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Mobile Policy

mobile usage policy -hrhelpboard

Company Cell Phone Policy At Workplace – A Brief template



Brief of mobile policy:

At our company, company owned mobile phones are given to employee to carry their job. It is in fact given to employee whose job demands to be contactable or require mobile application to perform their role.

The Cell phone policy at work is meant for the allotment of mobile phones to the organisational employees for business.

It includes procurement and operations of organisation mobile phones.

The Company cell phone policy also offers guidelines for the use of company owned mobile phones in working hours.


Why to have Mobile Phones Policy?

New technology influence the way work is done in the organisation. Mobile phone technology is not a new technology but it is one of the essentials in today’s life and is used every moment for business or personal purpose. Such use of mobile phone device’s has poised various issues to the employer. In order to deal with it there is a need to have Mobile cell phone policy.

However, without a legal cell phone policy and procedure rules at work such facility can result in financial loss to the company as the usage of cell-phone is not checked and not in limits. Some of

the common risks are the cost of damaged or lost equipment, bills for personal calls etc. Therefore it is necessary to have handheld phone policy. There is also a liability to check that employee is not using mobile phone gadgets while driving.

It is therefore, well judged that such issues exist with the use of cell phone at present and future as well. In the cell phone policy template below there are certain issues that has been tried to be covered while framing the mobile device policy. Advantages and disadvantages of cell phone usage in company

Pro’s having Cell phone protocols in business:

1) Better customer services
2) Easily contactable with office, customers and suppliers.
3) Increase in mobility
4) Increase in productivity
5) Work remotely
6) Advantages of mobile phone technology.
Con’s of using Mobile phones policy in business: 
1) Work distraction: Use of mobile phone devices  in office for personal or other calls distract the work and even result in decreased productivity.
2) Disturbance in work life balance:  Attending official calls after office hours and even checking of official emails creates disturbance in normal work life balance.
3) Costs:  Providing cell phones to employee increases the cost to the company.
4) Judicial issues:  Like use of mobile while driving.
Disclaimer:The content delivered has been prepared with  best possible care.These policies have been prepared as sample just to take idea about topic . However for accuracy and completeness varies as per time ,place ,organisation . cannot guarantee or take any kind of responsiblity for this.
The user is therefore requested to professionally check by themselves  or to have professionally checked the suitability of all content for its use.


 Sample Mobile Usage Policy with     Example

sample mobile policy -hgrhelpboard



  • The purpose of company cell phone policy is to make sure that employees are aware of the rules and regulations to be followed while using the company owned mobile phones.
  • To abide by the rules and regulations that are meant to keep the mobile phone in appropriate use.
  • Define guidelines which are to be followed for management of mobile phone devices.






The objective of mobile device policy is to ensure:

  1. Compliance with privacy law formulation
  2. Good customer experience.


As per  company’s cell phone policy for employees Work level 7 and above are eligible to get the company owned mobile phones.
 Some definitions - As per corporate cell phone policy 
Personal Mobile phone:  It means the phone owned by the employee.
User: Employee using the company owned mobile phone.
Company owned mobile phone:  It means the mobile phone is owned by the company but given to user for business purpose.
Confidential information:  Information that has been shared only with those employees who should have access to the information as per the guidelines.
Personal use:  The use of mobile phone for any purpose which is not related to the work of the company.
Mobile phone service provider:  The companies that maintain a mobile phone network. For e.g. Videophone, Airtel.
                                                          sample policy -mobile policy -hrpolicy -hrhelpboard
 Cell phone Policies at workplace - Consent for mobile phone   device
  • Only employees from level 7 and above are eligible to receive a company owned mobile device. This eligibility is as per company mobile smart phone policy. Approval for mobile phone must be taken from the reporting manager, HOD and director of the region. The approval must be taken through an email.
  • As per employee cellphone policy, Mobile phones are allowed to be taken on an individual basis. Sharing of work mobile phone is not allowed.
  • An initial assignment of mobile phone must be done for 1 year. After passing of 1 year a review must be done to check if the employee is genuinely in need of mobile or not. Then only work mobile phone is allotted to employee.
Basis for allotment of a company owned mobile/cell phone device: A mobile phone device can be given to employees only after thoroughly understanding the duties and responsibilities of employees.
  • The duty of employee requires staying out of office for longer duration.’
  • The employee is a lead employee and requires being in touch at any point in time.
  • At the circumspection/discretion of senior management.

hrhelpboad -hrpolicies -mobile policy


Acquiring of mobile phone (company issued cell phone agreement)

  • The mobile phone must be purchased from a contractor as assigned by the organisation.
  • The cost of the device must be within the eligibility criterion.
  • All devices remain the property of the company.
   Listing of cell phone at work:
The listing of mobile phone device is done with local IT department. Following needs to be done for listing of cell phone at work:
  • Details of the employee like name, location, contact number, level and email address.
  • Contact number of company owned mobile device.
  • Date of issuance of company owned mobile phone
  • Address details of the employee
  • Details in case replacement of mobile to be done.
  • Details if any of the accessories supplied with mobile phone.

