Applying for Cellular Phones & Mobile Devices

 

Revision Date:2011-09-09 

Revision Number:1.0 

 

Policy Information:

Implementation Rules 

 The effective date of this policy is July 1, 2011. No later than Sep 9, 2011,

  1. Employees seeking this allowance who have a requirement in their jobs to utilize cell services must: 
    • Review the new policy and understand the new and existing requirements.
    • Look at the new rates and evaluate their average business usage needs as compared to the appropriate rate categories. Discuss with supervisor.
    • Complete a new form for cell phone allowances to continue beyond the pay date of September 23, 2011. All existing cell phone allowances will end on September 23, 2011, if HR does not receive a new request by September 9. No retroactive adjustments will be made for late forms submitted. The window for submitting this new form that changes to the new rates is June 30, 2011 through September 9, 2011.
  2. Supervisors and Unit Business Managers and other Department Support Staff must: 
    • Review the new policy and understand the new and existing requirements.
    • Look at the new rates and evaluate the average business usage needs of their qualifying employees as compared to the appropriate rate categories.
    • Complete a new form for cell phone allowances to continue beyond the pay date of September 23, 2011. All existing cell phone allowances will end by September 23, 2011, if HR does not receive a new request by September 9. No retroactive adjustments will be made for late forms submitted. The window for changing to the new rates is June 30, 2011 through September 9, 2011

For questions or assistance with this change in the cell phones please contact the following: 
Payments and Procedures:Sue Chester
Payroll Manager
523-1392, or Sue.Chester@nau.edu 

Rates, Policy, and Other Issues:   ITS Telephone Support 523-7474.
 
The HR Payroll Department will keep approved Cell Phone Allowance Request form on file and available for internal or external audit. 
 
Application Procedure
  1. Cell Phone Allowance
    • Review policy form and procedures. If eligible, obtain permission for allowance from appropriate supervisor, dean/director, and Vice President using the Cell Phone Allowance/Purchase Agreement form.
    • Choose an appropriate plan based upon necessary business use.
    • Department manager submits the completed form with the supporting documentation (including a copy of the receipt if applicable) and allowance amount specified as approved by supervisor and Vice President.
    • Employee updates PeopleSoft HR system with his/her cell phone number. 
  2. University-Provided Cell Phone through Purchasing Card
    • Obtain permission from appropriate department head using a University-provided Cell Phone Request form (DOC) 
    • Choose an appropriate plan.
    • Obtain cell phone and service from approved vendor.
      • Only use vendors and plans that are offered through state-contract.
      • Send contracts for signature to Contracting and Purchasing Services.
    • Obtain phone and service using NAU Purchasing Card
      • NAU department is the billing contact and address
      • Invoice sent directly to department or business manager.
    • Pay for service using NAU Purchasing Card.
    • File cell invoice along with monthly Purchasing Card documentation.
  3. Recovering the Purchase Agreement Amount for Employees Leaving in their First Year
    • The department is responsible for notifying HR (payroll) of an repayment collections applicable under the policy in section B.2.b. applicable to purchase reimbursements. This is not automatic and requires the department to e-mail the HR/payroll department as soon as departure is known in order to recoup the funds from the final paycheck of the departing employee.
 

  

Policy Documents: