20.09 Communication Service Allowance Issued: September 28, 2004
General
1. Governing Regulations
The use of telecommunications is governed by System Regulation 25.99.08.
1.1 The University recognizes that an employee’s use of cellular phones may enhance the performance of
certain job responsibilities. Thus, PVAMU departments may elect to monetarily contribute to the
operation of an employee’s personally-owned cellular phone through a monthly salary supplement
for the service plan.
1.2 The cellular phone is considered to be the property of the employee and may be used in any way the
employee deems appropriate. Payments made to the employee by the University in the form of a Monthly
Communication Service Allowance (“Allowance”) are considered taxable compensation to the employee
and are subject to required tax withholdings. The Allowance shall be paid to the employee in equal
installments from departmental funds (processed on the last bi-weekly pay period of the each month)
only for as long as the employee qualifies for the Allowance under these provisions.
Approvals
1. Department heads are responsible for recommending which positions necessitate the monthly Allowance.
The completed Communication Plan Allowance Form (20.09 Attachment 1) is routed through the
Dean/Director/Account Manager to the appropriate Vice President for approval. Granting an Allowance
to an employee must be directly linked to the employee’s University related job duties and responsibilities.
2. Copies of the approved forms used to process the Allowance shall be retained in the employee’s payroll file.
3. The Allowance shall be payable to the employee. The amount will be consistent with one of the two
communication service allowance rates established by the University [minimum of $25 (gross) per month and
a maximum of $50 (gross) per month.]
4. An employee who has been authorized to receive an Allowance must enroll in a cellular phone service plan,
and may chose a plan that exceeds the approved plan limits selected by his/her department, i.e., the plan on
which the Allowance paid to the employee is based. In any case, the employee will receive a salary supplement ONLY for the amount approved by the department head. The employee is responsible for payment of monthly
service charges by the company selected by the employee regardless of whether the amount of the charge
exceeds (or is less than) the Allowance received by the employee.
5. Annually, during the budget planning cycle, the Department head shall evaluate the Allowance and the
appropriateness of Plan Access Limits and propose any adjustments. These recommendations will be routed
through the appropriate Dean/Director for final approval by the appropriate Vice President. The Allowance
may be established at any time in a fiscal year, but must remain constant through the remainder of the fiscal
year.
6. During the regular budget cycle an employee whose allotted Plan Access Limits are routinely exceeded
solely due to business use, may request an increase in Plan Access Limits. After receiving and reviewing
documented evidence presented to justify the increased Allowance, the department shall process adjustments
(through the appropriate Dean/Director for approval by the appropriate Vice President) made to the Allowance
by submitting a new / revised Communication Service Allowance Enrollment Form reflecting the new monthly
salary supplement rate. The appropriate Vice President must review the documentation supporting the requested increase and must approve any increase in the monthly Allowance paid to an employee.
