregated from allowable business expense.  The employee or officer will be responsible for payment or reimbursement of any personal expenses which could and should be segregated from allowable business expenses, regardless of whether the personal expenses were segregated or were not segregated.
 
Original itemized receipts for each purchase/transaction that document the purpose for which the card was used and who used the card will be required for all purchases/ transactions.  All documentation regarding any purchases/transactions will be required to be turned into the District’s business office within five (5) business days of the purchase/transaction.
 
The Superintendent/designee may review and reconcile District credit card statements and purchases/ transactions on a monthly basis and will verify that any items that were purchased were actually received.  The Superintendent/designee will take action to follow up on any identified discrepancies in a timely manner.  No employee or officer will be allowed to review and approve their own purchases/transactions.  All credit card balances will be paid in full on a monthly basis.
 
If an employee or officer loses a District issued credit card or has a District issued credit card stolen, the employee or officer must report the loss or theft of the credit card to the Superintendent/designee immediately.  Upon report of a lost or stolen credit card, the Superintendent/designee will notify the issuer of the card of the loss or theft and cancel the card.
 
If an employee or officer uses a District issued credit card for personal purchases/ transactions in violation of this policy, the cost of such purchases/transactions will be the financial responsibility of that employee or officer and the employee or officer will be expected to reimburse the District for the full amount of the unauthorized purchase/ transaction.  In addition to financial responsibility for any purchases/transactions an employee makes with a company credit card in violation of this policy, such actions may result in revocation of card privileges and/or disciplinary or other legal action, depending upon the severity and and/or nature of the offense.
 
 
*Adopted: 01/13/97
*Reviewed: 05/13/02
*Reviewed: 12/11/06
*Reviewed: 04/12/10
*Revised: 12/13/10
*Reviewed: 03/12/12
*Reviewed: 5/8/17
*Revised: 5/9/22
 

407.2 STAFF PERSONNEL USE OF CELL PHONES

The District may issue cell phones to employees when there is a valid District related business purpose for the employee to have access to a cell phone. Prior to issuing an employee a District cell phone, the District will evaluate the employee’s job assignment and responsibilities and determine whether the employee should be issued a District cell phone. If the District determines an employee will be issued a District cell phone, the District will determine the appropriate cell phone plan for the employee. 

An employee’s use of a District cell phone will be limited to District business.  Personal use of District cell phones will only be allowed on a limited and infrequent basis. An employee’s use of a District issued cell phone will be subject to the District’s appropriate use of district technology, network systems, and internet access policy. Employees using a District issued cell phone will be assigned a limit on data. If the user exceeds the allotted amount per month they may be charged a nominal fee (not to exceed the amount per Gigabyte that carriers may charge) for each Gigabyte over their allotted amount. 

If employees are operating motor vehicles or equipment, they may use District issued cell phones only for telephone calls in handsfree mode and may not use District issued cell phones for any other reason. Employees who are involved in an accident and/or charged with violations of the law resulting from the use of a District cell phone while operating motor vehicles or equipment will be solely responsible for all liabilities that result from such actions, including, but not limited to all damages, costs, fees, and fines. 

Any District cell phone issued to an employee is District property and all communications over and activity conducted on any District cell phone is subject to being monitored and reviewed by the District.  An employee who has been issued a District cell phone is expected to protect it from loss, damage or theft and will be responsible for any damages or charges that result from the employee’s failure to exercise due care.  If an employee is issued a District cell phone and it is lost or stolen, the employee must notify the District so that service can be discontinued.  An employee shall notify the District if a District cell phone the employee has been issued malfunctions. Upon separation from employment or at any time upon request, the employee may be asked to produce a District cell phone issued to the employee for return or inspection. Employees unable to present a District issued cell phone in good working condition within twenty-four (24) hours of being asked to produce it may be required to bear the cost of replacing the cell phone and may be subject to disciplinary action. 

Employees shall restrict use of personal cell phones to break periods or lunch periods. The volume on your personal cell phones shall be turned off during business hours. Employees shall not conduct district business while using their personal cell phones. 

An employee’s failure to comply with this policy may subject the employee to disciplinary action up to and including termination of employment.

  

*Adopted: 12/13/10

*Reviewed: 03/12/12

*Revised: 11/18/13

*Revised: 5/8/17

*Reviewed: 5/9/22

*Revised: 10/14/2024

 
 

407.2AF STAFF PERSONNEL USE OF CELL PHONES ACCEPTANCE FORM

I understand that the cell phone and related equipment I am being issued is the property of the District. I agree to all of the terms and conditions in the District Staff Personnel Use of District Cell Phone Policy407.2.  I will return the cell phone and any related equipment I am issued in the same condition in which I receive it, reasonable wear and tear excepted.
 
I understand that I am responsible for any damage or loss of any component of the cell phone and/or related equipment I am issued that results from my failure to exercise due care.  In case of damage or loss resulting from my failure to exercise due care, I agree that I will replace any damaged or lost component and/or equipment with components and/or equipment of equal value and functionality as approved by the District’s administration.
 
Date _________________                                                                                  
 
Printed Name _____________________________________________
 
Signature _________________________________________________                      
 
Cell Phone Description and Serial #_____________________________________
 
______________________________________________________________________
 
Cell Phone Equipment Description and Serial #________________________________________

 

 
 
 
*Adopted: 12/13/10
*Reviewed: 03/12/12
*Reviewed: 11/18/13
*Revised: 5/8/17
*Revised: 5/9/22

 

Uploaded Files: 
PDF icon 407.2AF Staff Personnel Use of Cell Phone Acceptance Form.pdf