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Administrative Procedure 8.853 Administrative Procedure 8.853



Title

Mobile Devices and Related Communications Services Program

Header

Administrative Procedure Chapter 8, Business and Finance
Administrative Procedure AP 8.853, Mobile Devices and Related Communications Services Program
Effective Date:  January 2019
Prior Dates Amended:  January 2019    
Responsible Office: Office of the Vice President for Budget and Finance/Chief Financial Officer
Governing Board and/or Executive Policy: EP 1.102, Authority to Manage and Control the Operations of the Campus
Review Date:  January 2022

I. Purpose

To establish general job-based eligibility criteria, guidelines, and procedures for an effective, business use mobile device program for University of Hawai‘i (University) employees.  This administrative procedure is intended to provide a uniform approach within the University for the issuance and/or reimbursement of mobile devices, data services and related expenses.

The University strives to provide employees with the right technology tools they need to do their jobs, while allowing users the flexibility to choose devices and service plans that meet their personal and family needs.  To treat employees in similar roles equitably and to substantiate business related expenses for tax purposes, the University has established these procedures for purchase of mobile devices (e.g. cell phone and tablets) and related communications services (e.g. voice, text, and data) for official University business.  These procedures are applicable to all sources of funds paid by the University.

II. Definitions

A.  Mobile Device Allowance - Subsidy to employees who incur incremental costs of business use of his/her personal mobile device.

B.  Employee Mobile Device Program Form – Form used to substantiate business requirements and for recording proper authorization for granting or terminating the University-provided mobile devices and related services or monthly allowances to eligible employees.

C.  Service Plan – A cellular service plan that includes voice, text, and data.

III. Administrative Procedure

A.  Eligibility Requirements - Determination of employee eligibility for University-provided mobile devices and related communications services or monthly allowance is delegated to the President, Vice Presidents, Associate Vice Presidents, Chancellors and Vice Chancellors (Executive).  Below are the recommended guidelines for eligibility determination:

    1.  24/7 access employees - Day-to-day job responsibilities require routine response to urgent (immediate action required) University business at any time of the day or night – e.g., addressing student/lab safety issues, answering media requests, handling on-call server operations, etc.

    2.  Mobile employees - Job requires routine field work and needs to communicate real time with their office to give or receive direction or manage official University social media accounts – e.g., property assistants, IT field techs, and communication officers.

    3.  Frequent travelers – Employees who travel for business at least 60 days per year.

    4.  Other business cases proposed and justified by the delegated Executive that meets at least ONE of the following criteria:

          a.  Role requires employee to routinely respond to urgent (immediate action required) University business while employee is away from the office.

          b.  Role requires employee to be routinely available while in remote locations.

          c.  Other business case.

B.  General Guidelines

    1.  When an employee’s Executive determines that a mobile device is a business requirement, the employee can either receive a University-provided mobile device with a service plan that includes voice, text and/or data or receive a $30 allowance per month that helps to subsidize the incremental costs of business use of his/her personal mobile device.  Employees who receive the allowance will not be allowed to receive payment and/or reimbursement for mobile device equipment, accessories, and plans other than the monthly $30 allowance.

    2.  Under this guideline, the University will no longer reimburse any infrequent business use of a personal device.  However, an employee who incurs significant personal communication expense (e.g. more than the allowance amount) while performing University business (e.g. while traveling) may submit an expense report with proper supporting details seeking reimbursement of the cost in excess of their normal monthly plan cost.  The reimbursement request should be processed through the Disbursing Office like other employee reimbursements.

          a.  University-Provided Mobile Device - The University provides eligible employees’ mobile equipment, accessories, and service plans.  Employees receiving the University-provided mobile device must complete the Employee Mobile Device Program form (See Appendix A) with an appropriate Executive’s approval.  The form should be kept in the Business Office of record.

              (1)  Types of Services Covered

                    (a)  Voice – Since almost all cellular service plans offer unlimited voice at a reasonable cost, it is recommended to purchase a plan with unlimited voice.

                    (b)  Text - Since almost all cellular service plans offer unlimited text at a reasonable cost, it is recommended to purchase a plan with unlimited text.

                    (c)  Data – Since data usage varies depending on the employee’s job requirements, the employee and/or supervisor should work together to determine an adequate data plan to be purchased.

                    (d)  International Service Plan – An employee who travels abroad and may need international communication services in order to perform his or her job.  The employee and/or supervisor should work together to determine an adequate international service plan to be purchased on a case-by-case basis.

