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Home My WebLink AboutCellular Telephones for Business PurposesIdaho Department of Correction Standard Operating Procedure Title: Cellular Telephones for Business Purposes 1 of 7 232.01.01.001 Version: 1.0 Adopted: 08/01/2025 Whitney Ascuena-Bolt, Chief of Staff, approved this document on 08/01/2025. Open to the public: Yes No SCOPE This standard operating procedure (SOP) applies to employees who use a cellular telephone for business purposes, whether state-provisioned or personal, and/or connecting to the internal or public network for usage. Version Summary Mobile Access Request/Phone Agreement/Reimbursement Agreement. TABLE OF CONTENTS Scope ........................................................................................................................................ 1 Table of Contents ....................................................................................................................... 1 A. Statutory Authority ............................................................................................................ 2 B. Board of Correction IDAPA Rule ...................................................................................... 2 C. Governing Policy .............................................................................................................. 2 D. Purpose ........................................................................................................................... 2 E. Responsibility ................................................................................................................... 2 F. Definitions ........................................................................................................................ 3 G. Standard Procedures ....................................................................................................... 3 1. Introduction .................................................................................................................. 3 2. Eligible Employee and Requirements ........................................................................... 3 3. Reimbursement ............................................................................................................ 4 4. Reimbursement Request Process ................................................................................ 4 5. Other Requirements ..................................................................................................... 5 6. Usage of State-Provisioned Cellular Telephones .......................................................... 5 7. Usage of Personal Cellular Telephones ........................................................................ 6 8. Security ........................................................................................................................ 6 9. Monitoring and Privacy ................................................................................................. 6 10. Safety ....................................................................................................................... 7 Document Number: 232.01.01.001 1.0 Title: Cellular Telephones for Business Purposes Page Number: 2 of 7 Idaho Department of Correction H. References ...................................................................................................................... 7 A. STATUTORY AUTHORITY 1. Idaho Code § 20-217A, Appointment of Director – Salary – Powers and Duties 2. Idaho Code § 20-219, Probation and Parole Supervision and Training – Limited Supervision - Rulemaking 3. Idaho Code § 20-244, Government and Discipline of the Correctional Facility – Rules and Regulations B. BOARD OF CORRECTION IDAPA RULE None C. GOVERNING POLICY None D. PURPOSE The purpose of this SOP is to provide information for employee eligibility and business use of personal and/or state-provisioned cellular telephones. This SOP also provides reimbursement criteria for personal cellular telephones used for business purposes. E. RESPONSIBILITY 1. Cellular Telephones Administrator for State-Provisioned Equipment a. Equipment Management: Order and/or dispose of cellular telephones; adjust services and/or service plans; upgrade cellular telephones; track cellular telephone assignments to include phone number, device, changes in equipment, etc. b. Troubleshoot: Point of contact for IDOC cellular telephone provider for billing, troubleshooting, and employee or equipment needs. Point of contact for limited technical support. c. Billing: Review monthly IDOC cellular telephone bill for accuracy and submit for payment to Fiscal. No less than annually, coordinate with cellular telephone provider for equipment, plan, and usage optimization. 2. Supervisor a. Determine if employee meets eligible employee requirements. b. Approve or deny (verbally) cellular telephone reimbursement requests for business purposes. c. Approve or deny the employee reimbursement payment submission in state accounting system. d. Oversight of appropriate employee cellular telephone usage. e. No less than annually, or as necessary, the supervisor will assess the business need for each of their eligible employees to use a cellular telephone for business purposes. Document Number: 232.01.01.001 1.0 Title: Cellular Telephones for Business Purposes Page Number: 3 of 7 Idaho Department of Correction 3. District Manager, CRC Manager, Warden, Expanded Leadership Team Member a. Referred to as Site Leadership in this SOP. b. Approve or deny cellular telephone reimbursement requests for business purposes. 4. Division Chief Approve or deny issuance of state-provisioned cellular telephones and cellular telephone reimbursement requests for business purposes. F. DEFINITIONS 1. State-provisioned: a device that is purchased and owned by the State of Idaho and/or includes software and/or data that is managed by the State of Idaho. 