Title
School of Medicine: Procedure for Assigning or Removing Mobile Device Stipend
Introduction
Purpose
This Procedure provides guidance on how the University of North Carolina at Chapel Hill (“University” or “UNC-Chapel Hill”) School of Medicine (SOM) applies University Finance Policy 1269 - Mobile Device Stipend Policy and University Finance Procedure 1269.1 - Establishing and Paying for Mobile Device Stipend Procedure.
Scope
This procedure applies to all SOM departments and centers (Unit/s).
Procedure
Unit Review
All SOM units must complete their initial review and request any exceptions or cancellations by March 31, 2023. Thereafter, SOM units must continually and no later than December 31 of each year, review the current use of mobile device stipends to determine if the employees who are currently receiving a stipend are still eligible. If they are still eligible, then no further action is required.
Removal of Stipend
If the employee is no longer eligible, the Department will take the following steps to remove the stipend:
- Initiate a request through their Human Resources representative to remove stipends that do not meet the requirements listed below:
- Employee base salary is under $75,000/year, and
- Employee must regularly be required to be available 24/7 in a manner that exceeds standard expectations such as “first responder” or “critical” employee, or
- Employee is primarily in “travel status” or “in the field” a considerable amount of time and must be accessible when away from their assigned workspace.
New Stipend Request
If a new stipend request is needed for additional employees after March 31, 2023, the Department will take the following steps:
- Complete the Finance Form 1269.1.1f Mobile Device Stipend Justification for each stipend requested or assigned.
- Upload the Finance Form 1269.1.1f Mobile Device Stipend Justification to the SOM web form for review by the Administration Advisory Committee.
Administration Advisory Committee Review
The Administration Advisory Committee will email the final decision to the requestor. Decisions regarding a request are final.
ePAR Processing Requirements
Following an approval by the Administration Advisory Committee, the chair of the Administration Advisory Committee or their designee must submit a request via email to the Unit SOM Human Resources representative asking the representative to process an ePAR in ConnectCarolina.
Processing requests must include the following:
- The Finance Form 1269.1.1f Mobile Device Stipend Justification, and
- The approval email from the Administration Advisory Committee to the requestor.
Alternative Solutions/Options
SOM IT will, in its sole discretion, provide alternative solutions for individuals who are not approved under this Procedure.
Definitions
This Procedure incorporates the definitions used in University Finance Policy 1269 - Mobile Device Stipend Policy.
Related Requirements
University Policies, Standards, and Procedures
Contact Information
Primary Contacts
| Subject |
Contact |
Email |
| Questions about Interpretation of Procedure |
Office of Professional Service Contracts and Affiliations |
sompolicy@med.unc.edu |
| Questions about Administration Advisory Committee Process |
SOM Administration Advisory Committee |
stipendrequest@med.unc.edu |
| Questions about employee status, classification and ePAR processing |
SOM Human Resources |
Employee or SOM Unit HR contact |
| Questions about Specific Funding |
SOM Finance |
Lauren_gardner@med.unc.edu |