- CAP Overview
- FAQ
- Official Administrative Procedure
- Blackberry
- Other Devices
AgriLife Extension and AgriLife Research Communication Allowance Program
Effective Sept. 1, 2009 cellular communication plans will no longer be directly owned and managed by the agencies or the vice chancellor. An employee in a position determined to require the use of a personal communication device (cell phone, PDA, etc) in the performance of job duties may be eligible to receive a monthly communication allowance. These changes are being implemented as a result of recent IRS attention to cellular devices and the tracking of these devices across institutions of higher education. This policy will bring us into compliance with current IRS policies.
The agencies and the vice chancellor’s office realize that the performance of certain job responsibilities may be enhanced by the use of personal communication devices. Therefore, a unit may elect to monetarily contribute to the employee's purchase and use of personal communication devices. Communication allowances may be comprised of two components:
a) Communication Equipment Allowance (AG-514)
http://agservices.tamu.edu/forms/AG-514.pdf
which provides a contribution for
equipment purchase and activation fees, and/or
b) Monthly Communication Plan Allowance (AG-515)
http://agservices.tamu.edu/forms/AG-515.pdf
which provides a monthly salary
supplement for service plans.
Annually during the budget cycle, the unit head must evaluate the Communication Allowance monthly salary supplement and the appropriateness of the previously selected plans and make necessary adjustments.
For employees who require data service only (email, internet, etc), supervisors may elect to have these employees utilize the “data only” services provided through Texas A&M Telecommunications. Supervisors who wish to offer this option to employees must ensure that NO voice service is enabled and that any calls to or from the device are billed to the employee.
The attached procedures further define the process for utilizing the communications allowance program and the data service option. AgriLife communication allowance procedures, monthly allowance forms and equipment allowance forms are available at http://agservices.tamu.edu/forms/hrforms.htm#pay
As employees transition to personal communication plans and the allowance program there will be many options with different carriers and devices. Not all devices will be supported by AgriLife IT. A website has been established by AgriLife IT which provides additional information on email/data server options, devices supported by AgriLife IT, data only instructions, vendor discounts, vendor contacts, and FAQ . The web address is http://cap.tamu.edu.
Questions may be directed to Ms. Donna Alexander or Mr. Mike McCasland at the AgriLife Administrative Support Services office, (979) 845-7879.
AgriLife Extension and AgriLife Research Communication Allowance Program
A direct link to this page can be found at: http://cap.tamu.edu/faq.html
Why is this change being made?
What is "listed property"?
When do I need to have this process completed?
What do I need to do to change my phone over to a personal plan?
How can AgriLife Information Technology help me?
If I have specific questions about my allowance, who should I contact?
How do I know if I am eligible for a communication allowance?
Will I be able to get an allowance to purchase a new phone?
Can I get an allowance for my phone plan?
What should I do if I want Internet or email access on my phone/device?
How is the Communication Allowance paid?
Can I re-negotiate my Communication Allowance?
If I use a phone on a family plan, how is the allowance calculated?
Can I keep my same business phone number?
Can I have an area code different from where I live?
Are there discounts available on phone plans?
Are there specific vendor contacts I should call to assist me with the transition?
Are there phones/devices that are recommended?
I have an existing phone/device purchased through Telecommunications. May I keep it?
Do I have an option other than switching to a personal phone plan?
A. The Internal Revenue Code classifies cellular communications devices as "listed property". These changes are being implemented as the result of recent IRS attention to cellular devices, classified as listed property, and the tracking of these devices across institutions of higher education.
A. "Listed property" includes items obtained for use in a business but not designated by the Internal Revenue Code as lending themselves easily to personal use. In 1989, cellular telephones were added to this category. Although the use of these phones is much more widespread and economical today, they remain identified as "listed property" and are subject to IRS restrictions.
A. All employees will transition to a communication allowance plan by September 1, 2009.
A. Your new phone plan is a personal responsibility so AIT’s role in helping is limited. AIT can help with email access, but only in specific situations. Please refer to the BlackBerry and Other Devices tabs on this site for more detail.
A. Questions should first be directed to your supervisor. You may also contact Ms. Donna Alexander or Mr. Mike McCasland at the AgriLife Administrative Support Services office, (979) 845-7879.
