UTMDACC INSTITUTIONAL POLICY # ADM0251
CELLULAR PHONE SUPPLEMENTAL PAY
POLICY
PURPOSE
The purpose of this policy is to:

Define who is eligible to receive Cellular Phone Supplemental Pay;

Provide guidelines on the use of Cellular Phones for employees receiving this Supplemental
Pay;

Outline the procedure for requesting Cellular Phone Supplemental Pay; and

Ensure employees that are required and approved to use Cellular Phones for Business Needs
utilize proper safety precautions while driving and accepting business related calls.
POLICY STATEMENT
It is the policy of The University of Texas MD Anderson Cancer Center (MD Anderson) to provide a pay
supplement to those employees with a documented Business Need for a Cellular Phone.
It is also the policy of MD Anderson to provide a safe and productive work environment for all faculty,
trainees/students, and other members of MD Anderson’s workforce. No one is expected to nor should
allow themselves to be placed at risk by the use of a cell phone for the purpose of fulfilling Business
Needs.
Anyone who fails to abide by the safety provisions of this policy will be subject to disciplinary action up to
and including termination.
Note: If you receive Cellular Phone Supplemental Pay from MD Anderson, it is possible that your cell
phone records and other information may be subject to the Texas Public Information Act (TPIA)
disclosure requirements.
SCOPE
The safety provision of this policy applies to all faculty, trainees/students, and other members of
MD Anderson’s workforce, including administrative staff of MD Anderson.
The pay supplement provision of this policy applies to all employees, including administrative staff, with
the exception of those employees utilizing the PRS-funded Cellular Phones.
Compliance with this policy is the responsibility of all faculty, trainees/students, and other members of
MD Anderson’s workforce.
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UTMDACC INSTITUTIONAL POLICY # ADM0251
TARGET AUDIENCE
The target audience for this policy includes, but is not limited to, all faculty, trainees/students, and other
members of MD Anderson’s workforce
DEFINITIONS
Business Need: Particular needs identified by the institution as defined by executive management as
conditions or situations in which something is required or warranted.
Calling Plan: Designated number of minutes a company allows per month for a Cellular Phone. The
Calling Plan sometimes requires a contract with the Cellular Phone company.
Cellular Phone: A mobile radiotelephone that uses a network of short-range transmitters located in
overlapping cells throughout a region, with a central station making connections to regular telephone
lines. Also known as a mobile or wireless phone.
Supplemental Pay: An additional pay item that is part of an employee's total compensation.
Supplemental pay is not included in calculating actual base pay.
PROCEDURE
1.0
2.0
Eligibility
1.1
Business Cellular Phones are required for all non-faculty Associate Vice Presidents and
higher. Because these employees are required to have business Cellular Phones, they are
automatically approved for Cellular Phone Supplemental Pay. The Cellular Phone
Supplemental Pay is an option for faculty members through Physicians Referral Service.
1.2
Employees in need of Cellular Phones to meet Business Needs who are not included in the
above-referenced job titles must fill out a Cellular Phone Supplemental Pay Request Form.
The requesting employee must explicitly indicate the business reasons for the use of the
Cellular Phone, obtain approval from the President or an Executive Vice President, and submit
the completed form to Human Resources, Compensation, Unit 1616.
1.3
Once the Cellular Phone Supplemental Pay Request Form has been approved and
submitted, it is the employee's responsibility to choose a Cellular Phone and Calling Plan.
MD Anderson does not endorse any particular Cellular Phone company.
1.4
The Supplemental Pay amount is a fixed amount to be paid monthly as an additional pay item.
The pay supplement will be treated as ordinary income to the recipient for purposes of
appropriate taxation (e.g., FICA, federal withholding).
Usage
2.1
The Cellular Phone can be used for both business and personal use. The employee will not be
reimbursed on a call-by-call basis. The supplement is a fixed amount that will not change
during the fiscal year. Employees will not be reimbursed for amounts that exceed the
Supplemental Pay amount.
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UTMDACC INSTITUTIONAL POLICY # ADM0251
3.0
4.0
2.2
Should the employee no longer require a Cellular Phone for business use, it is the
responsibility of the division head or research department chair to notify Human Resources
Compensation so that the supplement can be terminated.
2.3
Should the employee elect to no longer participate in the pay program, they must contact
Human Resources Compensation and complete a Cellular Phone Supplemental Pay Election
Form to discontinue the Supplemental Pay.
2.4
The continuation of Cellular Phone Supplemental Pay is contingent upon continued business
and institutional need.
Safety Issues
3.1
Employees whose job responsibilities include regular or occasional driving should refrain from
using their phone while driving unless proper safety precautions are in place and hands-free
equipment is used.
3.2
Employees are strongly encouraged to pull off to the side of the road and safely stop the
vehicle before placing or accepting a call.
3.3
Employees are reminded to refrain from complicated or emotional discussions and to keep
their eyes on the road while using a cell phone. Special care should also be taken in situations
where there is traffic, inclement weather, or the employee is driving in an unfamiliar area.
3.4
Employees who are charged with traffic violations resulting from the use of their phone while
driving will be solely responsible for all liabilities that result from such actions.
Supplemental Pay Approval
4.1
Complete the Cellular Phone Supplemental Pay Request Form.
4.2
Obtain President/Executive Vice President approval.
4.3
Send original, signed, and approved Cellular Phone Supplemental Pay Request Form to
Human Resources, Compensation, Unit 1616.
4.4
Once approved, Human Resources Compensation will send a Cellular Phone Supplemental
Pay Election Form to be completed by the employee. Completion of the election form,
providing notification of the Texas Public Information Act (TPIA) disclosure, is required before
the Supplemental Pay becomes effective.
4.5
Human Resources Compensation will submit a job data update form (JDUF) to activate the
Cellular Phone Supplemental Pay.
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UTMDACC INSTITUTIONAL POLICY # ADM0251
ATTACHMENTS / LINKS
Cellular Phone Supplemental Pay Request Form (Attachment # ATT0374).
RELATED POLICIES
None.
JOINT COMMISSION STANDARDS / NATIONAL PATIENT SAFETY GOALS
None.
OTHER RELATED ACCREDITATION / REGULATORY STANDARDS
None.
REFERENCES
None.
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UTMDACC INSTITUTIONAL POLICY # ADM0251
___________________________________________________________________________________
POLICY APPROVAL
Approved With Revisions Date: 09/16/2014
Approved Without Revisions Date:
Implementation Date: 09/16/2014
Version: 18.0
___________________________________________________________________________________
RESPONSIBLE DEPARTMENT(S)
Human Resources
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