Q:
I have several employees who already use their personal cell phones for business.
Some file for reimbursement and some don't. Do I have to give them a supplement?
| A: No.
The choice to give, or not give, a supplement resides with the department head. In the
interest of fairness, the department head should be consistent. As a guideline, employees
who must have voice communication on a frequent basis for business purposes should receive
the supplement. Infrequent usage can still be reimbursed with the department head's approval.
If voice communication is not required a pager should be considered. |
Q:
Who will pay for this?
| A:
This is a department obligation just like the current program. The number of cell phone
supplements the department gives is totally under the control of the department.
The department can tailor its cell phone supplement program to its budget. |
Q:
Grants and contracts can't pay supplements so how will I handle those?
| A: Grant funds can be used to pay for
cell phones so the phone will remain being charged directly to the university (Plan B in the policy). However, the PI
must detail the bill and certify that all calls were related to the grant or reimburse the grant for personal calls.
In most cases, phones are considered overhead and cannot be reimbursed unless explicitly stated in the grant.
The grant should be reviewed before a cell phone is charged to it. |
Q:
Other universities aren't doing this. Why is UT-H?
| A: Other universities are doing this!
MDACC initiated a $100/month supplement about two years ago. UTP gives supplements and UT System is moving to a supplement
as well. It is a simpler and safer program to operate. It just takes some getting used to. |
Q:
Can I mandate what features or what service my staff must have?
| A: Yes. But, be careful that the
features and/or service are really required for the job you are performing because you will be questioned by your
staff and you should be able to justify your position. |
Q:
Can I get the same plans and rates that the university gets?
| A: Yes. The carriers have
contracts with the State and include provisions for State employees to get the same rates. BUT, employees have
to pay taxes that the university does not so the employee's bill for the same service will be higher. In addition,
the employee will pay income taxes on the $65 supplement. |
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