University of Central Oklahoma
Procedure for Requesting Allowance
for Mobile Phone and Smart Phone

1)     Supervisor determines whether or not an employee requires a cellular device and service to perform his/her duties.

2)     Supervisor initiates the process based on employee’s need to carry and use a mobile device to successfully perform the duties of his/her job. The supervisor will use the following criteria to determine whose positions require the use of a mobile device.

a)     Personnel whose job responsibilities require them to be available 24-hours per day or who are on-call after hours

b)     Personnel who receive notification from electronic equipment

c)      Personnel whose duties frequently require field service

d)     Personnel whose primary duties are mobile (around campus, off campus) Examples: Recruiters

e)     Other: Supervisor will enter a justification in the space provided on the form

3)     Supervisor will complete the two-page "One Time Allowance" and/or "Monthly Allowance Form" found at http://technology.ucok.edu/purchases.htm

4)     Supervisor and employee will discuss the responsibilities and the process and sign both pages of the form.

a)     Supervisor should evaluate annually the employee’s need for a mobile device.

b)     Supervisor will be responsible for informing payroll when an employee is no longer eligible for mobile device and service allowance, especially when the employee moves to another position or department within the university.

c)      If employee currently has a University owned device, the service plan must be canceled and the device returned to the Office of Information Technology.

5)     Supervisor will route the form to his/her department head for approval.

6)     Department head will determine budget availability, approve the employee for the allowance (which comes from the personnel account in which the employee is paid) and sign the forms.

7)     Department head will route to his/her vice president for approval.

8)     Vice president will review and approve the employee for mobile device allowance.

9)     Vice president will route signed forms to the Office of Information Technology.

10) The Office of Information Technology will keep copies of signed approvals for device audit purposes.

11) The Office of Information Technology will route the signed approvals to the Payroll Department.

12) The Payroll Department will

a)     Apply a one-time allowance for the initial purchase of the required level of mobile device.

i)        The budgetary allowance amount will be posted on the approval form.

ii)      The purchase allowance may be applied only one time during a fiscal period.

b)     Apply a code to provide a monthly allowance for subscription service.

i)        The budgetary allowance will be posted on the approval form.

ii)      The monthly allowance will continue until such time as

(1)   the employee separates from the university; or

(2)   the employee moves to a different position at the university; or

(3)   one of the signatories determines the employee is no longer eligible for the allowance.