Cell Phones and Other Wireless Communication Devices MEMORANDUM NUMBER 2007-11

Mike McKee, Assistant Vice President and Controller

The Internal Revenue Service (IRS) requires that all cell phone calls by the University be specifically and properly identified as to their purpose. This requirement significantly increases our record keeping responsibility and has resulted in the need to implement a new Cell Phone and Other Wireless Communication Devices Directive No. 1.4.17 http://fa.ufl.edu/uco/handbook/handbook.asp?doc=1.4.17 that provides guidance and makes options available to departments. This includes the paying of allowances to employees to acquire cell phones and other devices for business use rather than providing the devices and service by the University. This option would eliminate the need for the extensive record keeping requirements; however, the allowances will be treated as taxable income.

In developing this directive we tried to be flexible by providing options on how faculty and staff cell phone use is handled. However, we encourage you to become familiar with this new directive on cell phones and other wireless devices and implement the option that best meets your department’s needs. We recognize that many of you may have questions regarding this new directive. Therefore, informational training sessions will be held at the McKnight Brain Institute, DeWeese Auditorium on March 12th and 13th from 9:30 am to 10:30 am. There will also be a session in the Reitz Union, Room 282 on March 15th, from 2 pm to 3 pm. For your convenience, the presentation will be available for viewing on the Finance and Accounting website located at: http://fa.ufl.edu/ after March 15th. An instructional guide also has been developed:

http://www.bridges.ufl.edu/training/docs/ePAF_AddPay_CellPhones.pdf

To register for one of these informational sessions, please visit.my.ufl.edu, My Self Service, Training and Development, Request Training Enrollment, Course Number – GET 160 or Course Name – Cell Phone Directive Info. Staff will be available at these training sessions to explain the new directive and to answer questions that you might have. Additionally, you can contact Larry Reese at 392-1321, Greg Dubois at 392-1331 or Brenda Harrell 392-5778 ext. 627. Thank you for your assistance in implementing this change.