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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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 email 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

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

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