0. Cellular Phones and Services Policy Update
FAR Meeting
September 20, 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 – 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

2. 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

3. 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

4. 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

5. 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

6. 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 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

7. 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

8. 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

9. Department of Information Resource (DIR) Contracts
T-Mobile
DIR Contract Number DIR-TSO-3416
Detail.aspx?contractnumber=DIR-TSO- 3416&keyword=phone
AT&T
DIR Contract Number DIR-TSO-3420
Detail.aspx?contractnumber=DIR-TSO- 3420&keyword=AT%26T
Office of Financial Affairs

10. Department of Information Resource (DIR) Contracts
Sprint Solutions
DIR Contract Number DIR-TSO-3432
Detail.aspx?contractnumber=DIR-TSO- 3432&keyword=sprint%20wireless%20contract
Verizon
DIR Contract Number DIR-TSO-3415
Detail.aspx?contractnumber=DIR-TSO- 3415&keyword=wireless%20cellular%20services
Office of Financial Affairs

11. 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

12. 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 for cell phones over $500; receipt required; inventory and enter in INSIGHT
Use account code 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

13. 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 and enter in INSIGHT
Line Example – CELL PHONE EQUIPMENT LEASE – 2 Apple per month per phone, vendor customer account number
Office of Financial Affairs

14. 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

15. 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

16. 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

17. 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

18. 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

19. 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

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

21. Your partner for successful solutions
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Office of Financial Affairs