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Mobile Devices/Plans and Home Internet

 

 

The IS&T organization aims to be fiscally responsible with the use of MIT’s resources. During this difficult economic climate, we must focus and do even more to reduce unnecessary expenditures.

Today most people have home internet service and the vast majority of them have personal cell phones. Therefore, IS&T should reimburse only for additional charges incurred due to use for work.*

IS&T’s Mobile Devices/Plans and Home Internet Reimbursement Policy

  • IS&T will minimize costs of mobile devices and associated plans wherever possible.
  • IS&T will pay for expenses that are reasonable, appropriately documented, properly authorized, and in compliance with policy.
  • IS&T will continue to ensure staff have the necessary tools to provide world class services to the MIT community.

Guidelines for Mobile Devices/Plans and Home Internet Reimbursement Policy
(Effective July 1, 2009)
[Please see your Director if you have questions about these guidelines as they will be implementing these in each of their respective areas.]

Mobile Devices and Plans

  • Eligibility will be determined by the Directors for employees whose job requires a device/plan.
  • All purchases of devices and plans require approval of Director or VP in advance.
  • Selection of devices and plan will be based on standards established by the IS&T Mobile Support group.
  • Employees whose job requires mobile devices/plans have two options:

    • Get a device/plan from MIT IS&T (preferred option)
      These are set up as MIT business agreements (called a Corporate Responsibility Unit or CRU) and are billed directly to and paid by MIT.
    • Use his/her own device and only be reimbursed for the incremental cost but not to exceed the amount outlined below.
      These are set up as personal accounts by the employees (called an Individual Responsibility Unit or IRU) and is billed to the user and paid by the user. If approved in advance by your Director, a fixed amount will be reimbursed monthly. The amounts of reimbursement will be reviewed and set annually by IS&T Finance.
      Note: For FY2010, the amount is $35/month for voice and $35/month for data. However, one should note that IRS might consider this reimbursement as taxable income.
  • Analysis will be done regularly by users, Pro-card verifiers and FBCs to ensure optimal mobile plan selection for calling patterns.
  • Each Director will take advantage of combined plans to leverage shared voice plans for their functional area when appropriate.
     

Home Internet

  • Eligibility will be determined by the Directors for employees whose job requires home internet service (either on call or as “extra hours” or as part of a telecommute arrangement).
  • Eligibility for reimbursement of internet access has to and be approved by your Director based on new or additional/specialized features as required by the job.
  • All reimbursement will require approval of your Director or VP and must be accompanied by the monthly invoice.
  • IS&T will not reimburse employees who use their access for any non-work related activities more than 25% of the time.

*Note: IS&T should not reimburse employees for services that they would ordinarily pay for themselves.
For example: If a staff member pays for home internet service for themselves and their family to use and also uses the internet service for work, IS&T would not reimburse the employee. If however, the employee is required to have a specialized service that he/she would not normally have, IS&T would reimburse the employee for the increased cost of the specialized service. If an employee has a mobile phone with voice calls only and is required to have data service on the phone, IS&T would reimburse the employee the for the costs associated with the data service, not for the entire mobile phone bill.

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