Personal Use of JAC Property and Services

The Policy

This policy is issued in accordance with STFC Financial Memoranda and UK Government Accounting Regulations.

Property owned by the JAC is intended to be used for JAC business purposes only. This includes telephones, copiers, fax machines, printers and other equipment provided in the workplace, as well as computers, cellular phones, pagers and any other equipment which may be in the employee's custody outside the workplace.

In the event of occasional personal use, which results in additional cost to the JAC (personal phone calls, copying), the employee must reimburse the JAC for the additional costs incurred.


Telephone Calls

Personal long distance calls should be made from JAC phones (cellular or in the Office) only under unusual circumstances where the call cannot reasonably be delayed or where time differences make calls difficult. When such calls are necessary, the employee should note the time and number of the call and e-mail Velvet Gonsalves-Nases with the details. You will be invoiced for the cost of the call.

Local calls can be made as long as these are restricted to outside of normal working hours i.e. at lunchtime. Calls should only be made in working hours if strictly necessary and should be kept to a minimum length. Staff should also keep any incoming personal calls in working hours to a minimum.

Support Astronomers are asked to remind Observers that they will be charged for all long distance calls, whether personal or on business. If an observer makes a call they are asked to log the details on the "Telephone Log" kept in the Visitors Office, at both the JAC offices at Hale Pohaku and the telescope control rooms. They will be invoiced.


Use of Computers

Staff may use their computers at work for personal use outside of normal working hours i.e. at lunchtime. This includes use of e-mail, using the Internet and playing already installed games. Staff should keep in mind that they should not install any unauthorised software on to their computers and note the terms of the Computing Acceptable Use Policy.


Photocopying and Printing

As a facility to staff, JAC will allow occasional low use of office photocopying and printing facilities. Any printing or copying other than the odd page or two will be charged at 5c a letter sheet. Staff are asked to note the number of copies and pay the appropriate amount to Accounts. Use of the photo-quality dye-sublimation printer will be charged at $3 per letter sheet, please contact Douglas Pierce-Price for details.

Staff should note that use of photocopying and printing should be for low volume occasional use and under no circumstances should be used for commercial purposes.


Personal Use of Property in the Custody of an Employee

Because of IRS regulations, special rules apply to JAC property in the custody of an employee, for example laptops or cellular phones. Normally, only very minor personal use incidental to business purposes is allowed. Exceptions to this policy may only be granted by the Finance Officer; and the employee must provide a written justification when requesting the exception. If the request is approved, the employee must track the amount of personal use and report it to HR annually, so that the value may be added to the employee's W-2 as a taxable fringe benefit. Similar tax regulations apply to STFC staff.