(A) Policy. Per the Illinois Wage Payment and Collection Act, Employees whose job duties include the frequent need for a cell phone will receive extra compensation, in the form of a cell phone allowance, to cover business-related costs on their personal cell phone. No further reimbursement for cell phone costs is available to employees who receive such an allowance. The city may also maintain a limited number of cell phones assigned to a specific department or piece of equipment. These phones are intended to be used only during work hours and personal use of these phones is strictly prohibited.
(B) Allowance.
(1) Eligibility. Employees eligible for a cell phone allowance generally include department heads, supervisors, and full-time employees whose job duties regularly require emergency call back, irregular work hours or other job-related factors that require the employee to routinely utilize a cell phone to enhance their ability to perform their job duties. Department heads shall recommend which employees within their departments qualify for a cell phone allowance. The City Manager shall give final approval on all cell phone allowances.
(2) Allowance amount. The standard monthly cell phone allowance amount shall be $25 or $50. No further reimbursement for cell phone costs is available to employees who receive an allowance.
(3) Allowance payment. The approved cell phone allowance will be paid monthly on the employee's paycheck pre-tax. This allowance does not constitute an increase to base pay, and will not be included in the calculation of percentage increases to base pay due to salary increases, promotions, etc.
(C) Employee responsibilities. Per the employee cell phone reimbursement agreement, the employee must retain an active cell phone contract as long as a cell phone allowance is in place. The employee must provide their department head and the City Manager with their current cell phone number and immediately notify both parties if the number changes. Employees receiving a cell phone allowance are expected to carry the cell phone on their person both on and off duty and respond when called for city business.
(1) Employees may choose the cellular service provider and plan design of their choice.
(2) Because the employee owns the cell phone personally, the employee may use the phone for both business and personal purposes, as needed. Use of the phone in any manner contrary to local, state, or federal laws will constitute misuse, and will result in immediate termination of the cell phone allowance. Any business-related use (texts, calls and emails) will be subject to FOIA.
(3) If, prior to the end of the cell phone contract, a personal decision by the employee, or employee misconduct, or misuse of the phone, results in the cell phone allowance being discontinued or the need to end or change the cell phone contract, the employee will bear the cost of any fees associated with that change or cancellation. For example, if an employee resigns, and no longer wants to retain the current cell phone contract for personal purposes, any cancellation charges will be the employee's responsibility.
(D) Department assigned cell phones. City-owned cell phones assigned to departments shall be used by multiple employees on an as- needed basis during the work day and are intended solely for city business use. Personal use of such phones for anything other than a personal emergency may subject the employee to disciplinary action and require appropriate reimbursement to the city. Such phones will not be assigned to an individual and shall not be taken home by employees except periodically when an employee is assigned by the department to be "on call" after normal work hours.
(Ord. 1061, passed 4-5-21)