Hi,
We are a software development company and we are recruiting people in Sales, so we want to know how much reimbursement should be provided for 2-wheelers and 4-wheelers per kilometer.
What should be the mobile phone reimbursements as per the industry standards (the company has provided the SIM cards)?
What policy should we adopt for laptops (company-provided) in case they are lost or damaged?
Regards,
Anuj
From India, New Delhi
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We are a software development company and we are recruiting people in Sales, so we want to know how much reimbursement should be provided for 2-wheelers and 4-wheelers per kilometer.
What should be the mobile phone reimbursements as per the industry standards (the company has provided the SIM cards)?
What policy should we adopt for laptops (company-provided) in case they are lost or damaged?
Regards,
Anuj
From India, New Delhi
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Dear,
Here is the laptop policy format mentioned below:-
Policy Objective
To ensure proper management, usage, and security of the laptops issued to Employees of ------- (company name).
Application
This policy applies to all those employees who have been issued a Laptop.
Eligibility
Laptops will be allocated to users based upon job responsibilities, demonstrated need, and solely by the Management's discretion.
Criteria for Selection
- Employees who travel very frequently as a part of their job (e.g., Sales)
- Employees who heavily use computers during their business meetings, presentations, and after office hours.
- Employees who need to use computers on a support call to install, test, or for demo purposes.
Approval Process
All requests for employee laptops must go through an approval process that will involve approval from the HOD and the Director. The applicant must first secure approval from the department head, who will submit this request via email to the System Administrator. The System Administrator forwards the request and his recommendation to the Director for final approval.
After acquiring approval, orders for laptops must be processed through the Systems Administrator. The laptop must be a configuration, model, and brand approved by the company and must meet or exceed standard specifications.
The process for turning in and receiving laptops is documented through the completion and signing of the appropriate form by the employee as well as the SA*.
Following are the terms and conditions that apply to employees who are issued a Laptop:
- Ownership of the laptop will reside with the company, and the same shall be returned to the company upon resignation or termination of the employee.
- It is the employee's responsibility to take appropriate precautions to prevent damage to or loss/theft of the laptop.
- The laptop will be configured with a standard suite of programs that are appropriate for the type of computer that the employee receives based on company software standards. It is also possible that other applications will be provided to the employee by the company based on their professional needs or the requirements of the laptop.
- The laptop must be submitted to the systems administrator during any long-term absences (1 month or more), unless the employee gets approval from the Director.
- The employee may not download games, entertainment software, sexist, obscene materials, or personal finance software on the company-owned laptop.
- The employee is responsible for maintaining monthly backup files of their laptop as an added precaution against data loss.
- To ensure that virus protection and other security patches are current, users must take responsibility to ensure that security updates are done on the laptops on a regular basis.
- The employee is responsible for the loss of the laptop if they do not follow company policy for safeguarding it on the premises or if they lose it outside of the building, and hence the cost of the instrument may be recovered from the employee.
- In the case of any damage to the laptop due to employee's negligence/misuse, the cost of the damage would be recovered from the employee. If the damage is irreparable, then the cost of the laptop would be recovered.
- The company reserves the sole right to cancel the eligibility to have a company laptop at any time without giving any prior notice.
- While returning the laptop, the employee will power it on in front of the SA* to ensure that the laptop is in working order with all applications working properly.
NOTE: The IT department is responsible for determining market value and/or damages, and for the collection of money, if necessary.
SA* - System Administrator
In signing below, I understand and agree to the terms and conditions mentioned in the above policy.
Signature of the Employee Date:
System Administrator Sign
Regards Vipin:icon1::icon1:
From India, New Delhi
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32Here is the laptop policy format mentioned below:-
Policy Objective
To ensure proper management, usage, and security of the laptops issued to Employees of ------- (company name).
Application
This policy applies to all those employees who have been issued a Laptop.
Eligibility
Laptops will be allocated to users based upon job responsibilities, demonstrated need, and solely by the Management's discretion.
Criteria for Selection
- Employees who travel very frequently as a part of their job (e.g., Sales)
- Employees who heavily use computers during their business meetings, presentations, and after office hours.
- Employees who need to use computers on a support call to install, test, or for demo purposes.
Approval Process
All requests for employee laptops must go through an approval process that will involve approval from the HOD and the Director. The applicant must first secure approval from the department head, who will submit this request via email to the System Administrator. The System Administrator forwards the request and his recommendation to the Director for final approval.
