objective applicability policy guidelines - lodha groupreimbursement.lodhagroup.com/download/22...

CONTROLLED DOCUMENT

Human Resource Manual:Mobile Policy

Policy Number: HR/22Policy Owner: HRMSAuthorized by: VP - HRMSAccess: Level 0 - 5

VERIFY THAT THIS IS THE CORRECT VERSION BEFORE USE

HR/22 Ver No: 1.06 Ver Date: 01-Apr-2013 of 4LODHA Internal

Objective

To set the guidelines for mobile usage applicability to associates.

Applicability

This policy covers all associates and full time in house consultants on rolls of the Company.

Policy Guidelines

Usage of mobile is expected to make communication, information sharing & decision making effective,assuming that the same will not be misused and continue to be useful for business purpose. HenceCompany recognizes mobile phone as an important tool, use of which under certain circumstances &provision is desired.1. The mobile usage would be on the basis of extent and need of usage. Accordingly departments are

classified as :-

a) High Interacting Department/Cell: - Sales- Marketing- Construction Management (excluding EHS, -

Horticulture, Quality Enhancement, Stores)- Liaison- Business Development- Talent Acquisition

b) Low Interacting Department/Cell: - All other Departments/Cells

2. The eligible associates have to approach the respective site HRMS for SIM cards. The eligibleassociates will be reimbursed as per the matrix given below.

Permissible Limit

Grade High InteractingDepartment/Cell

Low InteractingDepartment/Cell

0 4000 30001 3000 25002 1500 12003 *1000 *7504 *700 *500

5 *500 *350

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3. *Reporting Manager (at level 1 & above) may decide to issue SIM card (against whichreimbursement can be claimed) to any associate of his/her department/cell based on need, extentof usage and output relevance. (refer Annexure 1)

4. Company will pay only the current month charges or eligible amount, whichever is less.

5. For level 2 and below, the company will bear the cost up to Rs 300 for official use of email /internet services subject to approval of HOC/ HOD on email.

6. For Level 1 and above, rental of VMC/blackberry will be paid by the company at actual.

7. Personal ISD calls/SMS are not allowed under these limits. At Level 2 and below, ISD/SMS chargeswill be reimbursed on approval of HOD. At Level 1 and above the ISD / SMS charges have to be selfapproved if amount is more than Rs. 100.

8. For Level 0 and 1, if the bill amount exceeds eligible limits, then self approval up to two times theeligible limit is permissible and if the amount is more than 2 time of the eligible amount then HOD/ directors approval is required. For all other levels, if the bill amount exceeds the eligible amountthen HOD’s approval will be required. On approval, the associate would have to demarcatepersonal / official calls and the associates will have to claim for official calls.

9. All associates travelling abroad need to procure International SIM card with assistance of TravelDesk. Company shall not bear roaming charges for any usage of Indian service provider based phoneoutside the country.

10. Company Drivers can be given basic mobile instrument with authorization in writing of HOC/ HOD.In case of lost / damaged instrument, cost of replacement will have to be borne by user. Beyond 2years of issue of such handset, if it is found to be not in proper working condition, same may bereplaced / repaired at Company’s cost.

11. Reimbursement of bills will be done through bank transfer.

12. There will be no reimbursement for prepaid SIM cards.

13. Associates/departments who have been assigned mobiles & their respective HOD’s are accountablefor appropriate use of the mobile phone and should abide by this Mobile Usage Policy. As such theyshould be used in an efficient, lawful, safe and ethical manner.

14. Mobile is business tool and is not a facility or a perquisite. Its usage & output relevance will beassessed periodically. Accordingly, for an associate who is currently allowed use of mobile, his/herexpenses slabs may be revised or stopped if found irrelevant.

15. In case of a permanent transfer of an associate from Company’s office from one city to anothercity, within 7 days the associate should take a local SIM card.

16. Incase if the user changes the mobile number, he has to inform HOD & Accounts department onemail & HRMS for updating their records immediately.

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17. Company has tied-up with Vodafone as a single service provider for wireless communication, henceassociates will have to go for Vodafone with Lodha CUG plan or else the reimbursement will not beapplicable.

18. The time-line for submission of mobile bills is 30 days from the bill date.

Process

1. Associates at Level 2, 3, 4, & 5 based at sites will submit the mobile bill along with thesummary sheet and the reimbursement form (refer Annexure 2) to their respective HRMSassociate. Associates based at Corporate Office will submit their mobile bills to Accounts cell.The associate will be accountable and responsible for the bills being claimed forreimbursement.

2. Associate at Level 0 & 1 will have the option either to pay the bill and claim thereimbursement or advise the company to pay the bills directly to the service provider. For boththese options, associates will contact their respective HRMS associate.

3. Accounts department will handle all queries of associates related to reimbursement of theabove bills.

4. The reimbursement amount will be credited to the associate bank account.

Exceptions

Customer Care cell, Home Loan Services cell, departments using SMS blast for marketing activity, forlaunches, advertisement, preferati activity can be allotted a basic mobile handset and Company paidSIM cards with approval of HOD. The usage limits will be set by the HOD. For any unofficial calls thecharges will be deduced from salary.

Mobile limits of associates can be increased or reduced by the HOD depending upon the work profile &business justification of Associates to the extent of 25% of permissible limit. HRMS will finally do theassessment & verify the last 3 months usage.

Prepaid card reimbursement will be applicable to Personal Body Guards of directors.

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Annexures

1. Mobile Reimbursement Requisition Form

MobileReimbursement Requisition Form

2. Mobile Bill Reimbursement FormMob ile Bill

R e imburse me nt F o rm

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