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

2. 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

3. 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

4. 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

5. 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

6. 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

7. 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

8. 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

9. 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

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

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