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Last Revision: September 1, 2013

I. OVERVIEW

Effective January 2011 this policy is revised to reflect new legislation removing employer- provided cell phones from the definition of listed property requiring documentation and taxability. Once the IRS issues guidance following enactment of the legislation, further updates to the policy may be provided. Fairleigh Dickinson University has established the following mobile communications device policy where eligible employees may receive a non-taxable expense reimbursement for business related expenses incurred on personally owned mobile communications devices, or, be issued a FDU owned and managed mobile communications device for business and reasonable personal use.

II. DEFINITIONS

III. POLICY

Effective January 2011, Fairleigh Dickinson University (FDU) has adopted a revised mobile communications device policy. The primary purpose for having a Fairleigh Dickinson University owned cell phone is for official university business. The available options that an employee can choose from when being approved, or reimbursed, for the use of a mobile communications device are:

1. The University will provide a cell phone/PDA/Smartphone that may be used for business and reasonable personal use. This usage must not exceed the allotted minutes/data on the monthly plan.
   
2. If an employee uses a personal cell phone for business use they will be reimbursed on a monthly basis, up to $20 per month, by the University for inbound and outbound calls that the employee designates as business (and which incur charges in excess of the employee’s service plan allotment). The employee will need to highlight all appropriate business calls on the original cell phone bill, annotate the business purpose and submit to their budget manager via an Expense Voucher Reimbursement no later than [45 days] after the end of the month in which the charges are incurred. After his/her approval, the voucher is sent to Finance for payment to the employee.
   
3. University provided data only devices (e.g., USB 720 Modem, MiFi) will be provided as needed to eligible employees for business purposes. An employee using a personal data only device for business use may submit an expense voucher not to exceed $20 per month for the use of such device for business use.

FDU may, in some cases, purchase and own mobile communication devices to be assigned to groups (departments, offices, laboratories, etc.) and which may be loaned temporarily to individual employees or be shared by groups of employees for specific business purposes only.

This may be done only if usage is exclusively for essential University business. The University will conduct periodic audits to confirm that usage is exclusively for University business. Additionally, mobile communication devices that are required to conduct research projects and charged to sponsored program budgets must be obtained through Telephone and Voice Services.

Mobile communication devices should not be selected as an alternative to other means of communication (e.g., landlines, pagers, and radio devices) when such alternatives would provide adequate but less costly service to the University.

Requests for exceptions to this policy may be made by the budget officer for the appropriate division. The University may require that the employee submit relevant auditable documents to substantiate any exception request, and may consult with other University administrative offices in determining the propriety of the exception.

IV. ELIGIBILITY

The issuance of a University phone is limited. The following employees may be eligible for a University issued mobile communications device, or reimbursement for business expenses incurred on employee owned mobile communications devices:

• Employees with duties requiring immediate accessibility
  
• Employees required to spend significant time outside their normal work area
  
• Employees who have duties beyond normal business hours

4.1 Approvals

Initial approval for the issuance of a University communications device will be at the VP or Provost level and each mobile communications device will be approved by the person responsible for the budget from which the charges will be paid. Telephone and Voice Services will select the mobile communications device and attachments unless the budget manager requests something special. Any I-phone requests, initial or subsequent, must be approved at the VP or Provost level, as well as, by the person responsible for the budget from which the charges will be paid.

V. PROCEDURES

5.1 University Issued Mobile Communications Device

Mobile Communications Device equipment supplied by the University remains the property of the University and must be returned upon termination of employment or when requested. If an employee fails to do so, he/she will be charged for replacement equipment and all monthly charges incurred after they leave.

5.1.1 Supervisor Procedures and Responsibilities

Supervisors will work with eligible employees to determine eligibility and the mobile communications device option that best meets the needs of the University and the employee. Thereafter, supervisors are responsible for ensuring that mobile communications device use is commensurate with established policy, and are required to reevaluate periodically (at least annually) the continuing need for mobile communications devices assigned to their subordinates.

