9.17 Technology Allowances and University-owned Cell Phones

Policy Information

Purpose and Summary

The purpose of this Policy is to ensure standardization, consistency, and compliance in the issuance of Technology Allowances and University-owned Cell Phones to University of Arizona (University) Employees. 

Scope

This policy applies to all Employees. 

Definitions

1. Business Address: The official work location outside of Arizona, as noted in University systems, where an Employee is to perform their work duties.
2. Employee: Faculty, staff, graduate assistants/associates, and student workers, whether employment is full-time, part-time, permanent, or temporary.  
3. Technology Allowance: Standardized monthly amount paid to an Employee for necessary business-related technology expenses, including the use of home internet and personal cellular devices.
4. University-owned Cell Phone: Mobile phone or smart phone purchased by the University that uses a cellular data plan from an approved University vendor. This does not include mobile wireless access devices (“hotspots” or “mifi”) and tablets.

Policy

1. Technology Allowances
   1. The University will provide Employees with a $60 standardized monthly Technology Allowance, prorated by FTE, only when such payment is required by applicable state laws or regulations.
   2. Technology Allowances are paid directly to the Employee and are considered taxable income.  
   3. Employees are responsible for updating their Business Address via UAccess Employee Self Service and receiving approval for any change in their official work location in accordance with the Out-of-State Guidelines.
2. Technology Reimbursements
   1. Employees who are ineligible to receive a Technology Allowance may submit a request for reimbursement for occasional technology-related business expenses. Occasional technology-related business expenses may include work calls that result in additional costs above and beyond the Employee’s normal calling plan when reliable access to other forms of technology is unavailable (e.g., Zoom, Teams, etc.).
   2. When requesting reimbursement, the expenses incurred must be substantiated with a compelling business purpose and documented with a copy of the bill in accordance with University policy and applicable federal and state laws and regulations.
3. University-owned Cell Phones
   1. The University will provide a University-owned Cell Phone to an Employee only in these limited circumstances:
      1. Safety and Emergency Response: When a cell phone is individually assigned or rotated among Employees to support safety or emergency response duties, such as for Employees of the University of Arizona Police Department and Office of Public Safety.
      2. Hotline or Customer Service Line: When a cell phone is used exclusively to operate a University-sponsored hotline or customer service line.
      3. Critical Utility Operations: When a cell phone is used to operate software that monitors and controls industrial processes for critical utilities that must be monitored 24/7.
      4. Continuity of Work: When a shared cell phone is rotated among Employees to support continuity of communication between shifts or with new employees, e.g., when a record of ongoing text and voicemail communications must be maintained.
      5. Research: When a cell phone is used to provide an internet connection for data collection for research.
      6. Privacy and Security: When the University must be able to ensure privacy or security requirements for cell phones are followed, such as when there is an Institutional Review Board (IRB) requirement.
   2. University-owned Cell Phones are property of the University.  
   3. University-owned Cell Phones may not be issued for convenience or other purposes that do not meet the limited circumstances for use outlined in this Policy.
      1. Personal use of a University-owned Cell Phone should be limited to rare, non-routine emergency or extenuating circumstances.
   4. The University will make payments directly to the cell phone service provider for all University-owned Cell Phones. 
      1. The University will not issue payments to Employees for University-owned Cell Phones.

Procedure for University-owned Cell Phone Purchasing Request

1. University-owned Cell Phone Request and Purchasing Process
   1. Units that seek to have a University-owned cell phone for an allowed use under this Policy must complete a University-owned Cell Phone Purchase Request Form. 
      1. A completed form requires approval and signature from both the department head and the Account Manager. Approvers should review the form and verify that the request aligns with policy and falls under an allowed usage category before approving. 
      2. A copy of the fully signed form should be attached to the cell phone purchase as part of the official backup documentation, and individuals and/or departments are responsible for keeping their fully signed form on file for audit purposes. 
   2. All University-owned Cell Phones and wireless service plans must be purchased through cellphone providers available under the Arizona State Contract.   

Frequently Asked Questions

Technology Allowances

1. Why do some Employees receive a Technology Allowance while others do not?
   Technology Allowances are provided only when required by applicable state laws or regulations. If an Employee’s Business Address is not in a state or jurisdiction that requires a Technology Allowance, they will not receive one. In some circumstances, Employees who are not eligible for a Technology Allowance may request reimbursement for occasional technology-related business expenses, or a department may provide a University-owned Cell Phone if the work use meets the limited conditions outlined in the Policy.
    
2. How do I update my work location with the University? 
   Every Employee working outside of Arizona is responsible for keeping their Business Address up-to-date via UAccess Employee Self Service. Your Business Address is your official work location, as noted in University systems, where you are to perform your work duties.
    
