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Mobile Communication Devices
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Eligibility
Annual Review of Business Need
Your business need to receive a department-owned mobile communication device or allowance is reviewed annually and revised when necessary by your department.
Ownership of Mobile Devices
Purchase a Department-Owned Mobile Device
Departments may purchase a mobile device with a new phone number for an eligible employee in two ways:
- Establish a new account with a supplier
- Add the new device to an existing account with a supplier
Once an account is established, equipment and monthly service charges may be paid using a Procurement Card (PCard), or by submitting a requisition for a standing order via the ShopBlue or eReq system.
Best Practice
Establish as few supplier accounts as possible, with as many mobile devices on the same supplier account as practical within the guidelines. This allows for opportunities to pool minutes and data between lines, providing greater potential for cost savings for your department.
If you are purchasing a new department-owned mobile device with a new phone number, and you need to establish a new account with a supplier, follow the process below:
- Contact sales representative(s) from one or more of our contracted mobile device suppliers to discuss the options available for new mobile devices and service plans. Once you have decided which supplier, device and service plan best fits your department’s needs, you may work with the sales representative to establish an account and order a device. If you require assistance during this process, contact your Purchasing Agent.
- Determine if the equipment and monthly service bills will be paid using a PCard or standing order, and set up billing with the chosen method.
Using PCard
- Establish an online account to view and pay your bills. You may ask your sales representative to set this up, or you may contact your purchasing agent to request access.
- The supplier will send monthly invoices to your department based on the billing address that you provide when setting up your account. Review each month’s bill for accuracy, and contact the supplier if there are any discrepancies.
- You may pay each bill online by credit card individually, or set up recurring payments.
Using Standing Order
- Submit a ShopBlue Standing Order Request Form or eReq requesting a standing order to pay for monthly bills. In the description, include your supplier account number and/or mobile device number and the name of the mobile device user. Only one supplier account may be assigned to each standing order.
- To determine the dollar amount of the standing order, consider the cost of the new equipment that was ordered, along with the estimated monthly service charges for the duration of the standing order, plus an additional allowance for any overages that may occur. Only one departmental account may be assigned to each standing order.
- The supplier will send monthly invoices to your department based on the billing address that you provide when setting up your account. Review the invoices for accuracy, confirm the amount approved for payment, and forward the invoices to Accounts Payable via email at apinvoice@business.buffalo.edu, referencing your standing order PO number.
- For standing order POs created in ShopBlue, you must Create a Receiver to authorize payment of each invoice that is submitted.
Using Verizon with an Apple Device?
You might be required to set up separate supplier accounts for Apple devices (iPhone, iPad) with Verizon service. Check with your service representative.
If you are purchasing a new department-owned mobile device with a new phone number, and you would like to add the new device to your department’s existing mobile device account, follow the process below:
- Contact the sales representative of the supplier with which you have an existing account to discuss the options available for new mobile devices and service plans. An unlimited number of lines may be added to each supplier account. As you add new lines of service to your account, consider changing plans on your existing lines to allow for pooled minutes or data. Your sales representative can run a usage report to help determine which plan is most cost-effective. If you require assistance during this process, contact your Purchasing Agent.
- Once your new line of service is established, notify your Purchasing Agent. The new equipment order will be routed to Purchasing for approval, and will not be approved until an authorized person in the department provides this notification. The cost of the device will be billed to your existing supplier account.
Using a PCard
If you are using a PCard, then pay your bill monthly or set up recurring payments with the supplier.
Using a Standing Order
If you are using a standing order to pay your monthly bills, provide your Purchasing Agent with the PO number, the new mobile device number, the name of the new mobile device user, the cost of new equipment that was ordered, and the new estimated monthly service charges. Your standing order will be adjusted to reflect these changes.
