Probation Department Policy/Procedure Manual

3.19 Cellular Phone Oversight, Usage Logs and Stipends

Location Human Resources
Section N/A
Subject 3.19 Cellular Phone Oversight, Usage Logs and Stipends
Purpose Uniformed Business Rules for Cellular Phone Oversight, Usage Logs, Cellphone Stipends
Effective Date 3/1/2019
Previous Effective Date

 

Cellular phone Oversight Responsibilities

  1. The Department’s Business Manager over the Finance Unit will keep a current listing of all County Owned cellular phones, including but not limited to, location of the cellphone and current usage plan.
  2. The Department’s Business Manager will evaluate by January 15th of each year the current County owned cellular phone plans to ensure the lowest usage plan is in place.  After consultation with the management team, unnecessary cellular phones will be disconnected.  A log of all reviews will be kept with the Finance Unit senior account clerk.
  3. For non-County owned cellular phones, the Probation Management team will review each January the current County paid stipends to Probation Department employees to ensure the appropriate level of payment is in place.  A log of all reviews will be kept with the Finance Unit senior account clerk.

Cellular phone Usage Logs

Usage logs (log) are to be used for Department owned cellular phones assigned to a unit/division where the monthly charge period (23rd of the month to the 22nd of the next month) is per minute of use are required to be logged per telephone call made or received.

  1. A separate log will be kept for each cellular phone. The date range is the 23rd of the month to the next month’s 22nd of the month.
  2. Logs are to be completed by the user each time a user receives or makes a cellular phone call.
  3. The cellular phone logs are to be submitted to the Division CDPO where the cellular phone is assigned, by the 1st of each following month by the cellular phone user(s).
  4. CDPO(s) will review the monthly use logs assigned to their Division to ensure the minutes used match the logged time(s).
  5. By the 1st of each month, the Finance Unit senior account clerk will forward the “Overview of Lines” portion(s) of the cellular phone bill to the management team for review by the CDPOs.
  6. The CDPOs will sign the County Owned Cell Phone Monthly Review Log for each cellular phone.
  7. By the 10th of each month, the CDPOs will forward the previous month’s cellular phone log(s) and the County Owned Cell Phone Monthly Review Log to the Finance Unit senior account clerk.

Cellular phone logs will not be kept for County owned cellular phones assigned to employees in which there is a set fee charged each month.

Cellular phone stipends are authorized as follows:

  1. Frequent stipend (with data) is limited to management employees.
  2. Frequent stipend (no data) is limited to SDPOs.
  3. Occasional stipend (no data) is limited to all DPO IIIs