2. Internal Network: network connectivity inside of IDOC. 3. Public Network: network connectivity outside of IDOC. 4. Non-IDOC Approved: a personal device that is not approved for use on the internal network as defined in ITA Enterprise policy P4500 Computer and Operations Management and ITA Enterprise Guidelines G540 Mobile Devices. G. STANDARD PROCEDURES 1. Introduction The Idaho Department of Correction recognizes that cellular telephones are an important tool in the workforce. To facilitate productivity, timeliness, and communication, IDOC may choose to reimburse employees for the usage of their personal cellular telephone for business purposes or may issue a state-provisioned cellular telephone for business purposes. 2. Eligible Employee and Requirements a. An eligible employee for cellular telephone reimbursement meets one or more of the following: i. Job responsibilities require routine, immediate response to business needs. ii. Job responsibilities require routine, immediate response outside of business hours of operation as defined in SOP 206.07.01.001 Attendance and Hours of Work. iii. Mobile employees where their job requires routine field work and the need to communicate in real time to give or receive direction. iv. Frequent travelers defined as employees that travel at least 30 travel days per year. v. Other business reasons as determined by the eligible employee’s direct supervisor. b. Employees who telecommute do not automatically qualify (see SOP 206.07.01.006, Telecommuting). c. An eligible employee must obtain approval (verbally) from their supervisor prior to submitting a Cellular Telephone Reimbursement Request. Document Number: 232.01.01.001 1.0 Title: Cellular Telephones for Business Purposes Page Number: 4 of 7 Idaho Department of Correction d. The Division Chief will approve issuance of a state-provisioned cellular telephone to an eligible employee which may be in lieu of or in addition to business usage of a personal cellular telephone. e. An eligible employee will adhere to SOP 141.00.06.008, Computing Devices, Electronic Mail, and Internet Use. 3. Reimbursement a. An eligible employee issued a state-provisioned cellular telephone is not eligible to seek reimbursement for usage of their personal cellular telephone for business purposes. b. An eligible employee may request reimbursement for usage of their personal cellular telephone for business purposes. c. An eligible employee must acknowledge and agree to understanding the terms and conditions of this SOP in the Cellular Telephone Reimbursement Request. d. The reimbursement is not part of the employee’s base pay and is not included in the calculation of percentage increases to base pay or used in the calculation of retirement benefits. e. If an eligible employee is approved for reimbursement, their personal cellular telephone number will be made available to IDOC and staff as needed. f. Reimbursement may be terminated, amended, or suspended at any time by site leadership or the Division Chief. Site leadership or the Division Chief will submit a Cellular Telephone Reimbursement Termination Request. g. Reimbursement does not transfer with an employee moving to a new position within IDOC or to a position within another agency of the state. The IDOC employee will follow this SOP process if a new cellular telephone reimbursement request is necessary. If an employee terminates employment with IDOC, the reimbursement will be terminated. h. Amounts for monthly reimbursement will vary and are intended to pay a portion of the employee’s cellular telephone service cost but not to subsidize all or other costs nor pay for more than the employee’s personal cellular telephone service cost. However, the monthly reimbursement amount shall not exceed the employee’s monthly personal cellular telephone service cost. i. Reimbursement amounts will be periodically evaluated for adjustments as necessary. j. Reimbursement payment submission must be submitted by the employee at least quarterly for payment from the state accounting system. When the reimbursement payment submission is new or amended, a copy of the approved Cellular Telephone Reimbursement Request is required. 4. Reimbursement Request Process The cellular telephone reimbursement request process is as follows: a. An eligible employee must obtain approval (verbally) from their supervisor. b. An eligible employee may choose to submit a Cellular Telephone Reimbursement Request and if so they will submit it to their site leadership. Document Number: 232.01.01.001 1.0 Title: Cellular Telephones for Business Purposes Page Number: 5 of 7 Idaho Department of Correction c. Site leadership will review and may approve, deny, cancel, or send back to employee for updates to the request. d. Upon site leadership approval, the division chief will review and may approve, deny, cancel, or send back to the employee or site leadership for updates to the request. e. Final Decision: i. If the request is denied, canceled, or sent back to the employee for updates, the employee will be notified and site leadership as applicable. ii. If the request is approved, the employee and site leadership will be notified and the approved request will be attached. f. The approved request is stored in the database repository. 