slide 1 fastfacts feature presentation april 16, 2012 to dial in, use this phone number and...
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Slide 1
FastFactsFeature Presentation
April 16, 2012
To dial in, use this phone number and participant code…
Phone number: 888-651-5908 Participant code: 182500
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You must have a sound card
You must have headphones or computer speakers
© 2012 The Johns Hopkins University. All rights reserved.
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Today’s TopicWe’ll be taking a look at…
Updated Johns Hopkins University Cell Phone Policy
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Today’s PresenterPatricia Morley Senior Tax Accountant, Johns Hopkins University Tax Office
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Session Segments
PresentationPatricia will provide a short explanation of the new Johns Hopkins University policies and procedures that reflect important changes in IRS requirements for cell phone used for business purposes. During Patricia’s presentation, your phone will be muted.
Q&AAfter the presentation, we’ll hold a Q&A session. We’ll open up the phone lines, and you’ll be able to ask questions. Patricia will answer as many of your questions as time allows.
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Contact Us
If you would like to submit a question during the presentation or if you’re having technical difficulties, you can email us at: [email protected] can also send us an instant message!
GoogleTalk – [email protected] Instant Messenger – HopkinsFastFactsMSN – [email protected]
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Survey
SurveyAt the end of this FastFacts session, we’ll ask you to complete a short survey. Your honest comments will help us to enhance and improve future FastFacts sessions.
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How To View Full Screen
Click Here
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Updated Johns Hopkins University Cell Phone Policy
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Agenda
Today we’ll be covering:
Why policy is changingWho needs to understand new policy and proceduresUniversity-purchased cell phonesPersonal cell phones used for University businessProcedures, forms and approvals needed
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Why policy is changing
Recent changes to IRS rules allow the University to simplify documentation required to substantiate business use.
Detailed documentation of each business call is eliminated.
Personal use no longer has to be identified and repaid.
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History
For many years, rules governing tax treatment of employer-provided cell phones have been burdensome and outdated.
9/27/2010, cell phones were removed from “listed” property, a category requiring extensive recordkeeping.
9/14/2011 – IRS Notice issued guidance on treatment of employer-provided cell phones as a nontaxable fringe benefit.
9/14/2011 – IRS Memorandum for all Field Examination Operations allows employer reimbursement of expenses for business use of personal cell phones to be nontaxable.
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Requirements
When provided to a University employee primarily for noncompensatory business reasons, the business and personal use of the cell phone is nontaxable.
Noncompensatory means the cell phone is not provided to increase employee morale, to attract potential employees, or to provide additional compensation to the employee.
Arrangements for provision of cell phones or reimbursement for cell-phone use that is not primarily business related remains taxable. Such amounts are reported to recipient employee on W-2.
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University-purchased cell phones
Bona fide business purpose must be documented. Examples:
The department needs to be able to speak with faculty or staff member by phone at all times for work-related emergencies.The department requires faculty or staff member to be available by phone when outside the office.Faculty or staff member needs to be able to speak with vendors, faculty and/or staff located in other times zones before or after the normal work day.The department requires faculty or staff to have access to email when outside the office.
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University-purchased cell phones
The University purchases corporate cell phones for departments and individuals when needed to conduct University business.All equipment and plan purchases must be made through the Telecommunications Office or other University offices that have an established vendor relationship.The University does not reimburse for equipment purchased by an employee.
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University-purchased cell phones
Department’s ResponsibilitiesIdentify/determine the business need for a faculty or staff member, including voice and data plans chosen at levels to meet the University’s needs.Document and retain written justification of the business purpose, including features, using Justification Statement form.
The form is PDF fillableThe form has information needed by the employee for the purchase including the cost center or internal orderSponsored funds (grants or contracts) cannot be used unless there is specific authorization in the award
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University-purchased cell phones
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University-purchased cell phones
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University-purchased cell phones
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Implementation
A written justification statement is needed for everyone with a University-purchased cell phone.A special implementation format will be available.To facilitate the implementation, pre-fill forms will be provided to departments and offices currently billed by Telecommunications.Written justifications for everyone with a University-purchased cell phone are to be completed by each department or office by June 30, 2012.
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Slide 20 University-purchased cell phones
Department’s Responsibilities, continued
Telecommunications will charge departments for cell phones.
Responsible for review of monthly statements.
Unusual activity requires additional documentation of business purpose.
Retain documentation for review by auditors, as requested.
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University-purchased cell phones
International calls International calling plans must have a business purposeFor occasional international call, calling cards can be used or a calling plan could be added temporarily
Discuss with your telecommunications office
Upgrades and renewals – a written justification form is required for each upgrade and renewal
Cancellations – notify your telecommunications office of any cancellation
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Reimbursement for business use of personal cell phone
The University can reimburse an employee for expenses for cell phone services reasonably related to the business needs of the University. Two scenarios and two forms:
The faculty or staff member is approved to use a personal cell phone for businessThe faculty or staff member is not approved but occasionally makes business calls.
Reimbursement must be reasonably calculated so as not to exceed expenses the employee actually incurs.The University does not reimburse for cell phone equipment purchased or early termination.Faculty and staff should consider special rates available for University employees when purchasing a cell phone.
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Reimbursement for business use of personal cell phone
The department identifies and approves employee for reimbursement process using Justification Statement form.
Reimbursement request is submitted on properly completed and approved TRIP document supported by:
Employee’s cell phone bill identifying cost of planAmount to be reimbursed as determined by the department on the justification form
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Reimbursement for business use of personal cell phone
Example
Department approves service at 500 minutes. Employee has personal plan covering 2000 minutes.Reimbursement will be 25% of the cost of the basic plan for cell phone service.Data plan reimbursement calculated the same way.
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Reimbursement for business use of personal cell phone
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Reimbursement for business use of personal cell phone
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Slide 27 Reimbursement for business use of personal cell phone – occasional
business use
The employee is not approved to have a cell phone but has made business calls that can be reimbursed
Reimbursement request is submitted on properly completed and approved TRIP document supported by:
Employee’s cell phone bill identifying the actual call(s)Identify who was on the callState the business purpose
Amount to be reimbursed as determined the worksheet (provided on the web)
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Departments – University-purchased cell phones
Determine who in your department has a University-purchased cell phone.Complete appropriate Justification Statement by June 30, 2012.Review monthly charges.Unusual charges require additional documentation.Retain Justification Statement and additional documentation for review by auditors, as requested.Contact the Tax Office if you have any questions.
Conclusion
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University policy, procedures and forms will be available soon.
Departments – Personal cell phones used for University business
Determine who in your department needs a cell phone.Complete appropriate Justification Statement by May 1, 2012.Review monthly charges. Unusual charges require additional documentation.Retain Justification Statement and additional documentation for review by auditors, as requested.Contact the Tax Office if you have any questions.
Conclusion
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We’re going to open the phone lines now!
There will be a slight pause, and then a recorded voice will provide instructions on how to ask questions over this conference call line.
We’ll be answering questions in the order that we receive them.
We’ll also be answering the questions that were emailed to us during the presentation.
If there’s a question that we can’t answer, we’ll do some research after this session, and then email the answer to all participants.
Q&A
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Thank You!
Thank you for participating!We would love to hear from you.
Are there certain topics that you would like us to cover in future FastFacts sessions?Would you like to be a FastFacts presenter?Please email us at: [email protected]
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Survey
Before we close, please take the time to complete a short survey.Your feedback will help us as we plan future FastFacts sessions.Click this link to access the survey… http://connect.johnshopkins.edu/fastfactssurvey/
Thanks again!
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