0. Cellular Phones and Services Policy Update
FAR Meeting
July 19, 2017
Lenora C. Chapman, Associate Vice President
Office of Financial Affairs
(utsa.edu/financialaffairs)

1. Policies and Procedures
HOP 9.49 Cellular Phones and Services – approval is expected early August
HOP 8.15 – Acceptable Use Policy
FMOG - Cellular Phones and Service Allowances
Cellular Phone Allowance form — used to request an allowance or discontinue an allowance
Exception to Cellular Phone Allowance form — used to request an exception for cellular phone allowance for departmental phone purchases
Office of Financial Affairs

2. Important Dates
July 31: Complete appropriate form and obtain approvals
August 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 Department
Office of Financial Affairs

3. Cellular Phone Allowance
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-2
Office of Financial Affairs

4. Cellular Phone Allowance
Allowance when using a university-provided phone: $65/month
Allowance 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.
Office of Financial Affairs

5. Employee Eligibility Criteria
Must be available to be contacted and/or respond in the event of an emergency
Employees 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 requirements
Works in the field or at job sites where access to landline telephones and/or data network is not readily available
Office of Financial Affairs

6. Employee Eligibility Criteria
Frequently 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 Affairs

7. Office of Financial Affairs
Responsibilities
Employees:
Read and understand HOP 9.49 and Cellular Phones and Service Allowances FMOG
Purchase 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

8. Office of Financial Affairs
Responsibilities
Department 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 Affairs

9. Office of Financial Affairs
Responsibilities
Vice Presidents
Will approve requests for cellular phone allowance and cellular phone exception, if applicable
Vice President for Business Affairs
Provide final authorization of the cellular phone allowance and cellular phone exception, if applicable
Purchasing and Distribution Services Office
Will assist with contract cancellation
If 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 Order
Office of Financial Affairs

10. Office of Financial Affairs
Responsibilities
Office of Payroll Services
Will process the cellular phone service allowance in accordance with HOP and FMOG
Will ensure Internal Revenue Service requirements are followed
Will maintain employee allowance lists
Surplus Department
If appropriate, will collect phones paid for with UTSA resources
Office of Financial Affairs

11. Office of Financial Affairs
Exceptions
Special features are required to meet specific departmental needs
Grant funding that specifically provides for cellular phones and plans
Rotating use of a departmental cellular phone for on-call employees
Office of Financial Affairs

12. Office of Financial Affairs
Next Steps
If 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 31
Give cellular phone to your department manager on or before August 31.
Department manager will deliver all phones to Surplus Department by September 22
Phones will need to be unlocked and reset to factory setting
Office of Financial Affairs

13. Office of Financial Affairs
Next Steps
If 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 university
If yes, purchase a cellular phone service plan
If no, return phone to department manager and purchase your own phone service plan by August 31
If 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

14. Office of Financial Affairs
Next Steps
If 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 approvals
Forward form to VP for Business Affairs by July 31
Coordinate with Purchasing and Distribution Services Office to cancel current Purchase Orders/ Agreements by August 31
Office of Financial Affairs

15. Office of Financial Affairs
Next Steps
If requesting an exception to the new cellular phone policy, your department manager is required to:
Provide a justification for your service plan
Complete the Exception to Cellular Phone Policy form
Obtain approval from your respective VP
Forward to the VP for Business Affairs by July 31
If exception is approved, complete requisition and attach form
Must work with Purchasing and Distribution Services Office to enter into a new agreement with a university provider
Office of Financial Affairs

16. Cell Phone Cancellations
Both the PO and the Contract Require Cancellation
To cancel the Contract:
Some contracts require 30 days notice of termination
Contact the vendor via 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 forthcoming
Department Name
Office of Financial Affairs

17. 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 payments

18. Office of Financial Affairs
QUESTIONS
Office of Financial Affairs
Purchasing and Distribution Services

19. Your partner for successful solutions
Thank you!
Your partner for successful solutions
Office of Financial Affairs