Is My Company Auditor Really Allowed to Question My Personal Mobile Usage?

Hi!

I'm working in an MNC. The company provided a mobile to all the employees. I use it for both official and personal calls. Generally, I call my family and friends late at night. I pay by cheque for my personal bill. Recently, the company informed me that the auditor is questioning my mobile bill, asking why the amount is higher and why calls are made after office hours. I want to know if this is accurate. Do auditors really scrutinize mobile bills and call timings, or is the administrative officer targeting me for some undisclosed reasons?

Please reply.

With Thanks & Regards, Apekhya

Dear Apekhya,

First, I would like to clarify that during the course of External/Internal audit: Audit is done as per the policy provided by the company with a specified amount limit, and auditors are supposed to check only as per the policy. For example, they should verify the amount claimed and the amount in the bills to ensure compliance with the policy. If the reimbursement deviates from the policy, auditors are required to mention it in their report. Any such deviation must receive approval from the Director or Managing Director.

If you have been told otherwise, that information is incorrect.

Dear Apekhya,

As per the NMC guidelines, mobile bills are audited for bill usage. The company cannot monitor the calls made (in some cases only). As you have mentioned that you have been making calls after official hours and have been paying for your personal calls, auditors will not interfere unless you exceed the credit limit set by the company for bill usage.

Apekhya, auditors cannot impose any charges or take action unless your usage or calls/sms are unofficial. I sense that they might be gathering some clues regarding your usage.

Hi Apekhya,

When you are paying for your personal bill, it doesn't matter what time or why you call, etc. Auditors don't check the timing of calls unless they are really free.

Regards,
Narender

Hi!

Thank you Rajesh, Simmy, and Narendra!! Thanks a lot!

Actually, the limit is not defined as of now. There is no rule that has been communicated to us. Mobile bill details are being sent directly to the office, so they are able to track the timing of calls. One of my friends also works in the same company. Sometimes I called him after office hours. Recently, strict instructions were given to both of us not to call each other, and the management requested call details only from us, like the percentage of official calls versus personal calls with number details. They didn't ask anyone else for an explanation. I felt very disappointed by this behavior of the company. I have prepared a mobile bill reconciliation statement and found that I paid 64% of the total bill (April '08 to June '09) for a year, and the company paid 17% for me, with the remaining 18% for rental also covered by the company. I feel like they are targeting me. What do you think? My performance is good, and I do my job sincerely. I am considering changing my job. Is this the right decision?

The company fixes the ceiling limit. If so, you are paying extra. Explain in writing to them that you cannot carry two mobiles with you. The company should understand. Show them proof of your payment for your personal calls. Hand over a detailed letter to the chief executive for his knowledge. How about other employees? Do they have a separate personal call mobile?

Regards,

V. Kulasekaran
09994993344
kkulasekaran01@gmail.com

Thank you, Kulasekaran!! Now I'm carrying 2 mobile phones just to avoid unnecessary issues. When I'm paying for my personal calls, why should I have to listen to those things from others? However, I want to resolve this issue and find a solution. Some people have 2 phones, and some have only one. I have already provided a reconciliation statement to my manager. Now, it's his duty to send it to our GM.

Dear Apekhya,

Yes, sometimes auditors ask for late clocking.

Per the law, an employee should not work more than 8 hours per day, and overtime should not exceed 2 hours per day, 12 hours per week, and 50 hours per quarter year. Some social auditors also verify the phone calls made by employees to identify late working or other extra work (overtime) by the employee.

To avoid such situations, please refrain from calling after office hours using the company mobile.

Best Regards,
Sajid Ansari
Delhi

Apeksha,

Your admin is trying to give you an indirect message. Usually, auditors do not go into such details unless someone asks them specifically. Internal auditors are guided by management :-)

Saurabh

Dear,

Calling or receiving phone calls after office hours is not a crime. We do, at times, call our counterparts or subordinates to give instructions or any official information after office hours. As an HR person, I have also received calls at home at 2:00 a.m. due to accidents at an outstation site. In such situations, I had to give instructions on how to proceed in treating the employee or complying with legal formalities.

However, making personal calls from the mobile phone designated for office purposes should be avoided. You can use your own mobile phone for personal calls, and no one is going to question you. When doubts arise, triggered by other reasons, an auditor may scrutinize the timing of calls made and bring it to the attention of higher-ups. Why should we invite trouble by being honest?

