CELLULAR PHONE SUPPLEMENTAL PAY POLICY PURPOSE The purpose of this policy is to: Define who is eligible to receive Cellular Phone Supplemental Pay; Provide guidelines on the use of Cellular Phones for employees receiving this Supplemental Pay; Outline the procedure for requesting Cellular Phone Supplemental Pay; and Ensure employees that are required and approved to use Cellular Phones for Business Needs utilize proper safety precautions while driving and accepting business related calls. POLICY STATEMENT It is the policy of The University of Texas MD Anderson Cancer Center (MD Anderson) to provide a pay supplement to those employees with a documented Business Need for a Cellular Phone. It is also the policy of MD Anderson to provide a safe and productive work environment for all faculty, trainees/students, and other members of MD Anderson s workforce. No one is expected to nor should allow themselves to be placed at risk by the use of a cell phone for the purpose of fulfilling Business Needs. Anyone who fails to abide by the safety provisions of this policy will be subject to disciplinary action up to and including termination. Note: If you receive Cellular Phone Supplemental Pay from MD Anderson, it is possible that your cell phone records and other information may be subject to the Texas Public Information Act (TPIA) disclosure requirements. SCOPE The safety provision of this policy applies to all faculty, trainees/students, and other members of MD Anderson s workforce, including administrative staff of MD Anderson. The pay supplement provision of this policy applies to all employees, including administrative staff, with the exception of those employees utilizing the PRS-funded Cellular Phones. Compliance with this policy is the responsibility of all faculty, trainees/students, and other members of MD Anderson s workforce. Page 1 of 5
TARGET AUDIENCE The target audience for this policy includes, but is not limited to, all faculty, trainees/students, and other members of MD Anderson s workforce DEFINITIONS Business Need: Particular needs identified by the institution as defined by executive management as conditions or situations in which something is required or warranted. Calling Plan: Designated number of minutes a company allows per month for a Cellular Phone. The Calling Plan sometimes requires a contract with the Cellular Phone company. Cellular Phone: A mobile radiotelephone that uses a network of short-range transmitters located in overlapping cells throughout a region, with a central station making connections to regular telephone lines. Also known as a mobile or wireless phone. Supplemental Pay: An additional pay item that is part of an employee's total compensation. Supplemental pay is not included in calculating actual base pay. PROCEDURE 1.0 Eligibility 1.1 Business Cellular Phones are required for all non-faculty Associate Vice Presidents and higher. Because these employees are required to have business Cellular Phones, they are automatically approved for Cellular Phone Supplemental Pay. The Cellular Phone Supplemental Pay is an option for faculty members through Physicians Referral Service. 1.2 Employees in need of Cellular Phones to meet Business Needs who are not included in the above-referenced job titles must fill out a Cellular Phone Supplemental Pay Request Form. The requesting employee must explicitly indicate the business reasons for the use of the Cellular Phone, obtain approval from the President or an Executive Vice President, and submit the completed form to Human Resources, Compensation, Unit 1616. 1.3 Once the Cellular Phone Supplemental Pay Request Form has been approved and submitted, it is the employee's responsibility to choose a Cellular Phone and Calling Plan. MD Anderson does not endorse any particular Cellular Phone company. 1.4 The Supplemental Pay amount is a fixed amount to be paid monthly as an additional pay item. The pay supplement will be treated as ordinary income to the recipient for purposes of appropriate taxation (e.g., FICA, federal withholding). 2.0 Usage 2.1 The Cellular Phone can be used for both business and personal use. The employee will not be reimbursed on a call-by-call basis. The supplement is a fixed amount that will not change during the fiscal year. Employees will not be reimbursed for amounts that exceed the Supplemental Pay amount. Page 2 of 5
2.2 Should the employee no longer require a Cellular Phone for business use, it is the responsibility of the division head or research department chair to notify Human Resources Compensation so that the supplement can be terminated. 2.3 Should the employee elect to no longer participate in the pay program, they must contact Human Resources Compensation and complete a Cellular Phone Supplemental Pay Election Form to discontinue the Supplemental Pay. 2.4 The continuation of Cellular Phone Supplemental Pay is contingent upon continued business and institutional need. 3.0 Safety Issues 3.1 Employees whose job responsibilities include regular or occasional driving should refrain from using their phone while driving unless proper safety precautions are in place and hands-free equipment is used. 3.2 Employees are strongly encouraged to pull off to the side of the road and safely stop the vehicle before placing or accepting a call. 3.3 Employees are reminded to refrain from complicated or emotional discussions and to keep their eyes on the road while using a cell phone. Special care should also be taken in situations where there is traffic, inclement weather, or the employee is driving in an unfamiliar area. 3.4 Employees who are charged with traffic violations resulting from the use of their phone while driving will be solely responsible for all liabilities that result from such actions. 4.0 Supplemental Pay Approval 4.1 Complete the Cellular Phone Supplemental Pay Request Form. 4.2 Obtain President/Executive Vice President approval. 4.3 Send original, signed, and approved Cellular Phone Supplemental Pay Request Form to Human Resources, Compensation, Unit 1616. 4.4 Once approved, Human Resources Compensation will send a Cellular Phone Supplemental Pay Election Form to be completed by the employee. Completion of the election form, providing notification of the Texas Public Information Act (TPIA) disclosure, is required before the Supplemental Pay becomes effective. 4.5 Human Resources Compensation will submit a job data update form (JDUF) to activate the Cellular Phone Supplemental Pay. Page 3 of 5
ATTACHMENTS / LINKS Cellular Phone Supplemental Pay Request Form (Attachment # ATT0374). RELATED POLICIES JOINT COMMISSION STANDARDS / NATIONAL PATIENT SAFETY GOALS OTHER RELATED ACCREDITATION / REGULATORY STANDARDS REFERENCES Page 4 of 5
POLICY APPROVAL Approved With Revisions Date: 09/16/2014 Approved Without Revisions Date: Implementation Date: 09/16/2014 Version: 18.0 RESPONSIBLE DEPARTMENT(S) Human Resources Page 5 of 5