A. Unit heads are responsible for determining which positions require the use of personal communication devices and, therefore, qualify for the Communication Allowance Program. Granting a communication allowance to an employee must be directly linked to the employee's job duties and responsibilities. A communication allowance certification (form AG-516) must be completed to initiate the service allowance enrollment.
A. Yes, if approved by your Unit Head. You will be required to fill out the Communication Equipment Allowance form AG-514.
A. Yes, if approved by your Unit Head, you will need to complete the Monthly Communication Plan Allowance form AG-515.
A. You will need to add a data plan to your personal phone service plan. For more information, please click on either the Blackberry or Other Devices tab above for options.
A. A monthly allowance is provided in the form of a monthly salary supplement paid to the employee. The monthly allowance is considered taxable compensation subject to required withholding taxes.
A. Yes, once per year allowances can be renegotiated during the budget cycle. Contact your unit head.
A. Your allowance will be calculated on the phone number which you designate as your business phone number. You may wish to consider listing your business number as the main number on the family plan, this ensures that the main plan expenses will show up next to your phone number and you will be able to submit a phone bill justifying the allowance amount.
A. Yes. Employees can port their existing business phone numbers to their personal plan. Depending on the phone service plan, additional fees may be applicable if you have an existing personal phone number and port your business number to your personal plan. These fees are not reimbursable.
A. Generally, yes. However, to be sure, check with your provider.
A. Yes. You can download vendor offers by clicking here. A summary of discounts is below:
ATT
- 15% off monthly rates
- Company code: 118548
- On right side there is discount qualification link, takes about 1 minute to sign up
Sprint
- 15% off monthly rates
- Call 1-800-639-6111; you may be required to provide your UIN
- Corporate ID: GAUNV_SXX_ZZZ
Verizon
- 20% off monthly rates
- Visit http://www.verizonwireless.com/discount/
- Sign up for the employee discount using your work email and a web link will be emailed to you from Verizon
T-Mobile
- 12% off monthly service rates
- Call 1-866-464-8662 indicate that you are a State of Texas employee (be prepared to provide your UIN and work email address)
A. Yes. These are the specific vendor contacts:
ATT:
- ATT College Station, Rock Prairie store location contact: Stacey Stagg (M) 979-450-1280, (W) 979-695-2990, (e-mail) ss7423@att.com
- ATT Post Oak Mall Kiosk location contact: Johnny Joyce (M) 979-209-4102, (W) 979-696-1920, (e-mail) jj0713@att.com
- For toll-free assistance call: 888-444-4410 (option 2)
Verizon:
- Brittanie Jordan (W) 979-219-6603, (e-mail) Brittanie.Jordan@verizonwireless.com
Sprint:
- Lara Aguilar-Williams (W) 512-297-1788, (e-mail) lara.m.aguilar-williams@sprint.com
T-Mobile:
- Toll free: 866-464-8662
A. At this time there is no list of recommended phones/devices. However, for those interested in Blackberry devices, there is an "End of Life" list of devices no longer supported. You can view this list by clicking the Blackberry tab above.
A. Yes. We understand some employees have existing devices. You may continue to use the device on your personal plan. Depending on your phone service plan, additional fees may be applicable if you have an existing personal phone and cancel it to use your existing business device. These fees are not reimbursable. At such time as you are no longer using the device purchased through Telecommunications, it must be returned to your supervisor.
A. Yes. Employees have the option of maintaining a data only plan (one with NO voice service) on a Telecommunications plan if they do not want to move to a personal plan at this time. In doing this, they would not be able to make voice calls with their phone/device. However, they would not be eligible for a Communication Allowance on a personal cell phone plan at the same time they have a Telecommunications data only plan. This might be beneficial to people who use their devices mainly for e-mail and no cellular phone calls. Special instructions to maintain a data only plan are:
- The work order to Telecommunications must indicate unlimited data only- BLOCK all voice. Very important to make this clear on the work order
- If the unit sends in the work order without the notation to block all voice, any voice calls will be billed at about $0.45/minute
- Understand that this will also block any 911 calls from this device
AgriLife Extension and AgriLife Research Communication Allowance Program
A direct link to this page can be found at: http://cap.tamu.edu/procedure.html
Texas AgriLife Extension Service & Texas AgriLife Research Communication Allowance Procedures
The agencies recognize that the performance of certain job responsibilities may be enhanced by the use of personal communication devices. Therefore, a unit may elect to monetarily contribute to the employee's purchase and use of a personal communication device when the following criteria exist:
- Performance of job duties and responsibilities is enhanced by having the device and/or
- Accessibility to the employee outside normal working hours is gained by use of a personal communication device.
