Sample Mobile Phone Distribution Policy

7/28/2019 Sample Mobile Phone Distribution Policy

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MOBILE DEVICE POLICYPurpose:

This policy has been issued to establish uniform rules that govern how individuals request, receive and

utilize hand-held mobile devices (cell phones, smart phones, tablets, etc), to ensure consistent,

equitable and cost effective practices throughout Company and to inform mobile device users and

Managers of their authority and responsibilities.

This policy applies all hand-held mobile devices that access Company resources. It does not address

laptop computers or other full-function personal computers as those devices are covered under other

policies such as the Computer Resources and Data Security Policy.

Policy:

This policy applies to all mobile device users accessing Company resources or with service plans paid for

by the Company. The repair and discipline provisions of this policy are subject to collective bargaining for

those employees covered by a union contract. The Company provides mobile equipment and service to

Eligible Individuals in order to enable efficient and effective communication with Company personnel,

customers, and suppliers. All Eligible Individuals are required to use the Companys preferred suppliers

for mobile services. Exceptions will be made solely due to coverage issues and with appropriate Vice

President level approval, corporate mobile device users require Department Head Vice President and

field mobile device users require Area Vice President. Corporate IT and Procurement are responsible forestablishing preferred supplier relationships, programs, and equipment standards. All mobile devices

accessing Company resources or with service plans paid for by the Company, both Corporate Devices

and Personal Devices, are subject to (without notice) usage inspection, and reporting by designated

Company representatives.

Eligibility:

Attached to this policy is a Wireless Demand Management Matrix. This matrix provides Job Profiles by

department and the wireless equipment and functionality that are authorized for each Job Profile. These

profiles, which match individual roles to appropriate devices, plans, and features, identify the wireless

capabilities minimally required to fulfill an individuals business responsibilities. These profiles are

consistent with industry best practices, and are subject to exception only as described in this policy.

Standard Company applications (Nextmail, GPS, SMS (text) Snapshot, AirClic, etc) are accepted upon

appropriate Vice President level approval. All non-standard applications are prohibited, unless approved


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by the Vice President, IT Infrastructure.

Definitions:

Eligible Individual: Is anyone approved/authorized under this policy for a Company provideddevice with mobile email/data access.

Ineligible Individual: Is anyone not approved/authorized under this policy for a Company provideddevice for mobile email/data access.

Corporate Device: Is a Company asset with a Company approved and Company paid serviceplan provided by the Company preferred vendor, under a Company account.

Standard Corporate Device: Is a Company asset purchased by the Company. The service plan isa Company approved and Company paid plan provided by the Company preferred vendor,

under a Company account.

Upgraded Corporate Device: Is a Company asset where the mobile device user has paid the costof upgrading from the Standard Corporate Device. The service plan is a Company approved and

Company paid plan provided by the Company preferred vendor, under a Company account.

Personally Supplied Corporate Device: Is deemed to be a Company asset purchased by themobile device user and transferred to the Company preferred vendor. The service paln is a

Company approved and Company paid plan provided by the Company preferred vendor, under a

Company account.

Personal Device: Is an individuals personally owned asset, the purchase price of which has notbeen paid nor reimbursed in whole or in part by the Company. The service plan can be provided

by any vendor of the individuals choice. All service, maintenance, and repair costs are the

responsibility of the individual and no costs are reimbursable or paid for by the Company.

Frequent Travelers and Mobile Workers:

In the event an individual requests a mobile device or functionality that is not designated for his or her

position under the Wireless Demand Management Matrix, the individual may request the additional

wireless functionality under the criteria of "Frequent Travelers and Mobile Workers". The individuals

appropriate Vice President level manager may approve an exception by responding to a written or email

request. The approving Vice President should consider if alternatives described below may provide

sufficient functionality.

For administrative ease, the approving Vice President may designate individuals to process and approve

on his behalf. However, it is noted that the approving Vice President is ultimately accountable for his


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Department's or Market Area's compliance with the Mobile Device Policy and expenditures.

Definition: Frequent

Traveler

An individual who is away from his/her designated office/work station at

least 25% of the work days in a quarter. (i.e. Equivalent to 15 days or

more for the quarter.)

Definition: Mobile

Worker

An individual whose duties require him to consistently work at locations

outside an office or work station environment. In addition, the individual

must have immediate mobile device access to perform his job duties.

