Mobile Phone Policy

Introduction

The purpose of this policy is to facilitate the Employees in their jobs by

increasing communication within the organization and especially amongst
each other and to prevent them from the hassle of purchasing Sim
Cards/Hand Sets.

Objective

This policy has been introduced to:

 clearly define who is entitled to a cell phone and how the costs of
purchasing the asset plus ancillary equipment, and the rental and call
costs will be met;
 streamline statement administration and payment, and the
reimbursement of the costs of business calls;

Applicability

 The President.
 The Senior VP/VP.
 GMs/Heads of departments
 All Field Force

Responsibility

The preparation of this policy, procedure, forms, letters, and its revision
along with justification & obtaining approval from the Management and its
implementation and monitoring is the responsibility of HR
Department/Personal Department.

Rules

The Company will provide the official SIM / CELLPHONE to all entitled
employees after they have signed an agreement for the Assets.

This SIM / CELLPHONES are returnable upon transfer / discontinuation of

the services with the company.
 This facility is provided purely for official purpose. Monthly Billing
Statement would be received at the Head Office. Any bill exceeding the
entitled limit would be debited from the respective monthly salary of the
concerned employee.

The cell phone number for a particular territory / area would remain same,
so that in case of transfer / discontinuation of service, the contacts for that
particular territory / area would remain the property of the company.

In case of loss of SIM / CELLPHONE, the employee must inform the

company as soon as possible to avoid any misuse of the SIM /
CELLPHONE. Detailed instructions in the case of a loss are given in the
Assets authorization letter

At the time of handing over the SIM / CELLPHONE to the employees, the
company would inform the existing call rates to each employee. Also in
case of change in tariffs, it would also be communicated immediately.

Cellular Limits

The limits can be enhanced depending upon the need/use so justified, It

will be depends on the company policies.

AGREEMENT FOR THE ASSETS

This agreement is made and signed on ………. Day of …………….at Delhi containing additional
terms as agreed

BY AND BETWEEN

XXXXX Ltd , a company having its registered office at -----------------------------------------------------,

XXXXXX 110000.

AND

Mr/Ms/Mrs……………………………S/O/D/O…………………………………………..Residence
………………………………………….. Permanent
address………………………………………………... is treated as an individual.

Whereas XYZ Ltd Term used as “XYZ” is providing laptop/Data card/ Mobile/SIM Card to an
individual for official purpose.

Now, in consideration of the use of the assets, the employee covenants as here under;

 I undertake to use the asset only for the business of XYZ and shall not use it for any
unlawful or prohibited purpose.
  I undertake not to load/ use any unauthorized data in the course of use of the asset.
 I undertake to take proper and reasonable care of the asset at all the times, and shall not
misuse the same and take all necessary and adequate safeguard to protect the asset of
XYZ.
 I agree that the asset shall be the property of XYZ at all times and that I will not have any
right, or interest in the said asset except using such asset during my employment with
XYZ or for such duration as may be decided by XYZ . Provided that XYZ will have the
right to take back the asset at any time it deems fit without assigning any reason for the
same.
 I agree not to mortgage/ lien or otherwise create any charges/ encumbrances on the said
asset of XYZ, whether present or future, and will not, under any circumstances, pass off
the asset as my own. I further agree to return the asset on termination of my services or
on leaving the services of XYZ, for any reason whatsoever.
 I agree that in the event of any loss/ damage to the asset, I will immediately lodge an FIR
and submit the original copy to the HR.
 I agree in case of the loss of the asset- be it on, or off Company Premises, due to
negligence of the employee- user, the company will recover the cost of the asset from the
employee- user. It is the company’s discretion to impose further penalties on account of
loss of sensitive company information.
 In the event of any loss/ damage to the asset, I agree to provide all necessary information
and assistance to XYZ for enabling it to claim the insurance amount from the Insurance
Company.
 I agree to submit myself to random audit by XYZ, in order to check the physical presence
as well as the functional usability of the asset.
 I undertake to maintain the secrecy and the confidentiality, at all times, with respect to all
the data and information relating to XYZ and or used in relation to my employment with
XYZ , contained in the asset, whether past, present or future, in whatever form.
 I agree to defend and indemnify XYZ against, and hold XYZ harmless from, any and all
claims, damages and losses, and expenses of any kind arising from or connected with
the use of asset.
 The term of this agreement will be effective till the last day of working in the organization.
 In case of any difference/ dispute arising out of or in connection with the use of the asset
or the terms and conditions of this agreement, the same will be referred to the CEO for
decision on the matter.
 In case of my leaving the employment or being terminated for any reason, I will handover
the asset to XYZ in good condition failing which XYZ is authorized to file legal action or
penalty against me.
 The equipment will always remain XYZ’s property.
 I acknowledge that I have read and understood the terms and conditions of this
agreement and further agree to abide by all the terms and conditions set forth herein.