V. Balaji

Note: I am using my own (personal) phone – not asked for an official one – and I am paying for any official calls made. So what if we incur a few hundred Rupees in expenses?!

Dear Balaji,

Thanks for your reply. You are right. I agree with you. The office is paying my colleagues without asking for call details, so why would they ask me? I am paying the office for my personal calls. I have already bought a new mobile for my personal calls, and I am making calls from that. However, I want to resolve this issue and understand the actual reason behind it. As I mentioned earlier, I have already paid 64% of the total bill for over a year, and the company has paid 17% for me and 18% for rental.

Thank you.

Well, well, well... It's strange the auditors are behaving in such a fashion. I agree with a few of my colleagues in here who state that "if you are paying for your calls, then the company has no right to point a finger at you." Your company should come up with a limit; let's say a limit of 800. If an employee crosses 800, then they are supposed to pay for the excess amount. By doing this, you know that the company will have to bear a fixed cost, and any excess would be charged to the employee.

Hi,

Please instruct the auditor to review the company policy limits rather than focusing on the call times. Their responsibility is to verify the amounts, not the timings.

The issue with auditors is that they are often inclined to uncover mistakes or demonstrate their effectiveness in their work.

Dear Apeksha,

Kya naam hai yaar. Well, I too handle company mobiles, but I am given a top ceiling, and of course, I am not paying it even though I am going beyond the limit. My boss just tells me to check my bill, and that's it. It depends on the company policy. As far as your case is concerned, it seems somebody is targeting you. Well, you can always carry a second mobile, but this shows that you have surrendered. If you have all the proof of paying your part of the bill, I believe you should fight it out. Auditing mobile bills by auditors and monitoring call times, all nonsense. You better check out what's the fact?

Thank you.

Dear Venunath,

Hi! Thanks for your reply. Auditors didn't tell me directly, so I can't provide any information to them. This is just a cyclic process - Auditors report to the GM, the GM communicates with the Manager, and the Manager then informs me. Therefore, I am unable to take any direct action.

I hope this clarifies the situation. Let me know if you need further details.

Best regards, [Your Name]

Hi Balaji,

Thank you for your reply.

My name is Apekhya. You know the meaning - "waiting"! I will try to resolve this issue as soon as possible. I hope I will get a chance to explain directly to the higher management.

Hi Apekhya,

Good name. Quite different from routine. As your name suggests, you need to wait with patience for justice. But then, justice delayed is justice denied. Be a bit aggressive.

Hi! I'm working in an MNC. The company provided mobiles to all employees, which I use for both official and personal calls.

What does the policy say? Does it allow for personal calls? If yes, is the deduction based on self-declaration.

Generally, I call my family and friends late at night and pay my personal bill by cheque.

Good job on your commitment to paying by cheque.

Recently, the company informed me that the auditor is questioning my mobile bill, specifically the higher amount and calls made after office hours.

I find it ridiculous why calls made after office hours are being scrutinized.

I am curious to know if this is a standard practice. Do auditors actually check mobile bills and call timings, or is the administrative officer targeting me for some reason?

This is the first time I've heard of auditors checking call timings.

Sit and analyze if there are any problems or conflicts you have had with the administrative officer.

The best approach may be to get another connection solely for personal calls.

Please reply.

With Thanks and Regards,
Apekhya

Apekya

Good name in Bengali means waiting. You know Mahabharat, the war between Bhishma Pitamaha and Arjuna. Shikhandi was in front of Arjuna on the chariot, but the action was only from Arjuna just behind Shikhandi.

Here, auditors are playing like Shikhandi, the main game from management like Arjuna. Obviously, you are Bhishma. Protest.

Dada

Hi,

In Hindi, it will be Apeksha. In Oriya, it is Apekhya. In Bengali, it is Opekkha... isn't it? (Correct me, Dada, if I am wrong). Interesting to know... just our country and our varied pronunciation styles. A lot have already answered your query, so I just got stuck in the name :icon1:.

Have a nice day.

Geeta

Hi Apekhya,

These Admin and Accounts persons are always like this. They will try to play a lot of games and show that they are working sincerely. Don't be afraid and be bold in facing these petty issues. If you quit and join another company, you will have to deal with different types of issues created by individuals like these.

Ganesh. P

Dear Geeta,

But here Apeksha means "desire". Dada says it's "waiting" for Apekhya. Confusing. Maybe this is a typical Bengali word. ????