Upgrade or Replace Existing Mobile Device
If you are ordering a new mobile device to upgrade or replace an existing device, follow the process below:
- Contact the sales representative of the supplier with which you have an existing account to discuss the options available to upgrade or replace an existing device. Your sales representative can tell you if your line is upgrade eligible or when it will become upgrade eligible, which may allow you to purchase a new device at a reduced cost. While you may purchase a new device at any time, you must pay full price for the device if your line is not yet upgrade eligible. You may place an order for new equipment directly with your sales representative.
- Notify your Purchasing Agent of your department’s intention to purchase a new device. The new equipment order will be routed to Purchasing for approval, and will not be approved until an authorized person in the department provides this notification. The cost of the device will be billed to your existing supplier account.
Using a PCard
If you are using a PCard, then pay your bill monthly or set up recurring payments with the supplier.
Using a Standing Order
If you are using a standing order to pay your monthly bills, and the cost of new equipment will exceed the remaining funds on your standing order, let your Purchasing Agent know. When establishing your standing order(s) for the year, if you are aware that one or more lines will become upgrade eligible within the duration of the standing order, include additional funds to cover the estimated upgrade costs.
Disposal of Department-Owned Devices
Department-owned mobile devices that are being upgraded or replaced must be disposed in accordance with the Managing University Assets policy.
Change Existing Mobile Device Account
When you need to change your existing mobile device account, follow the guidelines below:
- Contact the sales representative of the supplier with which you have an existing account to discuss your options for changing your phone plans.
- When a mobile device user will be traveling internationally for business, consider whether the mobile device will be used during the trip, and consult with your sales representative to set up an appropriate international plan in advance.
- To change your billing address, add or delete authorized contacts on your account, or establish access to view your account information online, contact your Purchasing Agent.
- If you need to cancel service, transfer a line of service to a different carrier, or transfer responsibility of a phone line to an individual, contact your Purchasing Agent. Under the terms of our contracts, we are not required to maintain service for a specified period of time, and may cancel or transfer service at any time.
Mobile Device Suppliers
UB negotiates contracts with mobile device suppliers to establish best pricing and terms of service.
| AT&T |
|---|
J.P. Gillies 724-309-9783 |
| T-Mobile |
Henry Novelo 203-909-1005 |
| Verizon |
Sam Conjerti 585-259-6153 |
Use a Personally-Owned Mobile Device
- An employee will receive the mobile communication device allowance through the UBF payroll process on the first pay date of each month.
- For employees paid through UBF, the allowance is included on the W-2 form. For employees paid using state or Research Foundation funds, UBF will issue a W-2 form to the employee.
- Although a mobile communication device allowance is taxable, UBF will only withhold social security and Medicare taxes.
- Employees may request direct deposit for the mobile communication device allowance by completing the UBF direct deposit form.
Steps to Request UBF Payroll Allowance
- Prepare a written request for an allowance that includes the following:
a. a copy of the employee's current ePTF
b. the dollar amount of the allowance
c. the signature of the UBF account signatory
2. Send the written request to your UBF payroll representative.
Discounts for Personally-Owned Mobile Devices
Each of our contracted suppliers offer discounted service plans for personally-owned mobile devices, which are available to UB employees.
Reimbursement for Occasional Use of Mobile Device
Complete the reimbursement/advance payment form, better known as the RAP form.
Prerequisites for Reimbursement
- List the UB business purpose of the expense on the RAP form.
- Attach original receipts to the RAP form.
- Verify payment. Depending on how the purchase was made, the following may be required:
- Cash: original itemized receipts.
- Check: copy of cancelled check (front & back).
- Credit Card: original/online credit card statement.
- The payee and the authorized individual must sign the RAP form. See the UB Approval Authority Policy.
There may be restrictions on the use of sponsored funds to pay for mobile devices and services. Contact your grant administrator for guidance.
Contact an Expert
UBF Payroll Administration
General Questions (Direct Deposit, Accufund Portal, Tax Withholding, Garnishments, etc.)
Submit a Timesheet or Questions About Timesheets
ePTF Questions
Angie Rzeszut
Director of Accounts Payable
Financial Management
Phone: 716-645-4533
Email: rzeszut@buffalo.edu