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HR POLICY

CELLULAR TELEPHONE POLICY

BY

HRGuruji

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CELLULAR TELEPHONE POLICY

OBJECTIVE

The objective of this policy is to provide guidelines for the acquisition, use andmaintenance of
cellular telephones for employees of XYZ.

POLICY
XYZ may use one of the following methods for cell phone acquisition:

(1) XYZ will maintain a centralized buying policy for cellular telephones and pay cell phone
allowance to qualifying employees. Only the MM or his/her nominee should have the authority
to sign and negotiate contract or agreement that binds the organization to pay for cellular
telephones. Before a purchase is made, three quotations from independent suppliers or service
providers should be provided as stipulated in the procurement policy.
(2) The criteria for granting a cellular telephone to employees will be determined byXYZ based
on whether the job description of a specific position requires a degreeof mobility, but also
has to have high availability or other criteria he/she deems fit.
(3) The following general requirements will serve as criteria to qualify for the receipt ofa cellular
telephone allowance by all categories or employees within XYZ:

o The use of alternative communication methods should be impractical orimpossible

for certain critical periods of time;
o The duties of the employee concerned should require that he/she be reachableat all
reasonable times;
o Communication is required with key personnel and clients of XYZ;
o Communication should be available in handling emergencies within the jobdescription
of the employee concerned;
o The employee concerned should not always be office bound;
o Sufficient funds should be provided for in the budget of the department;

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(4) Such an employee will qualify for the allowance of up to a ceiling of R700-00 for the
managerial level users, and a maximum cost of R400.00 for the non-managerial level users.
The above costs include rental and running costs.
(5) Anyone who exceeds the above-mentioned maximum costs will pay the excess unless one can
justify such excessive usage in writing. XYZ will only pay any excess if approved by the
Finance Manager after satisfying himself that all cost saving mechanisms were applied.
(6) MANCO will determine MM’s cellular telephone limit from time to time. If such a limit is
exceeded, then motivations in writing by the MM should be made to the Treasurer justifying
the excess.
(7) The Municipal Manager should ensure that all Cellular telephones meet the following criteria:
o Ensure standardization of equipment, and
o Accessory requirements, which should lead to healthy competition between the suppliers
with the benefit accruing to the organization
(8) Cell phones should be used cost effectively. No overseas calls should be made on cellular
phones except the MM of XYZ.
(9) If the employee leaves the organization, the cellular phone and all its accessories should be
returned back to the MM on his/her last working day.

Insurance

(1) All cellular telephones will be insured with the service provider, with its conditions clearly
made known to the users.
(2) It is therefore suggested that all employees will be held responsible for any losses other than
those specified on the conditions. Thus any loss of or damage to telephonic equipment owing
to negligence will be the responsibility of the employee
(3) An employee who has lost a cellular phone must comply with the insurance conditions by
reporting such loss to the police.
(4) Employees that are entitled to the cellular phones will sign an authorization form entitling the
employer to deduct all amounts in excess of the limit imposed.

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