Head - Human Resources
V. Balaji
Ir & Hr
Labour Laws, Trg & Development, Pms
+3 Others

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I need to draft a new mobile policy for the employees. We provide official connection to our employees & need to design a policy. Its content includes entitlement, usage, billing, treatment of personal use/calls, maintenance, lose/ replacement, upgrades, etc.
So, kindly help me if you have some policy on the same

From India, Gurgaon
Hi Ashish,
I see that you are a member of this community for more than 2 years. You should have used the research tab given here as you will get loads of information on to the requested topic. Good luck!

From India, Bangalore
Dear, the mobile phone policy is bieng folowed by us in our organization is attached herewith. You can fine-tune it to suit your company. Balaji
From India, Madras

Attached Files
File Type: doc Mobile Phone Policy - sample.doc (44.5 KB, 5643 views)

Thanks for your input on mobile policy.
May I also request the members to share mobile usage policy inside the office/factory (amnufacturing set up), or any circular of using mobile inside the shop floor.

From India, Mumbai
Our company has provided Group BSNL SIM to the executives (E5 & above grade). The plan is called CUP-99. i.e. fixed charges per month is Rs.99/-, with in the group free ect.
individual usage limit per month is Rs.270/- and usage beyond the limit will be deducted from monthly salary.
Top level and executive directly related to the production have been provided cell phones also. cost of the cell phone again categorised in 3 groups. Rs. 6000/- , 4500/- and 3000/-. (this amount directly pay to the executives and they have to submit purchase receipts) the life of the instrument is 3 years.
i hope this will give some idea for design policy

From India, Hubli
Dear Ashish,

Limits on usage can be assigned by you on the basis of usage by function and levels. Eg. A marketing officer may have a higher limit vis-a-vis an accounts officer though both are in the same level as per hierarchy in the orgn.

A specimen is given below for yourb ready reference and tailoring to your requirement.

Hope you will find it useful.





The purpose of this Policy is to define clear guidelines for providing mobile handsets to

employees to help them discharge their official duties.

Applicability :

All employees on the permanent rolls of the Company who fulfill the eligibility criteria.

Criteria :

The nature of the job and position/responsibilities of an employee should be kept in mind

while allocating a mobile phone to an employee


(a) Directly Eligible : All “ Senior Managers” and above

(b) Indirectly eligible : Employees at the levels of “Manager & below” will be eligible depending on the nature of the job on case to case basis. The approval of the HoD will be required in all such cases.

Value of Handset :

All eligible employees are required to purchase a handset of their choice, subject to the maximum limits indicated below ;

Manager & below : Rs.3,000

Sr. Mgr – DGM : Rs.6,000

GM & Above : Rs.10,000

The reimbursement shall be made on production of authentic proof of purchase (i.e., original bill).

ISD/STD/Roaming Facility in Mobile Phone

 STD/ Roaming facility : would be restricted depending on the nature of the work and would require the concerned HoDs approval.

 ISD facility : This facility will only be given to the VP category.

However, in case any employee is travelling abroad on official work, the ISD facility may be extended to the employee for the specified period, subject to approval of the concerned HoD. The final approving authority in such cases will however, be the VP - HR Head.

General :

(a) Ownership : The existing handsets will become the property of the employee with immediate effect . They will be entitled to get reimbursement for another handset after completion of two years from date of purchase of existing handset , as per above entitlement . The handset thus owned by the employee, will be insured against damage / theft by the employee concerned.

(b) Accessories : No accessories will be issued by the Company. This may be bought by the Company and will only be provided in case of field jobs (e.g. sales, collection, technical, etc.), after approval of HoD and VP-HR.

(c) Battery: The replacement of battery will normally be allowed upon completion of minimum one year from the date of purchase of the handset. The costs towards the same shall be borne by the company.

(d) Life Time : All handsets would be deemed to have a life of two years from the date of purchase. At the end of two years, the employee can purchase another handset as per his entitlement.

(e) Transfer : In case an employee gets transferred to another group company, employee records transferred to the new Unit are required to show the details on the date of purchase of the handset.

(f) Separation : In case of separation of employee before two years, pro-rata recovery against the handset shall be made from the employee’s full & final settlement dues / recovered separately, as the case may be. This will however, be computed on the completed months of service in the company.

(g) Other conditions :

1. Employees should ensure use of cellphone for their official purposes only. Under no circumstances the handset should be sold, loaned or transferred to anyone other than for whom it is taken.

2. Handsets should always be kept in “switched on” mode to ensure contactability both during and after office hours.

3. Current handsets : The following will apply to employees who are currently holding handsets which were bought by the company :

 Employees will have the option of buying the current handset at the depreciated value at the end of 2 years / separation, as the case may be.

 In case an employee holding a handset wants to purchase a new handset (before completion of two years from the date of allocation, may be on transfer /otherwise) as per the above policy, he/she will necessarily have to purchase the current handset allocated at the depreciated / book value as decided by the Accounts department.

 At the end of two years from the date of allocation, the employee can buy a new handset as per the policy.

 In case of theft of the handset, employee should immediately inform Administration Department to take necessary action. It is needless to say, that every employee should take care of the company property allocated to him/her.

Any exception to the rules on current handsets would require authorization from VP-HR

4. Taxes, if any applicable as per the current tax laws, will be borne by the employee concerned.

5. The Management reserves the right to alter, modify, change or withdraw this scheme at any time at its sole discretion.

No deviations to the above policy are permissible. Any changes / clarifications / interpretation

to the above policy will be made / provided by the Director.

This policy will be effective from

From India, Bangalore
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