Communication allowances may be comprised of two components:
- Communication Equipment Allowance (AG 514) which provides a contribution for equipment purchase and activation fees, and/or
- Monthly Communication Plan Allowance (AG 515) which provides a monthly salary supplement for service plans.
Unit heads are responsible for determining which positions require the use of personal communication devices and, therefore, qualify for the Communication Allowance Program. Granting a communication allowance to an employee must be directly linked to the employee's job duties and responsibilities.
A communication allowance certification (AG -516) must be completed to initiate the service allowance enrollment. A personal communication device acquired in accordance with the provisions of the Communication Allowance Program is the employee's property and may be used in any way the employee deems appropriate. The Communication Equipment Allowance and Monthly Communication Plan Allowance are considered taxable compensation subject to required tax withholdings. A Communication Allowance is not an entitlement and is not part of an employee's base salary. The Monthly Communication Plan Allowance will be paid in equal installments as a salary supplement from unit funds as authorized by the unit head.
Communications Equipment
An employee who acquires communication equipment and services after acceptance into the Communication Allowance Program will receive an allowance in an amount approved by the unit head. Equipment purchases include telephones, PDA's, batteries, hands-free devices, cases, carrying devices, chargers and data cabling. To receive an allowance for the purchase of equipment, an employee must submit a copy of the receipt showing proof of purchase. The receipt must be attached to the Communication Equipment Allowance Form.Allowances will also be made for activation fees and taxes consistent with the established allowance limits. A unit will process allowances in accordance with the above Communication Equipment Allowance provisions. Allowances for acquisition of communication equipment will be made no more frequently than once every two years, unless specifically authorized by the Director or designee.
Monthly Salary Supplements
An allowance towards monthly expenses incurred under a communication service plan will be provided in the form of a monthly salary supplement paid to the employee. The monthly communication plan allowances will be paid in equal installments as a salary supplement and is considered taxable compensation subject to required withholding taxes. Communication service plans may include callings plan, calling features, wireless e-mail services, paging services, GPS navigation, text messaging and related taxes if required for business purposes. To receive a monthly allowance a communication plan allowance enrollment form (AG-515) must be completed, signed by the unit head and submitted to the AgriLife Payroll Office along with a copy of the employee's cell phone bill to validate the allowance rate.
Employee Responsibility
An employee is responsible for the selection of and enrollment in a communication service plan. The allowance rate established by the unit head is considered compensation for business related charges. The employee is responsible for payment of the monthly service charges regardless of whether that amount exceeds the monthly communication allowance and is personally responsible for complying with any contract entered into with a communication service provider including payment of all expenses incurred.
An employee who receives a communication allowance is required to provide his/her unit with the telephone number of the communication device within five (5) working days of activation.
Should an employee leave the position that qualified for a communication allowance, he/she continues to be responsible for the contractual obligations of the communication service plan. In the event a communications device is lost or stolen or the instrument becomes deactivated, the employee must notify their unit head within five working days.
A communication allowance is not an employee entitlement. Employees and units must demonstrate enhanced performance of job duties and responsibilities and/or improved accessibility outside normal business working hours. The unit head, agency director or designee may at their discretion terminate the communication allowance at any time. Written notice will be submitted to the AgriLife Payroll Office documenting the termination date of the allowance.
Communication allowances may be established at any time during the fiscal year. Once established, the salary supplement will remain constant in amount for the remainder of the fiscal year. Fiscal year is defined as September through August.
