Information Services Cellular Phone Policy

Transcription

1 Information Services Cellular Phone Policy Policy Basis/Background This policy outlines the eligibility of Information Services employees whose positions require remote communications through the use of cellular telephones, Internet access, and/or other mobile communications devices. The Internal Revenue Service (IRS) requires that business and personal use of University-provided cell phones and Internet service connections must be substantiated in a detailed manner. This policy establishes an Information Services Cellular Phone Policy which is meant to preserve Information Services ability to provide communication capabilities for key employees, while simultaneously shielding those select employees from negative financial impacts and complying with existing tax law. Applicability This policy applies to Information Services employees and other individuals who, as a result of their work responsibilities with Information Services, require cellular phone service with or without Internet access. Policy 1. Because of potential tax consequences and record keeping responsibilities, Information Services shall not routinely purchase cellular phones or cellular phone service for employees whose work requires such service. 2. In cases where a supervisor has determined and documented that an employee s job duties require a mobile communications device and their Director has reviewed and agreed with the determination, Information Services will provide an allowance to the approved employee for the purpose of enabling the employee to purchase his or her own mobile communication device and suitable service therefore. 3. The allowance for the device and services will be taxable income to the employee. Each employee s eligibility to receive an allowance will be reviewed each fiscal year. 4. This policy may be changed or discontinued by Information Services at any time. 5. Four tiers of allowances are established by this policy. It shall be the responsibility of the employee s supervisor to review these tiers against the employee s needs and departmental budgets, determine and document the appropriate allowance level (if any) and make a recommendation to their Director who will approve or deny the request. The dollar figures for each allowance and the justification for those figures are listed in appendix A. Tier One: Occasional/Infrequent Use The tier one allowance is intended to cover the cost of a typical inexpensive prepaid cell phone and sufficient air time to keep the phone activated, as well as the tax liability associated with receiving this benefit. The allowance established for tier one may be found in Appendix A to this policy. This tier would be suitable for an individual who rarely conducts University business via cell phone, but may need to be urgently reached in emergencies or other infrequent circumstances, or for other individuals at University management s discretion.

2 Tier Two: Routine Use The tier two allowance is intended to cover the cost of a typical cell phone and a prepaid unlimited calling plan, as well as covering the tax liability associated with receiving this benefit. The allowance established for tier two is listed in Appendix A to this policy. This tier would be suitable for an individual who routinely conducts extensive University business via cell phone, including University executives, employees who work outside of a conventional office and who may not have a conventional desktop phone, and employees with on-call duties. Tier Three: Advanced Mobile Devices The tier three allowance is intended to cover the cost of an advanced mobile device, such as an Apple iphone, Blackberry, or Windows mobile device. This allowance would cover a data plan and a mid-tier voice service for that phone, as well as the tax liability associated with receiving this benefit. The allowance established for tier three may be found in Appendix A to this policy. This tier would be suitable for an individual who requires an advanced mobile device that provides access to and general Internet access as well as moderate voice connectivity for University business purposes. This tier allowance may also be used to underwrite the cost of a data service plan for a laptop as well as moderate voice connectivity for University business purposes. Tier Four: International Users and Other Special Circumstances The tier four allowance will rarely be granted and is intended to cover the cost of a cell phone (or satellite phone), and cellular (or satellite phone) service, as appropriate, as well as the tax liability therefore, for the exceptional University employee whose communication needs cannot be met by service under a tier one, two or three allowance. The financial value of this allowance shall be established as described in Appendix A. This tier would be suitable for an individual who needs to conduct University business while travelling outside North America, and who may thus need foreign cellular service, extensive international roaming service, or satellite phone service, or for other individuals at the CIO s discretion. This option may also be suitable for an individual who plays special roles at the University and may need access to a variety of specific and special devices and service plans. This may include the Telecommunications and Network Engineering staff who are charged with understanding and supporting the interoperability of a variety of devices and services. Because of the exceptional costs potentially associated with tier four service, tier four service may be authorized on a short term (e.g., week-by-week or month-by-month) basis, subject to user needs and service availability. 6. Combining allowances: users will normally only receive either a tier one, tier two or tier three allowance at any one time; users will not normally be granted an allowance from two or more tiers at the same time. Tier four allowances may be granted in addition to an employee s normal tier one, tier two, or tier three allowance as circumstances may require. 7. Employees receiving a cell phone allowance shall select their own phone, however, some work groups may require certain types of phones with specific plans from specific vendors to enable on-call and other business