Dada ????

Thank you, Peer! The company didn't provide us with any policy or limit, so I'm not sure about this. However, other colleagues also use the same phone for personal calls. I have already taken another connection.

User input:
:icon7::-D:idea:
A LOT GEETA.
APEKSHA IS A SOUTH BOUND WORD WITH MEANING OF "DESIRE". PLEASE ADD YOUR INPUT.
DADA IS VERY SILENT ????

Dear Dada, Geeta & Balaji,

Thanks for your reply. Dada, your words make me smile. You are right, I need to stand my ground. Arjuna is not coming forward, and I cannot speak for Shikhandi. I hope I have written correctly in Bengali; if not, please correct me.

Now I'm just keeping silent because there is no way to protest. The administrative officers sit at the Head Office, and they are not directly communicating anything to me.

Geeta, yes, you are correct. Our country, with its 14 different languages (possibly more) and various religions and castes, is truly diverse.

Ganesh, thank you for your response. You are correct that wherever I go, I will face some challenges. However, if I do not have respect in this company, then why should I stay here? Additionally, if the management is not satisfied with you, you cannot progress within the same company.

Dear Apekhya,

Ask your auditors to go through your company's policy as you are paying extra for your personal calls. If you exceed your limit, the auditors may raise objections.

Regards,
TM

Aekdum thik bolecho Apekhya, Cheer up... Kichu chinta nai, duniyata omni...

Dada kichchu bolbe? Tomar analysis aekdum Sundor, amiyo anek hassi peyechi :-D

Why Balaji are you angry? Of course, I will add this to my dictionary, but if you refer to Sanskrit it is still waiting/expecting/hoping (an outcome or the desired) :-P

So how much difference is there? :)

Thanks

Geeta

Dear Apeksha,

As for me, Mr. Saurabh is correct. Your administration department is indirectly sending a message to you through their auditors. They are also doubting you about your late-night communication.

Regards,
TM

Hi Geeta,

This world is not like this... I don't feel like doing anything... I think it's better to stay quiet... I hope you will provide the reconciliation statement from your end, which will clarify everything.

Hi Mukundan,

You may be correct that the administrative department may be giving some message indirectly, but I'm not understanding their message. If they are doubting me, then I can't do anything about it. This is totally my personal matter as to whom I'll call at what time. They shouldn't be worried about this. I'm paying for my personal calls, and the company is not paying more than 200 for me except for the rental. So, I don't think there should be any objection from them.

Hi Apekhya,

For these matters, it is not suggested to quit the organization. Ignore the happenings and continue the process of paying your personal charges (make payments by cheque and keep the receipt for your records). Probably, the management might have adopted these practices to reduce the expenses on overall telephone bills.

Regarding auditor intervention: assuming that they are targeting you, this could not be for one single person in any organization. Just check with your colleagues on the pattern of the clearance of their bills. If it is found that they are targeting you, please raise it to the maximum, as we in an organization work basically on mutual trust.

Another option is to please stop using the office-provided phone, subject to feasibility.

Regards,
B Srinivas

Hello, Mr. Apekhya,

Dear, make a new one for your personal. The matter is, any auditor can conduct the firm's internal check-ins to understand if the company or firm is genuinely paying taxes. This point regards the auditor's view.

Secondly, the chief of you might try to cause some inconvenience to you just to satisfy his ego. I think you understand what I mean.

Thirdly, if you are paying your bucks, why not get another phone, man? It's simple to change the number for your personal use. It does not affect anyone during non-working hours and leisure minutes, not frequently like using a mobile buddy during official hours.

Goodbye and take care,
Sastry.

Hi,

This sounds to be some issue of jealousy creeping in from somewhere. Bitter gourds, who are by themselves pathetic in the life they live, could be behind this episode, especially since you have mentioned that you and your friend are targeted. Let them not bother you. Please go ahead and give the explanation. Also, in the explanation, please mention the fact that you think you are being purposely targeted and that you feel bad about the whole episode. You can claim that by being sincere to your work, this is the way they are treating you, which is affecting your morals. Try to make this an HR issue and let them intervene as well. If I were you, I would not let those who cooked this up sleep in peace. The least I'd do is get their bills screened every month.

Dear Apekhya,

I submit forthwith a few points to ponder:

- Normally, audits don't delve into call details; they generally confine themselves to the call limit. If there is a monetary limit, the audit checks if it exceeds and if proper approvals exist. In cases without a monetary ceiling, the audit looks for any reasonable limit.

