UPPS No. 05.03.11
Issue No. 5
Effective Date: 6/22/2017
Next Review Date: 8/01/2020 (E3Y)
Sr. Reviewer: Associate Vice President for Financial Services
This document establishes policy concerning the use, availability, and acquisition of wireless cellular communication services by Texas State University employees, including grant-funded employees, for business purposes that is in compliance with Internal Revenue Service guidelines.
Wireless cellular communication services are defined as voice, data, features, etc., regardless of instrument type.
Texas State recognizes that using cellular services may help some employees perform their duties.
Department heads may, as a condition of employment, require employees to maintain a cellular service plan that permits the department to contact the employee in conjunction with their job duties. Such requirement will be included in the individual employees’ performance management plan.
Department heads may assist such staff by providing employees a monthly allowance to cover the business use of the employees’ personal wireless cellular communication services. An allowance for only one device will be allowed.
PROCEDURES FOR RECEIVING AN ALLOWANCE FOR USE OF PERSONALLY-OWNED CELLULAR SERVICES FOR BUSINESS PURPOSES
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. The department head approves an allowance based on an estimate of monthly business usage for the position. The employee is responsible for payment of any costs exceeding an approved allowance.
The allowance is processed through the university’s payroll system and is included as additional compensation on the employee’s earnings statement.
This allowance is intended to assist with the cost for usage of business-related cellular services, and not necessarily to cover the total costs.
A minimum of three levels of personal cellular services allowances are available based on usage.
A department head may choose the level that 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 Personal Cellular Services Allowance Form must be submitted in writing to, and approved by, the president.
The employee and department head should complete and sign a Personal Cellular Services Allowance Form. The form must be forwarded to the divisional vice president for signature approval. The vice president’s office will then return the form to the requesting department. The department will prepare an electronic special payment Personnel Change Request (PCR) in SAP and scan and attach the approved Personal Cellular Services Allowance Form.
The Payroll and Tax Compliance office will disburse a monthly allowance to cover monthly wireless cellular communication services.
Employees are responsible for:
paying all amounts due to a cellular services vendor in accordance with their service plan conditions; and
notifying their department head of any changes in a timely fashion, so the department head can complete and attach a revised Personal Cellular Services Allowance Form or Higher Threshold Personal Cellular Services Allowance Form electronically to the special payment PCR in SAP. The revised form will indicate any changes in cell number, address, and cellular services status.
Employees will not continue to receive an allowance if their personal cellular services have been cancelled or suspended.
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.
The university may discipline employees who fail to notify their department head in a timely manner if their personal cellular services have been cancelled or suspended.
At least annually, the department head shall verify that employees receiving an allowance have the required cellular services.
As part of the verification process, the department head may periodically require the employees to provide proof of service as well as other supporting documentation.
If a department head determines that an employee no longer requires cellular services, the department head will prepare and submit a special payment PCR, electronically, to Human Resources to discontinue the allowance, or if the employee is faculty, the department head should submit the special payment PCR, electronically, to Faculty Records.
An employee’s personal 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.
In the event of a transfer to a new department or supervisor, the new supervisor will need to determine the continuing need for the special payment and may choose to end the payment or increase or decrease the amount, depending on the needs of the department.
PROCEDURES FOR ESTABLISHING PERSONAL CELLULAR SERVICES ALLOWANCE LEVELS
The department head approves an allowance based on an estimate of monthly business usage for the position. The employee is responsible for payment of any costs exceeding the approved allowance.
The vice president for Finance and Support 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.
REVIEWERS OF THIS UPPS
Reviewers of this UPPS include the following:
|Associate Vice President for Financial Services||August 1 E3Y|
|Assistant Vice President for Human Resources||August 1 E3Y|
|Director, Payroll and Tax Compliance||August 1 E3Y|
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