Division of Information Technology
Division of Information Technology
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Mobile Communication Device Allowance Program Procedures

(One year pilot program available to those with existing UNCP supplied mobile devices. Continuation of the program is subject to Executive Staff review)

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  1. Department head determines which positions require the use of mobile communications devices (based on previous and projected uses related to the employee’s job duties and responsibilities) and therefore qualify for the Mobile Communication Allowance Program.

    Criteria a supervisor will use to determine an employee is eligible to participate in the MCD Reimbursement option. One or more of the following criteria is required.

    • Use of the mobile device must be directly connected with the person’s duties.
    • The employee must be reachable on an ongoing 24 by 7 basis.
    • The employee’s job duties extend beyond the office environment.
    • The employee is designated an essential employee plus is a decision-maker impacting the entire organization or the campus.
    • When the work environment does not sufficiently support efficient communication between the employee, those they serve and/or their supervisor or work unit.

Criteria a supervisor will use when choosing to allocate a university supplied mobile device to an employee rather than allowing the employee to participate in the MCD Reimbursement? One or more of the following criteria is required.

  • When one device can be shared among multiple employees.
  • When employees share “on call” duties and must be available on a rotating basis.
  • If an employee’s normal job duties have a mobile component, the employee must remain in communication, and University landline phones are not readily available.
  • The cost to the institution of the university supplied mobile device is less than the employee reimbursement rate - based upon usage.
  • When the work environment does not sufficiently support efficient communication between the employee, those they serve and/or their supervisor or work unit.

Criteria the University should use in setting the reimbursement rate(s)?

The supervisor recommends and the divisional Vice-Chancellor approves whether the employee will receive a monthly reimbursement for the use of their personal cell phone. The supervisor may also approve an AD HOC reimbursement. This applies if an employee was required to use a personal communication device and that use resulted in a plan overage charge on the employee’s bill. The employee may be reimbursed for the overage connected with business use. An AD HOC reimbursement cannot be given in consecutive months and not more than 3 times per year. The MCD reimbursement or a University supplied device should be considered if multiple AD HOC reimbursement situations occur.

If recommending a monthly reimbursement, the supervisor will recommend the appropriate level of reimbursement based upon the expected business use of the employee’s mobile device. Reimbursements rates are for a basic level of service (under 350 minutes), a medium level (351 to 700 minutes) or a super user (over 700 minutes or unlimited voice and data) level of service.                                                      

  1. Department head prepares and approves the Mobile Communication Plan Allowance Enrollment form, determining the appropriate allowance level for the employee (based on previous and/or projected uses related to the employee’s job duties and responsibilities). The fund code to pay the reimbursement must be the same as the individual’s position fund code.
    • The original form should be submitted to the divisional Vice-Chancellor for approval.
    • The original form with signatures is submitted to DoIT for recording purposes.
    • The original form with signatures is submitted by DoIT to Human Resources.
    • One copy should be retained for departmental files.
    • One copy should be provided to the employee.
    • Employee will be enrolled in reimbursement program at the first of the following month the application is received in Human Resources. First payment is included in the employee’s pay at the end of the enrollment month.
  2. Employee purchases the appropriate equipment and enters into a personal monthly communication service agreement. All costs in excess of the approved salary supplement will be paid by the employee. (The employee is personally responsible for complying with all contractual requirements with a communication service provider. In the event that an employee leaves the position qualifying for a Mobile Communication Allowance, he/she continues to be personally responsible for the contractual obligations of the communication service plan.)
  3. Within five working days of activation, the employee must provide the department with the phone and/or PDA number of the mobile communication device and must update their mobile contact information through BraveWeb and Banner self-service.
  4. Employee must notify his/her department within five working days of deactivation of communication services or loss or theft of communication equipment. A Mobile Communication Allowance Program form must be submitted within five day if an employee is to be removed from the program.
    • The original form with signatures is submitted to DoIT for recording purposes.
    • The original form with signatures is submitted by DoIT to Human Resources.
    • One copy should be retained for departmental files.
    • One copy should be provided to the employee.
    • Appropriate partial reimbursement will be paid in the employee’s salary at the end of the month that the deactivation notice is received in Human Resources.
  5. During each yearly budget planning cycle, the department head will evaluate the Mobile Communication Allowance for each employee and make necessary adjustments along with submitting the associated allowance forms to reauthorize the allowance.
  6. Monthly reimbursement allowances for service and equipment effective 07-01-2010.
Voice Allowance
350 minutes $25.00
351-700 minutes $40.00
Over 700 minutes voice/data $60.00