After acquiring approval, orders for laptops must be processed through the Systems Administrator. The laptop must be a configuration, model, and brand approved by the company and must meet or exceed standard specifications.
The process for turning in and receiving laptops is documented through the completion and signing of the appropriate form by the employee as well as the SA*.
Following are the terms and conditions that apply to employees who are issued a Laptop:
- Ownership of the laptop will reside with the company, and the same shall be returned to the company upon resignation or termination of the employee.
- It is the employee's responsibility to take appropriate precautions to prevent damage to or loss/theft of the laptop.
- The laptop will be configured with a standard suite of programs that are appropriate for the type of computer that the employee receives based on company software standards. It is also possible that other applications will be provided to the employee by the company based on their professional needs or the requirements of the laptop.
- The laptop must be submitted to the systems administrator during any long-term absences (1 month or more), unless the employee gets approval from the Director.
- The employee may not download games, entertainment software, sexist, obscene materials, or personal finance software on the company-owned laptop.
- The employee is responsible for maintaining monthly backup files of their laptop as an added precaution against data loss.
- To ensure that virus protection and other security patches are current, users must take responsibility to ensure that security updates are done on the laptops on a regular basis.
- The employee is responsible for the loss of the laptop if they do not follow company policy for safeguarding it on the premises or if they lose it outside of the building, and hence the cost of the instrument may be recovered from the employee.
- In the case of any damage to the laptop due to employee's negligence/misuse, the cost of the damage would be recovered from the employee. If the damage is irreparable, then the cost of the laptop would be recovered.
- The company reserves the sole right to cancel the eligibility to have a company laptop at any time without giving any prior notice.
- While returning the laptop, the employee will power it on in front of the SA* to ensure that the laptop is in working order with all applications working properly.
NOTE: The IT department is responsible for determining market value and/or damages, and for the collection of money, if necessary.
SA* - System Administrator
In signing below, I understand and agree to the terms and conditions mentioned in the above policy.
Signature of the Employee Date:
System Administrator Sign
Regards Vipin:icon1::icon1:
From India, New Delhi
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Hi Vipin,
Thank you billions for sharing such wonderful information!
If possible, please share some information about "Transport Reimbursement" for 2 & 4 wheelers. Do we need to provide a handset along with the SIM, or does it depend on the company?
Could you also share something related to the Telephone reimbursement policy?
Regards,
Ram
H.R
:icon1:
From India, Mumbai
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Thank you billions for sharing such wonderful information!
If possible, please share some information about "Transport Reimbursement" for 2 & 4 wheelers. Do we need to provide a handset along with the SIM, or does it depend on the company?
Could you also share something related to the Telephone reimbursement policy?
Regards,
Ram
H.R
:icon1:
From India, Mumbai
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Hi Vipin,
Warm greetings to you!
My email id:
If possible, please share your contact details in case I need further help regarding this.
Thank you very much again!
Regards,
Ram:)
From India, Mumbai
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Warm greetings to you!
My email id:
If possible, please share your contact details in case I need further help regarding this.
Thank you very much again!
Regards,
Ram:)
From India, Mumbai
Acknowledge(0)Amend(0)
Dear,
Below is the format of the Mobile Phone Policy.
Mobile Phone Policy
OBJECTIVE
This policy is designed to provide Mobile/Hand Phone subsidy to all key functionaries of the organization, to empower them to attend official exigencies.
APPLICABILITY
Employees at the level of executive of special duties, Manager, and above.
Employees who, by virtue of their function, have a constant need to be in contact with other employees and to attend external employees or office work through a mobile phone.
ELIGIBILITY
An employee is eligible for a mobile phone subsidy, and charges will be partly borne by the company.
Charges – rental/official calls as declared by the employee will qualify for the subsidy (Personal calls have to be borne by the employee only).
OPERATIVE GUIDELINES
X Co will not arrange for any telephone or cell phone or internet at homes for any employee of the company.
Where the providing of such a facility is warranted, CMD, CEO & COO’s formal approval will be sought.
Finance will be responsible for the processing and payment of claims as per the policy and the declaration of the individuals.
The claim will be reimbursed within 10 working days from the date of submission to finance.
In instances where the employee is on an official assignment abroad beyond 3 months duration, the subsidy will not be applicable after 3 months of proceeding on the assignment.
The employee should own a mobile phone instrument/handset (the company will not provide).
If any employee makes an official tour either National or International, he/she has to change their connection. Failing to adhere to the above condition, the Finance department will be authorized to pay only for the calls made in the first three days, and the rest has to be borne by the employee only.
