Handbook of Operating Procedures > Series 400 Budget, Finance and Operations > 4.9.1 Wireless Communication Devices

4.9.1 Wireless Communication Devices

A. Purpose

To provide guidance regarding the acquisition and utilization of wireless communications devices and associated services for University use.

B. Persons Affected

Employees of The University of Texas at Tyler and The University of Texas Health Science Center at Tyler (collectively, the University).

C. Definitions

1. Wireless Communications Device – paging devices, cellular telephones, or personal digital assistants (PDA) with email capability, or telephone/PDA combinations, or iPhones, or wireless communication adapters (i.e., Internet Cards), and any necessary accessories (including batteries, hands-free devices, cases, carrying devices, chargers, and data cabling).
2. Grandfathered employee: A University previously authorized employee for which subsequent policy changes have modified eligibility requirements, eliminating or changing the employee’s eligibility under the new policy.  Grandfathered employees remain authorized to receive the communication device benefit until such time as employment role, responsibilities, or status changes making the employee no longer eligible for the allowance under previous policy standards.  

D. Policy

Effective September 1, 2022, The University has discontinued the practice of providing wireless communication device allowances to individuals.  Similarly, the University does not provide wireless communications equipment to individuals for routine use. In unusual situations where there is a legitimate business, research, or clinical need that exceeds routine use, departments may opt to purchase cellular communications equipment and an associated service plan. These purchases must be coordinated through the Office of Information Technology and are subject to the rules outlined in this policy. 

Effective September 1, 2022, no University employee is eligible to be grandfathered under previous policy standards. An amount equal to the current or previously grandfathered annual communication device allowance for which an employee was authorized to receive as of August 31, 2022 will be added to the employee’s annual compensation.  

E. Responsibilities

1. Authorized Employees in possession of University-owned wireless communication devices
   1. Ensure that the device is used for University business only.
   2. Maintain records as evidence of the sole business use of the device.
   3. Ensure that the device is returned to the University when it is no longer needed or employment in a role requiring the device ends.
   4. Report lost or stolen devices to the appropriate University Police Department immediately. Notification of loss may be made by telephone or in person and followed up by submitting a new request if a replacement device is needed.
   5. Return damaged units to the issuing department. A new unit may be issued at no cost to the employee, at the department’s discretion, based on University business need.
   6. Reimburse the University for lost devices.  University-owned devices not returned to the issuing department will be presumed to have been lost. The expense to replace a lost device will be incurred by the employee who was issued the device. The cost for a lost device is established annually by the issuing department.
2. Department Managers--departments who choose to purchase cellular communications equipment must be able to demonstrate a legitimate business or research need, beyond routine use. For example, mobile devices used to conduct telephony research are acceptable. This and any other unusual circumstances must be pre-approved by the user’s department and college dean/division vice president. 

   When a department purchases cellular communications equipment, the devices are University property and must be used solely for University purposes. Under IRS regulations, personal use of a University-owned device may be considered a taxable benefit to the employee. Employees must retain records related to the business use of the device. Employees with University-owned equipment may request copies of their service plan records as needed from the Office of Information Technology.

3. Deans and Vice Presidents
   1. Provide review and approval of employee use for University-owned wireless communication devices. 
4. Senior Vice Presidents for Business Affairs/Chief Operating Officers and the Senior Vice President for Finance/Chief Financial Officer
   1. Provide oversight of this policy
   2. Provide recommendations to executive leadership when the terms of the policy should be reevaluated and/or modified

F. Exceptions to this Policy

Exceptions/deviations from this policy will require the approval of the Senior Vice President for Business Affairs/Chief Operating Officer, Academic Affairs; the Senior Vice President for Business Affairs/Chief Operating Officer, Health Affairs; or the Senior Vice President for Finance/Chief Financial Officer.

G. Policy Review

This policy shall be reviewed by the Senior Vice President for Finance/Chief Financial Officer (or their delegate) every five years or as applicable University of Texas System policy or State legislation changes.