1. Workplace telecommunications service includes desk and cellular telephones, facsimile (fax), e-mail, and internet connections. Non-business use of local telecommunication service is permitted as long as that use is of minimal time and duration, does not impede university function, and does not result in aditional cost to the state. In the event that it is necessary for an employee to incur an additional charge from a Tarleton telephone, facsimile, e-mail, or internet connection for non-business use, a personal calling card, collect, or third-party charge should be used. No non-business collect calls should be charged to a Tarleton telephone. (See also System Policy 33.04, Use of System Property.) If the non-business usage of telecommunication services results in a direct cost to Tarleton for any reason, it is the employee's responsibility to reimburse the component as shown in paragraph 2 of this rule. The use of telecommunication service for private, commercial purposes is strictly prohibited regardless of whether or not it results in an additional charge to Tarleton.
2. Tarleton will implement procedures to monitor telecommunications service usages by each employee. Tarleton will determine a reimbursement rate that includes the direct cost of the non-business use and appropriate taxes and fees. The Office of Telecommunication and Information Resources and Business Services will be responsible for determining charges for each non-business use and the method used to reimburse the cost of the non-business use of telecommunication services. Procedures to implement this rule will be published and distributed to the faculty, staff, and administrators.
1. GENERAL
1.1 Tarleton State University recognizes that the performance of certain job responsibilities may be enhanced by the provision of personal communication devices. Departments may monetarily contribute to an employee’s purchase and operation of personal communication devices under the provisions of this procedure, if the employee’s job duties necessitate the provision of such equipment. These monetary contributions are referred to as Communication Allowances, which shall be comprised of two components:
(a) One-Time Communication Equipment Allowance, which provides a contribution for equipment and activation fees, and
(b) Monthly Communication Plan Allowance, which provide salary supplements for service plans.1.2 A personal communication device acquired by provisions of a Communication Allowance contribution is considered to be the property of the employee and may be used in any way that the employee deems appropriate. Contributions made to the employee by the University in the form of a One-time Communication Equipment Allowance, and a Monthly Communication Plan Allowance, are considered taxable compensation subject to required tax withholdings. A Communication Allowance is not considered to be an entitlement and is not part of an employee’s base salary. The Monthly Communication Plan Allowance shall be paid in equal installments from departmental funds as a salary supplement and is provided to the employee only for as long as the employee qualifies for the allowance under these provisions. Both forms are available on the Payroll website (www.tarleton.edu/~payroll/forms.html).
2. APPROVAL
2.1 Department heads are responsible for determining which positions necessitate personal Communication Allowances. Granting a Communication Allowance to an employee must be directly linked to the employee’s University-related job duties and responsibilities.
2.2 Copies of the approval forms used to process the One-Time Communication Equipment Allowance and the Monthly Communication Plan Allowance shall be retained in the employee’s personnel file.
3. ESTABLISHING COMMUNICATION ALLOWANCE AMOUNTS
3.1 Communication Equipment:
The Telecommunications Department shall annually publish the Communication Allowance rates for the purchase of cellular telephones, Personal Digital Assistants and Telephone/Personal Digital Assistant combinations (hereafter collectively referred to as the PDA). The Telecommunications Department will annually update the University’s Communication Allowance for communication equipment based on calculations posted by Texas A&M University . An employee may purchase communication equipment for which the purchase price exceeds the established One-Time Communication Equipment Allowance. However, in such case, the employee shall be responsible for all additional expenses.
3.2 Communication Service Plans:
3.2.1 The Telecommunications Department shall annually publish the University’s Communication Allowance for cellular telephone, and PDA service plans. The Telecommunications Department will update the University’s Communication Allowance for communication service plans (including provisions for the payment of related taxes and selected calling features) annually based on calculations posted by Texas A&M University. Numerous service plans are available through various service providers. Employees who are granted a Communication Allowance are free to choose from any provider and to select any plan. The cost and features of these services vary significantly.
