New Mobile Technology Forms Required

[Business Affairs Office News]

New Mobile Technology Forms Required



Pursuant to the Mobile Technology Policy and Payment Procedures,  https://ba.uoregon.edu/content/mobile-technology-payment-procedures, a new Mobile Technology Access and Payment Option Request form (MTAPOR) will be required by July 1st(FY21) for employees that are receiving monthly mobile technology reimbursements.



Note:  Absent exceptional circumstances, the current remote-work model due to COVID-19 is not sufficient reason to grant a new mobile technology reimbursement request.



Reimbursements for employee usage of mobile technology are currently provided on a tax-exempt basis.  To comply with the IRS language for deductible business expenses of "both ordinary and necessary" the UO determines an average cost for a representative level of technology and service plan, and utilizes that average to set maximum reimbursement amounts for each tier of service.



The Business Affairs Office has established recommended payment tiers for mobile technology reimbursements.  Please note that the rates for fiscal year 21 have changed, the maximum monthly reimbursement amounts for each tier have been set at:



Tier Description

FY21  Rate

Tier One - Occasional/Infrequent Use

$17.50

Tier Two - Routine Use

$35.00

Tier Three - High Use

$63.00



Note: These are maximum amounts, the amounts reimbursed can be less based on actual usage and fees paid.



Payment Tier definitions:



Tier 1 - Low/Infrequent Use - Employee serves in on-call capacity on occasion

Tier 2 - Routine Use - Employee is expected to be available throughout the work day, either at a fixed workstation or remote locations.  Employee uses mobile technology for both voice and data (i.e., email) interactions

Tier 3 - High Use - Employee travels frequently or is otherwise away from a university workstation and utilizes mobile technology as a primary means of conducting university business



All mobile technology reimbursements are processed by departments. There is no central processing of mobile technology reimbursements.  Departments will need to have the processing complete on these forms prior to issuing the July reimbursement payments.



Here is a link to the departmentally processed electronic form:



 https://forms.uoregon.edu/node/add/ba-mtapor?field_er_doc_type=41283&field_er_submission_invite=



The electronic form is designed to allow completion online and routes the form for approvals utilizing email.  The form will retain history of all approvals and if any change takes place, the form will be rerouted for approval by all parties. This form will require four signatures with email information.  One for the employee receiving the reimbursement, two for the authorizing signatures and one for the Department Processor.  Once the employee and two authorizing signatures are completed, this form is routed back to the Department Processor.  The processor will receive an email from the forms site letting them know a completed form is awaiting their attention.



For clarification on the required authorizing signatures, please reference this memo: http://lists-prod.uoregon.edu/pipermail/bao-news/2012/000034.htm<http://lists-prod.uoregon.edu/pipermail/bao-news/2012/000034.html>



Please email me if you have any further questions.



Thank you.



Sherrie Canfield

Central Accounts Payable Dept.

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

346-3152


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