Policy No Twelve Effective July 1

Date 2002

Policy On OFFICIAL
CELLPHONES FOR
EMPLOYEES

1. OBJECTIVE

To provide guidelines relating to handsets and airtime facility to employees

for official purposes.

2. ELIGIBILITY

• All employees (including probationers) in Band 4 and above

• All employees in field responsibilities (e.g. Sales, Network, Collections
etc.)
• All other employees on need basis

All employees who are not eligible under the new criteria but are currently
holding company handsets are required to return the same to the
Commercial department within 15 days from release of this policy or
purchase for personal use on determined price.

3. ENTITLEMENT

a) HANDSET:
The company shall issue handset as per the models advised by HR from
time to time as per the following price limits:
Band 5 & below : upto Rs. 6500\
Band 3 & 4 : upto Rs. 9000\
Band 2 & above : upto Rs. 13000\
The limits shall be reviewed by corporate HR from time to time.
Issue of brand new handset due to normal wear & tear resulting in
dysfunction shall be approved by CEO/COO on recommendation of
Functional head & Head –HR.

As the handset facility to employees is for business need, the employees

are responsible for keeping the phone in working condition at all times.

Technological use / Demo category:

Company owned handsets will be allotted under the head of test

(Technological use) / demo category. Such handsets taken under test/

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VP– Finance VP – Corporate HR CFO CEO Managing Director
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 demo category are owned by the Company and need to be returned after
completion of the activity.

The concerned department heads in whose custody these demo/test

handsets are will be responsible for monitoring the flow of these handsets
at all times. Issue of handsets to employees will be from the Commercial
stores after proper authorization from the Function Head & Head - Human
Resources. In the event of employee separation, the demo/test handset is
to be taken back from the employee and deductions if any are to be settled
before the last working day of the employee. Responsibility for this rests
with the Department Head\Commercial Department.

b) AIRTIME USAGE

The limits for each band for Airtime usage are as follows:

Band 5 & Band Band 2 - Test/

Item
below 4& 3 UC Demo

Outgoing airtime per

month (in minutes) 375 750 Unlimited 250
(Incoming Free)
MTNL charges waived up to
250 600 200
Rs. Unlimited
Monthly Rental Charges Waived

SMS, VMS and CLI charges Free

Airtime charges in excess
0.50 paise per minute for both incoming and
of allotted free Outgoing
outgoing calls
airtime usage
MTNL charges in excess of
At Actuals
waived amount
All Employees will pay for personal calls.
STD / ISD charges (for For band 3 & below STD / ISD facility will be on
official purposes) need basis and requires the approval of CEO,
besides the concerned Functional Head.

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VP– Finance VP – Corporate HR CFO CEO Managing Director
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 Can be availed of only at the time of undertaking
official travel. Employees in Band 2,1 & UC will
be provided Roaming facility by default.
Employees in Band 3 and below will require the
approval of the Functional Head each time
Roaming needs to be activated for official tours.
An employee who wishes to avail Roaming
facility while on a personal trip outside Mumbai
will need to get the sanction of Functional head.
All personal calls, while on roaming, irrespective
Roaming
of whether they are within the free entitlement
or not will be paid by the employee concerned.
However reasonable calls to residence are
allowed when on official tour.
In case an employee is using a Hutch Group
Network while roaming, then airtime amount on
all personal calls will be free. In such cases,
employees will only have to pay for the PSTN
amount on outgoing calls mentioned in the bill.
This airtime amount will be adjusted as a credit
in the employee’s account.
Statutory levies including Paid by the employee on calls beyond free air
Service Tax time. Service tax currently @ 5%

For field employees *

Free Outgoing
Maximum MTNL
airtime (in
waived
Field Employees include: minutes)
(Rs. per
per month
month)
Field Sales Personnel 3000 750
Employees in field roles in Network
1500 600
Operations
Field Collections personnel 1200 600

* Additions to be defined by HR

In the event of usage beyond allowed eligibility per month the same needs to
be paid by the employee. No waiver over and above this will be
permitted.

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VP– Finance VP – Corporate HR CFO CEO Managing Director
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 Eligible employees joining in the middle of a bill cycle will be given the benefit
of the entire monthly free airtime amount

Monthly bills will be provided to all employees availing benefits of this policy,
indicating total usage every month and total charge to be paid. Settlement of
bills will be directly to the Collections Department. Non- payment of
bills/habitual late payment would entitle the Company to deduct the amount
from salary payable for the month.

Unutilized airtime based on entitlement cannot be carried over to the next

month.

b) SIM Card
A SIM card will be provided free of cost at the time of coverage under this
policy. In case of loss or damage to the SIM card, charges towards
replacement of the same will be waived. Employees in Band 2 and above will
be provided upgraded SIM cards free of cost. For Bands 3 and below, up
gradation costs will be borne by the employee.

c) Any deviations from the policy will be on recommendation of Functional

Head and Head-HR and approval of COO/CEO.

