Purpose:
This policy helps provide cell-phone facility to employees who need to regularly communicate with other employees/ external agencies for business needs.
Eligibility:
Employees are provided cell-phones based on work profile, not levels. Therefore it is a job requirement benefit and not a job status benefit. The decision to provide this facility lies with heads of departments.
Policy:
- The company’s preferred service provider is ___________(Include name of service provider).
[The choice of service provider is dependent on company policy. Some companies do not have any preferred provider.]
- If an employee does not have a (Brand Name/Service Provider name) handset, the company provides financial subsidy of INR _________ for procuring the same. This is a one time subsidy and is not given if employee purchases a new instrument again.
[The extent of financial assistance is again dependent upon company policy]
- In case an employee leaves the company within six months after availing the above-referred financial assistance, then the said amount is deducted from the employees’ full and final settlement.
- All personal calls have to be paid by the employee and they need to be clearly identified in the bill.
[Some companies ensure that the company cell-phone should not be used for making personal calls to avoid the task of distinguishing official calls from personal ones]
- Limits for cell-phone bills are predetermined based on the departmental budget. In case, expenses incurred exceed the specified maximum limits due to special business reasons, reimbursement of the excess is subject to immediate manager’s approval.
[Some companies clearly define monthly limits that an individual is eligible for as per the role’s business requirements.]
- In case, an employee uses his residential land phone for official purposes, he can claim reimbursement on expenses incurred, subject to approval from the immediate manager. The company does not reimburse any expenses on the installation or rentals of the residential phone.
Procedure for claiming reimbursement:
- Employees are required to pay their bills and then claim reimbursement for official calls only after highlighting and deducting expenses on personal calls.
- The bill along with the expense claim form, duly approved by the immediate manager is to be submitted to Accounts at the end of each billing cycle. In the bill, the employee should highlight his/her personal calls.
- The amount is either reimbursed through payroll or as cash.
[Typically companies reimburse it through payroll]
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