3.2.2 Department heads are responsible for determining the appropriate Monthly Communication Plan Allowance level for individual employee communication service plans based on the responsibilities of the employee’s job position and the service plan allowances published by the Telecommunications Department. The Monthly Communication Plan Allowance level determination should include an assessment of appropriate plan minutes, long distance calling options, and other plan features. An employee may purchase a plan that exceeds the Monthly Communication Plan Allowance level, however, in such a case, the employee shall be responsible for all additional expenses.
3.3 Communication Allowance Provisions:
3.3.1 Reimbursement for Equipment and Activation Fees
3.3.1.1 Employees who secure communication equipment and services under provisions of this procedure shall receive a one-time contribution from the University consistent with the allowances established by the Telecommunications Department to offset related expenses. Equipment purchases include telephones, PDA’s, batteries, hands-free devices, cases, carrying devices, chargers, and data cabling. In order to receive a reimbursement for the purchase of equipment, an employee must submit a copy of the receipt showing proof of the equipment purchase. The receipt should be attached to the One-Time Communication Equipment Allowance Form.
3.3.1.2 Reimbursements will also be made for One-time service activation fees and taxes consistent with the allowance limits established by the Telecommunications Department.
3.3.1.3 A department shall process reimbursements in accordance with the One-time Communication Equipment Allowance provisions established by Payroll Services.
3.3.2 Monthly Salary Supplements
3.3.2.1 A contribution toward monthly expenses incurred in relation to the provision of a communication service plan (calling plan, calling features, and taxes) shall be provided in the form of a monthly salary supplement paid to the employee. The employee will be provided an amount consistent with one of the communication service allowances established by the Telecommunications Department.
3.3.2.2 The department shall process the monthly salary supplement in accordance with the Communication Service Allowance Enrollment provisions established by Payroll Services.
3.3.2.3 An employee may elect to enroll in a service plan that exceeds the approved plan limits selected by the department. In such case, the employee will be provided a salary supplement ONLY for the amount approved by the department head. The employee is responsible for payment of monthly service regardless of whether that amount exceeds the monthly University communication allowance.
3.3.2.4 During the budget planning cycle, the department head shall evaluate the Communication Allowance monthly salary supplements and make necessary adjustments. Monthly Communication Allowance salary supplements may be established at any time in a fiscal year but must remain constant in amount through the remainder of that year.
3.3.2.5 During the regular budget cycle, an employee whose allotted Monthly Communication Plan Allowance level is routinely exceeded solely due to business use, may request an increase in his/her monthly Communication Service Allowance, based on the service plan utilized. The department head shall process the employee's service plan and if deemed appropriate, process the adjustment made to the monthly Communication Service Allowance, by submitting a Communication Service Allowance Enrollment form to Payroll which reflects the new contribution rate.
4. EMPLOYEE RESPONSIBILITIES
4.1 The employee is responsible for the actual selection of and enrollment in, his/her communication service plan.
4.2 An employee receiving a Communication Allowance must provide to his/her Department the current phone and/or PDA number assigned to such communications device within five working days of the activation of that number.
4.3 The employee is personally liable for contract stipulations including payment of all expenses incurred (including long distance, roaming fees, and taxes). In the event that an employee leaves the position that qualified for a Communication Allowance and the Communication Allowance is discontinued, he/she shall continue to be responsible for the contractual obligations of the communication service plan.
4.4 Except as provided in this rule, an employee receiving a Communication Allowance, must notify his/her department head within five working days of the inactivation of communication service or in the event that the communication equipment is lost or stolen.
4.5 An employee receiving a Communication Allowance from Tarleton State University may not receive reimbursement from the University or another component of The Texas A&M University System for use of communication equipment or services.
CONTACT OFFICE: Information Resources
<<Communication Service Allowance Enrollment PDF form>>
One-Time Communication Equipment Allowance
The following Allowances are for Communication Equipment as noted in Standard Administrative Procedure 25.99.08.T1.01: Communication Allowances
One-Time Communication Equipment Allowances:
Note: Equipment allowances include telephones, PDA’s, batteries, hands-free devices, cases, carrying devices, chargers, and data cabling.
Procedures for Reimbursement of Employee for Equipment Allowances:
(To be completed by Department Head)