Policy and Procedure
Reimbursement of Internet Cost for Business Use
Effective: April 21, 2023
San Diego State University Research Foundation (SDSURF) offers hybrid or remote
work schedules for employees. This policy establishes the guidelines and
procedures pertaining to internet service reimbursement while working
remotely and replaces the interim policy issued in 2020 and revised policy dated
August 23, 2021.
Applicability
SDSURF employees who have been authorized to work a hybrid or remote
schedule may be entitled to partial reimbursement of internet services based on a
prorated formula and proof of the employee’s monthly internet service cost.
Employees should contact their supervisors with questions related to their requests
for reimbursement. PIs should contact their grant specialists with questions related
to the allowability of these costs on individual grants and contracts. In the case of
KPBS, The Campanile Foundation, and Global Campus, the applicability of the
policy will be determined by their respective leadership. Other questions on
applicability may be forwarded to SDSURF Human Resources at
Guidelines for Reimbursement
1. Employees working an authorized hybrid or remote schedule using personal
internet and wi-fi services for work purposes may request reimbursement for a
portion of the actual cost of their service plan.
2. Reimbursement for business use of internet cannot exceed 23.8% of the service
provider’s monthly fees to be considered a tax-free reimbursement to the
employee and shall not exceed the actual cost of the service plan.
3. SDSURF will not reimburse the employee for other related equipment.
4. The cost of the reimbursement will be allocated to the source of funding under
which the employee is paid or to other discretionary funds identified by the PI as
an alternative source for the expense.
Procedures
1. After determining eligibility and funding source for the expense, complete
SDSURF’s Disbursement Request for Business-Related Internet Service form.
2. Attach one copy of the service provider’s monthly statement in the period being
reimbursed to show proof of the monthly expense. If the monthly fees changed in the
quarter, provide two statements, the first with the old monthly rate and a subsequent
month statement showing proof of the new monthly rate.
3. Enter the monthly rate on for form and number of individuals in the household using
the internet.
4. Enter the percent of business use based upon your hybrid remote work schedule.
Percentage of Total Number of
Business Use Remote Workdays
23.8% 5 Days a week – 100% remote
19.0% 4 Days a week – 80% remote
14.3% 3 Days a week – 60% remote
9.5% 2 Days a week – 40% remote
4.8% 1 Day a week – 20% remote
5. Enter the number of months to be reimbursed.
6. Reimbursements will be issued through Accounts Payable on a quarterly basis.
Employees have ninety days after the quarter end to submit their approved
disbursement request for reimbursement.
Internet Service Period Due to Accounts Payable
July through September December 31
October through December March 31
January through March June 30
April through June* September 30
(*Every attempt should be made to pay April through June
reimbursements before the end of the fiscal year)
7. Requests received more than ninety days after the service period will not be
eligible for reimbursement.
8. If excess usage is needed, please provide additional written justification for further
approval.
9. Questions regarding completion of the related forms or computation of the
(619) 594-6891.
