01 Mobile Guidelines

8/2/2019 01 Mobile Guidelines

1/4

POLICY & GUIDELINES FOR ISSUING MOBILE PHONES,

PERSONAL COMPUTERS / LAP TOPS AND DIGITAL CAMERAS

Objective: Policy is framed to guide Issue of Mobile Phones, PCs, Lap-Tops and Digital

Cameras and to fix talking limits of Mobile Phone and to bring responsibility andaccountability.

Applicability: It is applicable to all employees.

I. Mobile Phones

1. Mobile connection shall be provided to an employee based on the job

profile. It is purely a need-based facility provided to an employee at the

discretion of the company.

2. Issue of mobile handset along with the SIM card will be provided to an

employee only on the recommendation of respective HOD and approved

by CEO, processing through HR & Admin Department.

3. The facilities such as CUG, Local, STD, roaming and the authorized limit

will be mentioned in the prescribed format as in the annexure - A based

on the job requirement and approved before issue.

4. The Cost limit for mobile usage and the facilities approved in shall be

intimated to the employees while issuing the mobile connection and a

copy of which shall be forwarded to Accounts Department by HR &

Admin department and a copy is retained in the Personnel File.

5. Any time, if the monthly bill exceeds the approved usage limit, the sameshall be recovered by the salary payable to an employee.

6. Safe handling of mobile issued to an employee is the responsibility of

the individual and the Company is not responsible for the loss of mobile

handset even if it is in the office premises and the entire amount of

mobile handset shall be recovered from the concerned employee.

Prepared by Checked & Recommended by Approved by

AM HR SM HR & Admin CEO

Date:

Page 1 of 4


2/4

7. In case an employee resigns from the services of the company, he/she

shall handover the mobile in working condition to the HR & Admin

Department with their certification for full serviceability. If not, the cost

of the handset shall be payable by the iemployee immediately.

8. All calls will be monitored and should be used for official purpose only.

9. No exchange of handsets/ SIM card is allowed. If necessary, approval

has to be taken from the HR / Admin Dept.

Designation Maximum Limits per month

VP / GM... 2000DGM/AGM/SM. 1500

Managers... 1000DM/AM/Sr. Exe & Eng.. 500

Assistants & Others like drivers.. 300

These limits exclude taxes. Any increase in the limits, incurred forofficial purpose may be approved by the CEO with the

recommendations of Heads.

II. Laptop/PC

A. LAPTOP shall be provided to an employee based on the job profile. It is

purely a need-based facility provided to an employee at the discretion of

the company.

B. Strict confidentiality of data/information shall be maintained by the

employee to whom it is issued.

C. No installation of new software without prior approval from the company

will be done.

D. In case of failure of an employee in conforming to the relevant laws in

existing to this context, he/she shall indemnify the company for such

failures.



Date:

Page 2 of 4


3/4

E. The responsibility of safe handling of laptop issued to an employee shall

solely lies with him/her and the Company is not responsible for loss of

Laptop, and the entire amount of mobile handset shall be recovered

from the employee concerned inadvertently.

F. Laptop will be serviced once in six months.

G. In case an employee resigns from the services of the company, he/she

shall handover the LAPTOP in good working condition to the HR/Admin

Department with their certification. If not, the cost of the same shall be

payable immediately.

III. Digital Camera provided at Project Sites

1. To enable the site to send monthly progress reports to the

Clients/Management, a digital camera will be provided to each project

site.

2. It should be used for official purpose only. If it is misused for

unofficial/unethical purpose, the company will view it seriously to an

extent of termination of employee from the services of the company.

3. The camera will be issued by the Project In-Charge in a specific format

by the HR/Admin. Dept., copy of which shall be forwarded to Accounts

Dept. & personnel file.

4. The Project Manger is the custodian of the camera. To ensure

accountability of the camera issued to the Project-in-Charge, it has beendecided that the cost of the camera will be debited to the account of the

Site-in-charge and once the camera is returned to the HR & Admin

Department in working condition, the amount will be credited to their

account.

5. In case, the camera is lost, the book value of the same shall be

recovered from the employee to whom camera was issued.



Date:

Page 3 of 4


4/4

6. Mobile or Camera owned by the company can not be transferred by an

employee to the other and the same has to be routed through HR &

Admin Department formally. Concerned Department Head should ensure

that regular verification of assets to be carried out to identify its

availability in a particular project site.

7. Digital Cameras owned by the company will be serviced once in a year

by the company.



Date:

Page 4 of 4

Documents

01 Mobile Guidelines