Common use of Policy Summary Clause in Contracts

Policy Summary. In an effort to address requirements that comply with IRS regulations regarding personal use of government owned devices, and the difficulty and time intensive manual labor required to identify, track, and determine personal versus business use, Xxxxxx County is offering to provide justified employees a stipend reimbursement to cover the presumed business use of cell phones and service. The stipend will be considered taxable income to the employees. In short, it will be up to the individual employee to claim any business use based on appropriate documentation of personally owned cell phones when filing their personal tax return. This policy acknowledges that for most employees the device will be used for both personal and business use. The level of monthly allowance (stipend) will be determined by a person’s job duties as it relates to cell phone justification, use, and access. Justification for cellular use is to be categorized as required, mandatory, beneficial, incidental as determined by the Elected Official or Department Manager. The department manager will review and set the amounts to be provided for stipends and reimbursement on an annual basis approved in budget by Commission. Agreement: • Employee will purchase cellular phone service and equipment and assume responsibility for vendor terms and conditions. Employee agrees that they are responsible for plan choices, service levels, calling areas, service and phone features, termination clauses, and payment terms and penalties. • Employee agrees that they are responsible for the purchase, loss, damage, insurance, and/or replacement of phone equipment. • Employee will promptly report to the Elected Official or Department Manager any updates or changes regarding cell phone numbers or plan changes that could impact the access to cellular services. • Employee agrees to carry the cell phone with them, keep it charged and in operational condition, use it appropriately, and be accessible for business use of the cellular phone device as required by their department. ---------------------------------------------------------------------------------------------------------------------------------- I understand that the amount of the above allowance will be considered taxable income under Internal Revenue Service guidelines and will be used towards expenses incurred for cell phone service and equipment as described above. Employee Signature Date DEPARTMENT HEAD APPROVAL: Elected Official/Department Head Signature Date Human Resource Department HR-Payroll Xxxxxx County

Policy Summary. In an effort Employees who hold positions that include the need for a mobile phone may receive a mobile phone stipend to address requirements that comply with IRS regulations regarding personal use of government owned devices, and the difficulty and time intensive manual labor required to identify, track, and determine personal versus business use, Xxxxxx County is offering to provide justified employees a stipend reimbursement to cover the presumed business use of cell phones and servicecompensate for business‐related costs incurred when using their individually‐owned mobile phones. The stipend will be considered taxable income a non‐taxable fringe benefit to the employees. In short, it will be up to the individual employee to claim any business use based on appropriate documentation of personally owned cell phones when filing their personal tax return. This policy acknowledges that for most employees the device will be used for both personal and business useemployee. The level of monthly allowance cash subsidy (stipend) will be determined by a person’s job duties as it relates to cell anticipated mobile phone justification, use, and access. Justification for cellular use is to be categorized as required, mandatory, beneficial, incidental as determined by the Elected Official or Department Manager. The department manager College will review and set the amounts to be provided for stipends and reimbursement on an annual basis approved in budget by Commissionbasis. AgreementFor more information, read the complete Mobile Phone Stipend Policy. Employee Responsibilities Recipients of a mobile phone stipend have the following responsibilities: • Employee will purchase Purchase cellular phone service and equipment and assume responsibility for vendor terms and conditions. Employee agrees that they are The employee is responsible for plan choices, service levels, calling areas, service and phone features, termination clauses, and payment terms paying all charges associated with the cellular service and penaltiesdevice. • Select a service provider, plan, and features that meet the requirements of the job and the level of service that the stipend is intended to cover; and ensure the selected carrier has service in required usage areas, such as on campus and/or at home as required by the department. • Maintain an active service contract for the duration of the stipend. • Promptly report any mobile phone number or plan changes, as well as if a phone is stolen or missing. • Comply with all federal and state data maintenance and protection laws (e.g., FERPA, records retention requirements), as well as all College policies, including those pertaining to data security, acceptable computing use, and email. • Delete all College data from the mobile phone when employment with the College is severed, except when required to maintain the data in compliance with a litigation hold notice. Employee agrees Certification By signing below, I certify that they are I have read, understand, and agree to the Mobile Phone Stipend Policy and my responsibilities under the policy. I further certify that the above stipend will be used toward expenses that I incur for mobile phone usage for business purposes. I understand that that Menlo College is not responsible for the purchase, loss, damage, insurance, and/or replacement of phone equipment. • Employee will promptly report to the Elected Official or Department Manager any updates or changes regarding cell phone numbers or plan changes that could impact the access to cellular services. • Employee agrees to carry the cell phone with them, keep it charged and in operational condition, use it appropriately, and be accessible for business use of the my personal cellular phone device as required by their department. ---------------------------------------------------------------------------------------------------------------------------------- I understand that the amount of the above allowance will be considered taxable income under Internal Revenue Service guidelines and will be used towards expenses incurred for cell phone service and equipment as described abovedevice. Employee Signature Date DEPARTMENT HEAD APPROVAL: Elected Official/Department Head Signature Date Human Resource Department HR-Payroll Xxxxxx CountyDate

