Wireless Communication Devices (cellular phones) FAR Meeting May 24, 2017 Lenora C. Chapman, Associate Vice President Office of Financial Affairs (utsa.edu/financialaffairs)

Overview Does not include other devices, such as laptops, iPads, tablets, air cards, pagers, mobile radios and watches Qualified employees whose job duties require the frequent need for cellular phone services may receive supplemental compensation (allowance) to cover the business-related use of a personal cellular phone. Employees who are required to maintain cellular phone contact with UTSA while away from the office or to be accessible outside of regular business hours may be eligible for an allowance. Projected Implementation Date: September 1, 2017 Dependent upon cancellation of current agreements Office of Financial Affairs

Office of Financial Affairs Overview Office of Payroll Services will maintain employee allowance lists Purchasing and Distribution Services Office will assist with contract cancellation If appropriate, the Surplus Department will collect phones paid for with UTSA resources Office of Financial Affairs

Allowance Only allowable for qualified employees Must complete the Wireless Communication Device Allowance – Department Manager Worksheet and Employee Agreement Completed forms must be received by Payroll Services 15 days before the next payroll date for allowance to be included in that payroll Initial level of the monthly allowance is $75 The allowance is taxable income to the employee, subject to tax withholding, and is included in the employee’s Form W-2, but not in employee’s base pay Will be paid by direct deposit only Allowances will be reviewed on an annual basis for continued justification Office of Financial Affairs

Authorization and Certification Determined by department Manager based on criteria Approved by Dean, AVP or Director Approved by appropriate Vice President Approved by Vice President for Business Affairs as policy owner Employee Requirements: Read and understand policy and FMOG Secures and maintains a wireless communication device that will meet departmental needs Certify use of allowance toward business need Office of Financial Affairs

Employee Eligibility Criteria Must be available to be contacted and/or respond in the event of an emergency Must be a benefits-eligible employee Is frequently “on call” or needs to be contacted quickly for more than one day per week (during or after regular business hours) Works in the field or at job sites where access to landline telephones and/or data network is not readily available Frequently travels or is out of the office Must be in contact and accessible because their role is a critical decision maker Office of Financial Affairs

Office of Financial Affairs Exceptions There is a business need in order to meet communication needs for the entire department Phones need specific features, ex., “push to talk” Requested by department manager and approved by the appropriate Vice President and the Vice President for Business Affairs Complete the Wireless Communication Device Allowance – Exception Approval Form as soon as possible and send to DTS Departmental budget must support associated costs Must be procured through P.O. and above form attached; cannot purchase with Procard or through an expense report. Office of Financial Affairs

Office of Financial Affairs Transitional Steps Review all current wireless communication device agreements and identify appropriate termination fees (if any). Coordinate with Purchasing and Distribution Services Office to cancel current Purchase Orders/Agreements. Disposition of existing phones is being reviewed by leadership and additional information is forthcoming. Office of Financial Affairs

Office of Financial Affairs Transitional Steps If device is no longer needed, then must be returned to the Surplus Department (more information will be provided soon) Phones will need to be unlocked and reset to factory setting If exception is approved, must work with Purchasing and Distribution Services Office to enter into a new agreement with a provider Office of Financial Affairs

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