Wireless Cellular Communication Services UPPS No. 05.03.11
Issue No. 3
Effective Date: 07/09/02009
Review: August 1 E3Y
01. POLICY STATEMENTS
01.01 This UPPS establishes policy concerning the use, availability, and acquisition of wireless cellular communication services by university employees, including grant-funded employees, for business purposes which is in compliance with Internal Revenue Service guidelines.
01.02 Wireless cellular communication services are defined as voice, data, features, etc. regardless of instrument type.
01.03 Texas State recognizes that using cellular services may help some employees perform their duties.
01.04 A department head may help identified employees acquire cellular services by providing an allowance for cell phone use for business purposes.
01.05 The Technology Resources and Purchasing Offices will act as the only authorized agents representing Texas State in any negotiations with university-sponsored cellular services vendors.
02. PROCEDURES FOR RECEIVING AN ALLOWANCE FOR USE OF PERSONALLY-OWNED CELLULAR SERVICES FOR BUSINESS PURPOSES
02.01 A department head is responsible for initiating the processing of an allowance to utilize an employee’s personal cellular instrument and service for business purposes.
02.02 The allowance is processed through the university’s payroll system and is included as additional compensation on the employee’s remuneration statement.
a. This allowance is intended to assist with the cost for usage of business-related cellular services, and not necessarily to cover the total costs.
b. A minimum of three levels of personal cellular services allowances are available based on cellular services plans.
c. A department head may choose the level which is most appropriate for the employee’s position to receive based on the anticipated monthly business use of his or her personal cell phone. The maximum annual cellular allowance an employee may receive is $600.00 USD. A division vice president may request a higher threshold for certain defined groups or individuals. Each higher threshold request (Attachment II) must be submitted in writing to, and approved by, the president.
02.03 The employee and department head should complete and sign a Personal Cellular Services Allowance Form (Attachment I or Attachment II). They should submit the form to the division vice president for approval. After approval, the vice president should return the form to the department head.
a. The department head must indicate which service plan level is being granted to the employee.
b. In addition to the personal cellular service allowance form, the department head will prepare a Personnel Change Request (PCR) to initiate an allowance or make any changes.
02.04 The Payroll Office will disburse a monthly allowance to cover monthly wireless cellular communication services.
02.05 Employees are responsible for:
a. paying all amounts due to a cellular services vendor in accordance with their service plan conditions; and
b. notifying their department head of any changes in a timely fashion, so the department head can complete and submit a revised Personal Cellular Services Allowance Form (Attachment I or Attachment II) indicating any changes in cell number, address, and cellular services status.
02.06 Employees will not continue to receive an allowance if their personal cellular services have been cancelled or suspended.
a. Employees are responsible for notifying their department head immediately if they terminate or cancel their cellular services plan, or are unable to use their personal cellular devices for business purposes, regardless of the reason.
b. The university may discipline an employee who fails to notify his or her department head in a timely manner.
c. At least annually, the department head shall verify that an employee receiving an allowance has the required cellular services.
d. As part of the verification process, the department head may periodically require the employee to provide proof of service as well as other supporting documentation.
02.07 If a department head determines that a staff or student employee no longer requires cellular services, the department head will prepare and submit a PCR to Human Resources to discontinue the allowance. If the employee is faculty, the department head should submit the PCR to Faculty Records.
An employee’s authorization for cellular services ends if he or she transfers to a new position, whether in the same department or in another department. The department head may reinstate the employee’s allowance if the department head determines that the employee continues to need the service in the new position.
03. PROCEDURE FOR ESTABLISHING PERSONAL CELLULAR SERVICES ALLOWANCE LEVELS
03.01 Annually, prior to the start of the new fiscal year (FY), the assistant vice president for Technology Resources and the associate vice president for Financial Services shall jointly review the university’s cellular services contracts to establish the amount for each allowance level for the next FY. Based on their review, they shall recommend to the vice president for Finance and Support Services (VPFSS), the amount of the allowance for each level.
03.02 Upon concurrence of the VPFSS, the director of Technology Services – Business Services shall communicate to the university community the amount of the allowance for each level and reflect them on the Personal Cellular Services Allowance Forms (Attachment I or Attachment II) for the next FY.
04. REVIEWERS OF THIS UPPS
04.01 Reviewers of this UPPS include the following:
Associate Vice President for Financial August 1 E3Y
Assistant Vice President for August 1 E3Y
Director, Human Resources August 1 E3Y
Director of Technology August 1 E3Y
Resources – Business Services
Director of Payroll & Tax Compliance August 1 E3Y
05. CERTIFICATION STATEMENT
This UPPS has been approved by the following individuals in their official capacities and represents Texas State policy and procedure from the date of this document until superseded.
Associate Vice President for Financial Services; senior reviewer of this UPPS
Vice President for Finance and Support Services