3 functions. In this case, the supervisor or Director shall provide guidance to the employee about the devices and plans that would be eligible for an allowance. 8. If an employee selects a service whose total cost exceeds the allowance they are provided, they do so at their own discretion, and bear financial responsibility for any costs in excess of their allowance amount. Allowance amounts established in Appendix A shall be reviewed at least annually and adjusted if appropriate. 9. Because employees receive a cell phone allowance to help them satisfy a University business need, employees shall ensure that their phones are charged, maintained in working order, and that any personal use does not materially degrade or interfere with their ability to use their phone for its intended University business-related purposes. If experience proves that an employee receiving an allowance is repeatedly unavailable via the mobile device for which the University has provided funding, that funding shall be reviewed and the allowance may be discontinued. 10. An employee authorized to receive a given allowance amount may elect, at their sole discretion, to accept a lesser amount of funds which they believe to be sufficient for their requirements. 11. In the case that the employee leaves University employment of their own choice, Information Services will not be liable for any payment of allowance after the employee s last work day. 12. In the case that the employee is terminated from University employment, the employee may contact their cellular provider and obtain the cost of termination of their cellular plan. Information Services will reimburse the employee the cost of termination of the plan. 13. In the case that an employee is unable to obtain a cellular phone that meets the needs of the University (possibly due to poor credit history that makes them ineligible to sign a contract with a cellular provider), Information Services will provide a suitable phone with a suitable plan to the employee. The entire cost of the phone and plan will be a taxable benefit to the employee. If the employee s use of the phone and plan results in excess charges above the provided plan, the employee will be responsible for paying for those excess charges.

4 Tier One: Occasional/Infrequent Use: $10.50/month APPENDIX A Cell Phone Allowances Some sample configurations include: Boostmobile no contract Motorola i290 phone ($49.99 one time purchase), plus $10 in additional airtime at $0.10/miute to keep your account active (airtime must be added at least once every 90 days), total $99.99/year. Virgin Mobile USA no-contract Marbl or Aloha phone ($9.95 one time purchase), plus $20 in top up airtime at least once every 90 days (unused minutes may be able to be rolled forward), total $109.95/year. Tracfone no-contract Motorola W175 phone ($9.99 one time purchase), plus $20 in additional airtime at least every 90 days, total $109.99/year T-Mobile no-contract Nokia 1208 or Nokia 1661 ($19.95 one time purchase), plus $100 for 1000 pay-as-you-go prepaid minutes good for one year, total $119.95/year. AT&T Wireless no-contract 2610 phone ($29.99 one time purchase), plus $100 for 1000 minutes at $0.10/minute good for one year, plus $1/day when you use your phone, total $ plus $1/day the phone is used. Verizon Wireless no-contract Samsung Smooth phone ($49.99 one time purchase), plus $100 for 400 anytime minutes at $0.25/minute good for one year, total $149.99/year. Costs range between $99.99 and $ per year. Assuming median annua cost of $126 results in a monthly allowance of $ Tier Two: Routine Use: $46.00 Some sample configurations: Cricket Wireless Motorola VE240 phone ($69.99 one time purchase), plus $35/month unlimited talk including long distance, text and caller ID, total $ Virgin Mobile USA Marbl or Aloha phone ($9.99 one time purchase), plus $49.99/month unlimited talk, total $ Boost Mobile Motorola i335 ($59.95 one time), plus $50/month unlimited nationwide talk, text, web and walkietalkie, total $ Verizon Wireless 450 minute plan with a free phone, $39.99/month, total $ Costs range from $ to $ Assuming a median annual cost of $552 results in a monthly allowance of $46.