Mobile Email/Data Access Device Users:

Eligible Individuals:Anyone approved/authorized under this policy for a Company provided device with mobile

email/data access is eligible for one Company provided Corporate Device as defined in the

Mobile Email/Data Access Device Options section of this policy. With appropriate Vice

President level approval, the individual may also request mobile email/data access for a second

device under the terms defined in this policy for a Personal Device.

Alternatively, an individual may choose two Personal Devices, as defined in this policy, subject to

appropriate Vice President level approval. The Company does not provide reimbursement for

any equipment or recurring service/usage charges for Personal Devices.

Ineligible Individuals:Anyone not eligible for a Company provided device for mobile email/data access under this policy

may request access, subject to appropriate Vice President level approval, for up to two Personal

Devices, as defined in this policy. The Company does not provide any reimbursement for any

equipment or recurring service/usage charges for Personal Devices.

Hourly Workers:For compliance with employment laws and regulations, hourly/non-exempt workers, except for

roles specifically identified in the Wireless Demand Management Matrix, are restricted from

mobile device access to the Companys data network. This includes, but is not limited to,

accessing email, calendar, contacts, and Visor. These workers do not qualify for any of the


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mobile voice or email/data device options outlined in this policy.

Any hourly/non-exempt workers with special requirements may receive an exception as outlined

in this policy, subject to appropriate Vice President level approval, and qualify for the device

options as outlined for a mobile email/data access Eligible Individual.

Mobile Email/Data Access Device Options:

Standard Corporate Device:The Company will supply a Standard Corporate Device to any Eligible Individual, as defined in

this policy.

A Standard Corporate Device is a Company owned asset, purchased by Company. The service

plan will be a Company approved standard plan provided by the Company preferred vendor,

under a Company account. The Company will pay for the recurring service/usage charges and

the phone number will be considered a corporate phone number owned by Company.

The Company, at its sole discretion, will identify and define the Standard Corporate Device.

These standards are subject to change at any time without notice.

The individual is responsible for replacement of any lost, stolen or broken device, if the loss or

damage involves a violation of policy or negligence, and no replacement costs will be

reimbursable or paid for by the Company, as allowed by state law. If a device is required to

perform the duties of the position, a Standard Corporate Device or available surplus device will be

provided as a replacement. If the device is eligible for a vendor provided replacement or upgrade

per the terms of the service contract, for no cost and without incurring early termination

penalties/fees, the appropriate Vice President level manager may approve the vendor supplied

replacement under the terms of this policy.

Upgraded Corporate Device:An Eligible Individual, as defined in this policy, may choose, with appropriate Vice President level

approval, to upgrade the Standard Corporate Device to an alternative device included on the

Company Approved Mobile Devices list and available through the Company preferred vendor.

Any and all costs associated with the upgrade are the responsibility of the individual and not


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reimbursable by the Company.

An Upgraded Corporate Device is a Company owned asset and subject to the same terms and

conditions associated with all other Corporate Devices, regardless of the individual paying the

upgrade costs. The service plan will be a Company approved standard plan provided by the

Company preferred vendor, under a Company account. The Company will pay for the recurring

service/usage charges and the phone number will be considered a corporate phone number

owned by Company.









The Company, at its sole discretion, will identify and define the approved mobile device options

and update the Company Approved Mobile Devices list, as required.

Personally Supplied Corporate Device:An Eligible Individual, as defined in this policy, may choose, with appropriate Vice President level

approval, to supply a personally owned device and still have the Company pay the recurring

service/usage charges. This device must be included on the Approved Mobile Devices list and

must be eligible for service on the Company preferred vendor. The device cost and any costs

associated with migrating the device to a Company account with the preferred vendor are the

responsibility of the individual and not reimbursable by the Company.

A Personally Supplied Corporate Device will be deemed to be a Company owned asset and

subject to the same terms and conditions associated with all other Corporate Devices, regardless

of the individual paying the purchase cost. The service plan will be a Company approved

standard plan provided by the Company preferred vendor, under a Company account. The

Company will pay for the recurring service/usage charges and the phone number will be


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considered a corporate phone number owned by the Company.









Personal Device:An Eligible Individual or Ineligible Individual may choose, with appropriate Vice President levelapproval, to use a Personal Device for mobile email/data access.

A Personal Device is an individuals personally owned asset, the purchase price of which has not

been paid nor reimbursed in whole or in part by the Company, and all service, maintenance, and

repair costs are the responsibility of the individual. The individual is responsible for replacement

of any lost, stolen or broken device and no costs are reimbursable or paid for by the Company.