Agreement accepted on………………………………..

Agreement accepted by

(Signature) Wg Cdr Sandeep Sharma

(VP- HR& Admin)

Details of the asset are attached as Annexure.

DELIVERY NOTE

Description of the Asset ………………………………………………

Model No …………………………………………………….

Serial No …………………………………………………….

Configuration ……………………………………………………..

Check list:-

Power cord Yes/ No

Power Adaptor Yes/ No

Modem Cord Yes/ No

Laptop Carry Bag Yes/ No

Laptop Physical status Yes/ No

Windows 2000 Yes/ No

Office 2000 Yes/ No

Norton antivirus 2005 Yes/ No

Old Data Yes/ No

Network Connectivity Yes/ No

E-mail, Outlook, Internet configuration Yes/ No

Documents:
1. Manual Yes/ No
2. Limited warranty & Technical support Yes/ No
3. End user license agreement Yes/ No
4. Important information for notebooks Yes/ No
5. Wireless Device Regulatory Notices Yes/ No
6. Accessing WLAN software and documentation Yes/ No
7. World wide Telephone numbers Yes/ No
8. HP Notebook series Yes/ No
9. Manual CD Yes/ No

I have received all the above stated items and I am satisfied with their working condition.

Date: ……………………… Signature:

………………………………….
 Name: ……………………………………..
Assets Authorization Letter

Name: Designation:
Department: Date:

XYZ Ltd a term used as “XYZ” is providing some assets to its employees for official purposes. To
ensure proper management, usage and security of the assets issued to the employees, the
following is understood and agreed.

In consideration of the use of the assets, the employee covenants as here under;

1. I agree that the asset shall be the property of XYZ at all times and that I will not have any
right or interest in the said asset except using such asset during my employment with
XYZ or for such durations as may be decided by XYZ provided that XYZ will have the
right to take back the asset at any time it deems fit, without assigning any reasons for the
same.
2. I agree, in case of a loss/damage of any asset, I will immediately report the loss/ damage,
with all the relevant information relating to the loss, to the Management.
3. In case of my leaving the employment or being terminated for any reason, I will handover
the asset to XYZ in good working condition.
4. It will be my responsibility to take appropriate precautions to prevent damage to or
loss/theft of the Asset.
5. The Asset will be maintained in a fully fit and usable and a hygienic manner by me at all
times.
6. I am responsible for the loss of the Asset if I do not follow company policy for
safeguarding it on the premises or if I lose it outside of the building and hence the cost of
the Asset may be recovered from me.
7. In the case of any damage to the Asset due to my negligence/ misuse, the cost of the
damage would be recovered from me. If the damage is irreparable then the cost of the
Asset would be recovered.

8. The company reserves the sole right to cancel the eligibility to have an Asset at any time
without giving any prior notice.

9. While returning the Asset the condition of the said Asset will be ascertained by the
HR/Administrator in order to ensure that the Asset is in a fully working condition with all
its facilities working properly.

NOTE: The HR & Administration department is responsible for determining market value
and/or damages, and for the collection of money, if necessary.

10. I acknowledge that I have read and understood the terms and conditions of this letter and
further agree to abide by all the terms and conditions set forth herein.

Details of the asset are attached as Annexure.

Authorized Signatory

In signing below, I understand and agree to the terms and conditions mentioned above.

Name (Signatures)
Date

XYZ CELL PHONE

Company logo here HR 002
AGREEMENT

NOTES
 Details of the XYZ Cell Phone policy may be found at www.--------------HR Policy –001
 All completed forms must be sent to the HR department.

PARTICIPANT DETAILS
Surname Staff Number

First Name/s Title

Department
Fund Number Cost Centre

Email Address Tel. Extension

AUTHORITY
CONTACT
PRINT NAME SIGNATURE DATE
NO.

I request the XYZ to take out a cell phone contract on my behalf and agree to abide by its
conditions.

Participant

I support the request of this staff member and confirm that they should be an exception to
the cell phone policy, motivation attached.

HR Rep

HOD

I confirm that this contract has been planned and budgeted for, and in the case of
research funds, such a contract is allowable.

Finance Department

I authorise that the above-mentioned staff member be an exception to the cell phone
policy.

CFO

(To be completed by the HR Department)

CELL PHONE NUMBER Register NUMBER

PROCESSED BY (Name, Date & Ext)

MOTIVATION