5 Tier Three: Advanced Mobile Devices: $ Some sample configurations: An Apple 3G/16GB iphone costs $300 with a two year contract. Dividing that cost by 24 months, we obtain a per month device cost of $ anytime voice minutes plus unlimited night and weekend voice minutes plus unlimited data is $90/month. For a two year contract term: $ ($90) = $2,460. A Blackberry Curve 8330 costs $100 from Verizon with a two year contract. Dividing that cost by 24 months, we obtain a per month device cost of $ anytime voice minutes plus unlimited text, picture, voice and instant messaging, plus data access for , unlimited calling to other Verizon customers, free domestic long distance and unlimited nights and weekend minutes is $100/month. For a two year contract term: $100+24($100) = $2,500. Two year range from $2460 to $2500. Assuming a median two year cost of $2472 results in a monthly allowance of $103. Tier Four: International Users and Other Exceptional Circumstances Tier four allowances are expected to be only rarely granted, and would normally be associated with a special funding underwriting the associated activity. Because of the potential cost involved as well as the wide variation in international service plans and user requirements, the allowance for tier four shall be established on a case-by-case basis following consultations between the employee, the employee s supervisor, Director, and the CIO.

6 Cell Phone Policy Implementation Plan This plan applies to Information Services employees and other individuals, who as a result of their work responsibilities and position within Information Services, currently have a university provided cellular device. Allowance Statements of Fact: All employees currently provided cellular devices are done so due to the the requirements of their position and must carry a device to fulfill their position duties. As such, they must EITHER obtain a comparable personal device or assume financial responsibility for their university provided device and plan. It is the unit Director s responsibility to designate which positions require a cellular device and provide appropriate justification. An allowance is recommended and approved by the Director of each unit. Any allowance request, (processed as a stipend) requires the approval of the Senior Vice President and Provost or his/her designee. At any time and subject to University policy changes or approvals, an allowance for one or all employees may be denied. Allowances for unclassified employees must renew annually, usually in conjunction with an employee contract. Classified employees allowances are not required to renew annually but it is IS policy to review the allowance annually for continued appropriateness. All allowance levels will be re-evaluated and adjusted as appropriate. Employee eligibility will be verified each fiscal year with unit Directors in August by the CIO or his designee. It is the responsibility of the Director to evaluate changes occurring outside the regular yearly review process and advise the Payroll coordinator accordingly. It is the employee s responsibility to ensure their personal cell phone plan complies with their tier allowance. It is the unit Director s responsibility to verify this compliance on a periodical basis. The university provided device is part of the university plan. If financial responsibility is not transferred the employee relinquishes the device and any accessories or associated technical products purchased via university funds.

7 Moving to an Allowance Model Current Employee who does not currently have a university provided cellular phone: 1. An Information Services Cell Phone Allowance Request form is initiated by the employee and completed/signed by the unit director. The form is routed to the Payroll Coordinator for the department. 2. The employee will be provided a copy of the IS Cellular Phone Policy by the director. 3. The Payroll Coordinator will complete a PRF form, obtain appropriate signatures and route it to Payroll for approval. 4. Copies of the Allowance Request form and PRF will be maintained in the personnel file. 5. The Allowance will be renewed on a yearly basis and renewal will be tickled in the OCIO files to ensure compliance. New Employee whose position requires a cellular phone: 1. On completion of the initial hire packet the position will be designated as requiring a cellular phone. This need will be included in the position description as part of the required duties. 2. Upon hire, the employee will be provided the Information Services Cell Phone Allowance Request form. It is their responsibility to complete the form and route to the unit Director for signature. The form is then routed to the Payroll Coordinator for the department. 3. The employee will be provided a copy of the IS Cellular Phone Policy by the director. 4. The Payroll Coordinator will complete a PRF form, obtain appropriate signatures and route it to Payroll for approval. 5. Copies of the Allowance Request form and PRF will be maintained in the personnel file. 6. The Allowance will be renewed on a yearly basis and renewal will be tickled in the OCIO files to ensure compliance. Current Employee who has a university provided cellular device: 1. Each unit director will be provided a list of their employees who maintain university cellular devices. The list will include names, charges and renewal dates of contracts. 2. The unit director will determine which employees will be moved to the allowance model and advise the Payroll Coordinator via completing an Information Services Cell Phone Allowance Request form for each employee. 3. The Payroll Coordinator will work with Telecommunications Lori Hansel to identify which carrier each employee uses. Ms. Hansel will draft an impact statement in the form of an for each employee outlining what fees will be incurred to move the employee to an allowance model. 4. The employee will either (a) agree to move to the allowance model and in so, cover any transfer fees and deposits incurred due to keeping the same number as the original UO provided devices or (b) choose to cancel the UO provided device and obtain cell phone coverage on their own.