During the annual budget cycle, the unit head should evaluate all communication allowances for continued business justification and the appropriateness of the allowance rate. Adjustments should be made during budget cycle. To change the established allowance for an employee a revised monthly communication plan allowance enrollment form (AG-515) should be submitted to the AgriLife Payroll Office with the "change" box indicated and appropriate rate indicated. A copy of the current phone bill should be attached as documentation of the change.
Questions may be directed to Ms. Donna Alexander or Mr. Mike McCasland at AgriLife Administrative Support Service Office at (979) 845-7879.
A pdf version of this information can be downloaded by clicking here.
AgriLife Extension and AgriLife Research Communication Allowance Program
A direct link to this page can be found at: http://cap.tamu.edu/blackberry.html
| 8000 Series Model | Pearl |
| 8700 Series Model | Bold |
| Curve | Storm |
(Note: Only available to Groupwise Email Users)
Option 1: Full synchronization via the BES Service. Includes wireless synchronization of email, calendars and contacts. Fees Apply (see below)
Option 2. Email Only synchronization via BIS Service. Includes wireless synchronization of email only. No Fee. See Details below.
* Blackberry Support For GroupWise Users
* Blackberry Support For GroupWise Email Only
* Blackberry Users Not On GroupWise
* Blackberry End of Life List (phones no longer being supported by Blackberry)
Please request Blackberry Enterprise Server UNLIMITED DATA SERVICE to handle both Internet and GroupWise capabilities. The standard Blackberry Internet Service (BIS) will not be sufficient.
The phone service providers may charge up to $15 per month for "BES" service. Be sure to discuss this and include it on your plan. You also need to fill out a renew/continue Blackberry Enterprise Service form and send it to AIT. New BES service licenses are $60 each and yearly renewal costs are $22.50. You will need to include an account number for these charges.
- The alternative is to use the "BIS" Blackberry Internet Service method. You will setup your BlackBerry to use the IMAP service (see the instructions below). This does not require BES from the provider or from AIT and has no additional charges, but only provides email messages, it DOES NOT bring your calendar or address books items to your BlackBerry.
- GroupWise specific IMAP instructions:
From outside the TAMU firewall (Off Campus), the settings for IMAP or POP from ANY device (PDA or workstation) are:
Incoming GroupWise Mail Server(IMAP)
Host name: agmail2.tamu.edu
User name: your groupwise userid (you may have to use <userid>@ag.tamu.edu and not just your <userid>
Password: your groupwise password
VERY IMPORTANT: the "reply to" address should be of the form <userid>@ag.tamu.edu and NOT <userid>@agmail2.tamu.edu.
Outgoing TAMU SMTP Server
- Server: smtp-relay.tamu.edu
- TLS Port: 587
- (SSL Port: 465)
- Username: your NetID
- Password: your Neo password
Sometimes the settings change, please see the CIS notes on setup at:https://hdc.tamu.edu/reference/documentation/?section_id=288
- For BES service, contact your email provider for offerings and instructions.
- For BIS service, you will need to obtain Imap information for your mail accounts and work with your phone service provider's help desk to configure your device.
AgriLife Extension and AgriLife Research Communication Allowance Program
A direct link to this page can be found at: http://cap.tamu.edu/other.html
Beyond Blackberrys, there are many other device options available that offer access to email services. These devices utilize a standard method of accessing email systems called IMAP. Your email provider should be able to provide you with information to connect your device to their email system using IMAP.
If you are a GroupWise user, please read the information included below and work with your provider to set up your phone/device.
From outside the TAMU firewall (Off Campus), the settings for IMAP or POP from ANY device (PDA or workstation) are:
Incoming GroupWise Mail Server (IMAP)
Host name: agmail2.tamu.eduUser name: your groupwise userid (you may have to use <userid>@ag.tamu.edu and not just your <userid>
Password: your groupwise password
VERY IMPORTANT: the "reply to" address should be of the form <userid>@ag.tamu.edu and NOT <userid>@agmail2.tamu.edu.
Outgoing TAMU SMTP Server
- Server: smtp-relay.tamu.edu
- TLS Port: 587
- (SSL Port: 465)
- Username: your NetID
- Password: your Neo password
Sometimes the settings change, see CIS notes on setup at: https://hdc.tamu.edu/reference/documentation/?section_id=288