Wireless Communication Device Allowance Procedures
Responsible Officer: Vice President for Business Affairs and Controller
Sponsoring Department: Procurement Services
Revision Date: 08 July 2010
Errors or changes to: netsolutions@uta.edu
Contents
Procedure Objective
This fiscal procedure provides guidance for establishing employee eligibility for a wireless communication device plan allowance, initiation of a request for the plan, maintenance of approved wireless communication device allowance plans, and reimbursement for business calls.
Rationale
The University of Texas at Arlington (UT Arlington) provides a wireless communication device allowance to those employees who have a documented business need for a communication device and who continue to meet eligibility requirements. UT Arlington does not purchase wireless communication devices and/or services.
Scope
All departments authorized to implement wireless communication device plans.
Website Address for This Procedure
Related Statutes, Policies, Requirements or Standards
N/A
Contacts
If you have any questions about UT Arlington Procedure 4-5, Wireless Communication Device Allowance Procedures, contact the following departments:
| Subject | Office Name | Telephone Number | Email/URL |
|---|---|---|---|
| All topics in Procedure | Procurement Services | (817) 272-2194 | procurement_help@uta.edu |
| Website access | Net Solutions | (817) 272-0222 |
netsolutions@uta.edu
http://www.uta.edu/netsolutions |
Definitions
Appropriate Executive: Vice President, Provost, or other executive that works directly for the President, and Deans of Academic Units.
Communications Device: Cellular telephones, personal digital assistants (PDA) with email capability, telephone/PDA combinations, iPhones, or wireless communication adapters (i.e., internet cards) and any necessary accessories, including batteries, hands-free devices, cases, carrying devices, chargers, and data cabling.
*DEFINE (Departmental Financial Information Network): The computerized accounting system used in UT Arlington
Director Level or Above: Provost, assistant provost, associate provost, dean, assistant dean, associate dean, executive vice president, vice president, assistant vice president, associate vice president, executive director, director, and registrar
Key Personnel for Emergencies or Other Critical Contacts: Police, certain network administrators, and key facilities staff (others by approval of their appropriate executive).
PDA (Personal Digital Assistant): A handheld device that has the capability to combine computing, telephone/fax, internet and networking features.
Significant and Official State Business Need: Frequent work-related travel and/or frequent out-of-the-office University business
Responsibilities
Requesting Employee
- Submits request for wireless device allowance or for reimbursement for business calls
- Assumes responsibility for allowances as taxable income
- Chooses an appropriate wireless service provider and plan and acquires device insurance through the service provider
- Assumes responsibility for loss, theft, or damage to device
- Provides supervisor with wireless phone number
- Provides supervisor with documentation as required
Department Head
- Determines eligibility and allowance amount for employees below director level
- Completes and submits a Wireless Communication Device Allowance Request (Form 4-9) for requesting employees below the level of director and routes approved form to Payroll
- Approves allowance for wireless communication plan for employees below the director level
- Monitors continuing eligibility status of employees below the director level and delivers appropriate notifications
- Monitors current policy and procedure affecting employee eligibility and allowances
Director Level and Above
- When the requesting employee is at director level or above, the employee's supervisor at the next level assumes responsibilities listed under "department head"
Appropriate Executive
- Approves requested allowances
Vice President for Business Affairs and Controller or his designee
- Approves any exceptions to or deviations from this procedure
Procedures
Section I. Implementing Monthly Wireless Device Allowance Plans
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Employees are eligible for wireless device allowances and reimbursements if they have available departmental funds and are:
- Director level and above, or
- Below the director level with a significant and official business-related need and/or key contact responsibilities and authority validated by the employee's department head and approved by the appropriate executive.
The requestor's department head, or appropriate supervisor if the employee is at the director level or higher, will complete a Wireless Communication Device Allowance Request (Form 4-9), and route the form to the appropriate executive for approval. Allowances are for up to $50 per month if approved by the appropriate executive. The employee's supervisor will forward the approved request to Payroll.
Employees whose requests for allowance have been approved may choose a provider and plan from the numerous service plans available in the telecommunications market. Provider contracts resulting from such choices are between the employee and the provider and in no way obligate UT Arlington. UT Arlington does not endorse any particular service provider or plan. Because the employee is responsible for costs incurred by theft, loss, or damage to the device, the employee is encouraged to acquire device insurance through the chosen provider. Note: allowances are taxable compensation subject to required tax withholdings. They are not an entitlement and are not part of an employee's base salary. Allowances do not qualify as compensation for Teachers' Retirement System (TRS) or Optional Retirement Plan (ORP) contribution purposes.
Section II. Monitoring Monthly Wireless Device Allowances
The employee's department head, or appropriate supervisor if the employee is at the director level or above, will conduct an annual review and approval of the employee's allowance during the budget cycle. The plan shall remain effective throughout the year or until this procedure is revised and/or the employee is not eligible for the allowance according to the revised procedure. The employee is no longer eligible when the employee terminates employment with the University or the employee's job duties change and the department head does not consider that the new duties support a business need for a wireless communication allowance.
The employee's department head, or appropriate supervisor if the employee is at the director level or above, will notify the appropriate executive when an employee is no longer eligible to receive a wireless device allowance. The supervisor will also provide Payroll with the date the allowance will no longer be provided
Section III. Reimbursing Business Calls
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Employees who do NOT receive an allowance for wireless service may submit a request for reimbursement for business calls made on a personal device along with appropriate documentation and evidence of prior departmental approval to the appropriate authority at director level or above, who may reimburse the employee subject to the following conditions:
- The business calls caused their personal wireless plan minutes to be exceeded,
- A billing statement reflecting the itemization is provided, and
- Only the amount attributable to business calls is reimbursed.
Employees who DO receive an allowance for wireless service may submit a request with an explanation of extraordinary circumstances to the appropriate executive for approval. Upon approval by the appropriate authority at director level or above, they may be reimbursed subject to the conditions listed in A.
Reimbursements associated with reimbursement for Business Calls are processed with a *DEFINE form VP2, Payment Request Voucher. Support documentation must include written approval by the appropriate executive.
Section IV. Prohibited Purchases
University Funds may not be used to purchase any wireless communication devices and service fees, i.e. cell phones, PDAs, iPhones, and wireless communication adapters/internet cards. Purchase of software applications for these devices and software applications for iPads and all SmartPhones is also prohibited
Forms and Tools/Online Processes
- Wireless Communication Device Allowance Request (Form 4-9)
- VP2, Payment Request Voucher - refer to *DEFINE Education
Appendices
None