- Although it is possible to conduct random checks on usage, that is not the case here.

- Since you pay through a cheque for your personal calls (which amounts to 64%), there shouldn't be any issue regarding improper or personal use.

- "Jo jaisa dikhta hai, wo vaisa nahi hota....." - Taare Zameen Par

You have already provided the reason:

"hi! Mobile bill details are coming directly to the office. They are able to track the timing of calls. One of my friends is also working in the same company. So, sometimes I called him after office hours. Recently, strict instructions were given to both of us not to call each other, and management asked only both of us for call details like how much % is the official call and how much is the personal call with number details. They didn't ask anyone for an explanation. I felt very bad about this behavior of the company. I have prepared a mobile bill reconciliation statement and found that I paid 64% of the total bill (April '08 to June '09) of a year, and the company paid for me 17%, and the balance 18% is for rental also paid by the company. I think they are targeting me. What do you say? My performance is good, and I do my job sincerely. I'm planning to change my job. Is this the right decision?"

- Your 6% of the total bill paid by you, when converted in terms of call usage, amounts to almost 80% of usage; so only 20% is being used for OFFICIAL PURPOSE. It is immaterial if you are paying the bills for your personal use, which you ought to do anyway.

- The point here is - from the viewpoint of management - you have not been provided cellphones by the company to use it to the extent of FOUR times your official usage, to talk to your colleague/man-friend after office hours. It was meant PRIMARILY for official use, not reluctantly or sparingly for official use; like - "chalo, ek-adh baar let me use it for official work also!"

- The management is feeling peeved and irritated at this derring-do by both of you (and justifiably so) and has obliquely pointed it out to both of you.

Take it as a mild warning or stern advice - "sudhar jao."

- Now that you have a separate cellphone for personal use, this 'problem' will not arise again; provided you have also advised your friend to get and talk on a separate phone.

- There is no need to change jobs for this. The matter is now done with and over, though the impression shall persist for some more time.

- In case you change jobs, remember that your performance and sincerity will be reckoned at the time of promotion (appraisals), but your day-to-day behavior is being noted every day.

So, do TAKE CARE.

Incidentally, APEKSHA is the Hindi/Sanskrit equivalent and it means aspirations, expectations. In India, a dialect changes every 50 miles of land - you must have noticed that in Orissa, so many variants of Oriya as you move along.

So, ... Hamein aapse bahut sari apekshaayein hain !!

Regards.

Dear Apeksha,

In your first mail, you mentioned that the personal call bills are paid by you. So, I am sure this will include all the calls made after office hours, including those to your family and friends.

In your second mail, replying to Rajesh, Simmy, and Narendra, you mentioned making calls to your friend from the same organization. Please note that I have noticed some facts that you might be trying to conceal.

I have never encountered any company providing mobile phones and specifying allowances towards them. You should first determine your limitations. Auditors' queries are always based on the company policy. It is natural for auditors to raise concerns about using the mobile for communicating with office friends when matters can be discussed in the office itself.

Since you are paying for all your personal calls, neither the company nor your management should have any objections. In my opinion, there may be a reason why you were warned not to talk to your colleague after office hours. Resolve this matter first and do not connect it to the mobile bill.

Regards,

Kalyani

Unless a member discloses all facts and asks for a suggestion, no member can give a right suggestion, and it's just a waste of valuable time for members. I hope I am not offending Apekhya.

Hi, let auditors do their job first. Wait and watch the show. See, let auditors give their feedback, then you give your justification in writing to them with all bill amount details and your payment. See how management reacts. Most importantly, maintain your dignity. If you have used it for personal use, then pay for it until the use, regardless of the limit, and for the future, get another phone for your personal use. Don't use the office phone for even a single minute call. Don't let them target your dignity.

Hi,

As per your statement, you are paying for your personal calls. It is also a triggering point as to how the amount of personal calls has been calculated.

In case you are attaching the call list with the bill that is submitted to your company, auditors have all the right to ask anything about the bill.

Secondly, in case the company is availing the benefit of service tax on your phone bill (as per service tax rules 1994, the company can avail if the mobile is given for official purposes), this will become a statutory non-compliance as the benefit of service tax levied on your personal calls is availed inadvertently.

I suggest you do not use official phones for personal use or change the SIM while using the same.

Regards,
Kapil A.