Designing a Mobile Handset Policy: How Do You Tailor It for All Employee Levels?

Dear Friends,

I am designing a Mobile Handset Policy for my organization. I wish to know various possibilities for the same. Also, please help me with how to prepare the policy for different levels, i.e., from HOD's to office boys.

Thank you and Regards,
Ninaad :)

Dear Sender,

You can have this policy on a gradewise basis. Bills will be settled upon the production of original bills and with proof of payment. Reimbursement will occur once a month.

Only official calls will be reimbursed, and employees must bear the cost of personal calls (supported by self-declaration), with the bill amount being deducted from the reimbursement. The company will provide handsets according to the grade, and sim cards will be provided for designated cadre only.

Bills must be verified and certified by the HR & Admin department. Bills should be certified for the amount and eligibility, with the claimed amount for the month also specified.

I hope this provides a clear understanding for you.

Regards,
L. Kumar

Dear Mr. Kumar,

Thank you very much for showing a very good gesture and replying to my query. We already have a policy for the recurring expenditure, i.e., for the mobile bills, and that too is grade-wise. Now we want to put a limit grade-wise for the handsets (mobile phones) also, which are provided by the company. Kindly help out with any policy if you have one.

Thank you & Regards,
Ninaad.

Dear Ninaad,

You can fix the ceiling limit for reimbursement for the mobile policy as per your company's standards and the level of employees:

- DGM to VP: Actual amount
- From Sr. Manager to AVP (fix the amount)
- From AM to Mgr
- Jr. Engineer to Sr. Engineer
- Assistants (all departments)
- Attendants

Their reimbursement eligibility has to be fixed according to their grades.

With regards,
L. Kumar

Hi Ninaad,

Any policy that we make must be easy to operate and should normally stand the test of time. Therefore, I suggest the following:

1. Find the types of jobs, irrespective of levels, that require more usage of mobile phones (Office boys, customer representatives will have more usage than, say, an Accounts Manager).
2. Set limits for different work groups based on their usage.
3. To massage the egos of the HODs and seniors, you may reimburse at actuals or set higher limits.
4. Let the Line Manager be responsible for verifying the genuineness of the bills. (HR has more important tasks than being verification assistants).
5. Upon approval by the Boss, accounts will reimburse up to the maximum limit or approved amount, as the case may be.

I have implemented this and it has been working for about 7 months. (Of course, there was resistance in the initial days, but we resolved it in 2 months). It is simple to operate and should work for a few years.

Please give it a try.

Cheers,
Bala

Hi,

I just launched a mobile policy at our organization. I hope it will be of some help. 😊

Regards, Sandeep

Hi Ninaad,

It's better to obtain a sign-off from the employee stating that the mobile handset is a company asset and in case of loss, the employee is responsible for covering the cost of the loss.

Additionally, when employees resign, ensure they return the entire mobile device including the charger, CDs, booklets, etc. If any of these items are not returned, the cost should be deducted from their full and final settlement.

Consider getting the handset covered under insurance, similar to how laptops are insured.

Thanks,
Giridhar