              (2)  Preferred Wireless Communications Providers

                    (a)  The State of Hawai‘i  is a member of the NASPO Value Point Cooperative Purchasing Organization, a multi-state contracting consortium of state and local governments.  The State of Hawai‘i  has signed a participating Addendum with contractors for wireless communication & equipment. Please go to this website (http://spo.hawaii.gov/for-vendors/contract-awards/price-vendor-lists/) for the most current preferred cell phone providers.
 
                    (b)  It is recommended to procure mobile devices and related communications services using the State preferred cell phone providers.  Supervisors who provide mobile devices and related communication services to employees are encouraged to consider economies of scale within their unit, department, campus, etc. towards utilizing those providers that would provide cellular service, equipment, and data rates to determine the most economical choice among all providers. 


          b.  Mobile Device Allowance

              (1)  The allowance is intended to reimburse employees for the incremental cost of business use of personal mobile devices and thus represents taxable compensation as wages-in-kind to employees. The amount per employee will be set at $30 each month. The amount is not considered additional base pay and therefore is not eligible for benefits calculated on base pay. The allowance will be paid to an eligible employee through KFS via disbursement voucher using Payment Reason Code J and object code 3803.

              (2)  Employees receiving an allowance agree that mobile device equipment, accessory and application costs are the responsibility of the employee, and the employee is responsible for any loss, theft, or damage.  The device must meet the University’s data security and software requirements.

              (3)  Employees receiving the allowance agree to provide the sponsoring department with current mobile device contact information within 3 business days of inclusion in the allowance program or within 3 business days of a change to that information.

              (4)  Employees receiving the allowance must complete the Employee Mobile Device Program form with an appropriate Executive’s approval. The original form should be sent to the Business Office of record and a copy should be attached to the disbursement voucher. 

              (5)  Deans, Directors, and Supervisors should review employees’ continued eligibility for the mobile device allowance on an annual basis.  If the business need is no longer justified, the Employee Mobile Device Program form must be completed and sent to the Business Office of record to terminate the allowance.

    3.  As Internet service is a nearly ubiquitous household utility, similar to basic telephone service and electricity, the University generally doesn’t provide reimbursement for home internet connectivity.  However, if some research projects or programs require dedicated internet services from employee’s home internet connectivity, the University will pay for the services with proper approval by the employee’s supervisor and the President, Vice Presidents, Associate Vice Presidents, Chancellors or Vice Chancellors using the same procedure as for the University-provided mobile device.

C.  Responsibilities

    1.  The President, Vice Presidents, Chancellors, and Vice Chancellors are the designated “Executive” responsible for approving purchases of employees’ mobile device and related communication services based on this procedure.

    2.  Deans, Directors, and Supervisors are responsible for establishing reasonable and prudent practices for procuring cell phones and services and a monitoring/approval process (e.g. an annual review of employees who receive University-provided mobile device(s) or $30 monthly allowance(s).)  .  If the business need is no longer justified, the employee must turn in the University-provided device(s) and terminate the service plan(s). 

    3.  Supervisors are responsible for completing the Employee Mobile Device Program form with an appropriate Executive’s approval for granting or terminating the University employees’ mobile device and services when business needs no longer exist.  Supervisors should utilize or establish an internal inventory system or process to track the mobile devices.

    4.  The Disbursing Office is responsible for processing allowances under this procedure.

    5.  Employees receiving the University-provided mobile device or the $30 monthly allowance must follow these procedures;  1) certify the business purpose of the mobile device; 2) inform the sponsoring department when the business need or contact has changed, and; 3) protect the University’s business-related data.  Employees are recommended to install a remote location tracking app on their mobile device.  If the mobile device is lost or stolen, applications such as "Find My iPhone/iPad/Mac" or "Find My Device (Android)" can help locate the devices or remotely lock and delete the data.  In the event when the University-provided mobile device is lost or stolen, employees must immediately notify the supervisor and take action to protect the University data. 


D.  Protection of University Data

    1.  University employees must protect University business related data and comply with Executive Policy EP2.214, Institutional Data Classification Categories and Information Security Guidelines and Executive Policy EP 2.215, Institutional Data Governance, whether on a University-provided device or on a personal device used for business purposes.  Refer to the Information Security websites at the University of Hawaii Information Technology Services for other related information security policies, best practices and security tips.

IV. Delegation of Authority

There is no administrative specific delegation of authority.

V. Contact Information

    
Disbursing, 956-5535, or uhdisb2@hawaii.edu
Website: http://www.fmo.hawaii.edu/payment_reimb/index.html

VI. References

None

VII. Exhibits and Appendices

Attachment 1:  Employee Mobile Device Program Form

Approved

    Signed    
    Kalbert Young    
    February 04, 2019    
    Date    
    Vice President for Budget and Finance/Chief Financial Officer

Topics

mobile device; employee eligibility; University-provided; employee allowance, service plan

Attachments