Ball State University faculty and staff will have a more difficult time acquiring university-provided mobile devices because of a new policy instituted on July 1.
The university enacted its Electronic Device Policy to meet terms stated within the Internal Revenue Service's Taxable Fringe Benefit Guide.
According to the guide, the IRS now considers mobile devices, including those with electronic mail capabilities, as "listed items," therefore, forcing departments and administrators to evaluate the usage of tools formerly granted to staff members. The IRS describes a listed item as property obtained for business purposes but that can easily be used for personal applications as well.
The university can no longer provide these devices because it must comply with the new IRS restrictions. These restrictions force administrators to evaluate an employee or department's need for devices. This request can be denied after evaluation.
"They've already cutback," Stephan Jones, director of the Center for Information and Communications Sciences, said. "I've asked for phones for all of my faculty, but I'm stuck with an antiquated system."
The Office of Business Affairs, which developed the new policy, declined to comment.
Approximately 360 university-owned devices were in use before the change, and every department will make evaluations to accommodate those individuals needing devices, in accordance with the policy, as soon as possible, said Mark Watters, interim director of Telephone Services.
The policy provides two options for those wishing to continue use of electronic devices.
Option 1 pertains to personally owned electronic devices. According to that option, "Departments may provide a technology allowance payment to individuals for charges incurred as a result of the employee's use of a personal electronic device and/or service for official business."
If the associate vice president of Business Affairs grants the department or individual approval, the person must then provide receipts to Telephone Services to receive the allowance. Allowances will be provided to the employee through their wages after receipts are submitted and verified by Telephone Services.
The purchaser will not be reimbursed for the cost of the device or activation fees because most basic cellular devices are free of charge, and activation fees are normally waived when combined with a two-year contract, according to the policy outline.
This option has left many staff members asking if they will need to pass credit checks to have their own personal devices.
Employees will need to pass a credit check if they go to a new cell phone provider. Users may choose to purchase a prorated device from Telephone Services, but will still need to acquire service from a local service provider.
Telephone Services inventory equipment acquired before 2006 may be purchased for $20. Equipment obtained between January 2007 and June 2007, July 2007 and December 2007, and from January 2008 to the present may be purchased for 25 percent, 50 percent, and 100 percent of their costs, respectively.
Option 2 of the Electronic Device Policy concerns university-owned electronic devices in which the employee, supervisor, department head and dean or vice president must sign an employee agreement for university-owned electronic device.
According to the agreement, the employee will be held responsible for tracking both inbound and outbound calls in a log and will be evaluated at least annually for continued usage of the device.
The costs of these changes aren't the only factors staff members are beginning to question. With Ball State priding itself on advancements with wireless technology, some say this possible reduction will deter university expansion efforts.
"Business Affairs at Ball State has used this [IRS policy] change to massively scale back university-provided mobile devices in what seems to be a big backward step for a university that bills itself as technologically advanced," an undisclosed source said. "I'm worried that it's going to make us look bad when we trumpet our technology out one side of our mouth then go Luddite out the other."
Whether or not the university is relapsing from a technological boom, it might save money as the electronic device policy suggests, "Users should utilize more cost effective, practical and readily available means of communication: landline telephones or corporate calling cards."
Not all departments are experiencing the same situation, but they are dealing with other changes such as the discontinuance of the State Universities Voice Network. The service, otherwise known as SUVON, was a private network connecting colleges and universities across the state. SUVON created more convenient communication among participating, higher-learning facilities and was discontinued statewide at the end of the school year.
"[The new Electronic Devices Policy] impacted departments who might move to using cell phones," Joe Misiewicz, department chair and professor of telecommunications, said. "I think the fact the university isn't using SUVON may cost more. In a department like TCOM, with interns making dozens of calls - I've made a few this week - it may cost more."
The university has been using Qwest Communications for long-distance services since the discontinuation of the SUVON service, but officials will not have exact numbers regarding Qwest's services or the cost of cell phone services the university will provide that comply with IRS rules, Watters said.
"Time's going to tell," he said.
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