Sunstar Americas, Inc.

Transcription

1 PAGE 1 of 5 Policy The use of Mobile devices in the conduct of SAI business shall be governed as follows: For Company Owned mobile devices: a. SAI will determine the equipment, services and carriers that best fit individual needs. b. Users of company owned mobile devices should have no expectation of privacy on these devices c. SAI owns the number and the employee has no right to transfer the number to his own account for any reason d. Excessive/irresponsible use of services with the device may require reimbursement by the employee of related charges e. Employees are to immediately report lost or stolen devices f. Many devices now have GPS enabled. Employees are responsible for enabling or disabling this function on their devices. SAI does not currently collect or otherwise monitor GPS data, but may access such information if deemed necessary from a business perspective. For ALL mobile devices: a. Mobile devices are not to be used in restrooms. b. The use of mobile devices to record any sensitive company information (including, but not limited to, customer info, research data, drawings, processes, etc.) is prohibited. c. Business conversations should not be conducted in public places. d. Use of mobile devices while driving is prohibited. e. Adhere to basic etiquette: I. When in the office, please use the vibrate or silent function so to reduce the disruption to fellow employees. II. When in a meeting, do not make/receive calls, browse s or compose/read text messages. Let all calls go to voice mail for later retrieval. If necessary, please excuse yourself from the meeting. III. Speak in low tones on the phones in the office. IV. Please avoid the use of expletives when conducting SAI business. Supported Devices The company standard mobile device is the I-Phone. Termination/Modification of Company Contracts If an employee voluntarily chooses to change/terminate an existing contract that results in charges to the company, that employee will be responsible for the reimbursement of those charges. No employee will be allowed to submit reimbursement requests for core service charges (allowances) on personal plans if the company is at the same time paying for a corporate device for them. No company owned phone numbers will be ported over to individual accounts. Mobile Device Allowance Policy SAI recognizes the need of certain personnel to use mobile devices to complete and enhance their job performance. SAI will provide to approved employees an allowance

2 PAGE 2 of 5 intended to cover their business use of their personal mobile device. If approved for a mobile device allowance, the employee will receive either of the following monthly allowances: 1) If both phone and data/text is authorized, $75 monthly. 2) If only phone is authorized, $50 monthly. Employees who qualify for an allowance will also receive a one-time $100 payment for initial equipment purchases. The allowance amounts noted above are the only amounts that will be paid by the company. No reimbursements will be made related to equipment upgrades and replacements are the sole responsibility of that employee. Prior to purchasing any mobile device, employees should check with the IT Department to insure compatibility with existing systems if data access is required. On occasion, employees may incur extra charges (for example, international data and voice roaming) while conducting company business. These extraordinary expenses are to be submitted for reimbursement via standard expense reimbursement procedures. Employees will attempt to minimize all extraordinary expenses by utilizing the following methods: international dialing packages, minimizing use of those services, utilizing other technologies such as Skype and WIFI. Eligibility: For an employee to be eligible for the monthly allowance, at least one of the following must be true: This employee is frequently away from access to traditional land-based phone services. This employee is involved in frequent off hours/on-call activity. The nature of this employee s work is critical to the operation of the Company and immediate response is required. This employee s assigned work requires substantial travel. The anticipated level of business use is significant. Exceptions to Policy 1. Where SAI has a need to own a specific number (Sales Region/Territories for example), the company will manage the contracts and devices. 2. Where special data/roaming packages are required, modifications to monthly allowance amounts will be made on a case by case basis. 3. Other exceptions, as requested, will be evaluated by Management on a caseby-case basis. Administration of Allowance If a manager deems it appropriate for an employee to receive a cell phone allowance, the employee needs to complete an authorization request form (attached). Please note that allowances must be covered by a department s budget. The carrier of choice for SAI is Sprint. Renewal of Company Owned Mobile Device Contracts

3 PAGE 3 of 5 All company owned Mobile Devices will be reviewed no later than 45 days prior to contract expiry date to determine if the technology offering should be continued. If the company determines that the employee should continue to receive a company owned mobile device, another contract will be executed and a new device will be procured and issued. If the company determines that a company owned mobile device is no longer required for the employee, the employee will be notified of this decision and the employee shall return the mobile device in their possession to the company and may: o Request the company to transfer ( port ) the number to his/her own personal account. o If it determined that the employee is eligible to receive a Mobile Device Allowance, the employee will convert to that program as described elsewhere in this policy. Renewal of Allowances Every year prior to December 31 st, any employee with a Mobile Device Allowance must submit a new Request for Mobile Device Allowance for approval (below). Employees with Allowances initiated after July 1 of that year will be exempt from the resubmission process for only that year. Violation of Policy Violations will be referred to Human Resources for review and appropriate disciplinary action up to, and including, termination. Sources referenced in development of this policy: / Originator Approver Originator and Approver

4 PAGE 4 of 5 Sunstar Americas, Inc. Request for Mobile Device Allowance Sunstar Americas, Inc. recognizes the need for certain personnel to own and use cell phones to complete and enhance their job performance. This policy establishes the procedures for cell phone authorization, reimbursement and use. Once approved for cell phone reimbursement, you will receive either a $50 (phone only) or $75 (phone and data) monthly payment through payroll based. This application form must be completed and signed by the requesting employee, then submitted to his/her immediate departmental head, who will then submit the application to the responsible Vice President. A cell phone is justified for these reasons (mark all that apply) This employee is a key employee needed in the event of an emergency. This employee is frequently away from access to traditional land-based phone services. This employee is involved in frequent off hours/on-call activity. The nature of this employee s work is critical to the operation of the Company and immediate response is required. This employee s assigned work requires substantial travel. The anticipated level of business use is significant. The related cost is justified when compared with alternative communication choices. Other: Which service components will be required to perform your job? Voice Data Do you currently possess a company phone? Company Phone # ( ) - I have read the above information regarding the SAI cell phone policy and had the opportunity to discuss any usage questions with my supervisor. I understand that my cell phone number may be published and that the main intent of a cell phone is for business. I also understand that I am financially responsible for any and all charges for this cell phone plan. Employee Name/Signature Departmental Vice President Vice President Finance

5 PAGE 5 of 5 Mobile Device Usage Agreement While Driving Company Vehicles And/Or Conducting Company Business Employees must adhere to all federal, state or local rules and regulations regarding the use of cell phones while driving either a company-owned vehicle or noncompany-owned vehicle. Accordingly, employees must not use a cell phone if such conduct is prohibited by law, regulation or other ordinance. Employees must not use hand held cell phones for Company business purposes while driving any vehicle, including company owned vehicles or their personal vehicle, or any borrowed or rented vehicle. Should an employee need to make or receive a company business call while driving any vehicle, he or she must locate a lawfully designated area to park and make or receive the call at that time. Also, ALL cell phone usage (personal or business) must not occur while driving a company-owned or company-rented vehicle. This policy forbidding the use of cell phones while driving includes ALL uses of the cell phone, i.e. voice calling, message texting, internet surfing, etc. ALL of these activities fall under this policy. I have read the above information regarding the SAI Mobile Device Usage Agreement While Driving Company Vehicles and While Conducting Company Business policy and had the opportunity to discuss any questions with my supervisor. I understand that by signing this policy statement I am agreeing to abide by its stipulations and that if I violate the provisions of this policy I accept personal liability for any personal injuries or property damages that may result from any incident or accident that I may be determined to have caused while conducting Company business on a cell phone, regardless of whether the cell phone usage is reimbursed by the company or not. Employee signature