Policy Summary. In an effort Employees who hold positions that include the need for a cell phone may receive a cell phone stipend to address requirements that comply with IRS regulations regarding personal use of government compensate for business-related costs incurred when using their individually-owned devices, and the difficulty and time intensive manual labor required to identify, track, and determine personal versus business use, Xxxxxx County is offering to provide justified employees a stipend reimbursement to cover the presumed business use of cell phones and servicephones. The stipend will be considered a non-taxable income fringe benefit to the employees. In short, it will be up to the individual employee to claim any business use based on appropriate documentation of personally owned cell phones when filing their personal tax return. This policy acknowledges that for most employees the device will be used for both personal and business useemployee. The level of monthly allowance cash subsidy (stipend) will be determined by a person’s job duties as it relates to cell phone justification, use, use and access. Justification for cellular use is to be categorized as required, mandatory, beneficial, incidental as determined by the Elected Official or Department Manager. The department manager Foundation will review and set the amounts to be provided for stipends and reimbursement on an annual basis approved in budget by Commissionbasis. AgreementFor more information, read the complete Cell Phone Stipend Policy. Employee Responsibilities Recipients of a cell phone stipend have the following responsibilities: • Employee will purchase  Purchase cellular phone service and equipment and assume responsibility for vendor terms and conditions. Employee agrees that they are The employee is responsible for plan choices, service levels, calling areas, service and phone features, termination clauses, and payment terms paying all charges associated with the cellular service and penaltiesdevice. •  Select a service provider, plan, and features that meet the requirements of the job and the level of service that the stipend is intended to cover; and ensure the carrier selected has service in required usage areas, such as on campus and/or at home as required by the Foundation.  Maintain an active service contract for the duration of the stipend.  Promptly report any cell phone number or plan changes, as well as if a phone is stolen or missing.  Comply with all Federal and State data maintenance and protection laws (e.g., FERPA, records retention requirements), as well as all Foundation policies, including those pertaining to data security, acceptable computing use, and email.  Delete all Foundation data from the cell phone when employment with the Foundation is severed, except when required to maintain the data in compliance with a litigation hold notice. Employee agrees Certification By signing below, I certify that they are I have read, understand, and agree to the Cell Phone Stipend Policy and my responsibilities under the policy. I further certify that the above stipend will be used toward expenses that I incur for cell phone usage for business purposes. I understand that that the Foundation is not responsible for the purchase, loss, damage, insurance, and/or replacement of phone equipment. • Employee will promptly report to the Elected Official or Department Manager any updates or changes regarding cell phone numbers or plan changes that could impact the access to cellular services. • Employee agrees to carry the cell phone with them, keep it charged and in operational condition, use it appropriately, and be accessible for business use of the my personal cellular phone device as required by their department. ---------------------------------------------------------------------------------------------------------------------------------- I understand that the amount of the above allowance will be considered taxable income under Internal Revenue Service guidelines and will be used towards expenses incurred for cell phone service and equipment as described abovedevice. Employee Signature Date DEPARTMENT HEAD APPROVAL: Elected Official/Department Head Manager, Human Resources Signature Date Human Resource Department HR-Payroll Xxxxxx CountyDate

