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Handbook of Operating Procedures
Chapter 9 - General Provisions
Publication Date: August 24, 2017
Responsible Executive: VP for Business Affairs


9.49 Cellular Phones and Services


I. POLICY STATEMENT


The University of Texas at San Antonio (“UTSA”) recognizes that the performance of certain job requirements, duties, and responsibilities may be enhanced and supported by the use of Cellular Phones. Qualified employees who are required to maintain Cellular Phone contact with UTSA while away from the office or to be accessible outside of regular business hours may be eligible for a monthly Cellular Phone allowance to offset the cost of the business portion of the related service plan.

UTSA does not provide UTSA‐owned Cellular Phones or related services for individual employees unless recommended by the appropriate vice president and approved by the Vice President for Business Affairs as an exception to this policy. 


II. RATIONALE


This policy addresses the use of Cellular Phones and services for which authorized UTSA employees receive an allowance to offset the cost of the business portion of the related service plan.


III. SCOPE


This policy applies to all UTSA faculty and staff.


IV. WEBSITE ADDRESS FOR THIS POLICY


http://www.utsa.edu/hop/chapter9/9-49.html


V. RELATED STATUTES, POLICIES, REQUIREMENTS OR STANDARDS


UTSA or UT System or the Board of Regents' Rules & Regulations

  1. UT System Board of Regents’ Rule 20203, Compensation for Key Executives
  2. UT System Policy UTS165, Information Resources Use and Security Policy
  3. UTSA HOP policy 8.15, Acceptable Use Policy

VI. CONTACTS


If you have any questions about HOP policy 9.49 Cellular Phones and Services, contact the following office:

Office of the Assistant Vice President, Financial Affairs and Controller
210-458-6914


VII. DEFINITIONS


Authorized Employee: A Qualified Employee who has been approved to receive a Cellular Phone allowance.  

Cellular Phone: A mobile phone with voice, text, and data capabilities.  In this policy laptops, iPads, tablets, air cards, mobile radios, watches, and similar devices are not considered Cellular Phones.

Qualified Employee: A UTSA employee who meets the qualifications to be considered for a Cellular Phone allowance.


VIII. RESPONSIBILITIES


  1. Employees
    1. Authorized employees secure and maintain a Cellular Phone and related service plan that will meet departmental needs in coordination with the employee’s supervisor. Authorized Employees who currently have a UTSA-owned Cellular Phone may, as an alternative, elect to continue using their UTSA-Owned Cellular Phone but will be responsible for securing and maintaining a service plan for the Cellular Phone.
    2. Authorized Employees that do not plan to keep using a UTSA-owned Cellular Phone must return it to the Department Manager.
    3. Employees who are not authorized for a Cellular Phone allowance and who currently have a UTSA-owned Cellular Phone must return it to the Department Manager.
  2. Department Managers
    1. Review and validate the business need for the Cellular Phone allowance.
    2. Review and evaluate the justification for any Cellular Phone exception.
    3. Process the necessary forms for the Cellular Phone allowance or exception.
    4. Collect any UTSA-owned Cellular Phones currently assigned to individual employees (unless the employee is authorized for a Cellular Phone allowance and plans to keep using the phone) for disposition as surplus.
  3. Vice Presidents
    1. Provide approval of the Cellular Phone allowance and the Cellular Phone exception.
  4. Vice President for Business Affairs
    1. Provide final authorization of the Cellular Phone allowances and exceptions.
    2. Provide oversight of this policy.
  5. Purchasing
    1. Ensure that all UTSA-owned Cellular Phones and service plans are purchased from a Texas Department of Information Resources (“DIR”) contracted cellular provider through a UTSA Purchase Order.
  6. Payroll Services Office
    1. Process Cellular Phone allowance in accordance with this policy.

    IX. PROCEDURES


    The procedures to request and approve Cellular Phone allowances and exceptions are set out in the Financial Management Operational Guideline (FMOG) – Cellular Phones and Service Allowances.

    Noncompliance with this policy and related procedures may result in disciplinary action up to and including termination of employment.


    X. SPECIAL INSTRUCTIONS FOR INITIAL IMPLEMENTATION


    A.  Departments (with assistance from Purchasing and Distribution Services): Review all current UTSA Cellular Phone service agreements and cancel agreements as appropriate.

    B.  Department Managers: Collect UTSA-owned Cellular Phones that will not be used by employees for disposition as surplus.


    XI. FORMS AND TOOLS/ONLINE PROCESSES


    1. Cellular Phone Allowance Form
    2. Exception to Cellular Phone Allowance Form
    3. Payroll Direct Deposit Authorization Form

     


    XII. APPENDIX


    None