Mobile Technology Access Reimbursement Request (FASS Supported Units)

Owned by Sara Yilmaz
Last updated: Oct 02, 2023
4 min read

Instructions to apply for access to mobile technology (e.g., cell phones, smart phones, etc.) for university business and to designate the payment option if you are requesting a reimbursement for personal device use.

Absent exceptional circumstances, the current remote-work model due to COVID-19 is not sufficient reason to grant a new mobile technology reimbursement request.

Step-by-step guide

  1. Access the online Mobile Technology Access Reimbursement Request (FASS Processed Units) form.
  2.  Enter your Employee Information
    1. Select your Department or Unit
    2. Enter your UO 95 number
    3. Enter your First and Last name
    4. Enter your UO email address

  3.  Select the Reasons(s) for Mobile Device Access
    1. Note: you may select multiple reasons
    2. If "Other" please provide the reason

  4.  Select the Payment Option (Tier)
    1. Confirm payment tier with your supervisor.

    Reimbursements for employee usage of mobile technology are currently provided on a tax-exempt basis.  To comply with the IRS language for deductible business expenses of “both ordinary and necessary” the UO determines an average cost for a representative level of technology and service plan, and utilizes that average to set maximum reimbursement amounts for each tier of service.

    The Business Affairs Office has established recommended payment tiers for mobile technology reimbursements. Please note that the rates for fiscal year 22 have not changed, the maximum monthly reimbursement amounts for each tier have been set at:

    TierTier DescriptionFY23 Rate
    Tier 1

    Low/Infrequent Use:

    The employee serves in on-call capacity on occasion

    		$17.50
    Tier 2

    Routine Use:

    The employee is expected to be available throughout the workday, either at a fixed workstation or at remote locations. The employee uses mobile technology for both voice and data (i.e., email) interactions

    All CPFM employees select Tier 2

    		$35.00
    Tier 3

    High Use/Frequent Use:

    An employee travels frequently or is otherwise away from a university workstation and utilizes mobile technology as a primary means of conducting university business

    		$63.00
    Other

    Alternative Monthly Payment Amount

    Enter a number with two decimal places (example: 45.00)

    		NA



  5.  Select the Payment Start Date

  6.  Enter the Number of Payments
    1. Enter the number of remaining months in the fiscal year unless your supervisor has specified a different number of payments.


  7.  Enter Your Department Index
    1. Your supervisor will provide what index to use


  8.  Approvals

    Enter the email addresses of your Supervisor and Director or Department Head. This stipend request will be sent to them for approval.

    1. Supervisor - provide your Supervisor's email address. Leave BLANK if your Supervisor is the Director or Department Head
    2. Director or Department Head - provide your Director or Department Head's email address. Leave BLANK if you are the Director or Department Head


  9.  Read and Acknowledge the Agreement for Mobile Technology Access and Allowance
    1. Read and Acknowledge the Agreement for Mobile Technology Access and Allowance
    2. Check the box acknowledging you have read and understood the Agreement for Mobile Technology Access and Allowance


  10.  Optional: receive copy of submitted form
    1. If you want a copy of your request sent to, check the box "Send me a copy of my responses" and enter your UO email address

  11. Submit your request

Approvers Step-by-step guide

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These step-by-step instructions are for the Supervisors, Director or Department Heads, and AVPs who receive their employee's mobile stipend requests.

  1. Once the employee submits the form, approval request emails will automatically be sent to the employee's supervisor (if applicable), director or department head, and AVP for approval
  2. Open the approval request email
    1.  See example email

  3. Select the View Request button 
  4. Review the full request and Approve or Decline the request
    1. If the request is declined the approval flow will stop and the employee will be notified
    2. If the request is approved the approval flow will automatically go to the next approver for review

FASS Agent Step-by-step guide

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  1. Access the mobile tech access reimbursements dynamic view: https://dynamicview.smartsheet.com/views/9438f65b-2f0c-4735-99b2-22039fff0f3a 


Resources

Information on the UO policies regarding access to mobile technology and payment options can be found at the following link: https://ba.uoregon.edu/content/mobile-technology-payment-procedures