Laptop, Data Card & ipad Policy V3.1

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Dwayne Jennings
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1 PNB MetLife India Insurance Company Limited Registered office: Unit No. 701, 702 & 703, 7th Floor, West Wing, Raheja Towers, 26/27 M G Road, Bangalore , Karnataka. IRDA of India Registration number 117. CI No. U66010KA2001PLC028883, Call us Toll-free at , Website: indiaservice@pnbmetlife.co.in or write to us at 1st Floor, Techniplex -1, Techniplex Complex, Off Veer Savarkar Flyover, Goregaon (West), Mumbai Phone: , Fax: Laptop, Data Card & ipad Policy V3.1 Department: Information Technology Effective Date: November, 2016 Policy Category: Assets Policy

2 Contents I. Context:... 2 II. Purpose:... 2 III. Definitions:... 2 IV. Coverage:... 2 V. Eligibility for Laptop & IPAD:... 2 VI. Exclusion:... 3 VII. Interpretational Authority:... 3 VIII. Damage to IT Asset:... 4 IX. Return of Laptop & ipad by Exiting Users:... 4 X. Return of Laptop & ipad:... 4 XI. Loss/Theft of Laptop:... 5 XII. Process Data Card and Data SIM charges claim in N-Sure... 5 XIII. Responsibilities:... 6 Laptop, Data Card & ipad Policy Version 1.0 Page 1

3 I. Context: The Company incurs significant expenses in issuing Laptop & ipad devices to its employees to facilitate connectivity at all times so as not to impact business due to non-availability of connectivity. It is imperative that we manage company assets in a judicious manner to optimize utilization without compromising on cost and security. II. Purpose: The purpose of this policy is to establish guidelines for procurement, distribution & collection of Laptops & ipads in PNB MetLife India. III. Definitions: Laptop: A laptop is a portable computer which is AC-powered with limited battery backup. Data card: A Portable device used for Data Connectivity IPAD: A hand held device generally with a screen size of over 7 with a limited storage. It has the capability to perform various business related activities excluding voice calls. IV. Coverage: All Full Time Employees of PNB MetLife are covered under this Policy. This policy will not apply to contractual personnel, consultants and personnel who are not in direct employment with the Company. V. Eligibility for Laptop & IPAD: Department Eligible Population - Laptop Eligibility Population ipad Sales Training E1+ : Assistant Managers & Above ( Global Grade : 8M & above ) B2+ : Deputy Director & BA&BP D1+ : Territory Managers & Above (Global Grade 11S and above) above (Global Grade 14 and above) Others D1+ :Manager & Above (Global Grade 11 and above) In situations, where a user needs a laptop for a specific period due to the nature of his/her ole, they need to put in a request for the same with a business case and Laptop, Data Card & ipad Policy Version 1.0 Page 2

4 approval from Department Functional Head. Such users need to return the laptop post the expiry of specific period/role Personally procured laptops are not allowed to be connected to PNB MetLife System and will make the user liable to disciplinary action by PNB MetLife as per the Information Security policy. In case BYOD policy is rolled out by the company, then this clause will not be valid. Apart than these any exceptions to the above grid will require approval by both Function Head and HR. VI. Exclusion: DATA CARDS: Data Cards to be procured by the employee themselves on their own cost, directly from the service providers who have a good coverage in their area of work. WIFI Data card is preferred. They need to obtain prior approval of their Reporting Manager for the same and get the reimbursement on a monthly basis up to a maximum of Rs.750/- per month, Inclusive of all taxes, through MetNsure. Exceeding expense limit would need exceptional approval of respective Department Functional Head. IT will enable users to use Data card in Modem mode only. SIM card for TAB users: Limit of Rs.750/- per month, Inclusive of all taxes. User will be able to claim through MetNsure for self-owned Tab s used for PNB MetLife business usage with prior Approval from Functional head. VII. Interpretational Authority: The authorized person to interpret any matter of ambiguity within the scope of this policy shall be the Director Information Technology. Process The process for a request for Laptop is:- Request to be submitted to Information Technology Department through MetDesk by the Regional HR Manager, with details of Employee, considering Eligibility Matrix Information Technology department to access the requests on MetDesk and issue from stock, incase out of stock, to be procured. Information Technology department to keep the status updated for all such requests Information Technology department to deliver the laptop within 15 working days. Laptop, Data Card & ipad Policy Version 1.0 Page 3