The total expenses on the mobile phone claim cannot exceed the limits as given below:
1. Sr. Mgr and Above: up to Rs 1,000/- per month
2. Managers up to Rs. 750/- per month
3. Executive up to Rs. 350/- per month
In addition to Sr. Managers and above categories of employees –
On the declaration of official usage, mobile expenses in excess of approved limits per month will be reimbursed on approval from their reporting Manager and HR.
This means, based on the positional demand, the categories of employees use their mobile phones extensively to transact official business with various internal/external agencies; and if the bill amount on their mobile connection is more than the approved limits in any month, they need to declare the official usage to get the same reimbursed by the company.
If the mobile charges are well within the approved limits per month, the above limit will conveniently cover the actual official usage of the mobile phone, which does not include the personal calls of all employees.
MOBILE PHONE ON TEMPORARY BASIS:
Where an employee is not eligible for a mobile phone as per the eligibility norms, the CMD, CEO, or COO can approve reimbursement of mobile phone expenses up to Rs. 500/- (Including monthly rental and all official calls) for employees below the manager.
The employee to be eligible should fulfill the following condition. The reimbursement will be on an actual basis, for any additional calls made and identified/declared as official calls.
Policy Approved By (With date):
Chairman & Managing Director Chief Executive Officer Chief Operating Officer
This policy becomes effective from:
The next review date:
Policy Designed by:
Regards Vipin:icon1::icon1:
From India, New Delhi
Acknowledge(0)Amend(0)
Below is the format of the Mobile Phone Policy.
Mobile Phone Policy
OBJECTIVE
This policy is designed to provide Mobile/Hand Phone subsidy to all key functionaries of the organization, to empower them to attend official exigencies.
APPLICABILITY
Employees at the level of executive of special duties, Manager, and above.
Employees who, by virtue of their function, have a constant need to be in contact with other employees and to attend external employees or office work through a mobile phone.
ELIGIBILITY
An employee is eligible for a mobile phone subsidy, and charges will be partly borne by the company.
Charges – rental/official calls as declared by the employee will qualify for the subsidy (Personal calls have to be borne by the employee only).
OPERATIVE GUIDELINES
X Co will not arrange for any telephone or cell phone or internet at homes for any employee of the company.
Where the providing of such a facility is warranted, CMD, CEO & COO’s formal approval will be sought.
Finance will be responsible for the processing and payment of claims as per the policy and the declaration of the individuals.
The claim will be reimbursed within 10 working days from the date of submission to finance.
In instances where the employee is on an official assignment abroad beyond 3 months duration, the subsidy will not be applicable after 3 months of proceeding on the assignment.
The employee should own a mobile phone instrument/handset (the company will not provide).
If any employee makes an official tour either National or International, he/she has to change their connection. Failing to adhere to the above condition, the Finance department will be authorized to pay only for the calls made in the first three days, and the rest has to be borne by the employee only.
The total expenses on the mobile phone claim cannot exceed the limits as given below:
1. Sr. Mgr and Above: up to Rs 1,000/- per month
2. Managers up to Rs. 750/- per month
3. Executive up to Rs. 350/- per month
In addition to Sr. Managers and above categories of employees –
On the declaration of official usage, mobile expenses in excess of approved limits per month will be reimbursed on approval from their reporting Manager and HR.
This means, based on the positional demand, the categories of employees use their mobile phones extensively to transact official business with various internal/external agencies; and if the bill amount on their mobile connection is more than the approved limits in any month, they need to declare the official usage to get the same reimbursed by the company.
If the mobile charges are well within the approved limits per month, the above limit will conveniently cover the actual official usage of the mobile phone, which does not include the personal calls of all employees.
MOBILE PHONE ON TEMPORARY BASIS:
Where an employee is not eligible for a mobile phone as per the eligibility norms, the CMD, CEO, or COO can approve reimbursement of mobile phone expenses up to Rs. 500/- (Including monthly rental and all official calls) for employees below the manager.
The employee to be eligible should fulfill the following condition. The reimbursement will be on an actual basis, for any additional calls made and identified/declared as official calls.
Policy Approved By (With date):
Chairman & Managing Director Chief Executive Officer Chief Operating Officer
This policy becomes effective from:
The next review date:
Policy Designed by:
Regards Vipin:icon1::icon1:
From India, New Delhi
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Dear All,
This is regarding the laptop policy that is being discussed in this forum.
