1269.1 - Establishing and Paying for Mobile Device Stipend Procedure

Introduction

Purpose

To establish protocols of payment (Stipend) received by employees intended to compensate for business-related activity on a personal mobile device without the user having to submit documentation for business related calls.

Scope of Applicability

This policy applies to University of North Carolina at Chapel Hill employees who meet the policy criteria pertaining to the use of mobile devices for University business purposes.

All Employees who meet the policy criteria to obtain a stipend for the use of a mobile device should read and agree to all terms and conditions outlined in Finance Policy 1269 - Mobile Device Stipend Policy.

Procedure

The departmental supervisor is responsible for deciding who needs to carry a mobile device to perform his/her duties. The employee may choose the plan and device. By completion of the mobile device justification process in ConnectCarolina, a stipend will be paid to eligible employees for their business use of the device.

Forms and Instructions

To begin an employee's Mobile Device Stipend, the justification must be entered within ConnectCarolina's Lump Sum ePAR page, choosing "Mobile Device" from the dropdown menu. There is a "Mobile Device-$35" option that departments should use for voice or data only plan reimbursement and a "Mobile Device-$70" option for voice and data plan reimbursement. 

For initiation of a Mobile Device Stipend, Departments are also required to attach Form 1269.1.1f Mobile Device Stipend Justification, along with retaining the original copy at their HR Office as back up documentation.

Please note: these payments are effective for the pay period processed and are not awarded retroactively.

To change an employee's information concerning funding sources for mobile device payments can be requested by submitting a lump sum ePAR, entering the justification within ConnectCarolina's Lump Sum ePAR page, using the correct payment type for the stipend and the new combo code/chartfield string to be charged.

Departments wishing to terminate an employee's mobile device stipend must initiate a request through ServiceNow. The department should include the name of the employee, PID, and the effective date of the termination of the stipend.

Related Requirements

University Policies, Standards, and Procedures

Contact Information

Policy Contact
Subject Contact Telephone Fax E-Mail
Mobile Device Stipends Payroll Services 919-962-0047   payroll@unc.edu

History

Revised:

  • January 20, 2021: Added language to include Form 1269.1.1f Mobile Device Stipend Justification for attachment in the origination ePAR to begin an employee's stipend.
  • March 5, 2019: Incorporated PRC edits.
  • February 6, 2019: Added language for account changes
  • November 12, 2018: Updated drop down options to remove MCD references, also clarified Mobile Device for System Office.
  • October 8, 2018: Updated amount information and included clarification on MCD-GA option.
  • March 4, 2015: Updated justification form and process information to correspond with ConnectCarolina.
  • December 1, 2010
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Details

Article ID: 131453
Created
Thu 4/8/21 9:09 PM
Modified
Tue 8/3/21 8:44 AM
Effective Date
If the date on which this document became/becomes enforceable differs from the Origination or Last Revision, this attribute reflects the date on which it is/was enforcable.
08/01/2021 12:00 AM
Issuing Officer
Name of the document Issuing Officer. This is the individual whose organizational authority covers the policy scope and who is primarily responsible for the policy.
Issuing Officer Title
Title of the person who is primarily responsible for issuing this policy.
Director of Payroll Services
Last Review
Date on which the most recent document review was completed.
08/01/2021 12:00 AM
Last Revised
Date on which the most recent changes to this document were approved.
08/01/2021 12:00 AM
Next Review
Date on which the next document review is due.
07/31/2022 12:00 AM
Origination
Date on which the original version of this document was first made official.
12/01/2010 12:00 AM
Responsible Unit
School, Department, or other organizational unit issuing this document.
Finance and Budget