5 The process for a request for ipad is: - Request to be submitted to Information Technology Department through MetDesk by the associate with due business justification Information Technology department to access the requests on MetDesk and issue from stock, incase out of stock to be procured, and adjust cost to respective Department Cost Centre. Information Technology department to keep the status updated for all such requests Information Technology department to deliver the ipad within 15 working days. The ipad will be provided along with the SIM card by the company VIII. Damage to IT Asset: In case of any damage to IT asset due to negligence or mishandling by user will be debited to user to the extent of cost of repair. Only on genuine case with the justification from function head this cost can be waived off. IX. Return of Laptop & ipad by Exiting Users: Laptop or any other company owned IT asset with user is to be handed over to any nearest PNB MetLife Branch Services Team (BSM/RSM). Confirmation to be send to RM IT, Reporting Manager, IT Asset Manager & IT Asset Coordinator giving the details of: Brand, Model, Serial Number & Tag Number of Asset handed over. IT Asset Coordinator / Manager will ensure the updation of system. RM-IT will plan for the movement of asset for reallocation to the next eligible associates in consultation with IT Asset Manager. Till then the Asset need to be under the custody of BSM or RSM. X. Return of Laptop & ipad: At the time of exiting from their system, the laptop & data card have to be returned to PNB MetLife Branch Service Team, without which a clearance for Full & Final settlement won t be given to the user. Confirmation to be send to RM IT, Reporting Manager, IT Asset Manager & IT Asset Coordinator giving the details of Brand, Model, Serial Number & Tag Number of the Asset handed over. On receipt of confirmation form BSM/RSM/RM-IT, IT Asset Manager will give clearance for resigned employee on mpower. In case, a user has not returned IT assets within 7 days from his/her last working day from the company: Laptop, Data Card & ipad Policy Version 1.0 Page 4

6 An amount of Rs. 30,000 shall be deducted from the Full & Final settlement of the user in lieu of the Laptop or ipad. In case, if the recovery amount exceeds Rs30, 000 due to the fact like some special software are loaded in the Laptop/IPAD, call will be taken by Director-Information Technology on recommending additional amount equal to the actual value to be deducted or waiving off the same to HR. No Company asset including Laptops & IPAD can be purchased by the employee after the termination of his contract with the company. XI. Loss/Theft of Laptop: User should log a First Information Report (FIR) at the nearest police station and submit a copy / Original to the RM-IT or IT Asset Manager along with C Report (non-traceability issued by the police authorities at a later date). In case the laptop/ipad is lost inside the office premises, user should interface with location physical security or services team and log FIR Employee may be liable for a penalty up to an amount of the cost of Laptop as mentioned above, depending on the circumstances of the loss & based on the report and recommendation from the Department head. In case if it is recommended to be written off, then the debit of such cost will be decided between the Finance and the Concerned Department. If the FIR/ C report is not provided by the employee and the employee did not obtain waiver as mentioned above, the applicable cost as mentioned earlier shall be debited to the user by HR basis the recommendation from Information Technology Department. XII. Process Data Card and Data SIM charges claim in N-Sure Reimbursements have to be claimed on nsure workflow The employee needs to raise the reimbursement claim on nsure workflow by attaching soft copy of the bill (specifying the password to open it) The employee needs to obtain approval of her/his reporting manager (at level D1 & above) for the bill in MetNsure and submit hard copy of the bill along with approved expense claim form of nsure to the Finance Team at Corporate Office Lesser of the two amounts will be paid as expense reimbursement: (a) Monthly Bill Limit, (b) Actual Bill amount Please note: Laptop, Data Card & ipad Policy Version 1.0 Page 5

