Dear Colleagues,

It has come to our attention that some staff and faculty have been requesting reimbursement for their home internet and/or cell phone monthly expenses which is a violation of our existing policies. Under UC Policy BFB G-46, Guidelines for the Purchase and Use of Cellular Phones and Other Portable Electronic Resources, "An employee may request reimbursement for the business use of a cellular phone or similar device purchased with the employee’s own funds. If the individual incurs additional charges on a calling plan for business calls over the plan limit, the university will reimburse those charges at the excess minute rate, upon receipt of supporting documentation. No reimbursement shall be made for business calls or a percentage of total business calls made within the package minutes covered under the employee’s calling plan contract. Similarly, no reimbursement is permitted for the partial business use on an Internet, fax, messaging, or similar service purchased with an employee’s own funds." In other words, the university only reimburses for the excess cost incurred when appropriate supporting documentation (i.e. invoices with supporting calculations provided) is included in the reimbursement request. In addition, the university will not reimburse the procurement of cellular equipment purchased with personal funds. Visit UC Berkeley IT's Cellular (Wireless) Phones webpage for information on how to obtain a university provided cellular phone. 

The policy has been reiterated several times over the past two years. In a series of FAQs published by People & Culture in May 2021 and again in a memo issued in October 2021 from Nathan Brostrom, Executive Vice President and CFO for the University of California. An excerpt of the relevant P&C published FAQs is noted below.

• FAQ #22. Are a remote staff’s personal internet data plan, home Wi-Fi and/or personal cell phone reimbursed?

• Generally, no. Expenses related to work needs, such as internet connectivity or phone usage, are governed by Business and Finance Bulletin G-46 Guidelines for the Purchase of Cell Phones and Other Electronic Devices. If any item needs to be installed, charges related to the installation are the responsibility of the employee. The university will evaluate on a case-by-case basis where reimbursement is necessary for staff with specific needs not already met with existing resources.

Effective immediately, any new requests for reimbursement of cell phone and/or home internet usage will be rejected without 1) a clear business reason and 2) the appropriate supporting documentation (i.e. invoices/receipts) that meets the criteria set out in BFB-G-46 and reinforced in the FAQ and UCOP memos mentioned above.  

We apologize for any inconvenience this might incur and appreciate your partnership in helping us comply with IRS regulations and our accountable plan policies as well as systemwide UC Presidential Policies.

If you have any questions about the policies or travel and entertainment inquiries, please contact travel@berkeley.edu.

Michael Riley

Associate Vice Chancellor and Controller

Office of the Vice Chancellor of Finance