Eligible employees and supervisors will complete a Mobile Communications Device Agreement Form. The Mobile Communications Device Agreement Form will include employee and supervisor signatures with copies submitted to employee and supervisor and the original to Human Resources. In the event an employee is terminated or is otherwise ineligible for the device, the supervisor must inform Telephone and Voice Services within three (3) business days.

5.2 Reimbursement for Business Calls on Personal Mobile

If an employee’s position does not have a frequent need for a cell phone, or the employee does not meet eligibility requirements, he/she may request reimbursement for the actual “overage” (in excess of calls included in the employee’s service plan) incurred while using a personal mobile communications device for business purposes. Monthly reimbursement will be limited to $20 per month.

Reimbursement for per-minute “air time” charges is limited to the total overage charge shown on the monthly invoice; in excess of minutes included in the employee’s personal plan. The employee is responsible for making personal payment to the provider, as per employee and provider agreements, and then should submit a request for reimbursement in accordance with he procedures set forth in Section 3 above.

Employees must submit original cellular phone bills to Finance detailing use for reimbursement of infrequent business use of their personal mobile communications device monthly, no later than [45 days] after the end of the month in which the charges are incurred.

5.3 Employee Responsibilities

When utilizing mobile communication devices for University business, or personal use, employees have the following responsibilities:

5.3.1 General Use

• Employees are responsible for the safekeeping, care and use of the cell phone and attachments assigned to them.
  
• Replacing lost or damaged equipment due to negligence may be at the employee’s expense.
  
• Employees utilizing PDAs or similar devices that store electronic files, data, email messages or other potentially sensitive university data are required to notify Telephone and Voice Services within 24 hours of the loss or theft of their device. If theft is suspected, employees must file a police report and cooperate with law enforcement to ensure FDU’s interest in preserving confidential information is respected.
  
• Individuals to whom cellular phones have been provided are responsible for the security and maintenance of the phones and must promptly report any damage, theft, or vandalism to Telephone and Voice Services.
  
• Cellular telephones may not be used to defame, harass, intimidate, or threaten any other person. Employees are prohibited from using their University provided cell phones in any illegal, illicit or offensive manner.
  
• Employees issued University mobile communications devices will refrain from downloading ring tones for a fee, and/or using picture and video messaging unless there is a valid business need to do so, and such action is approved by the budget manager.
  
• Consideration should be given to Verizon Wireless for the establishment of personal plans.
  
• Replacement of devices and device accessories with less than 12 months of use is discouraged. An 18-24 month duty cycle is recommended.

5.3.2 Safety

• Avoid using the device under any circumstances where such use might create or appear to create a hazard, including use while operating a motor vehicle. Using a cell phone while driving is not permitted. If an employee must use the phone he/she should pull over to a safe location or use a hands free device.
• Safe use of the cell phone is of the utmost importance. Precautionary measures should be taken if it is necessary to use the cell phone while driving. It is suggested that the speaker phone feature be utilized or a hands-free device be purchased.

Mobile Communications Device Policy Download

myFDU Connect is a place where Students, Faculty, and Staff can go as their single point of entry for everything FDU. The homepage consists of a dashboard full of “cards” that represent different aspects of FDU. Users can personalize their dashboard to display cards relevant to their life on campus..

How to Navigate myFDU Connect

1. To log into myFDU Connect, you will need to visit myfduconnect.fdu.edu and login with your FDU NetID. Once logged in, you will land on your customizable homepage

2. The cards you see can be added to, removed, and rearranged to your liking. To add a new card, click on the “+ Discover More” button

3. In the top left of the page, you can use the search field to find specific cards. You can also scroll through the page to see everything that is available. When you have found a card you would like to add to your homepage, click on the “save card” ribbon on the top right of the card

4. Click on “myFDU Connect” in the top left of the page to return to your homepage. You should see your new card in the first slot

5. If you would like to change the order of your cards, click and hold on the top of the card and move the card to a new position

6. If you wish to remove a card from your homepage, click on the “remove card” ribbon on the top right

7. When new cards are available, you will be notified on the alarm button on the top right of the page

8. To access FDU’s social media pages, click on the hamburger menu in the top left of the page

The NWN Cloud Self-Service portal allows you to manage and view your phone settings.