8 (4a).The employee sends confirmation of agreement to Payroll Coordinator who arranges assistance with the Change in Financial Responsibility, (see appendix). Employee advises date the financial responsibility is formalized for Payroll Coordinator to activate the allowance. (4b). The employee does not agree to transfer the currently provided UO cellular phone number. The UO provided phone is relinquished to the unit Telecommunications Coordinator who subsequently cancels the phone services. The employee obtains cellular service on their own and provides that number on the Cell Phone Allowance Request Form. 5. The employee will be provided a copy of the IS Cellular Phone Policy by the director. 6. The Payroll Coordinator will complete a PRF form, obtain appropriate signatures and route it to Payroll for approval. 7. Copies of the Allowance Request form and PRF will be maintained in the personnel file. 8. The Allowance will be renewed on a yearly basis and renewal will be tickled in the OCIO files to ensure compliance.

9 Information Services Cell Phone Allowance Request Employee Information Name: ID# Title: Unit: Do you currently have a University provided cell phone? Yes No Current Cell #: Provider: I have been provided and have read the Information Services Cellular Phone Policy I agree to all terms of the policy and will ensure my phone plan complies with the tier I receive reimbursement for. If any change to my plan affects this compliance I will notify my director immediately. Signature Date Allowance Information (to be completed by unit Director) Action: Begin Effective Date: Index: Change Terminate Level: Tier One-Occasional/Infrequent Use ($10.50/month) Tier Two-Routine Use ($46.00/month) Tier Three-Advanced Mobile Devices ($103.00/month) Tier Four-International Use or Exceptional Circumstances (TBD) CIO Approval: Justification: Approval Name: Signature Date Admin Use Only Received date: Banner Position #: PRF to Payroll: Renewal Month: Notes:

10 Requesting a Change of Financial Responsibility For Service provided by AT&T Following approval of the allowance via an Information Services Cell Phone Allowance Form: 1) The employee contacts Lori Hansell at or lhansell@uoregon.edu. The employee must specify that he or she is requesting to take over financial responsibility for an AT&T device/plan and provide his or her current wireless number. 2) Lori will review plan details with the employee and send a statement of impact for confirmation. 3) Lori will call AT&T and note the account to be released. 4) The employee will then call and select option 2 followed by option 5 to complete the transfer. The employee must provide his or her SSN, Driver s License number, billing address, etc. 5) AT&T will run the employee s credit and inform him or her of any required fees, including the $18 transfer fee. Security deposits will be based on the employee s credit. 6) Once the account is transferred, the employee will be able to select calling and data plans. Note: If the employee is eligible for an upgrade and would like to change equipment, he or she may do so at this time by purchasing the equipment via credit card. 7) The transfer fee, current month of service and one month advance will be billed to the employee. 8) Once the financial responsibility has been transferred, the employee must notify: Lori Hansell, Telecom (lhansell@uoregon.edu) Georgia Scott, Business Manager (gscott@uoregon.edu) Jenna Rakes, Payroll Coordinator (jrakes@uoregon.edu) For Service provided by Verizon Following approval of the allowance via an Information Services Cell Phone Allowance Form: 1) The employee contacts Lori Hansell at or lhansell@uoregon.edu. The employee must specify that he or she is requesting to take over financial responsibility for a Verizon device/plan and provide his or her current wireless number. 2) Lori will the employee a form to initiate the transfer and review plan details. 3) The employee will complete personal information portion of the form and return via to Lori. 4) Lori will complete the form and submit to Verizon for processing. 5) Verizon will run the employee s credit and contact the employee directly regarding any security deposits. 6) Once the transfer is complete, Verizon will send a confirmation with account information to the employee. 7) The employee s first bill will be prorated for the current month and include a month in advance. 8) Once the financial responsibility has been transferred, the employee must notify: Lori Hansell, Telecom (lhansell@uoregon.edu) Georgia Scott, Business Manager (gscott@uoregon.edu) Jenna Rakes, Payroll Coordinator (jrakes@uoregon.edu)

11 Information on Obtaining UO Wireless Discounts AT&T Employees may sign up for discounts via phone or web Foundation Account Number (FAN): AT&T representative: Megan Brown Verizon Employees may sign up for discounts via the Verizon website 1) Enter your UO work address 2) Follow instructions in the Get Started Verizon Representative: Bruce Andrew