     Mobile device billing 

  • The billing of mobile device includes the purchase of mobile phone from a contractor as approved by the company. This is according to mobile device policy.
  • The bill of the purchased mobile form along with all approval must be sent to IT department.
  • IT department checks all approval in place. It also checks the authenticity of mobile bill and sends it to finance to reimburse the amount in employees account.

agreement -hr policy -mobile policy


How to use company owned mobile device ?
  • The company owned mobile phone must be used only for official purpose. Rare and very limited use of mobile phone is allowed for personal use, however no personal call bill be reimbursed.
  • The company owned mobile phone must be used only by the eligible employee. It cannot be used by any other colleague or employee. It cannot be used by any other family member also.
  • The company owned mobile device must be used by complying with the policy. The company reserves the right to take the phone back if any breach of company mobile phone access policy is suspected.
  • The employee carrying the company owned mobile phone must make sure that it is in use and properly charged and secured.
  • Only that software which are allowed by the company can be downloaded/installed on mobile phone.

 Limitation on usage of company owned mobile phone 

Only local or national call is allowed by a company owned mobile phone.
  • No international call is allowed.
  • Any international Calling if to be done must satisfy any of the following criterion:
  1. An employee is out of country for official purpose.
  2. In any urgent situation
  3. On circumspection of senior management. 
 Email and internet:
Email and internet must be used on mobile phone as per the email and internet policy. However, only that software etc can be uploaded which are allowed by the company?
Safety Measures to be followed: 
The use of a company owned mobile phone within the company premises or outside anywhere keeping in mind the sensitivity of electronic medical equipment.
Safety and security:
  • The employee should make sure that the company owned mobile phone is protected all the times. It must be protected with the help of a password.
  • It is the employee responsibility to protect the mobile phone from any kind of damage etc. It must not be left unattended in any public transport etc. 
  • In case proper safeguard are not taken employee will held responsible for the damage of mobile phone.
  • Confidential and personal information must not be stored in the mobile phone.
Handling of private information: 
  • The employee must not use the private and confidential information at public place as it may expose confidential information outside.
  • The employee must take care of sensitive information of other employees also. For example never use/touch mobile accessories of others mobile like checking the text message, voice mail etc.
  • The company owned mobile phone camera must be used with greatest care.
  • No material which can be objectionable to be distributed with the company owned mobile device. In case there is some crucial information which must be shared with other employees then it can be done with prior approval.
  • Employee cant share any personal information of the company or with any other through email, text message etc.

Guidelines if company owned mobile phone is lost

  • Any loss of company owned mobile or any accessories related to mobile if lost must be reported immediately to the reporting manager. An email must also be sent to the HOD and director.
  • The information regarding loss of company owned mobile phone must also be reported to IT department immediately.
  • In case the mobile phone carried some confidential information it must be reported to senior management and should be dealt as per data management policy.
On employee leaving the company and transfer: 


  • The company owned mobile phone must be returned to IT department on resignation. The mobile phone accessories should also be submitted to the IT department before the last working day of the employee.
  • In case an employee transferred internally within the company, it must be first checked that the new position requires any company owned mobile phone or not.
  • If there is need of mobile phone the same phone can be transferred after approval from reporting manager and head of department.
Further guidelines for the use of mobile phones: 
A company owned mobile phone can’t be used for the following:
For personal use
  • For any business activity; any clue that employee is misusing the mobile phone can lead to serious disciplinary action.
  • Sharing of any confidential data
  • To send any material this can be defamatory.
  • Any material related to privacy of others.
Mobile instrument and support (Cell phone at work)  :
  • In case an employee is eligible for company owned mobile phones as per the role he/she can purchase cell phone within the limit as described in the cell phone in the workplace policy.
  • Replacement can be given for a company owned mobile phone when the phone in use is in wear/tear position and can’t be used any longer.
  • An employee can purchase a company owned mobile phone he/she is suppose to purchase for an amount they are eligible for as per the policy. The amount can be reimbursed to the employee.
     Company owned corporate plan: 
  • Employees are given corporate plan by the company.
  • As per corporate plan an employee is eligible for following
a) _______  calls
b) _______  text
c) _______  data
Guidelines for Usage of Mobile phones: 
  • An employee can use the mobile phone for business activity.
  • It cannot be used excessively for personal usage.
  • Internet can be browsed on the phone only for business purpose.
  • Employees can’t browse the sites which are blocked by the company on company owned mobile device.
  • Device can’t be used to store or share objectionable material sharing of any proprietary information.
  • Employees must check which all apps can be used by employee and which can’t.
International Call: 
  • In general international calls are not allowed from the company owned mobile phones. However it is permitted if an employee is on site or if it is demand of business work to make international calls then only it is allowed.
  • Roaming internationally is also allowed only under business reasons.
Entitlement for Handsets:

Work  Level 

Limit (Rs)

W7- W12


W12 and above



  Sample cell phone reimbursement policy: 

1. Mobile Reimbursement bill limit for company owned mobile phone is Rs. 700 for all levels.
2. Any international Call amount will be reimbursed on actual.
3. Reimbursement will be done only for post paid connections.
4. No prepaid connection will be entertained.
5. No reimbursement can be made on value added services amount.
6. Mobile bill (cell phone at work) must be on the name of employee.
7. It should be claimed within 1 month of date of billing.

   Process of reimbursement of mobile bill 

The claim form can be downloaded from company intranet every month
  • Mobile bill is attached along with the claim form.
  • Approval on mobile bill can be taken from immediate reporting manager
  • Claim form along with approved mobile bill is submitted to finance department.
Revision of the policy
The company reserves the right to revise, modify any or all clauses of this policy depending upon demand of business.
 Explanation of the policy 
 Corporate HR department will be sole authority to interpret the content of this policy.
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