1. Contact the Fairleigh Dickinson University Technical Assistance Center (UTAC) and let them know you are accessing your NWN Cloud Self-Service portal for the first time. UTAC will provide you a temporary password for logging in the first time
2. Visit the self-service portal at fdu-selfcare.nwncloud.com
3. Enter your full NETID@fdu.edu in the login field. Example: (SmithR@fdu.edu)
4. Enter your NWN Cloud account password and click “Enter“
5. Next click on your Name on the top right of the screen. Hover over the drop-down menu and click “My Account”

6. Under “Web Password” un-check the checkbox, next to keep current value, and input set a custom password. When done, click “Apply” in the top right corner

7. Your account is now active.

Introduction to Office365

Fairleigh Dickinson University uses Office365, a new E-mail system that greatly expands the quota of data stored per user and features enhanced services such as Word Online, Excel online and PowerPoint online. Office365 service can be accessed via office365.fdu.edu from a web browser, or a configured mail client such as Outlook or Thunderbird.

The manual available for download below is intended to assist users with an FDU email address and non-FDU issued equipment to migrate their e-mail account to Office365.

Office 365 Training Guide Download

The following tutorial will guide you through the process of connecting a printer while on-campus. Faculty and Staff members should review the purchasing process before engaging with the process for connecting a printer.

Most new printers are plug and play compatible with Windows 10. When you receive your new printer, you can unbox it and remove any orange tape you see. After plugging in the power and turning the printer on, allow the printer to initialize (most new printers will have a display to show you it’s progress). When the printer finishes initializing, just connect the usb printer cable from the printer to your computer. Windows 10 should automatically install the printer for you.

All printer purchases for faculty and staff on-campus use must appear on OIRT’s list of approved printer models. For the most up to date list of approved printer models, please contact the Purchasing Department. The purchase of any printer not on the list must be pre-approved by the CIO.

Determining if a Printer will be Directly Connected or On-Network

Faculty and Staff Members have the option of either making a direct or network connection to the printer. A direct connection is when a printer is connected to a single computer and an on-network printer means that multiple parties can print to it. Generally speaking, unless a printer is shared by three or more employees, users should request a direct connect printer.

If you are planning to use a direct connection, simply purchase any printer contained on the Purchasing Department’s list of approved models and follow the instructions for “Installing a Local Printer” in the “Connecting a Printer for Faculty and Staff Members” section below.

If your new printer will be on-network, please ask your department to contact the Fairleigh Dickinson University Technical Assistance Center (UTAC) for USAN to investigate the viability of any data jacks in the vicinity of where the printer will be located. The full workflow for this process is shown in the following diagram.

Printer Flow PDF Download

Installing a Local Printer

Most new printers are plug and play compatible with Windows 10. When you receive your new printer, you can Most new printers are plug and play compatible with Windows 10. When you receive your new printer, you can unbox it and remove any orange tape you see. After plugging in the power and turning the printer on, allow the printer to initialize (most new printers will have a display to show you it’s progress). When the printer finishes initializing, you can just connect the usb printer cable from the printer to your computer. Windows 10 should automatically install the printer for you.

Connecting to a Network Printer

Employees are able to add network printers to their own machines.

1. Do a search for printers, and click on “Printers & Scanners”
   

   

2. Click on “Add a printer or scanner”
   

   

3. The list will start to populate and if you find your printer you can click on it and then click on “Add device”, otherwise scroll down to the bottom of the list and select “The printer I wanted wasn’t listed”
   

   

4. In the new dialog box, select “Find a printer in the directory” and click “Next”
   

   

5. Search for your printer and double click on it when you find it
   

   

6. A box will let you know that the printer was successfully installed. Click “Next”
   

   

7. You can click on “Print a Test Page” to verify you are connected to the right printer otherwise click on “Finish”