4. CODE OF CONDUCT

It is expressedly understood that handset/airtime facility is provided for business

needs and any unauthorized usage of the facility shall be viewed seriously and
result in disciplinary action.

In spirit of the company code of conduct clause “Gift from Suppliers/Customers”,

no employee shall accept handsets or related accessories for personal use.
However if received for official reasons must be declared to the COO/CEO of the
Company. All such handsets will be required to be accounted in company records.

5. OPERATING PROCEDURE

• All employees in band 5 & below (field/need basis) would need to obtain fresh
approval within 15 days of release of policy/ 15 days from date of joining for
official cell phone usage in Annexure 1 All old approvals for existing
employees stand cancelled.

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VP– Finance VP – Corporate HR CFO CEO Managing Director
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 • The employee cell phone is the property of the Company and employees are
required to exercise due care and caution against damage, loss, or theft. In
the event of damage, the employee will be charged the cost of repair or
Rs.500/- whichever is lower.

• In case of loss or theft of the handset, the cost of the handset will be to
employee, at WDV of the handset. Waiver or mitigation of such cost may be
only in exceptional situations and would require the approval of the CEO. The
employee will be solely responsible to buy another handset at his/ her own
cost. The employee must report regarding the loss on an immediate basis for
deactivation.

• In case the employee gets promoted and is eligible to a higher model

category, he may requisition for the new handset and return the old to
commercial department. In case, of promotion or transfer to another
department, which entitles the employee to increased airtime usage and/or for
availing STD/ ISD facility / up-gradation of SIM cards, Annexure 2 must be
filled.

• On separation from the company, the employee will return the handset to the
commercial department as part of employment clearance formalities.

• Employee will have the option of retaining the SIM, after paying for the same.
The decision regarding the security deposit would be taken on a commercial
basis by the Head – Customer Service.

• For allocation of official handsets and airtime usage for Demo

• Demo/Test Phones approval is to be obtained by filling in Annexure 3.

• For Roaming applications (both official and personal visits), Annexure 4 must
be filled.

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VP– Finance VP – Corporate HR CFO CEO Managing Director
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 ANNEXURE 1

DECLARATION/APPROVAL FORM FOR CELL PHONE FACILITY

Employee Name: ______________________ Department :_________________

Emp Code : _________________ Band :________________

1. I would like to avail the benefit of the official cell phone policy. Please
arrange to issue a handset as per Company policy.

2. As this facility is being provided to cover my official needs, I shall be

contactable and keep the cell phone in working condition at all times. In
this connection, I also understand that the company reserves the right to
periodically check if my handset is being maintained by me in working
condition for official use.

________________
Employee Signature Date :__________
Justification for allocation of phone (For Band 5 & below only)

__________________________________________________________________________

___________________
Signature of Functional Head Date :___________

To: Commercial
Approved for issue of the handset

________________
Signature Head-HR Date:________

CC: Activations Department / Personal File

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VP– Finance VP – Corporate HR CFO CEO Managing Director
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 ANNEXURE 2

FORMAT FOR APPROVAL

(For SIM upgrade /STD/ISD facility and/or changed airtime usage)

Name of Employee : ______________________

Band and Designation : ______________________

Function : ______________________

ρ Change my free air time to : ________________(min)

ρ Due to Transfer
ρ Due to new band eligibility
ρ Upgrade my SIM card to

STD/ISD applicable : ______________________

_____________________
Name of employee Name of Functional Head

_______________________
Signature of employee Signature of Functional Head
Signature of Head – HR

Date: ______________ Date: ______________ Date: ______________

Signature of CEO/COO
(only in case of STD/ISD facility for band 3 & below)

Date: __________________

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VP– Finance VP – Corporate HR CFO CEO Managing Director
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 ANNEXURE 3

FORMAT FOR APPROVAL

(Allocation of official handset for Demo, Test Phones)

Name of the employee : ______________________________

Band : ______________________________

Function : ______________________________

Designation : ______________________________

Justification for allocation

of the phone ______________________________

______________________________

Period Required for : ______________________________

STD/ISD applicable : ______________________________

_____________________ ______________________________
Name of Function Head Signature of Function Head

Date:

____________________________

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VP– Finance VP – Corporate HR CFO CEO Managing Director
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 Signature of Head – HR

Date:

[The form duly completed should be sent to the Commercial department for
processing]

AEXUNNRE 4
Employee Roaming Request Form

• PERSONAL INFORMATION

Name :

Designation and Department :

Cellular No :

• Service Requested

National Roaming : ______________ International Roaming :

______________

Why required (also mention whether official / personal visit) :

Period required : From _____________ To ______________

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VP– Finance VP – Corporate HR CFO CEO Managing Director
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 Signature of employee Signature of Functional Head

Date : Date :

Services Provisioned on : _________________________________

Signature of Provisioning Executive: _________________________________

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VP– Finance VP – Corporate HR CFO CEO Managing Director
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