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

I. PURPOSE: To define the policy and procedures regarding PAIRE support for computers, cell phones, personal data assistants (PDAs), pagers and 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. Additionally, PAIRE holds high standards for data security and privacy throughout the life of PAIRE electronic devices and at the time of their disposal.

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.

PAIRE's policy on computers and electronic devices has been developed with the vast majority of circumstances taken into account. In rare instances there may be justification for exceptions to specific parts of the policy. Exceptions must be approved by the Executive Director.

The following guidelines define general policy:

A.        Monthly costs for home phone lines will not be supported.

B.         Support for broadband internet service (other than that associated with travel) will not be supported.

C.        Under normal circumstances, computers will be replaced no more than once in any 36-month period.

D.        Computers and peripherals for home use are not appropriate costs for PAIRE support.

E.         Cell phone purchases and monthly fees will be supported only in extremely rare circumstances when 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 Office of Information & Technology (OI&T). 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.          To ensure compliance with VA and Stanford policies regarding their use or connection to the networks, all computers and computer related purchases must be purchased through PAIRE's purchase order system. Reimbursements for items purchased by individuals are generally not acceptable.

J.        Purchase orders for computers and electronic devices, including digital storage devices, will be reviewed by information technology staff for conformance with applicable policies depending upon the network to which the items will be connected (VA, Stanford, none).

K.        All deliveries of computers and peripherals will be made to PAIRE Administration where they will be tagged and documented in accordance with relevant VA policies prior to delivery to the end user.

L.        All laptops purchased by PAIRE will be encrypted prior to delivery to the end user.

M.       Sensitive data and programs must be removed prior to disposal of PAIRE computers and digital storage devices. Therefore all such equipment must be turned in through PAIRE Administration for disposal.

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

A.                 The purchase of computers or electronic devices requires justification either by including an entry in the "Justification" field in ReQlogic online requisitions or by completing 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 must submit the request to Purchasing for acquisition. In this way, no expenditure is made for something which may not be appropriate for PAIRE support.

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

D.                 Consult ITHelp@paire.org for proper disposal of PAIRE computers and electronic devices.

Last Modified: September 9, 2009