Guidelines for Personal Use of College Assets

GENERAL

As a public institution funded by tax dollars, we have a stewardship responsibility to use resources as effectively and efficiently as possible. College resources (assets) are to be used for college business.

The only instances where college resources may be used for personal benefit are:

1. Minor use for the convenience of the college and employee
2. Emergency use (with reimbursement to the college as soon as reasonable)

VIOLATIONS

Unauthorized use of college resources may result in termination and criminal prosecution.

EMERGENCY USE

If college resources are used in an emergency for personal use:

1. Report the use and circumstances to your immediate supervisor as soon as reasonable.
2. Reimburse the college for the expense at the earliest reasonable opportunity.

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OFFICE TELEPHONE

Office telephones are for use for college business. Office telephones may be used by employees for personal business, as long as the number of calls and the length of calls are held to a reasonable level. This is for the convenience of both the college and the employee, compared to the employee leaving the workstation to make personal calls.

Long Distance Calls: The above guideline applies to long-distance calls as well as local calls. In general, any individual personal calls costing $1 or more should be reimbursed to the college after the employee reviews the monthly telephone report. Also, if total personal calls for the month exceed $1, the employee should reimburse the college. Each employee is responsible for reviewing monthly telephone charges to 1) determine the amount of charges for personal calls, if any, and reimburse the college for calls over $1, and 2) insure that no unauthorized person is placing long-distance calls on their phone. Each supervisor is responsible for reviewing the monthly telephone report for reasonableness and business purpose.

CELL PHONES

If an employee is provided a cell phone, paid for by the college, rules for its personal use are similar to office phones. Any long-distance calls or other incremental charges over $1 should be reimbursed to the college upon review of the monthly cell phone invoice. Personal calls placed on the cell phone should be reasonable in number and length.

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FAX

If an employee uses a college fax machine for personal use, the employee should reimburse the college $1 per page.

TELEPHONE CARD

Employees may be issued a college telephone card to use for long-distance calls when away from the office. Telephone cards should be used for college business calls only, except for 1) emergencies; the employee to reimburse the college for the cost of the call(s) as described above, and 2) when the employee is on travel status and personal telephone calls are authorized (telephone card costs may be less than hotel or other long-distance services).

TRAVEL STATUS

Allowable travel expenses are dictated by State Guidelines. Personal telephone calls while traveling are permitted, as long as the number and length of calls are reasonable. Personal calls may be necessary to inform family of travel plans/status and to check on the well being of family members. In general, total cost of under $5 per travel day is acceptable ($10 per day if hotel charges are added to long-distance charges). Employees should try to use the most reasonable long-distance service available, recognizing that direct dialed hotel calls may be the most expensive.

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COLLEGE PURCHASE CARDS

College Purchase Cards are for small college purchases, as a cost effective alternative to the Purchase Order system. They are to be used for college purchases only, except in real emergency. If used in an emergency, the employee must notify the supervisor as soon as possible and reimburse the college at earliest reasonable time. The College Purchase Card cannot be used for College Travel Expenses, except for prepayment of Conference Fees, Airline Tickets, etc. It may not be used as a "credit card" while on travel status (again, except in an emergency). In this context, poor planning by the employee or lack of cash or personal credit cards are not considered emergencies. Violation of the policies for the College Purchase Cards will result in confiscation of the card and loss of Purchase Card privileges.

COMPUTERS

College computers and computer services are intended primarily for college business. However, e-mail and Internet services are provided for employee's personal use as well, as long as such use is at a reasonable level and does not interfere with the employee's job performance. Please refer to the "Acceptable Use Statement" in the Yavapai College Policy Manual.

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OFFICE SUPPLIES/COMPUTER EQUIPMENT/VEHICLES AND THER COLLEGE ASSETS

Other college resources not described above are for College business use only. College resources are not to be used for operating a personal business or any other personal purposes.

REASONABLENESS

In many cases above, the word "reasonable" is used as the guide for personal use of college resources. In this context, the "reasonable person test" applies; that is, a reasonable person would agree that the use is appropriate and/or of minimal consequence.

Approved by ELT - 3/29/04

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