7 Except for the Direct Reports of the Managing Director (Management Team), all employees shall settle their bills directly with the service provider Data card and Data SIM cards service must be availed on a post-paid connection. Pre-paid cards / vouchers will not be reimbursed except in the case of foreign travel After making payment to the Data card and Data SIM card to service provider, the employee can claim amount. The employee has to use the data judiciously and avoid using for personal use. If the reimbursement claim is made on nsure, the same bill cannot be submitted for reimbursement claim under the Flexible Benefits Plan (FBP) for Payroll Claim reimbursement Employees are encouraged to make claims on a regular basis and settle all bills pertaining to a given financial year before the cut-off dates specified by Finance Process Exceptions Any exceptions to the process outlined in this policy needs the written approval of the Head of Human Resources Interpretational Authority The Head of Human Resources will be the interpretational authority for aspects pertaining to Data Card and Sim data usage expense reimbursements not within the scope of this policy. XIII. Responsibilities: Procurement To be centrally procured by Vendor management team as per the request received from IT and subsequently distributed to the eligible employees. IT department is the owner of distribution and installation. VM team is responsible for timely procurement basis the requirement. Data cards for Laptop and Data SIM cards for Tablet users are to be bought by employee only. Records All records for Laptops & ipads in PNB MetLife India shall be maintained by IT Department in IT Asset portal which needs to be updated with each issue/return & used for Asset reconciliation with finance on a periodic basis. Billing Laptop, Data Card & ipad Policy Version 1.0 Page 6

8 Billing & Payment for PNB MetLife Laptops & ipads will be done centrally by IT Department through Finance Department. For the SIM card usage in the company allotted ipads, HO-IT will handle the bill for processing on a monthly basis. Finance will deduct the cost from the respective functions basis IT recommendation. Information Technology Team To give request to VM team for procurement of Laptop & ipad To install the necessary software and handover the Laptop/iPADs to the users To issue Laptops & ipads only as per the policy To review the Laptop & ipad policy once a year To update Human Resources with non-return of laptops from exited users based on the information received by the IT department from time to time. To bring to the notice of HR department for any direct request from user (only for Laptops) not routed through HR. To enable the Data Cards of the users on to their laptop on MODEM ONLY mode and not in Mass storage mode. Human Resources Finance To raise a request for any new employee or promoted employee (who become eligible for laptop/ipad) for the respective assets as per their eligibility. To recover the amount from Full & Final settlement of user-list received from IT ( through Mpower IT Clearance module ) for non-return of IT assets To furnish information on the Bands & Levels to the Information Technology Department as and when there is an update To drive adequate communication around the policy in Mpower To check and process service provider bills in time To bring to the attention of the Department Head - HR & IT any unreasonable expenses incurred Branch Service Team: To inform RM-IT on receipt of Laptop or any IT Asset from exiting or current user Functional Heads: To approve special requests for laptops & ipads judiciously Director- IT: To approve policy exceptions judiciously. Laptop, Data Card & ipad Policy Version 1.0 Page 7

9 Bands & Grades Band Grade Global Grade Designation Above A 17 Managing Director A A 15 Director B C D E F B2 14 Deputy Director/Associate B1 13 Director C2 12 General Manager/Chief C1 12 Manager D2 11 D1 11 Senior Manager/Manager E2 Deputy Manager/Assistant E1 Manager 5~10 F2 Senior Executive/ Executive F1 Equal Employment Opportunity PNB MetLife India Insurance Co. Ltd. is committed to the principle of equal employment opportunity for all employees and applicants. All employment decisions at PNB MetLife are based on business needs, job requirements and individual qualifications, without regard to race, color, religion or belief, national, social or ethnic origin, sex (including pregnancy), age, physical, mental or sensory disability, HIV Status, sexual orientation, gender identity and/or expression, marital, civil union or domestic partnership status, family or parental status, or any other status protected by the laws or regulations. PNB MetLife will not tolerate discrimination or harassment based on any of these characteristics. Laptop, Data Card & ipad Policy Version 1.0 Page 8

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World Agroforestry Centre Policy Series MG/C/4/2012 Use of Mobile Devices on Voice and Data Networks Policy One of the policies on information security and business continuity which will be audited by