Policy Summary. In an effort Employees who hold positions that include the need for a cell phone may receive a cell phone stipend to address requirements that comply with IRS regulations regarding personal use of government compensate for business-related costs incurred when using their individually-owned devices, and the difficulty and time intensive manual labor required to identify, track, and determine personal versus business use, Xxxxxx County is offering to provide justified employees a stipend reimbursement to cover the presumed business use of cell phones and servicephones. The stipend will be considered a non-taxable income fringe benefit to the employees. In short, it will be up to the individual employee to claim any business use based on appropriate documentation of personally owned cell phones when filing their personal tax return. This policy acknowledges that for most employees the device will be used for both personal and business useemployee. The level of monthly allowance cash subsidy (stipend) will be determined by a person’s job duties as it relates to cell phone justification, use, use and access. Justification for cellular use is to be categorized as required, mandatory, beneficial, incidental as determined by the Elected Official or Department Manager. The department manager College will review and set the amounts to be provided for stipends and reimbursement on an annual basis approved in budget by Commissionbasis. AgreementFor more information, read the complete Cell Phone Stipend Policy. Employee Responsibilities Recipients of a cell phone stipend have the following responsibilities: • Employee will purchase  Purchase cellular phone service and equipment and assume responsibility for vendor terms and conditions. Employee agrees that they are The employee is responsible for plan choices, service levels, calling areas, service and phone features, termination clauses, and payment terms paying all charges associated with the cellular service and penaltiesdevice. •  Select a service provider, plan, and features that meet the requirements of the job and the level of service that the stipend is intended to cover; and ensure the carrier selected has service in required usage areas, such as on campus and/or at home as required by the department.  Maintain an active service contract for the duration of the stipend.  Promptly report any cell phone number or plan changes, as well as if a phone is stolen or missing.  Comply with all Federal and State data maintenance and protection laws (e.g., FERPA, records retention requirements), as well as all College policies, including those pertaining to data security, acceptable computing use, and email.  Delete all College data from the cell phone when employment with the College is severed, except when required to maintain the data in compliance with a litigation hold notice. Employee agrees Certification By signing below, I certify that they are I have read, understand, and agree to the Cell Phone Stipend Policy and my responsibilities under the policy. I further certify that the above stipend will be used toward expenses that I incur for cell phone usage for business purposes. I understand that that Menlo College is not responsible for the purchase, loss, damage, insurance, and/or replacement of phone equipment. • Employee will promptly report to the Elected Official or Department Manager any updates or changes regarding cell phone numbers or plan changes that could impact the access to cellular services. • Employee agrees to carry the cell phone with them, keep it charged and in operational condition, use it appropriately, and be accessible for business use of the my personal cellular phone device as required by their department. ---------------------------------------------------------------------------------------------------------------------------------- I understand that the amount of the above allowance will be considered taxable income under Internal Revenue Service guidelines and will be used towards expenses incurred for cell phone service and equipment as described abovedevice. Employee Signature Date DEPARTMENT HEAD APPROVAL: Elected Official/Department Head Signature Date Human Resource Department HR-Payroll Xxxxxx CountyDate

Policy Summary. In an effort to address requirements that comply with IRS regulations regarding personal use of government owned devices, and the difficulty and time intensive manual labor required to identify, track, and determine personal versus business use, Xxxxxx County is offering to provide justified employees a stipend reimbursement to cover the presumed business use of cell phones and service. The stipend will be considered taxable income to the employees. In short, it will be up to the individual employee to claim any business use based on appropriate documentation of personally owned cell phones when filing their personal tax return. This policy acknowledges that for most employees the device will be used for both personal and business use. The level of monthly allowance (stipend) will be determined by a person’s job duties as it relates to cell phone justification, use, and access. Justification for cellular use is to be categorized as required, mandatory, beneficial, incidental as determined by the Elected Official or Department Manager. The department manager will review and set the amounts to be provided for stipends and reimbursement on an annual basis approved in budget by Commission. Agreement: •  Employee will purchase cellular phone service and equipment and assume responsibility for vendor terms and conditions. Employee agrees that they are responsible for plan choices, service levels, calling areas, service and phone features, termination clauses, and payment terms and penalties. •  Employee agrees that they are responsible for the purchase, loss, damage, insurance, and/or replacement of phone equipment. •  Employee will promptly report to the Elected Official or Department Manager any updates or changes regarding cell phone numbers or plan changes that could impact the access to cellular services. •  Employee agrees to carry the cell phone with them, keep it charged and in operational condition, use it appropriately, and be accessible for business use of the cellular phone device as required by their department. ---------------------------------------------------------------------------------------------------------------------------------- I understand that the amount of the above allowance will be considered taxable income under Internal Revenue Service guidelines and will be used towards expenses incurred for cell phone service and equipment as described above. Employee Signature Date DEPARTMENT HEAD APPROVAL: Elected Official/Department Head Signature Date Human Resource Department HR-Payroll Xxxxxx County

