Cellular Phones and Services Policy - PowerPoint Presentation

Slide1

Cellular Phones and Services Policy Update

FAR Meeting July 19, 2017Lenora C. Chapman, Associate Vice President

Office of Financial Affairs

(

utsa.edu/

financialaffairs

)Slide2

Policies and Procedures1

Office of Financial Affairs HOP 9.49 Cellular Phones and Services – approval is expected early AugustHOP 8.15 – Acceptable Use PolicyFMOG - Cellular Phones and Service

AllowancesCellular Phone Allowance form — used to request an allowance or discontinue an allowance

Exception

t

o Cellular Phone Allowance form — used to request an exception for cellular phone allowance for departmental phone purchasesSlide3

Important Dates2

Office of Financial Affairs July 31: Complete appropriate form and obtain approvalsAugust 7: Vice President for Business Affairs to make decisions on all allowance requests August 31 (on or before): Cancel your current service plan

September 1: Effective Date

September 22: Department manager deliver phones to Surplus DepartmentSlide4

Cellular Phone Allowance3

Office of Financial Affairs Is not intended to cover the entire cost of the employee’s cellular phone plan, but rather to offset the cost of the business use of the phone

Does not include service for other devices, such as laptops, iPads, tablets, air cards, mobile radios and watches

Only

allowable for

qualified

benefits eligible employees

Will

be paid by

direct deposit

only

Is

taxable income to the employee, subject to tax withholding, and is included in the employee’s Form

W-2Slide5

Cellular Phone Allowance4

Office of Financial Affairs Allowance when using a university-provided phone: $65/monthAllowance when using your own phone: $75/month

Department managers are required to review allowances on

an annual basis

to determine whether or not the employee’s job requirements justify continuation of allowance. Slide6

Employee Eligibility CriteriaMust be available to be contacted and/or respond in the event of an emergencyEmployees who are frequently “on call” officially or implicitly, and/or need to be contacted in an immediate or timely manner (during or outside of regular business hours) to respond to situations pertinent to their job

requirementsWorks in the field or at job sites where access to landline telephones and/or data network is not readily availableOffice of Financial Affairs5Slide7

Employee Eligibility CriteriaFrequently travels or is out of the office and needs to be in contact with UTSA personnel or affiliates in order to conduct UTSA business.Must be in contact and accessible because their role is a critical decision maker

Office of Financial Affairs6Slide8

ResponsibilitiesEmployees:Read and understand HOP 9.49 and Cellular Phones and Service Allowances FMOGPurchase and maintain a cellular phone and service plan that will meet department needsReturn any UTSA-owned cellular phones that will not be used to department manager for disposition as surplus propertyCertify use of allowance toward business need

Office of Financial Affairs7Slide9

ResponsibilitiesDepartment Managers:Review and validate the business need for an allowance, and process the Cellular Phone Allowance form. Process the Exception to Cellular Phone Allowance form when there is justification based on specific departmental needs.Collect any university-owned cellular phones currently assigned to individual employees (unless the employee plans to keep using the phone) for disposition as surplus.

Office of Financial Affairs8Slide10

ResponsibilitiesVice Presidents Will approve requests for cellular phone allowance and cellular phone exception, if applicableVice President for Business AffairsProvide final authorization of the cellular phone allowance and cellular phone exception, if applicablePurchasing and Distribution Services Office

Will assist with contract cancellationIf an exception is approved, ensure that all cellular phones and service plans are purchased from a Texas Department of Information Resources (“DIR”) contracted cellular provider through a UTSA Purchase OrderOffice of Financial Affairs9Slide11

ResponsibilitiesOffice of Payroll Services Will process the cellular phone service allowance in accordance with HOP and FMOGWill ensure Internal Revenue Service requirements are followedWill maintain employee allowance lists

Surplus Department If appropriate, will collect phones paid for with UTSA resourcesOffice of Financial Affairs10Slide12

ExceptionsSpecial features are required to meet specific departmental needs Grant funding that specifically provides for cellular phones and plansRotating use of a departmental cellular phone for on-call employeesOffice of Financial Affairs

11Slide13

Next StepsIf you currently have a university-provided phone, but under new policy, your departmental manager does not believe you qualify for an allowance or exception:Cancel current cellular phone service plan on or before August 31Give cellular phone to your department manager on or before August 31.Department manager will deliver all phones to Surplus Department by September 22Phones will need to be unlocked and reset to factory setting

Office of Financial Affairs12Slide14

Next StepsIf your department manager believes you qualify for a cellular phone allowance and is not requesting an exception:Determine if you will continue using cellular phone provided by the universityIf yes, purchase a cellular phone service plan

If no, return phone to department manager and purchase your own phone service plan by August 31If the university-owned cellular phone cost $500 or more, ensure that the phone is tagged by the Inventory Office. If the cost is less than $500, ensure that the phone is listed in Insight as a Non-Inventoried Asset (no tag required).

Office of Financial Affairs

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Next StepsIf your department manager believes you qualify for a cellular phone allowance and is not requesting an exception (Cont’d):Complete the Cellular Phone Allowance form and obtain required approvalsForward form to VP for Business Affairs by July 31Coordinate with Purchasing and Distribution Services Office to cancel current Purchase Orders/ Agreements by August 31

Office of Financial Affairs14Slide16

Next StepsIf requesting an exception to the new cellular phone policy, your department manager is required to:Provide a justification for your service planComplete the Exception to Cellular Phone Policy form

Obtain approval from your respective VP Forward to the VP for Business Affairs by July 31If exception is approved, complete requisition and attach formMust work with Purchasing and Distribution Services Office to enter into a new agreement with a university providerOffice of Financial Affairs

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Cell Phone Cancellations 16

Office of Financial AffairsDepartment NameBoth the PO and the Contract Require CancellationTo cancel the Contract:

Some contracts require 30 days notice of terminationContact the vendor via email to request cancellation

Request termination of services effective

August 31, 2017

Provide specific phone numbers and account numbers to be terminated

A list of vendor contact names and phone numbers will be forthcomingSlide18

Cell Phone Cancellations (Cont’d)To cancel the PO: Utilize RowdyExhange to submit a POC request to Purchasing Identify current PO which carries the encumbrance

If PO expires at end of year, no action is needed Verify with vendor to ensure billing stops Ensure PO will have sufficient funds for final invoice payments17Slide19

QUESTIONSOffice of Financial Affairs

18Purchasing and Distribution ServicesSlide20

Your partner for successful solutionsOffice of Financial Affairs

Thank you!