PAIRE - SUPPORT FOR CELL PHONES, COMPUTERS, PERSONAL DATA ASSISTANTS, PAGERS AND MONTHLY SUBSCRIPTION FEES

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Eligibility for Use of PAIRE

Acceptance of Funds & F&A Rates

Conflict of Interest

Human Resources Principles

Support for Education Activities

Hiring VA Employees

Acquisition of Goods and Services

Payments to Research Subjects

Use of Independent Contractors

Equipment

PAIRE Support of Travel

Support for Electronic Devices

Administrative Accounts for Indirect Costs

Billing and Collections Control

Support for Cell Phones, Computers, Personal Data Assistants, Pagers and Monthly Subscription Fees

I. PURPOSE: To define the policy and procedures for obtaining PAIRE support for cell phones, computers, personal data assistants (PDAs), pagers and monthly fees for service for associated line or subscriber charges, or similar class of goods or service which may give the appearance of inurement of personal benefit.

II. POLICY: It is the policy of PAIRE to support the cost of technological devices, equipment or services used in conjunction with or support of the performance of official duties while simultaneously assuring that private benefit does not inure to such an extent that non-profit status could be jeopardized.

III. DISCUSSION: As technology advances continue to expand the range of choices available to support electronic and communication needs, the line between personal and business use for such things as cell phones, computers, PDAs, pagers, line charges, etc. becomes increasingly difficult to discern. It is more the norm than exception for people to have access to these goods and services and to use them for both business and personal activities. It is incumbent on PAIRE to be judicious in supporting these items, especially if there is a perception that personal benefit might inure to the recipients of such support. The following guidelines define general policy:

A.        Except in unusual circumstances monthly costs for home phone lines will not be supported.

B.         Support for DSL service or monthly internet service connection fees will not be supported unless there is justification for project specific use.

C.        Computers for an individual’s use will be replaced no more than once in any 36-month period. Exceptions must be approved in advance of purchase by the Executive Director.

D.        Peripherals for home use, including scanners and laser color printers, are not appropriate costs for PAIRE support.

E.         Cell phone purchases and monthly fees will not be supported unless there is a direct relationship to a project. The need to be available while offsite is not a sufficient justification for PAIRE support of cell phones.

F.         PDAs may not be purchased using PAIRE funds unless there is a documented project specific need.

G.        Pagers are typically provided through VA’s Information Resource Management Service (IRMS). Should special circumstances exist, a request for PAIRE support of a pager may be submitted.

H.        Digital cameras and accessories will be purchased only if there is a documented project specific need.

I.          Prepaid phone cards for employee use will not be supported unless there is a documented project specific need.

IV. PROCEDURES: Anyone seeking PAIRE support for these goods or services must use the procedures described below.

A.                 Complete a Request for Electronic Devices or Associated Fees.

B.                 Rather than acquiring or contracting for these goods or services and then seeking reimbursement from PAIRE, Principal Investigators are strongly encouraged to submit the request to Purchasing for acquisition. In this way, no expenditure is made for something which may not be appropriate for PAIRE support. Additionally, the individual is not required to use personal funds and seek reimbursement.

C.                 If an individual elects to seek reimbursement for something s/he has obtained, there is a risk that the request may not be approved. As with any other acquisition, PAIRE will not assume responsibility for any acquisition which has not been reviewed and authorized by administration prior to purchase.

D.                 Items exceeding $5,000 will be managed in accordance with our Equipment Policy.

Last Modified: July 30, 2002