The device must be included on the Company Approved Mobile Devices list and the individual

must sign a Company Mobile Device Policy Acknowledgement accepting all the terms and

conditions outlined in this policy, including the right of the Company to manage and wipe the

device as necessary, potentially erasing personal data, information, and records including files,

software, music, and photos.

A Personal Device will remain a personally owned asset of the individual. The service plan can

be provided by any vendor/carrier as chosen by the individual with the phone number belonging

to the individual. Any and all recurring service/usage charges are the responsibility of the

individual, none of which are reimbursable or paid for by the Company.

Authorization Process and Exceptions:

An individual requesting a Company provided mobile device must complete the designated service

request form and obtain appropriate Vice President level approval. In circumstances, where standard

packages do not meet the job requirements of the individual, additional features may be added to meet


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those requirements with appropriate Vice President level approval. Features such as international calling

and international data access plans, for example, will require appropriate Vice President level approval.

Company policies strictly prohibit the attachment or connection of any Corporate Device or Personal

Device to the Companys data networks without formal request, review, authorization, and approval.

All requests for attachment or connection of mobile devices to Company resources must be for legitimate

business reasons, approved by the appropriate Vice President level manager and be authorized and

approved through the Companys mobile device request process.

All users who access Company resources, with a Corporate Device or Personal Device, must comply with

this policy and must agree to the Companys management of these devices. Users must also

acknowledge and agree to comply with all other relevant Company policies, most specifically those

addressing appropriate use and protection of Company computing systems, networks, data and

information resources. Users must complete and sign the formal written Company Mobile Device Policy

Acknowledgement prior to their connection to Company resources.

Telecommunications Expense Management (TEM):

A Telecommunications Expense Management (TEM) team will be established to manage the Companys

wireless telecommunication expenses. This group will provide reporting, plan management and

assessment, based on wireless agreement changes, policy compliance, and cellular usage trends, to

Corporate, Group and Area management.

The TEM team will receive usage information for each mobile device user and conduct periodic,

independent reviews to verify that plan usage and assignment is appropriate. If usage plans require

adjustment, the TEM team will contact the mobile device user and, as necessary, his or her immediate

Manager. Consistent overage and feature charges may be grounds for the suspension or termination of

Company provided device service.

Acceptable Usage:

a) Company mobile services are provided for business purposes. Except when critical for businesspurposes, mobile device users may not use non-plan features that incur additional charges (e.g.

multimedia messages, directory assistance, navigation, etc.)

b) Only the approved individual (to whom the device was issued) may use a Corporate Device;mobile device users may not loan their devices to others.


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c) Whenever possible, mobile device users should avoid high cost international mobile roaming (thephone will identify when roaming and is configurable to disallow roaming) charges and

international long distance charges, (anytime the user is traveling international) by utilizing lower

cost public toll or calling card services. The international roaming features can be temporarily

enabled for occasional planned travel.

d) In general, mobile device users should utilize direct-dial numbers and not Company toll-freenumbers for calling Company locations and voicemail since the Company mobile plans include

long distance charges at no additional cost.

e) Mobile device users must not use any mobile device that is Company managed, used forCompany business, or connected to Company resources for any fraudulent or illegal activity.

f) Mobile device users must comply with regulatory and Company defined use restrictions (e.g.refrain from using or texting on the device when located in designated hazard areas, when

operating machinery, while driving a vehicle-unless earpiece use is specifically authorized, during

air travel when device use is prohibited, etc.)

Reimbursement Policy:

a) For Company provided devices, all charges must be submitted via a Master Bill. Reimbursementthrough the expense reporting system will not be allowed. In addition, the Company will not

reimburse any recurring Personal Device charges. Any exception requires appropriate Vice

President level approval.b) Mobile device users will reimburse the Company for overage charges and usage charges related

to features not included in standard Company plans. Should mobile device users incur such

charges for business purposes, the appropriate Vice President level manager must validate and

approve the said expenses for Company payment.

c) Company provided devices will include travel chargers, as required. All other upgrades and non-standard accessories are the responsibility of the mobile device userand are ineligible for

reimbursement.

Security Awareness:

a) All mobile device users are personally responsible for maintaining protections and control overmobile devices and any Company information they may contain. Mobile device users will not

intentionally neglect, misuse, or abuse their mobile device(s).