Policy Summary. In an effort Employees who hold positions that include the need for a mobile phone may receive a mobile phone stipend to address requirements that comply with IRS regulations regarding personal use of government owned devices, and the difficulty and time intensive manual labor required to identify, track, and determine personal versus business use, Xxxxxx County is offering to provide justified employees a stipend reimbursement to cover the presumed business use of cell phones and servicecompensate for business‐related costs incurred when using their individually‐owned mobile phones. The stipend will be considered taxable income a non‐taxable fringe benefit to the employees. In short, it will be up to the individual employee to claim any business use based on appropriate documentation of personally owned cell phones when filing their personal tax return. This policy acknowledges that for most employees the device will be used for both personal and business useemployee. The level of monthly allowance cash subsidy (stipend) will be determined by a person’s job duties as it relates to cell anticipated mobile phone justification, use, and access. Justification for cellular use is to be categorized as required, mandatory, beneficial, incidental as determined by the Elected Official or Department Manager. The department manager College will review and set the amounts to be provided for stipends and reimbursement on an annual basis approved in budget by Commissionbasis. AgreementFor more information, read the complete Mobile Phone Stipend Policy. Employee Responsibilities Recipients of a mobile phone stipend have the following responsibilities: • Employee will purchase  Purchase cellular phone service and equipment and assume responsibility for vendor terms and conditions. Employee agrees that they are The employee is responsible for plan choices, service levels, calling areas, service and phone features, termination clauses, and payment terms paying all charges associated with the cellular service and penaltiesdevice. •  Select a service provider, plan, and features that meet the requirements of the job and the level of service that the stipend is intended to cover; and ensure the selected carrier has service in required usage areas, such as on campus and/or at home as required by the department.  Maintain an active service contract for the duration of the stipend.  Promptly report any mobile phone number or plan changes, as well as if a phone is stolen or missing.  Comply with all federal and state data maintenance and protection laws (e.g., FERPA, records retention requirements), as well as all College policies, including those pertaining to data security, acceptable computing use, and email.  Delete all College data from the mobile phone when employment with the College is severed, except when required to maintain the data in compliance with a litigation hold notice. Employee agrees Certification By signing below, I certify that they are I have read, understand, and agree to the Mobile Phone Stipend Policy and my responsibilities under the policy. I further certify that the above stipend will be used toward expenses that I incur for mobile phone usage for business purposes. I understand that that Menlo College is not responsible for the purchase, loss, damage, insurance, and/or replacement of phone equipment. • Employee will promptly report to the Elected Official or Department Manager any updates or changes regarding cell phone numbers or plan changes that could impact the access to cellular services. • Employee agrees to carry the cell phone with them, keep it charged and in operational condition, use it appropriately, and be accessible for business use of the my personal cellular phone device as required by their department. ---------------------------------------------------------------------------------------------------------------------------------- I understand that the amount of the above allowance will be considered taxable income under Internal Revenue Service guidelines and will be used towards expenses incurred for cell phone service and equipment as described abovedevice. Employee Signature Date DEPARTMENT HEAD APPROVAL: Elected Official/Department Head Signature Date Human Resource Department HR-Payroll Xxxxxx CountyDate

Policy Summary. In an effort Due to address requirements that the requirement to comply with IRS regulations regarding personal use of government institutionally owned devices, devices and the difficulty and time intensive manual labor required to identify, track, track and determine personal versus business use, Xxxxxx County is offering the College will no longer provide cell phone service to provide justified employees a stipend reimbursement to cover the presumed business use of cell phones and service. The stipend will be considered taxable income to the individual employees. In short, it will be up to the individual employee to claim any business use based on appropriate documentation of personally owned cell phones when filing their personal tax return. The level of institutional cost for cell phone service has rapidly increased over the past few years. To bring costs more into line with the level of institutional benefit, a stipend policy for cost sharing has been adopted. This policy acknowledges assumes that for most employees the device will be used for both personal and business use. Certain employees may qualify for the college to provide an institutional stipend to cover the presumed business use of personal cell phones and service. The stipend will be considered taxable income to the employee. The level of monthly allowance cash subsidy (stipend) will be determined by a person’s job duties as it relates to cell phone justification, use, use and access. Justification for Guidelines to categorize cellular use is to be categorized as required, mandatory, beneficial, beneficial or incidental as are determined by the Elected Official or Department Managerarea Vice President. The department manager stipend includes the cost of service plus equipment. The college will review and set the amounts to be provided for stipends and reimbursement on an annual basis approved in budget by Commissionbasis. Agreement: • Employee will purchase cellular phone service and equipment and assume responsibility for vendor terms and conditions. Employee agrees that they are responsible for plan choices, service levels, calling areas, service and phone features, termination clauses, and payment terms and penalties. • Employee agrees that they are responsible for the purchase, loss, damage, insurance, and/or replacement of phone equipment. • Employee will promptly report to the Elected Official or Department Manager their department head any updates or changes regarding cell phone numbers or plan changes that could impact the access to cellular services. • Employee agrees to carry the cell phone with them, keep it charged and in operational condition, use it appropriately, and be accessible for business use of the cellular phone device as required by their department. ---------------------------------------------------------------------------------------------------------------------------------- I understand that the amount of the above allowance will be considered taxable income under Internal Revenue Service guidelines and will be used towards expenses incurred for cell phone service and equipment as described above. Employee Signature Date DEPARTMENT HEAD APPROVAL: Elected Official/Department Head Signature Date Human Resource Department HR-Payroll Xxxxxx Countydepartment head or supervisor.