Wifi/data stipend

Wireless Data and Internet Stipend (Wi-Sti)

Sacred Heart Schools (SHS) recognizes that the performance of an employee’s normal job responsibilities may regularly require the use of home internet access and/or personal technology for school-related purposes. In these circumstances, SHS will provide a Wireless Data and Internet Stipend (Wi-Sti) as a non-taxable working condition fringe benefit to cover a reasonable percentage of an employee’s home internet or cell phone bill. This policy is intended to be in compliance with Section 2802 of the California Labor Code.

ELIGIBILITY

Employees whose job duties include the frequent need of their home internet access or personal device use (40 hours or more per month) may receive a non-taxable stipend to cover school-related costs. An employee is eligible for a Wi-Sti if at least one of the following criteria is met:

The job function of the employee requires considerable time outside of their assigned office or work area and it is important to SHS that the employee is accessible during those times;
The job function of the employee requires an employee to be accessible outside of the scheduled or normal working hours;
The job function of the employee requires the employee to have wireless data and internet access;
The employee is designated as a “first responder” to emergencies on campus.

An employee who occasionally requires home internet access and/or personal device use (less than 35 hours per month) for school-related purposes is not eligible for a Wi-Sti. However, the employee may be eligible for a taxable reimbursement provided the usage is required by their supervisor and they submit record of the expense. See the Expense Reimbursement policy for more information.

ALLOWANCE

If an employee meets the eligibility requirements, as outlined above, SHS will provide a per-household allowance for presumed reasonable expenses. The amount of the Wi-Sti will be determined based on the monthly telework requirement or data usage of the employee’s position. Please refer to the table below. Each tier is an amount considered a reasonable reimbursement for using a portion of the employee’s wireless data and home internet. The Wi-Sti is neither permanent nor guaranteed.

Hours Required To Telework (per month)

$ Amount

Over 160 hours (frequent)

$75/month

41 – 159 hours (frequent)

$50/month

36 – 40 hours (frequent)

$25/month

<36 hours (occasional)

See Expense Reimbursement policy

OVERSIGHT & APPROVAL

Individual departments and Directors are responsible for identifying employees who are required to work from home using their personal wireless data and internet in order to telework. Each department is strongly encouraged to frequently assess each employee’s continued need to determine if the Wi-Sti should continue.

EMPLOYEE RESPONSIBILITIES

Once an employee is confirmed to meet the eligibility requirements by their supervisor, the employee must complete the Wireless Data and Internet (Wi-Sti) Agreement form. An employee receiving a Wi-Sti must be able to show, if requested by their supervisor or HR, a copy of the monthly access plan charges. If the employee terminates their home internet or cellular phone contract at any point, the employee is no longer eligible for the Wi-Sti and must notify their supervisor within 5 business days. An employee receiving a Wi-Sti must comply with Federal, State and SHS requirements in providing access to information about or contained on their personal device covered by this policy in response to requests such as data or information by third parties as required by Federal and/or State law. Personal devices that have data capabilities must be secured based on current SHS security standards including password protection and encryption. If the device, used while teleworking, with data capabilities is lost or stolen, it must be reported to the employee’s supervisor, the wireless device service provider and the SHS Tech Department as soon as possible, no later than 48 hours after discovering that the device is missing. Employees are expected to delete all SHS data from the device when their employment ends, except when required to maintain that data in compliance with a litigation hold notice.

EFFECTIVE DATE

A Wi-Sti is effective on the first day an employee’s position is identified as a frequently required to telework position and will end on the first day an employee’s position is identified occasionally required to telework or expected to perform all job duties at the SHS campus. Emergency Wireless Data and Internet Stipend (E-Stipend) Sacred Heart Schools (SHS) recognizes that the performance of an employee’s normal job responsibilities may unexpectedly shift and require the use of home internet access and/or personal technology for school-related purposes during emergency situations. For example, the costs incurred as a result of teleworking during an emergency (i.e., the U.S. President’s emergency declaration/pandemic shelter-in-place order). In these circumstances, SHS will provide an Emergency Wireless Data and Internet Stipend (E-stipend) as a non-taxable working condition fringe benefit to cover a reasonable percentage of an employee’s home internet or cell phone bill. This policy is intended to be in compliance with Section 2802 of the California Labor Code.