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Stipend Transition Process Information

Stipend Plan Options

Stipend Plan OptionsStipend Amounts
Cellular Voice Plans
Low business usage: 200 min - partial plan covered**$30
Typical business usage: 450 min$50
Heavy business usage: 900 min$70
Very heavy business usage: 1350 min$95
Unlimited business usage: over 1350 min$120
Messaging Plans
Low business usage: 250 messages per month$10
Moderate business usage: 500 messages per month$15
Heavy business usage: 1500 messages per month$20
Very heavy business usage: 5000 messages per month$25
Data Plans (for PDA Phone Users)
Limited Data: required for business use of APU email and internet access - partial plan covered**$25
Unlimited Data: required for business use of APU email and internet access$45
Per Minute Reimbursement Rate
Incidental Usage$0.10/min
Equipment Reimbursement Amounts (once every 2 years)
Approved Voice UsersUp to $50
Approved PDA Phone UsersUp to $250

** There is no specific plan for 200 minutes or partial data, but these plans would work for those with low business usage who also use their phones personally (i.e. the stipend will not cover a full plan)

Important Dates

August 26 from 1:00 PM - 4:00 PM on Cougar Walk – Cell phone vendor fair

September 18 – Budget Managers must submit their Departmental Cell Phone Lines spreadsheet no later than this date

September 29 from 9:00 AM - 12:00 PM in LAPC – Cell phone vendor fair

October 31 – Employees must move their APU line to a personal account, configure an existing personal line, or establish a new personal line no later than this date. All lines remaining on the university account after this date will be deactivated unless otherwise approved.

Employee Information

Options for Stipend Recipients

As an employee approved for a cell phone stipend, you have the following options.

  1. Keep your current APU phone line and move it to a personal account on the same carrier (see Transfer of Liability below)
  2. Keep your current APU phone line and port it to a personal account on another carrier (see Transfer of Liability below)
  3. Use your existing personal phone line
  4. Activate a new phone line on a personal account

Transfer of Liability

If you are keeping your APU cell phone line, you will need to do the following.

  1. Let your department know you want to keep your phone number. Give your budget manager the name of the person who owns the cellular account to which your line will be transferred (or the name of the person who will be setting up a new account).
  2. Your department will relay this information to IMT.
  3. IMT will release liability of the phone line to the individual indicated. Your budget manager will let you know when this has been completed.
  4. Have the account holder contact the provider of your choice to accept liability of the line and set it up on a personal account.

Contacting Wireless Providers

To contact providers to establish discounted services, use the methods provided on this site: www.apu.edu/imt/telecommunications/cellphones/discounts/ (you will need to enter you APU username and password to access this site). Wireless providers will also be available on campus for an employee cell phone vendor fair on the following dates:

Wednesday, 08/26/2009 from 1:00 PM - 4:00 PM on Cougar Walk
Tuesday, 09/29/2009 from 9:00 AM - 12:00 PM in LAPC

Stipend Recipient Responsibilities

Recipients of a University cell phone stipend have the following responsibilities as outlined in the new policy.

  • Purchase cellular phone service and equipment and assume responsibility for vendor terms and conditions. The employee can select any service provider, plan, and features that meet the requirements of the job responsibilities as specified by the supervisor and approved by the budget manager that, at a minimum, meet the level of plan and services that the stipend is intended to cover. The employee is responsible for plan choices, calling areas, service features, termination clauses, and paying all charges associated with the cellular service and device.
  • Purchase, repair, maintain, insure, and/or replace phone equipment and accessories, including lost, damaged, or stolen equipment and accessories.
  • Ensure the carrier selected has service in required usage areas, such as on campus and/or at home as required by the department. Take advantage of trial/return time frames offered by most carriers.
  • Establish himself/herself as the billing party. Regardless of cost, the employee is responsible for any additional expenses above the University contribution.
  • Maintain an active service contract for the duration of the stipend.
  • Notify your Budget Manager within 5 working days if the eligibility criteria are no longer met, if your service is cancelled, or when your phone number, carrier, or plan eligibility changes.
  • Provide a copy of the cellular billing statement upon request.
  • Request a stipend renewal from your department at the end of each fiscal year.

