Mobile Devices Guideline

In accordance with State of Kansas Informational Circular 15-a-005, the guidelines below should be used to comply with state policies and regulations regarding mobile devices.

University Owned Mobile Devices

Per the above circular, more than de minimis personal use of a state-provided mobile device without written authorization by the employee's agency head is not allowed. When personal use of the mobile device causes additional charges on the billing statement, reimbursement for those charges must be made. This includes any long distance or roaming charges incurred for personal calls.

The accounts payable staff will ensure that users have reviewed the monthly statement for billing accuracy and ensure that any additional charges resulting from personal calls are reimbursed to the agency. Users should indicate review of the monthly statement by signing the final page of the billing statement.

Itemized invoices that detail each call are required to be attached to all GUS Cloud transactions. Please note the receipt number for any reimbursements in the transaction, and attach backup documentation for the calculation of the reimbursement.

The State of Kansas is exempt from paying state and local sales taxes, and federal excise tax on PSU issued mobile devices. However, the state must pay the Universal Service charge and taxes that are passed through from other carriers.

The State is self-insured so phone replacement or insurance provisions should not be a part of mobile device agreements.

Agreements with mobile device providers should allow for the provisions of the State's Prompt Payment Act.

The Office of the Chief Financial Officer may review selected payments annually for compliance with Executive Order 14-06. In addition, the appropriateness of the plan for the agency's needs will be reviewed.