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b) If a mobile device is lost or stolen, the user must report the device missing by contacting the ITService Center/Help Desk as soon as possible, but no later than 12 hours from the time of the

incident.

c) Sensitive information should never be discussed or shared across cell phone services due to thecell phones transmission on public airwaves. Such information includes: confidential or

proprietary Company information; personal account or PIN numbers; credit card numbers.

d) All mobile devices accessing Company resources must have lock/pass code protection initiatedto protect unauthorized use in the event that the device is lost or stolen.

e) All mobile devices accessing Company resources must have encryption enabled to protectunauthorized disclosure in the event that the device is lost or stolen.

f) Mobile device users must not jail-break, hack or in any other way obtain root access orbypass controls on their mobile devices. This compromises required security and management of

the device and is a serious violation of Company policy.

Termination of Mobile Services:

a) The Company retains authority for the mobile service, phone number, equipment, andaccessories obtained under corporate contracts. As such, mobile services can at any time be

suspended or terminated by the Company.

b) Upon termination of employment, the mobile device user shall render all Company mobileequipment to their immediate Manager.

c) Upon termination of mobile services all mobile device users agree to make their CorporateDevice(s) and/or Personal Device(s), available for review, data wiping, and return to original

settings, if required. This may include erasing personal data, information, and records including

files, software, music, and photos. Personal Devices will be returned to the individual owner.

Corporate Devices will be retained by the Company for redeployment.

d) If the Corporate Device is no longer under a service contract and the account can be cancelledwithout termination penalties/fees, with appropriate Manager approval, service can be terminated

on the device and the device returned to the individual. If the device is under a service contract,

with appropriate Manager approval, the individual may be allowed to pay any and all termination

penalties/fees and the device returned to the individual. The phone number will remain a

corporate number under the name of Company, however, with appropriate Vice President level

approval the number maybe be transferred to a personal service plan on an individually liable

account.


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General:

a) The Company requires the use of Company approved mobile devices, equipped with theCompany specified data and network security software, configuration settings, and specific use

restrictions in order to access Company resources, and to receive and/or store Company

information. (Refer to the CompanyApproved Mobile Devices list.) Any rules or regulations

regarding additional device features/functionality or carrier value-added services that are not

explicitly listed should be considered prohibited.

b) The Company will manage and control the configuration, security settings, device environment,and access for all mobile devices connected to Company resources. Requesting access to

Company email and/or data services from a Corporate Device or Personal Device implies

consent of the individual to the management of the device, including the installation of any

Company controlled software necessary for device management.

c) All electronic information on the Companys email system (including any documents orattachments), files systems, networks, and internet/intranet services, is considered the property of

Company, and not of the individual.

d) The Company has the right at all times to monitor all electronic activity and information on theCompany provided systems and network, whether accessed from Corporate Device or Personal

Device.

e) Mobile device users must maintain and upgrade connected mobile devices and operatingsystems to supported versions as defined in the CompanyApproved Mobile Devices list in order

to remain in compliance with Company supported standards. Failure to comply with these mobile

device model and version standards will result in loss of mobile device privileges.

f) Mobile device users must not download any unauthorized software or inappropriate files, images,or content to any mobile device that is Company managed, used for Company business, or

connected to Company resources.

g) This and other Company policies, will be reviewed and updated annually. Users of mobiledevices must accept any changed/updated policy terms in order to retain access to Company

resources. If policy changes are significant, the Company may require users to resubmit a formalwritten Company Mobile Device Policy Acknowledgement within 4 weeks of the policy change.

Failure to accept updated policy terms may result in loss of mobile device privileges.

h) Violations of this, or any other Company policy, may result in loss of mobile device privileges,suspension of access to Company resources, and/or disciplinary action up to and including


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termination of employment with the Company.

Approval Requirements:Approval by an appropriate Vice President level, corporate mobile device users require

Department Head Vice President and field mobile device users require Area Vice President,or above is required for Company provided mobile devices.

Policy Owner/Contact:

The policy owner is the Vice President, Procurement & Chief Procurement Officer. Questionsregarding this policy should be directed to the Policy Owner.

Variance Approvals:Policy variances must be obtained from the Policy Owner. Variances must berequested

using the Variance Approval Form

Attachments and Linked Pages

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Manuals Referencing this Page

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Documents

Sample Mobile Phone Distribution Policy