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FPM 6.9 Technology Allowances and University-owned Cell Phones

Effective Date:
July 1, 2018
Last Revised Date:
July 21, 2026
Responsible Unit(s):
Finance & Budget
Responsible Unit Email(s):
FNSV-Financial-Management@arizona.edu
Manual:
Financial Policies Manual
Status:
Active

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. Work Location: The location where Employees perform work duties for the University. Work Locations include, but are not limited to, University buildings, offices, or workplaces, and the remote work locations where Employees perform their 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 Work Location via the UAccess Employee Work Location and Flexible Schedule module. Before adding any Work Location outside the state of Arizona, the Employee must first work with their supervisor to verify that the appropriate Out-of-state work arrangement or International arrangement guidelines and approvals have been followed.
  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.

Procedures

  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.   

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