payroll: Mobile Technology - Update

[BAO Payroll 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>

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