By SUSAN JONES
Pitt is rolling out an updated mobile phone program for full-time employees in phases this fall that aligns with federal guidelines and best practices in cell phone management, and makes policies more uniform across departments. But it may mean that some people who currently have a University-owned cell phone will need to convert to a private plan.
Currently, department practices for cell phone distribution are uneven, according to the Office of the Chief Financial Officer. Some departments provide University phones, but staff in other offices receive no support even though they conduct significant amounts of University business on their personal cell phones.
The new program has been approved by senior leadership and is being led by Purchase, Pay & Travel and Pitt IT. It was developed after benchmarking with peer institutions and reviewing IRS guidelines and other federal program guidelines.
An employee’s eligibility for enrollment in the program is based on the type of business use as outlined in the two tiers below. Those currently using a University-owned device who are not eligible for Tier I have the option to keep their device, free-of-charge, and convert the phone and phone number to a personal data plan with the provider of their choice.
Enrollment for the last phase of University responsibility centers, which includes most of the schools, will begin on Oct. 30.
Tier 1: University-owned and managed phone
Under Tier I enrollment, Pitt will provide a University-owned and managed cell phone when it is used 100 percent for University business. The department pays for the cell phone and service plan and the University holds the rights to each. Those falling into this tier, primarily for legal or regulatory reasons, include:
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Athletics department: Due to NCAA regulations.
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Public Safety and Emergency Management: Needed for emergency response involving health, safety or security of the University community members or facilities
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Sponsored projects: Mobile phone device and service plan allowed as direct or indirect costs, as named in the grant for the conduct of research, per the University of Pittsburgh Financial Guidelines for Direct Charging Practices
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A department requires the use of a shared cell phone by multiple individuals for on-call rotations (e.g., resident assistants and resident directors in Student Affairs).
Tier 2: Bring your own phone
Under Tier II, the cell phone and plan belong to the employee, and they may receive a monthly non-taxable payment of $30 to defray the cost of the business use of their personal mobile phone. This payment is not an exact reimbursement of actual business use minutes of a personal phone and intended to provide support to defray the cost for business-related activity on a personal mobile phone without the employee having to submit documentation for business-related activity. An IRS memo dated Sept. 14, 2011 gives guidance on providing these payment without the need for detailed record-keeping. Those who are eligible for this program include:
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Employees who are required to be routinely accessible by phone outside of normal business hours (i.e., more than three times per week for a period not less than a year).
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Employees who are required to be away from their designated work location (campus or home office) at least 50 percent of their established working hours (more than 18 hours of a 37.5 hour work week for a period not less than a year), where either business cannot be conducted or it would be inefficient to use their University-provided computer and they have a need to communicate in real time.
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Employees whose job responsibilities require significant travel (more than 30 travel days per year for a period not less than a year) and it would be inefficient to use their University-provided computer to communicate.
In addition, some of Pitt’s current mobile phone practices will continue:
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Cell phones will continue to be available to faculty and staff through Pitt IT’s Technology Loaner Program when traveling abroad.
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Cell phone pools will still be available for sponsored project research conducted under Tier I, and other specialized uses.
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Cellular plan discounts will continue to be available from multiple providers for all employees and their family through the PittPerks program.
The annual enrollment period for the mobile phone program is Nov. 1 to Dec. 1 and employees must complete enrollment annually to recertify business use and eligibility for the next eligibility year. Without the annual recertification, the monthly $30 payments will automatically terminate on Dec. 31 of each year.
Find more information about the new program on the Purchase, Pay and Travel website.
Susan Jones is editor of the University Times. Reach her at suejones@pitt.edu or 724-244-4042.
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