The concept and main objective of the whole set of procedures and regulations are to use technology and prevent misuse under normal circumstances involving people and materials in any organization.
The policy should have the do's and don'ts specifically:
1. The usage of laptop policy during holidays and while on long leave.
2. The measures adopted for claiming damage to the parts of the instrument during an accident or wear and tear.
3. The detailed procedures to take or bring in the laptop computer inside the office during the holidays.
4. The security documents, papers, and registers to be maintained in the security department.
5. The security measures followed for the outsiders when they bring in the laptop for legitimate purposes.
6. The preventive measures to be followed for the regular employees.
7. The steps to prevent and regulate the usage of the laptop by people, especially outsourced individuals who are there for a short period only; e.g., project-related staff whose presence is essential.
8. The detailed steps to retrieve the laptop when lost during transit.
9. The detailed procedures to follow when it is alleged to have been stolen or lost under indifferent circumstances.
10. Measures to adopt when a highly respected employee, regardless of their title, resigns suddenly or with notice.
11. HR intervention when the loss is due to willful negligence of the employees.
12. Steps to protect the sensitive information/designs/formulas/patterns when they are stored and accessed through the laptop.
In my experience, the laptop policy will find its loopholes and lapses only when there is reported damage or loss to the company.
Take care of this too.
Bye.
Management Information Resources Auditors.
V. Rangarajan.
From India, Pune
Acknowledge(0)Amend(0)
This is regarding the laptop policy that is being discussed in this forum.
The concept and main objective of the whole set of procedures and regulations are to use technology and prevent misuse under normal circumstances involving people and materials in any organization.
The policy should have the do's and don'ts specifically:
1. The usage of laptop policy during holidays and while on long leave.
2. The measures adopted for claiming damage to the parts of the instrument during an accident or wear and tear.
3. The detailed procedures to take or bring in the laptop computer inside the office during the holidays.
4. The security documents, papers, and registers to be maintained in the security department.
5. The security measures followed for the outsiders when they bring in the laptop for legitimate purposes.
6. The preventive measures to be followed for the regular employees.
7. The steps to prevent and regulate the usage of the laptop by people, especially outsourced individuals who are there for a short period only; e.g., project-related staff whose presence is essential.
8. The detailed steps to retrieve the laptop when lost during transit.
9. The detailed procedures to follow when it is alleged to have been stolen or lost under indifferent circumstances.
10. Measures to adopt when a highly respected employee, regardless of their title, resigns suddenly or with notice.
11. HR intervention when the loss is due to willful negligence of the employees.
12. Steps to protect the sensitive information/designs/formulas/patterns when they are stored and accessed through the laptop.
In my experience, the laptop policy will find its loopholes and lapses only when there is reported damage or loss to the company.
Take care of this too.
Bye.
Management Information Resources Auditors.
V. Rangarajan.
From India, Pune
Acknowledge(0)Amend(0)
Hi Anuj,
Mobile phone reimbursement can be paid as per the following slabs:
- Executive to Sr. Executive: Rs. 500/month
- Assistant Manager to Manager: Rs. 1000/month
- Senior Manager & above: Rs. 1750/month
Four-wheeler reimbursement is paid at Rs. 6 per km, and two-wheeler reimbursement is paid at Rs. 3 per km.
Regards,
Ranjit
From India, Mumbai
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Mobile phone reimbursement can be paid as per the following slabs:
- Executive to Sr. Executive: Rs. 500/month
- Assistant Manager to Manager: Rs. 1000/month
- Senior Manager & above: Rs. 1750/month
Four-wheeler reimbursement is paid at Rs. 6 per km, and two-wheeler reimbursement is paid at Rs. 3 per km.
Regards,
Ranjit
From India, Mumbai
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Hi Vipin,
I am Anitha, working with an HR consultancy called Cambio Consulting based out of Bangalore. We cater to most multinational companies and have a very good database across all domains. We are not charging anything; it is free of cost for the first two joiners.
Kindly let me know if you are interested in our services. If you are, please email me at: anitha321@gmail.com.
Thanks,
Anitha
From India, Bangalore
Acknowledge(0)Amend(0)
I am Anitha, working with an HR consultancy called Cambio Consulting based out of Bangalore. We cater to most multinational companies and have a very good database across all domains. We are not charging anything; it is free of cost for the first two joiners.
Kindly let me know if you are interested in our services. If you are, please email me at: anitha321@gmail.com.
Thanks,
Anitha
From India, Bangalore
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Employee reference policy.doc