Washington State University
BUSINESS POLICIES AND PROCEDURES MANUAL

PAYROLL
55.70
Revised 12-11
Payroll Services
335-9575

Cellular Telephone Allowance Payments

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OVERVIEW

Payments to a WSU employee for approved cellular telephone allowances may include a one-time-only device allowance and monthly service plan allowances.

The amounts of such payments are established in the Mobile Communications Services Agreement between the employee and the department. See 85.45 for cellular telephone policy and agreement procedures.

Service plan allowances are established on a monthly basis in the Mobile Communications Services Agreement. However, service plan allowances are paid on a semi-monthly basis at one-half of the agreed monthly allowance rate.

ESTABLISHING AND CHANGING PAYMENTS (in TEMPS)

Departments are to use the online Temporary Employment System (TEMPS) to establish and change cellular telephone allowance payments.

Approval and Training

To access, enter, and/or approve information in the TEMPS system, employees must attend training and obtain approval from the department appointing authority and Human Resource Services (HRS). Contact HRS for more information; telephone 335-4521.

AUTHORIZING PAYMENTS (in DEPPS or HEPPS)

Departments are to use the online Department Payroll Processing Application (DEPTPAY) to authorize allowance payments. Departmental Payroll Processing is a secured application within the DEPPS and HEPPS Administrative Information Systems.

Approval and Training

To access, enter, and/or approve information in the DEPPS (Departmental Personnel Payroll System) or HEPPS (Higher Education Personnel Payroll System) system, employees must receive approval from the department appointing authority and Business and Finance and attend training with Payroll Services.

See 85.33 for authorization procedures for DEPPS and HEPPS. Route a completed Administrative Information Systems (AIS) Access Request to the Data Administrator in the Office of the Vice President for Business and Finance. NOTE: Most authorized departmental personnel use the DEPPS application to enter data into the University's payroll system. HEPPS access is restricted to employees working in central University offices such as HRS, Payroll Services, and other employees with demonstrated business needs for access to all personnel data.

After receiving notification of access to DEPPS or HEPPS, contact Payroll Services and request a training session for DEPTPAY access. See also 55.22 for Department Payroll Processing procedures.

PROCEDURES

Create Appointment in TEMPS

The department uses the online TEMPS to create appointments to process the cellular telephone allowance payments. The department must create an appointment to process the one-time device allowance payment and a separate appointment to process the semi-monthly service plan allowance payments.

Refer to the TEMPS training handout from HRS and below to add and maintain cellular telephone allowance appointments.

Confidential Information

The Appointment section of the TEMPS contains confidential information. Shred screen prints and related documentation that are no longer needed. See also disposal procedures for confidential records in 90.01.

Appointment Add Screen

Select Add Cell Phone Allowance under the Appointment section of the main TEMPS menu. This function is used to add piece rate appointments into TEMPS for the sole purpose of making cellular telephone allowance payments.

Enter the employee's social security number or WSU ID number and a position number or WSU organization number. Select Continue.

Title Code

The title code 1998 is automatically assigned to an appointment for the payment of cellular phone allowances.

Position Number

The position number 31998 is automatically assigned to an appointment for the payment of cellular telephone allowances.

Piece Rate Basis

Each appointment for cellular telephone allowances establishes payment on a "piece rate" basis.

The TEMPS system automatically enters 1.0 under Hours per Piece for each cellular phone allowance appointment.

Enter the amount of payment under Piece Rate in accordance with the Mobile Communications Services Agreement:

Select "One-Time" or "Pay Cycle" under Occurrence for each appointment.

Appointment Begin and End Dates

For one-time device allowance appointments, enter the begin and end dates for the pay period in which the payment is to be made.

For monthly service plan allowance appointments, enter the begin and end dates for the allowance as specified in the Mobile Communications Services Agreement.

Authorize Payment in DEPPS or HEPPS

Creation of an allowance appointment in TEMPS directs Payroll Services to include the appointment in DEPPS or HEPPS. The department authorizes payment in DEPPS or HEPPS.

The department uses the online Department Payroll Processing Application (DEPTPAY) in DEPPS or HEPPS to authorize the payment of cellular telephone allowances for each pay period. See 55.22.

NOTE: There is no University requirement that the "pieces completed" for an employee receiving cellular telephone allowances be reported on a Daily Activity Report or other similar document. Authorization for the allowances is documented in the Mobile Communications Services Agreement.

Positive Pay Time Entry

In order for an employee to receive an allowance payment for a pay cycle, the department must enter 1.0 under Units Worked on the allowance appointment line on the Positive Pay Time Entry screen in DEPTPAY.

Departmental representatives enter positive pay data twice a month in accordance with the Payroll Documents Schedule.

Department personnel should maintain a system of appointment begin and end dates as a reminder to enter a piece for each active allowance appointment on the Positive Pay Time Entry screen.

Earnings Types

Three earnings types have been added to the payroll system to reflect cellular phone allowance payments. The earnings types are displayed in DEPTPAY:

This earnings type is used for employees on federal retirement.

Object/Subobject Leave Without Pay (LWOP)

The object 01 and subobject CP are used for cellular telephone allowance payments.

The department does not pay the employee an allowance during periods of leave without pay (LWOP).

If the employee is on LWOP for part of a pay period, the department pays the allowance on a prorated basis. Prorated allowances are entered into Positive Pay as follows:

Number of days paid ÷ number of working days in the pay period = Fraction

Fraction x 1.0 = Units Worked

Example

If five days are paid in eleven total workdays:

5 ÷ 11 = .45 units worked

Payroll Expenditure Audit Report (PEAR) Certification

Prior to each payday, departments are to verify that any cellular telephone payments listed in the online PEAR correspond to approved Mobile Communications Services Agreements.

The department reviewer should monitor the cellular telephone payment beginning and ending dates.

See 55.22 for PEAR certification procedures.

Changing Allowance Appointments in TEMPS

When changes to cellular telephone allowance amounts are required, the department must immediately end the current monthly allowance appointment in TEMPS and add a new appointment to the new monthly allowance amount.

The department must also immediately process a revised Mobile Communications Services Agreement. See 85.45.

Ending Existing Appointment

To end the existing allowance appointment, select End under the Appointment section of the main TEMPS menu. Enter the employee's social security number or WSU ID number and a position number or WSU organization number. Select Continue.

Enter the end date of the existing appointment in accordance with the revised Mobile Communications Services Agreement.

Adding New Appointment

The department follows the procedures above to add the appointment to the new monthly allowance amount.

Enter the beginning and end dates of the new appointment in accordance with the revised Mobile Communications Services Agreement.

Authorizing New Payment Amount in DEPPS or HEPPS

The department follows the procedures above to authorize payment of the monthly allowance at the new monthly rate.