HomeMy WebLinkAboutResolutions - 1997.07.31 - 25054MISCELLANEOUS RESOLUTION # 97160 July 31, 1997
BY: Finance and Personnel Committee, Sue Ann Douglas, Chairperson
IN RE: DEPARTMENT OF MANAGEMENT AND BUDGET - AMENDMENT TO BUSINESS EXPENSE
REIMBURSEMENT REGULATIONS REGARDING COUNTY-OWNED CELLULAR TELEPHONES
To the Oakland County Board of Commissioners
Chairperson, Ladies and Gentlemen:
WHEREAS, by Miscellaneous Resolution #96275 dated December 12, 1996, the Oakland County
Board of Commissioners adopted a single policy document pertaining to Business Expense Reimbursement
Regulations, including Section IV regarding reimbursement of expenses for privately-owned cellular
telephones; and
WHEREAS the Business Expense Reimbursement Regulations need to be amended to include
procedures regarding County-owned cellular telephones; and
WHEREAS the Department of Management and Budget, in conjunction with the Department of
Facilities Management - Telephone Communications Unit and user departments, has prepared an attached
amendment to the Business Expense Reimbursement Regulations incorporating the use of County-owned
cellular telephones; and
WHEREAS the County Executive recommends adoption of the proposed amendment, thereby
ensuring proper management of this important communications resource in the County of Oakland.
NOW THEREFORE BE IT RESOLVED that the Oakland County Board of Commissioners approves
the attached amendment to the Business Expense Reimbursement Regulations regarding County-owned
cellular telephones.
BE IT FURTHER RESOLVED that the attached amended regulations supersede all other resolutions
and practices related to regulation of cellular telephones.
Chairperson, on behalf of the Finance and Personnel Committee, I move adoption of the foregoing
resolution.
FINANCE AND PERSONNEL COMMITTEE
ht.e
OAKLAND COUNTY, MICHIGAN
BUSINESS EXPENSE REIMBURSEMENT REGULATIONS
IV. CELLULAR PHONE REIMBURSEMENT
A. General Guidelines
The regulations under this section cover reimbursement for expenses incurred by
County employees through use of cellular telephones for official County business.
Cellular telephones may be categorized as County-owned or privately-
owned; the determination of which is the prerogative of the
Elected/Appointed Department Head based on application of departmental
criteria pertaining to best business practices. Procedures regarding County-
owned cellular phones and privately-owned cellular phones are governed by
Sections IV.B. and IV.C., respectively.
B. Procedures Regarding County-Owned Cellular Telephones
1. Once approval for specifically assigned County-owned cellular
telephones has been obtained from the appropriate Elected/Appointed
Department Head, the written request shall be forwarded to the
Department of Facilities Management - Telephone Communications
Unit which shall exercise all administrative responsibilities for
acquiring, installing, maintaining, replacing, disposing, and record
keeping. The purpose of central administration of County-owned
cellular phones is to ensure application of the latest technology
available at the most economical cost.
2. The Department of Facilities Management - Telephone
Communications Unit shall comply with all requisite Purchasing
Procedures governing the acquisition, maintenance and disposition of
County equipment, as well as maintain appropriate inventory and
accounting records as required by the Fiscal Services Division and
Risk Management for insurance purposes.
3. All expenses related to County-owned cellular phones shall be
properly recorded in the Telephone Communications Fund which
will, in turn, be included in internal service fund rates charged back
to user departments in the Telephone Communications Line-item.
Budget management for Telephone Communications expenses shall
be exercised by each user department.
4. Decisions pertaining to the reassignment or removal from service of
particular County-owned cellular telephones are the management
prerogative of Elected/Appointed Department Heads. All such
changes shall be communicated in writing to the Department of
Facilities Management - Telephone Communications Unit.
•
Allowable Cost Reimbursement for Privately-Owned Cellular Telephones
1. The County will not reimburse the purchase cost of a privately owned
cellular phone, regardless of the amount of air time is used on County
business.
2. The County will not reimburse an elected official, appointed official
and/or employee for the total charges of their cellular phone bill.
3. The County will reimburse an elected official, appointed official and/or
employee for calls made, on their privately owned cellular phone, for the
purpose of County business provided they have submitted a properly
completed Communications Reimbursement form (MB-4).
4. The request for reimbursement must be made within thirty (30) days after
the end of the pay period in which the business calls were completed. All
claims must be signed by the employee and approved by their supervisor
and division manager or department director. It is the department
director's/division manager's responsibility to attest to the reasonability of
the charge requested for reimbursement and to verit , that the employee
paid an invoice for the amount for which the reimbursement is requested.
Resolution #97160 July 31, 1997
Moved by Douglas supported by Law the resolution be adopted.
AYES: Garfield, Holbert, Huntoon, Jacobs, Jensen, Johnson, Kaczmar,
Kingzett, Law, McCulloch, McPherson, Millard, Moffitt, Obrecht, Palmer, Pernick,
Powers, Schmid, Taub, Wolf, Amos, Coleman, Dingeldey, Douglas. (24)
NAYS: Devine. (1)
A sufficient majority having voted therefor, the resolution was adopted.
STATE OF MICHIGAN)
COUNTY OF OAKLAND)
I, Lynn D. Allen, Clerk of the County of Oakland, do hereby certify that the
foregoing resolution is a true and accurate copy of a resolution adopted by the
Oakland County Board of Commissioners on July 31, 1997 with the original record
thereof now remaining in my office.
In Testimony Whereof, I have hereunto set my hand and affixed the seal of the
County of Oakland at Pontiac, Michigan this 31st day of July 19,a7. (24P;o.
Lynri D. Allen, County Clerk