5. Other Requirements a. Personal usage of a personal or state-provisioned cellular telephone during an employee’s workday must be kept to a minimum. Excessive personal use which interferes with employee productivity, distracts others, or otherwise interferes with business operations is prohibited. An employee’s supervisor is responsible for oversight of employee cellular telephone usage during the workday. Employees are expected to inform their supervisor if they have a personal circumstance demanding immediate attention and requiring more personal usage of their cellular telephone. b. The employee is responsible for the purchase of their personal cellular telephone, associated costs, and/or obtaining personal cellular telephone service and associated costs. Technical support for personal cellular telephones is provided by IDOC for business purposes and is limited as defined in this SOP for the Cellular Telephone Administrator responsibilities. c. An employee receiving reimbursement for personal cellular telephone usage for business purposes agrees to keep their cellular telephone in good working order and available for business use as needed and consistent with their job duties.. d. IDOC is not liable for damage, loss, or theft of personal cellular telephones. IDOC assumes no liability for an employee’s personal cellular telephone or service. e. The employee is responsible for the administration and payment of their personal cellular telephone and bills; this SOP does not create financial liability for IDOC beyond the reimbursement amount agreed to by IDOC. f. Employees are expected to follow SOP 206.07.01.001, Attendance and Hours of Work to accurately reflect all time worked. 6. Usage of State-Provisioned Cellular Telephones a. Minimal personal usage is permitted and is subject to monitoring as provided in this SOP; employees are required to reimburse IDOC if such personal usage results in plan limit overage. b. Employees are expected to protect the equipment from loss, damage, and/or theft. Repeat loss, damage and/or theft will be at the employee’s expense when IDOC deems necessary. Document Number: 232.01.01.001 1.0 Title: Cellular Telephones for Business Purposes Page Number: 6 of 7 Idaho Department of Correction c. Employees must produce or return the cellular telephone for inspection upon request, or termination, or resignation from employment. d. Employees unable to present the cellular telephone within the time period requested will be expected to bear the cost of a replacement. e. Employees will notify the Cellular Telephone Administrator within 12 hours of loss, damage, and/or theft of their cellular telephone. 7. Usage of Personal Cellular Telephones Any employee connecting their personal cellular telephone to the internal network agrees to the following: a. Configure their personal cellular telephone with a strong password, auto-lock, and anti- virus software. Mobile Security information will be sent to the employee by the IDOC IT Department to ensure the device meets the State of Idaho and IDOC security standards. b. Remove all business data from the cellular telephone when it is no longer being used for business purposes. c. Notify the Cellular Telephone Administrator within 12 hours of loss and/or theft of cellular telephone. If lost or stolen, IDOC IT may attempt to wipe the device. This will permanently erase all email, contacts, calendar, and may erase applications and any other data stored on the device. d. When required by law, IDOC, or state policy, allow IDOC or a third-party to access, review, and produce data on the cellular telephone. e. Employees are prohibited from connecting to any internal networks with non-IDOC approved devices. 8. Security All eligible employees and devices must meet the requirements of the Idaho Technology Authority (ITA) guidelines and policies. 9. Monitoring and Privacy a. State-Provisioned Cellular Telephones i. IDOC monitors usage of its cellular telephones to ensure that these resources are used effectively, appropriately, legally, and in accordance with the department’s policies. IDOC monitors randomly, in response to a particular problem, or, in some cases, continuously. ii. All information, communications, and data stored, sent, or received on a state- provisioned cellular telephone is property of IDOC and is subject to review, subpoena, discovery, and/or public record requests. iii. IDOC reserves the right to inspect and retain any and all information, communications, and data stored, sent, or received on state-provisioned cellular telephones. Document Number: 232.01.01.001 1.0 Title: Cellular Telephones for Business Purposes Page Number: 7 of 7 Idaho Department of Correction iv. Employees should not consider any electronic communication, media or services to be either private or secure. Although state-provisioned cellular telephones can be protected by passwords, employees should not assume that the passwords provide them with privacy or ownership of their cellular telephone account or the records within it. v. Employees are required to provide all passwords or passcodes used to access state-provisioned cellular telephone information, communications, and data upon demand by supervisor, site leadership, division chief, director (or designee), or SIU. b. Personal Cellular Telephones i. Personal cellular telephones may be subject to search for business purposes or during investigations of potential work-related misconduct. ii. Employees must produce any work product stored on a personal cellular telephone upon demand by supervisor, site leadership, division chief, director (or designee), or SIU. iii. Personal cellular telephones may be subject to review, subpoena, discovery, and/or public record requests. 10. Safety Employees who use personal and/or state-provisioned cellular telephones for business purposes are required to obey any state or department regulation that governs cellular telephone usage while driving motorized vehicles. H. REFERENCES 1. SOP 141.00.06.008, Computing Devices, Electronic Mail, and Internet Use 2. SOP 206.07.01.001, Attendance and Hours of Work 3. SOP 206.07.01.006, Telecommuting 4. Cellular Telephone Reimbursement Request 5. Cellular Telephone Reimbursement Termination Request 6. ITA Enterprise Guideline G540, Mobile Devices [http://ita.idaho.gov/psg/g540.pdf] 7. ITA Enterprise Policy P4500, Security – Computer and Operations Management [http://ita.idaho.gov/psg/p4580.pdf] – End of Document –