3. I am eligible for a Technology Allowance. How will I receive this allowance? 
   Technology Allowances are generally included with the second paycheck of each month. Technology Allowances are considered taxable income. Therefore, payments will have taxes withheld based on the Employee’s selections on their Federal and State withholding forms (Federal W-4 and State Tax Form).
    
4. May a new Employee receive a Technology Allowance prior to being established in UAccess Employee? 
   No, Technology Allowances are included in an Employee’s paycheck and the Employee must exist as an ‘active’ employee in UAccess Employee.
    
5. When an eligible Employee receives a Technology Allowance, what account is charged?
   Technology Allowances will be charged to the account(s) associated with the eligible Employee’s position distribution. If a Department would like the Technology Allowance to be funded from a different account, they can do this through a SET.
    
6. What should I do if I have questions or concerns about the amount of my Technology Allowance?
   Technology Allowances are not intended to cover the full cost of an Employee’s personal technology expenses. Rather, they are intended to cover a reasonable portion of the costs attributable to necessary business use. 
    
7. I was recently hired and my Business Address is in a state that qualifies for a Technology Allowance. When will I start receiving payments?
   Technology Allowance eligibility is determined on the first business day of each quarter (January, April, July, and October). If you are hired in the middle of a quarter, your Technology Allowance payments will begin at the start of the following quarter provided that your Business Address is accurately recorded in UAccess Employee Self Service.
    
8. My Business Address recently changed to a qualifying state. When will I begin receiving a Technology Allowance? 
   Technology Allowance eligibility is determined on the first business day of each quarter (January, April, July, and October). If your Business Address changes to a qualifying state or city in the middle of a quarter, your Technology Allowance payments will begin at the start of the following quarter. 
    
9. I am eligible for a Technology Allowance and will be leaving the University before the end of a pay period. Will I receive a Technology Allowance for that final pay period?
   It will depend on when your employment ends. Separating employees may receive a Technology Allowance in their final month depending on their termination date.  

Non-exempt Employees and Personal Cell Phone Use

10. Can non-exempt employees use their personal mobile phones for work purposes, and what are the rules around using them outside of scheduled work hours?
    Yes. Non-exempt employees may be required to use their personal mobile phones during scheduled work hours for limited, job-related purposes such as work calls, messages, or approved applications.
    
    However, because non-exempt employees are eligible for overtime under the Fair Labor Standards Act (FLSA), strict rules apply to work performed outside of scheduled hours:

    • Non-exempt employees are not authorized to access work-related applications, respond to work communications, or perform any work tasks on a personal mobile phone outside of scheduled hours (including during unpaid meal or rest breaks) unless prior supervisor approval is obtained.
    • All approved time worked outside of scheduled hours must be accurately recorded in accordance with the university's timekeeping and overtime policies. Working "off the clock" is not permitted. 
    • Any hours exceeding 40 in a workweek constitute overtime and must be pre-approved. Unapproved overtime will still be compensated at one and a half times the regular rate; however, the employee may be subject to corrective action.
    • Failure to obtain supervisor approval for overtime prior may also result in corrective action.

    
    Employees who believe their role requires routine after-hours access to work-related applications should discuss this with their supervisor in advance to arrange appropriate approval.

University Communication Tools

11. Does the University provide communication tools for my job?
    Yes. All Employees have access to basic Zoom Phone service and Microsoft Teams for work-related phone calls and direct messaging. These tools allow Employees to communicate effectively for business purposes without using a personal cell phone number.
     
12. What should I do if I believe my job responsibilities qualify for a University-owned Cell Phone?
    Discuss your responsibilities with your supervisor. If your role meets the limited circumstances outlined in the policy, your supervisor may submit a request to the unit leader for review and consideration. Your supervisor will inform you of the decision.

Mobile Device Security

13. What are the security requirements for mobile devices used for University business? 
    When using either a University-owned or personal mobile device for official University business, employees are subject to all University policies. In particular, employees should be aware that the Information Classification and Determination Policy, along with the associated ​Information Handling Standard​, outlines the University’s requirements for the use of all Information Systems and Information Resources owned or operated by or on behalf of the University. See the University’s resource for Mobile Device Security. 
     
14. What should I do if there is a security incident with a mobile device used for University business?                                 Security incidents involving University Information accessed or stored on a University-owned or personal device are treated the same and require immediate action. If you suspect there has been a security incident involving University Information, report it immediately.

Public Records

15. Do public records laws apply to records created or stored on my personal phone when conducting university business?
    Yes, any materials that reflect University business are considered public records. The nature and use of the record — not the device it’s stored on — determines whether something is a public record. The Office of Public Records processes public records requests and is available to answer public records questions.

Related Information

• Business Purpose Guide
• Misuse of University Assets
• Employee Reimbursements
• Informational Resource Page
• University-owned Cell Phone Purchase Request Form

* Please note that sections titled Frequently Asked Questions and Related Information are provided solely for the convenience of users and are not part of the official University policy.