Transition Instructions

Budget managers will be sent a list of current university issued cell phone lines for their department(s). With the information provided, the following must be completed in order to successfully transition lines off of the university account.

  1. Budget Manager: Review your Departmental Cell Phone Lines spreadsheet and evaluate need to determine which employees require a University cell phone stipend and what level is required to cover estimated business usage.
    IMPORTANT NOTE: usage indicated in the spreadsheet includes both business usage and any personal usage. Please evaluate this usage to ensure it is in line with expected business use. Take advantage of this opportunity to reduce plans, if appropriate, to cut out costs the university is currently absorbing for personal use. Only business use should be factored into the stipend amount. If call detail from previous cell phone bills is required to identify business versus personal use, please contact Summer Brack at ext 3045 or sbrack@apu.edu.

  2. Budget Manager:
    1. For each eligible employee, complete a Cell Phone Stipend Request Form, found at www.apu.edu/imt/telecommunications/cellphones/forms/.
    2. In cases where a shared phone is required, a department phone may be permitted as long as a detailed log of each call is maintained. For this option, complete the Department Cell Phone Request Form at www.apu.edu/imt/telecommunications/cellphones/forms/. This option can be used to cut costs by eliminating the need for multiple stipends in instances where several people take turns on call.
  3. Budget Manager: Obtain approval from your department’s Vice President or Provost.
  4. Budget Manager: Consult with each employee approved to receive a stipend to determine which option they will choose.
    1. Keep their current APU phone number and move it to a personal account on any carrier (an early termination fee will be billed to the department if the phone is in contract and the line is moved to a different carrier). The employee must provide the name of the account holder of the cellular account to which the line will be transferred.
    2. Use an existing personal line or establish a new personal line. The department will need to have the current APU line cancelled (an early termination fee will be billed to the department if the current APU phone is in contract and has to be disconnected).
  5. Budget Manager: Completely fill out the attached Departmental Cell Phone Lines spreadsheet (columns C and D) to indicate what option the department, in conjunction with the employee has selected. For each current department line, make one of the following selections based on department approval and the employee’s preference.
    1. Stipend approved; release liability to - in the NOTES section, fill in the account holder’s name that will accept liability of the line
    2. Departmental phone approved; keep as shared line
    3. Deactivate line effective (no later than 10/31/09) - in the NOTES section, fill in the date the line should be deactivated, no later than October 31
    4. Stipend NOT approved; release liability for personal use to - in the NOTES section, fill in the account holder’s name that will accept liability of the line; if the line is in contract, the employee will be restricted to staying with the current carrier unless they pay the department for the early termination fee
  6. Budget Manager: Email the completed spreadsheet back to Summer Brack, sbrack@apu.edu, no later than September 18, 2009.
  7. IMT: IMT will release liability of the cell phone lines to the individuals specified and notify the budget manager when this has been completed.
  8. Budget Manager: Inform employees that the liability has been released. Inform them of their approved stipend amount and required plan levels.
  9. Employee: Accept liability of APU line through the desired carrier or otherwise personally acquire the cell phone and service plan that, at a minimum, meet the requirements of the job and approved stipend. Contact carriers via the channels listed on this site: www.apu.edu/imt/telecommunications/cellphones/discounts/.
    NOTE: Lines not removed from the APU account by October 31 will be deactivated.
  10. Employee: Once the first billing statement is received, employee must submit a copy of the cellular billing statement to the budget manager to be attached to the approved request form. At this point, indicate the mobile phone number and carrier on the request form. If the stipend is to be applied to an already-owned personal cell phone account, the most recent billing statement for the existing service plan must be attached to the request form.
  11. Budget Manager: Review customer provided billing statement to ensure plans and phones meet minimum requirements as set forth in the selected stipend.
  12. Budget Manager: Make and retain a copy of the request form; forward approved request form to Human Resources.
    NOTE: It is strongly encouraged for departments to maintain a list of their stipend recipients’ cell phone numbers. A master university cell list will no longer be maintained.

Human Resources and Payroll will process the stipend request.