Technology Allowances and Mobile Communication Plans

Effective Date: 
January 1, 2024
Last Revised Date: 
November 27, 2023

Purpose & Summary

The University of Arizona and ALVSCE recognize that certain job responsibilities require or may be enhanced by the supply of various forms of technology, including but not limited to communication devices, data lines, and internet service providers. This required business practice aims to act as a guide for units in determining eligibility and processing of technology allowances and mobile communication plans. Paying for an allowance is a rare and infrequent event because cell phones and wireless connectivity has become a ubiquitous piece of personal technology. The majority of employees have this equipment at all times and it has become more difficult to distinguish between a required business need and a work perk. Therefore, only clear and obvious cases are allowable to receive an allowance or other payment/reimbursement. When in doubt, please consult with the Rates and Review Team for guidance.

Scope

This policy applies to all ALVSCE locations and units, including all Cooperative Extension, Arizona Experiment stations, for all University benefits eligible employees.

Policy

  1. ALVSCE employees may be compensated for a technology allowance if a legitimate, compelling, and documented business justification exists. Substantial business justification examples include, but are not an obligatory reason for a technology allowance:
  • The employee is responsible in emergency matters where they must regularly be available while on call during the identified business period.
  • The employee does not have access to a landline or other communication device when doing a substantial portion of his or her job (defined as 75 percent of the identified business period).
  • The employee must speak frequently with clients/stakeholders located in other time zones at times outside the employee's normal workday.
     
  1. A unit may utilize a mobile communication plan or pooled minutes for employees that are reasonably expected to be away from their office more than 75% of the workday.
    • Cellphone lines that share aggregated or “pooled” minutes are to be used 100% for business.
      1. Pooled contracts are most commonly used by Arizona Experiment Station properties where multiple employees may access work phones during work hours.
    • Communication service plans paid with UArizona funds, in which a phone number is assigned to a specific employee, must be used 100% for business and are allowed only on an exception basis. Exceptions include:
      1. Additional data due to frequent international travel or fieldwork in remote areas  (75% of the time).
      2. Plans for data transmission, i.e. weather stations or field monitoring.

Procedures

Technology Allowances (used by a single employee at one time)

  1. Employees receiving an allowance must review and sign a copy of the Technology Allowance Form annually. The signed document is to be maintained and available for inspection in the employee's HR file by the business office in the unit.
  2. Employees requesting a technology allowance must provide a copy of their latest cell phone bill and provide the percentage the phone is used for business purposes annually. Allowance amounts cover the estimated amount of monthly business use.
  3. Monthly allowance amounts may not exceed $35 for employees whose job duties require making calls only and $70 for those using cell phones for both calls and data plans. Note: Allowance thresholds are subject to change based on the reasonable cell phone plan costs, and the market
  4. ALVSCE will not purchase a cell phone or related equipment for the employee.

Pooled Minutes and Communication Plans (used by multiple employees at one time)

  1. Units using pooled minutes with UArizona cellphone contracts must set up the plan through one of the UArizona contracted cell phone providers.
  2. The name on the contract should be the department name, not an individual in the department.
  3. The business office must establish procedures for tracking the use of the phone (i.e. check out logs, etc.).
  4. The full call detail must be attached to payment documents for each invoice. These documents become public records.
    • Incidental personal use of a UArizona paid cell phone must be documented. The user must identify any incidental personal calls (calls made due to an emergency or made in error) on the monthly statement. Plans may be suspended due to frequent incidental calls.
  5. The user must review and sign the ALVSCE Communication Usage Agreement before receiving mobile communication equipment. The signed copy must be kept on file in the business office of the employee’s home department. The agreement must be reviewed and signed annually.
  6. Cellphones purchased with UArizona funds must be only for a UArizona paid cellphone plan and equipment will become property of UArizona. Lost or stolen phones must be reported as an insurance claim with Risk Management. Obsolete phones must be disposed of through UArizona Surplus Property.
    • The unit must track the phones/equipment as moveable assets inventory.
  7. UArizona phone may be replaced every 3 years (or longer) unless the phone can no longer accommodate software upgrades or if used in areas, such as in-field work, and wear and tear is accelerated. Justification must be included with the payment for early replacement.
    • It is at the discretion of the department to determine if lost/damaged equipment is to be replaced at the expense of the user.
  8. Business Officers with users on UArizona plans must review carrier plans on an annual basis and select the most cost-effective plan for the use.

Note: This required business practice must be followed regardless of the funding source for the UArizona paid phone.