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Q: Why was this policy established?
A: The IRS has detailed requirements on tracking and reporting the use of ALL calls on any business-owned equipment (http://www.irs.gov/govt/fslg/article/0,,id=167154,00.html). The administrative time involved for each person to track and detail all of their calls, check statements, process reimbursements, and have their supervisor audit this process is far too resource intensive. The university has determined that this is not a good use of time and effort and has decided to move to a stipend program, similar to those offered by many other universities.
Q: How do I convert my FIU cellular phone to a personal account?
A: Read the “Instructions” section of this website.
Q: Whom does this policy apply to?
A: This policy applies to all FIU employees who have a university paid cellular telephone or mobile communication device (including Blackberrys) and/or an FIU-paid voice or data service plan.
Q: What criteria do I have to meet in order to qualify for the monthly allowance?
A: See the “Criteria” section of the Cellular Phone Policy Statement located here.
Q: How much of an allowance would I receive if I meet the criteria?
A: See the “options table” found in the Cellular Phone Procedure Statement located here.
Q: If I meet the criteria for a cellular phone stipend, when can I expect to receive my allowance?
A: You can expect to receive the stipend with the second paycheck of every month.
Q: What will happen to my current FIU cellular phone service if I do not transfer the account
over to my name?
A: Services not transferred to a personal account by June 30, 2008 will be terminated.
Q: What am I supposed to do with my current cellular phone equipment?
A: Cellular phone equipment is carrier specific. Your existing AT&T equipment will not work with another carrier’s service. If you decide to continue service with AT&T with your personal account, you may keep your existing equipment. Otherwise, you must return the equipment to your department.
Q: If I do not qualify for the monthly cellular phone allowance, will I be reimbursed for
business calls made / received on my personal phone? If so, how much?
A: Yes. The amount would be the additional minute rate charged by the carrier. The
employee would need to provide proof of the call and the associated cost.
Q: Will the monthly allowance be taxable income?
A: Yes. However, the additional income will not be considered as part of your base salary, nor will it be used for calculation of retirement benefits.
Q: Can I use my FIU Pro-card to pay for cellular phone equipment and/or services?
A: No.
Q: After I transfer my FIU-owned cellular phone and service to a personal account, do I still have
to document business and personal calls?
A: No. This requirement is only for equipment and services owned and paid by the
University.
Q: How often must employees submit a Cell Phone Allowance Request Form?
A: An Allowance Request Form must be submitted annually, at least 3 weeks prior to the end of each fiscal year. The form can also be used to request reimbursement for the purchase of a replacement cellular phone (however, this can only be done once every 24 months). When requesting an allowance for the purchase of a replacement cellular phone, copies of purchase receipts must be provided to your supervisor.
Q: When can I expect the bi-annual cellular equipment allowance?
A: Two years from the date of the last phone purchase on record with UTS at the time services are transferred to a personal account. In other words, if your current cell phone or Blackberry/PDA device is already two (2) years old or older, you are entitled to the equipment allowance immediately. If your current cell phone or Blackberry/PDA device is less than two (2) years old, you are not entitled to the equipment allowance until your cell phone or Blackberry/PDA device is two years old.
Q: If my phone is more than 2 years old, how much allowance will I receive to replace it?
A: The maximum allowed amounts are $50 for a phone and $200 for a hand held device. In order to receive the allowance you must purchase the device and submit a copy of the invoice/receipt along with a Cellular Allowance/Purchase form for approval. You will be reimbursed for the cost of the device up to the allowable amounts.
Q: What if I enter into a contract by transferring the cellular phone service to my name and
later, leave the University, or my supervisor decides that I no longer need a cellular phone?
A: Once the phone has been transferred to a personal account, the employee becomes responsible for any charges associated with the phone including any early termination charges. In the event an employee is terminated or laid off, and the employee wishes to discontinue the cellular phone plan, the university may assume early termination charges. However, if the employee resigns the employee is responsible for early termination charges.
Q: What do I do if I currently share a cellular phone with others in my department?
A: Cellular phones will not be shared since they will have to be transferred to individual personal accounts.
Q: If I leave the University after receiving a cellular equipment allowance, am I required
to return the device or reimburse FIU for a portion of the amount paid?
A: No. Once you have transferred the service to a personal account, the employee owns the equipment and service.
Q: If I decide to use a Blackberry device, will I still be able to use the University’s
Blackberry Enterprise Server (BES) in order to synchronize my e-mail?
A: Yes. This service will still be provided by the Division of Information Technology. Please contact the UTS Support Center for more information if you would like to have your Blackberry device synchronized with your e-mail and calendar.
Caution: Most vendors offer two types of Blackberry service plans (Enterprise and Personal). To synchronize your device with FIU’s Blackberry Enterprise Server, you must choose the vendor’s Blackberry Enterprise plan.
Q: Where can I find IRS information on employee cellular phone use?
A: http://www.irs.gov/govt/fslg/article/0,,id=167154,00.html
Q: Must I stay with AT&T as my carrier?
A: No. You may select the carrier of your choice. However, please keep in mind that cellular
phone equipment is carrier specific. If you chose to go with another carrier, you will need to purchase a new device from that carrier and return your AT&T device to your department.
Q: Am I able to keep my existing cellular phone number?
A: Yes. However, you must inform your new carrier that you want to keep your existing
number. They will “port” the number over from AT&T.
Q: What happens if my phone is damaged, lost, or stolen?
A: Once the phone is transferred to a personal account, the employee is responsible for
the phone.
Q: After I have transferred the cellular phone to a personal account, when will my department stop seeing charges for my phone?
A: Due to a lag in the time that carriers provide their charges to the University, it may take one to two billing cycles for all usage charges to get processed.
Q: Can I access my FIU email and calendar if I do not have a Blackberry device?
A: Yes. If you have been migrated to the FIUmail system (FIU’s Microsoft Exchange Server) you may access your FIUmail account with a Windows Mobile device. Click here for instructions.
Q: If I have a data card (cellular internet card) do I qualify for an allowance?
A: This type of cellular service is beyond the scope of normal use of cell phone/data service and would be considered an exception. The request would be entered in the Cell Phone Allowance form as "additional monthly allowance" and would require approval by the Provost, Chief Financial Officer or President.
Q: How does this policy affect departments that share a cell phone among multiple employees? A: Departments that share phones will need to purchase pre-paid phones with pre-loaded minutes from a local store. The puchase will be reimbursed by the department.
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