cell phone data plan while traveling

[Kathy Kipp-Huspeni]

Has anyone encountered a request from a PI or traveler for reimbursement of additional cost for cell phone data plan while traveling internationally? PI's reason for need was to be able to communicate vial text and email with other conference attendees, navigation in a foreign city, calling for ubers for transportation to and from conference destinations. The cost is minimal,$10/day.

[Carrie Meyer]

These requests come in with regularity to the helpline (both sponsored and nonsponsored) and when it's incremental international charges, the Business Expenses policy addresses that expense. The relevant language is at the very end of this section:

Cell Phones and Data Plans

The University will not provide salary allowances, expense reimbursements to, or payments on behalf of faculty and staff (via University-paid payment card or direct bill to the University), for cell phones, data plans, or other equipment with cellular connectivity that are used in the course of performing University job-related business. Exceptions will be granted for business use in special situations as identified below, or in other situations where cell phones, data plans, or other equipment are necessary to conduct a specific activity. Such exceptions must be allocated and charged directly to the benefiting program(s) or project(s).

Special Situations:

1. Public Safety and Disaster Preparedness - Departments involved in public safety, disaster preparedness, or emergency response are encouraged to use departmental contracts when cellular equipment or communications are required (see #2 below).
2. Departmentally-Owned Contracts - Certain units may have special needs that justify departmental ownership of cell phones for temporary assignment to or rotation among employees. Examples of this situation include delivery drivers, on-call medical or technical personnel, security, Facilities Management personnel, and parking personnel. Departments may incur expenses for cell phones in these situations. Departmentally-owned cell phones are strictly for business use only and cannot be used for personal use.
3. Research - Where cell phone expenses are allowed and approved in conjunction with a specific grant, such expenses are allowable. All expenses must be charged to the grant in accordance with sponsor requirements and University policies governing sponsored projects.
4. Pagers - Some departments use pagers for their communication needs. Departments may cover modest cost for pagers.
5. International Expenses - Units may reimburse employees for incremental expenses incurred when international cell phone or data plan usage is required for official business, and the employee’s existing cell or data contract does not cover international calling. Units cannot reimburse employees when an employee's standard cell phone plan includes international communications.