Cellular Phones and Services Policy Update FAR Meeting September 20, 2017 Lenora C. Chapman, Associate Vice President Office of Financial Affairs (utsa.edu/financialaffairs)

Policies and Procedures HOP 9.49 Cellular Phones and Services – approved on August 24, 2017 Cellular Phones and Service Allowances FMOG – published on July 1, 2017 Procard Program FMOG – updated September 18, 2017 Office of Financial Affairs

Important Dates August 31: Cancel your current service plan September 1: Effective date of allowance with payment on October 1 September 22: Department manager deliver phones to Surplus Department October 1: Effective date of allowance (for those received by Payroll after September 15) with payment on November 1 Office of Financial Affairs

Employee Responsibilities Read and understand HOP 9.49 and Cellular Phones and Service Allowances FMOG Purchase (or use personal phone) and maintain a cellular phone and service plan that will meet department needs Return any UTSA-owned cellular phones that will not be used to department manager for disposition as surplus property Certify use of allowance toward business need Office of Financial Affairs

Department Manager Responsibilities 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. Phones will need to be unlocked and reset to factory setting Office of Financial Affairs

Purchasing and Distribution Services Office Will assist with contract cancellation for employees who were approved for an allowance or no longer need cell phone service If an exception is approved, assist departments in ensuring that all cellular phones and service plans are purchased from a Texas Department of Information Resources (“DIR”) contracted cellular provider through a UTSA Purchase Order Office of Financial Affairs

Cell Phone Contract Cancellation Both the PO and the Contract Require Cancellation To Cancel the Contract: Some contracts require 30 days notice of termination Contact 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 were provided by PDS Office of Financial Affairs

Cell Phone Cancellation (Cont’d) To Cancel the PO: Utilize Rowdy Exhange 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 payments Office of Financial Affairs

Exception to Cell Phone Policy All phones and services are required to be under the State of Texas Department of Information Resources (DIR) Contract. DIR offers four cell phone companies under contract in which you can select: Office of Financial Affairs

Department of Information Resource (DIR) Contracts T-Mobile DIR Contract Number DIR-TSO-3416 http://dir.texas.gov/View-Search/Contracts- Detail.aspx?contractnumber=DIR-TSO- 3416&keyword=phone AT&T DIR Contract Number DIR-TSO-3420 http://dir.texas.gov/View-Search/Contracts- Detail.aspx?contractnumber=DIR-TSO- 3420&keyword=AT%26T Office of Financial Affairs

Department of Information Resource (DIR) Contracts Sprint Solutions DIR Contract Number DIR-TSO-3432 http://dir.texas.gov/View-Search/Contracts- Detail.aspx?contractnumber=DIR-TSO- 3432&keyword=sprint%20wireless%20contract Verizon DIR Contract Number DIR-TSO-3415 http://dir.texas.gov/View-Search/Contracts- Detail.aspx?contractnumber=DIR-TSO- 3415&keyword=wireless%20cellular%20services Office of Financial Affairs

Guide to Ordering Cell Phone, Service & Accessories Step 1 – Select Vendor Review the contact links above to determine which provides the best overall service (T-Mobile, AT&T, Sprint or Verizon). Step 2 – Requisition Line setup There are three different products and services available for the order. Each line begins with the following identifier: Cell Phone Purchase (receipt required) Cell Phone Equipment Lease (amount only) Cellular Service (amount only) Cellular Parts and Accessories (amount only) Office of Financial Affairs

Guide to Ordering Cell Phone, Service & Accessories Cell Phone Purchase Purchasing a cell phone requires a receipt. Attach Cellular Phone Allowance Exception Form including the list of phone numbers, make, model, etc. One requisition line for all phones, with specific quantity. Use account code 63163 for cell phones over $500; receipt required; inventory and enter in INSIGHT Use account code 63144 for cell phones under $500; receipt required; enter in INSIGHT Line Example – CELL PHONE PURCHASE – Apple iPhone 7, vendor customer account number Office of Financial Affairs

Guide to Ordering Cell Phone, Service & Accessories Cell Phone Equipment Lease Leasing a cell phone is amount only. Attach Cellular Phone Allowance Exception Form including the list of phone numbers, make, model, etc. One requisition line for all phones. Use account code 64042 and enter in INSIGHT Line Example – CELL PHONE EQUIPMENT LEASE – 2 Apple iPhones @$30 per month per phone, vendor customer account number Office of Financial Affairs

Guide to Ordering Cell Phone, Service & Accessories Cellular Service Estimate the annual service costs, include any unexpected additional monthly charges, list time period, and is “Amount Only.” One requisition line for all phones. Annual requisition should cover FY (Sept. 1 – Aug 31) Use account code 63633 Line Example – CELLULAR SERVICE – Specific phone numbers listed in attached document Office of Financial Affairs

Guide to Ordering Cell Phone, Service & Accessories Cellular Parts and Accessories Line is established if accessories are needed throughout the fiscal year and is “Amount Only.” Use account code 63144 Line Example – CELLULAR PARTS and ACCESSORIES – Includes chargers, USB connectors, screen protectors, protective cases etc. Office of Financial Affairs

Guide to Ordering Cell Phone, Service & Accessories Step 3 – List DIR Contract number in the external comments Step 4 – Other For payment efficiency, requisitions could have up to four lines to identify each category to help streamline the process and reduce Purchase Order Changes (POCs) If adding a new cell phone line to existing PO, then department must obtain the required approvals by completing the Cellular Phone Allowance Exception Form and creating a POC. Office of Financial Affairs

Disbursements and Travel Services Payments for cell phones and service can be paid with PO voucher only Merchant category code for Procards and Travel cards have been removed Cannot be processed through Expense Report except as noted in the Travel FMOG Eliminates the need for any Non-Po vouchers To reduce match exceptions and increase timely payments, process receipts for cell phone purchases Office of Financial Affairs

Office of Financial Affairs Payroll Services Will process the cellular phone service allowance in accordance with HOP and FMOG Received 93% of approved allowance Those not received by Sept 15 will be have an effective date of October 1 and paid on November 1 if received by October 15 Will ensure Internal Revenue Service requirements are followed Will maintain employee allowance lists Will ensure that employee is set up on direct deposit Office of Financial Affairs

Office of Financial Affairs Surplus Department If appropriate, will collect phones paid for with UTSA resources 29 cell phones have been turned into the Surplus department Office of Financial Affairs

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