Wireless Communication Device (WCD) Allowance Discontinuance

Cell phone and home internet allowances currently processed through Payroll are being discontinued. These earnings appear on paystubs as “Tel Allowance” and “Internet Allowance.”

These allowances will be discontinued effective July 1, 2025.

This decision is being made to streamline expenses and adapt to the widespread availability of personal mobile devices. Personal mobile and internet access have become standard utilities for most individuals. Since this program was established in 2008, personal communication devices have become increasingly accessible, with home internet and personal cell phones being the new standard. The original allowances were introduced in 2008 to support essential job functions when such services were less common. Furthermore, many peer institutions have already phased out similar programs.

This change affects employees who currently receive cell phone and home internet allowances processed through Payroll. 

No, personal phones not issued through RIT's Verizon or AT&T contracts may not be charged to a University PCard.

Employees who are not issued an RIT-owned cell phone can only be reimbursed for expenses incurred while conducting university business, such as purchasing an international data plan for the purpose of business travel. Appropriate documentation will be required when submitting reimbursement requests for these specific business-related costs.

Moving forward, you may request a university-owned Wireless Communication Device (WCD) if your position requires one. The criteria for receiving a University-issued WCD through RIT's Verizon or AT&T contracts include:

• Positions requiring a WCD to perform their essential duties (e.g., ITS Incident Manager on Call, Housing Mechanic).
• Employees who use the device primarily for University business, with only minimal personal use (something that is so small, minor, or insignificant that it is not considered meaningful or worthy of concern), similar to a University-issued laptop or desktop.

To request a university-owned device, contact your group’s Verizon or AT&T rep (if applicable) or email Rick Roeser.

• For biweekly paid employees, the last payout will be on July 3, 2025, covering the pay period ending June 26, 2025.
• For semi-monthly paid employees, the last payout will be June 30, 2025, covering the pay period ending June 30, 2025.

The difference is due to the distinct payroll schedules. Allowances are being discontinued for all pay periods that include or extend beyond July 1, 2025, which results in different final payout dates based on pay frequency.

No, there are no planned adjustments. The final payouts align with each employee group’s regular payroll schedule.

Divisional Vice Presidents, Deans and AVPs have been notified of any affected employees in their respective division and departments. Managers have received an advance communication of the message that was sent to employees. Individual employees affected by this change will be notified by June 4th.

Yes, however specific criteria must be met. A one-time opportunity will be offered to affected employees on a case-by-case basis to add a portion of the cell phone allowance to their base compensation. Employees must either be:

• on call 24/7 as a requirement for their role, or
• occasionally on call as a requirement for their role, or
• regularly accessible outside of standard business hours to conduct University business that is more than de minimis - meaning more than minimal or incidental in nature

The amount added will vary based on the level of after-hours availability required by the role. The Controller's Office will work closely with managers and divisional vice presidents during this one-time transition and will communicate additional details in the coming weeks.

For a University-issued Wireless Communication Device (WCD), "minimal personal use" is defined as something that is so small, minor, or insignificant that it is not considered worthy of concern.

The criteria for Wireless Communication Devices (WCDs) charged to PCards are being updated. The University will be reviewing all existing WCDs charged to PCards between July and September. During the review period, a communication will be sent to divisional vice presidents, deans and AVP’s regarding any necessary next steps.

Phones that are assigned to specific positions (e.g. Housing Mechanic, NTID DeafTec, RA on Duty, RIT Catering) will be designated as business phones and are considered to meet the criteria for primary business use. These phones will not be subject to further review as part of this process. Managers should continue to monitor Procurement Card charges related to cell phones purchased with PCards and make adjustments as needed.

Wireless communication devices issued through the University's Verizon/AT&T contracts remain University property. Employees may transition these WCDs to personal accounts at any time. Employees must transition these WCDs to personal accounts before leaving the University. Existing WCDs charged to PCards will also be reviewed under the updated criteria between July 2025 and September 2025.

You may request a university-owned device if your position requires it based on the new criteria. For existing Wireless Communication Devices charged to PCards, the University will be reviewing these devices between July and September and will communicate with affected employees regarding necessary next steps.

To request a university-owned device, contact your group’s Verizon or AT&T rep (if applicable) or email Rick Roeser.

If you have questions or concerns as an RIT employee, reach out to your manager or the Payroll department.