CELL PHONE POLICY

PURPOSE

This policy outlines the rules for Company mobile phones expenses and sets guidelines for payment and reimbursement of these expenses at the lowest cost possible.

SCOPE

Applies to all company employees with business related mobile phone expenditures. Any exceptions to the policy are to be approved by Director of Finance.

RESPONSIBILITIES

Cost center managers are responsible for:

1)      Identifying which employees in his/her cost center do have a business need for a mobile phone

2)      Approving that an employee is entitled to company paid mobile expenditure

3)      Monitoring the costs of mobile phones for reasonableness & justifying overruns

4)      Notifying finance of any changes, such as elimination of an employee’s business need for mobile

Purchasing is responsible for:

1)      Periodic review of mobile phone sets costs for the company and finding lower cost alternatives

2)      The negotiation of contracts with mobile phone vendors in cases where mobile phones are purchased via Pakistan purchasing

Finance is responsible for:

1)      Administering this policy

2)      Reviewing mobile bills costs, and making necessary deductions.

3)      Providing mobile calls details to concerned employees for review and identify any non-business related calls.

All employees are responsible for:

1)      Obtaining appropriate authorization for reimbursement of mobile costs

2)      Ensuring that company-paid mobiles are used for business related calls.

POLICY

New Company Mobile Purchases

Provided that there is an essential business need for a mobile phone, certain employees are entitled to a company-paid mobile set after obtaining the approvals of direct manager and Managing Director. The following categories of employees are entitled to company-paid mobile phones:

1)      Individuals whose jobs require being on call 24 hours a day (IT, Facilities, etc…)

2)      Employees who were provided cell phones as a part of their hire offer will continue to be covered under the terms of this policy.

3)      Any exceptions to the policy are to be approved by Director of Finance.

Following is the matrix for mobile phone purchase:

Exceptions to the above amounts need to be consented and justified by the employee’s Direct Manager, and approved by the Director of Finance.

The useful life of a mobile is estimated at 2 years and will be expensed immediately upon purchase. A new mobile cannot be purchased before this period.

Call Costs & Reimbursement Rules

Costs of business calls are reimbursed up specified limits. Again this is provided that the above conditions are fulfilled.

Exceptions to the above amounts need to be consented and justified by the employee’s Direct Manager, and approved by the Director of Finance.

Employees, not eligible under this policy who use their private phones for business related purposes should submit mobile phone expenses for reimbursement through expense report. Expense reports must include full billing and call detail.

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