As a potential cost-savings to departments, employees that require a cellular telephone in order to perform their duties may, with approval of their Dean or Director, receive a monthly reimbursement from the University for business usage of their personal cell phone, within approved limits. The approved reimbursement amount must be justified by business requirements that necessitate the use of a cellular telephone to perform official University business. The procedures described in this document must be followed in order to receive reimbursement under this program.
- Before receiving reimbursement under this program, if the employee currently has a UNM-provided phone, the phone must be turned in, and the service terminated.
The Dean or Director must determine what type of plan or level of service is required in the performance of an employee’s duties. The determination should include considering the appropriate number of plan minutes, long distance calling options, data plans, and other plan features that are required for the performance of the employee’s job responsibilities. An employee receiving a Cell Phone Reimbursement must make the personally owned device available for business use as required by the department. An employee receiving a reimbursement must maintain active cell phone service. The employee agrees to carry the cell phone with them and keep it charged and in operating condition based on departmental requirements. The employee agrees to use the phone in a manner consistent with University policy and all applicable local, state or federal laws. Inappropriate or unlawful use of the cell phone and its services and features is prohibited. Phone misuse will result in immediate cancellation of the Cell Phone Reimbursement agreement.
The employee is responsible for obtaining a phone and monthly plan that, at a minimum, meets the level of service required by the department. The employee owns the telephone; therefore it may be used for personal and business use, but must be available for the performance of work responsibilities as designated by the department. UNM will not pay for the cost of the cellular device or related supplies. The employee may obtain a more robust plan if needed for personal use, but will only receive the amount agreed upon for business use. Payment of bills for the cellular plan and device are the responsibility of the individual, not the department.
The allowable monthly reimbursement amounts are thirty dollars ($30) or fifty dollars ($50). The Dean or Director will determine the necessary monthly reimbursement for an employee, based on expected business use and available department budget. The Vice President of Finance will determine, on an annual basis, whether the available reimbursement amounts need to be adjusted. REIMBURSEMENT IS NOT ALLOWED ON RESTRICTED CONTRACT AND GRANT FUNDING.
The employee that is to receive the reimbursement, and their Dean or Director, must sign the “Personal Cell Phone Reimbursement Agreement” that justifies the business need for a cell phone, and outlines the requirements that the employee will obtain a phone and service plan that meets department requirements, and make it available when needed (as defined by the department, i.e., for on call use).
At the time the agreement is signed, and when/if it is renewed each year:
- The employee receiving the reimbursement must provide documentation regarding the current cost of their monthly plan.
- In addition to the specified allowable reimbursement rates of $30 or $50 per month noted above, employees will not be allowed to receive reimbursement in excess of 80% of their monthly plan amount.
Reimbursement is to be requested via the DPEZ process (“Goods” payment type), and account code 6080 should be charged.
To satisfy the requirements of UNM policy, and also to meet IRS accountable plan requirements, reimbursement requests should be submitted on a monthly basis.
In order to be considered a reimbursement, the payment cannot be made before the cost has been incurred, therefore payment cannot be made in advance. An employee receiving a reimbursement for their personal cell phone must be able to produce additional documentation concerning their bill, if and when requested. A copy of the signed “Personal Cell Phone Reimbursement Agreement” MUST be attached to the DPEZ, and the employee seeking reimbursement, and their supervisor, as required by policy, must sign the DPEZ.
Transition from UNM Provided Phones:
If the phone number of a UNM provided cell phone is NOT being transferred to a personal service, submit a disconnect request to IT Customer Support Services via FastInfo.
If the phone number of the UNM provided cell phone IS being transferred to a personal service, contact IT Customer Support Services via FastInfo, or 7-5757, and:
- Provide copy of form authorizing service transition to reimbursement program;
- Complete carrier Assumption of Liability form (must be signed by authorized CSS staff member);
- If changing carriers (i.e., Verizon to T-Mobile), work with IT CSS to schedule time to call in for a release to port the UNM number to the personal phone.