Mobile Technology - Update

[Business Affairs Office News]

Good afternoon.

As has been previously discussed, the guidelines related to employee 
allowance payments for Mobile Technology have changed. In summary:

1.Effective June 30, 2012, the payroll stipends will end. Starting July 
1, allowance payments will be via AP reimbursement.

2.The Mobile Technology Access and Payment Option Request (MTAPOR) form 
has been updated to reflect the methodology change. This form is 
available on the Human Resources website 
(http://hr.uoregon.edu/files/MobileTechnologyRequestForm.pdf) and must 
be completed prior to processing an employee allowance payment.

3.Departments have several options available to process the AP 
reimbursements:

a.Post a monthly Direct Pay Invoice.

b.Utilize the invoice upload process on a monthly basis.

c.Submit the MTAPOR form to BAO Accounts Payable to establish a 
recurring payment. Note that ongoing allowances will need to be renewed 
each fiscal year (July 1).

Further detailed instructions are available on the Business Affairs 
website: 
http://ba.uoregon.edu/content/mobile-technology-allowance-payment-options

4.Use Account 22013 (Cellular Telephone Expense) to post the reimbursements.

5.Allowances can be paid retroactively if necessary. Either an invoice 
or an accrual can be posted prior to close of Period 12 in order to use 
FY12 budget. Utilize a Direct Pay invoice for this purpose.

6.WARNING: There is not an automatic tie between the FIS and HRIS 
systems related to these payments. It is the department’s responsibility 
to ensure that employees who are separated from the university do not 
continue to receive ongoing mobile technology allowances. The Employee 
Checklist http://ba.uoregon.edu/sites/ba/files/forms/ecl.pdf has been 
updated to reflect the allowance and its termination.

7.Data plans for tablet-type devices (i.e., iPads) are included in the 
Tier 3 pricing structure.

Other Relevant Links:

BAO Accounts Payable: http://ba.uoregon.edu/staff/ap-invoice-payment

Human Resources: http://hr.uoregon.edu/policy/MobileTechnologyDevice

Please feel free to contact me if you have questions re: this process 
change. Questions related to Accounts Payable processes can be routed to 
Dan Patten, A/P Manager (6-4235).

Thanks!

-Kelly

Kelly B. Wolf

Director of Business Affairs and Controller

University of Oregon

Phone: (541) 346-3165

Fax: (541) 346-5820

kbwolf at uoregon.edu <mailto:kbwolf at uoregon.edu>