HR/Corp/Facility/Officers/2022 17/10/2022 CIRCULAR Sub: - Various Facilities for Officers (Non-Unionized Category) 4. The following facilities for the Officers have been approved from 2022-23 onwards. 4.1. Car/ Vehicle Running and Maintenance Charges: The following Vehicle Running & Maintenance Charges shall be reimbursed to Officers: Items Frequency | E0 to E7 Grades Reimbursement against Self Declaration (Car7 Vehicle Maintenance Monthiy Rs.2,700/- The procedure, terms and conditions for claiming reimbursement is as follows: i, The Vehicle Running & Maintenance Charges will be paid to all officers through monthly salary, fi, The vehicle maintenance charges will be paid to all officers from EO to E7 grade. lil, To avail Income Tax benefit, the vehicle (2/4 wheeler) should be in name of | the employee. The registration certificate should be submitted by the employee at the beginning of the year or at the time of joining. The duly self- attested documents duly verified will have to be uploaded in the ESS portal created for availing tax benefit of car/vehicle running and maintenance expenses. Employee should submit declaration that the car/vehicle will be used for official purpose during the financial year. fv, The declaration needs to be provided at the beginning of every Financial Year and if there is any change in the status of ownership during this period, he will inform the employer about the changes for discontinuance of the tax benefit on allowance. v. Employee should maintain all bills / receipts / log book for vehicle running / maintenance expenses and driver salary so that the same can be submitted / produced to the Authorities, if there is any query from their side. . vi. The amount paid under this facility will not be taxable up to Rs.1,800 per month for vehicle maintenance; Rs.2,700/- per month (Rs.1,800/- per month as V.M + Rs.900 per month as driver salary) in case of declared vehicle as car Page 1 of 6 bewith chauffer & Rs.900/- per month in case of declared vehicle as 2 wheeler Subject to submission and compliance of formalities at points (ill) above. In all other cases the amount will be fully taxable. vii, The effect of these declarations will be considered only in the month of February salary every year for TDS related deductions. vili. This policy will be effective from 1s April 2022. . 4.2. Digital Service Policy: The following Digital Service charges shall be reimbursed to Officers: Items Frequency EO to E9 Reimbursement against Self | Declaration Digital Service Charges____—_| _ Monthly Rs.1,500/- | 4) The Digital Service Charges shall be paid to all officers through monthly salary. 2) For officers at E7 and above, Monthly entitlement will be at actuals or Rs.1,500/- per month whichever is higher. The officer has to submit invoice in support of higher / Actual claim beyond Rs.1,500/-. The maximum monthly amount permissible will be Rs.2,800/- subject to submission of self-certified invoices through ESS Portal. { 3) Entitlements and monetary limits for field staff posted in RCF maintained Marketing Area Offices at Chief Manager(Marketing) (EG Grade) level, the monthly entitlement will be at actuals or Rs.1,500/- per month, whichever is higher. The officer has to submit invoice in support of higher / Actual claim beyond Rs.4,500/-. The maximum monthly amount permissible will be Rs.2,200/- subject to submission of self-certified Invoices, 4) For residents of colony in Trombay and Thal units, Facility of “O" dial i.e for local calls through internal telephones with STD will be continued for E6 and above. 5) For E8 and above, if actual expenses exceed above limits due to official international calls, such excess expenses will be reimbursed against claim with supporting self-certification. 6) All Existing communication policy applicable for EO to E9 will be superseded by the new policy. fee7) The reimbursement on self-declaration wi jout production of invoice will be taxable in the hands of employee. 8) To avail Income Tax benefit, the employees will have to submit their actual telephone bills in their name on the ESS portal. Employees should ensure that the invoice amount (inclusive of Taxes) uploaded on the portal and actual invoice amount fed in the portal are matching. 9) The effect of these declarations about expenses incurred on official communication will be considered only in the month of February salary every year for TDS related deductions. 10)This policy will be with effect from 4s April 2022 1.3. Briefease/ Office Bag: The following Briefcase/office Bag charges shalll be reimbursed to Officers: ii, vi. Entitled Category Applicable Amt. ‘Sr. No. (Grade Wise) for Frequency (Rs.) Briefcase/ Office Bag (Inclusive of Taxes) a EO to E1 10,000/- 2 E2to E4 Once in Two 12,000/- 3 E5 to E6 peare 14,000/- 4 £7 and above *At Actuals *Maximum permissible amount will be Rs.18,000/- for E7 to E9 and at actuals for CMD and Directors. The concerned Officer has to claim and reimbursement will be made against submission of invoice, as per the above mentioned periodicity. The reimbursement shall be released through salary on monthly basis. Officers will have to submit their claims online through the portal and upload the copy of self-certified invoice. Officers will have preserve the original invoice and produce the same as and when demanded for verification. ‘An employee who has taken a Briefcase as per old policy will be eligible under new policy only after completion of 2 years under old policy from the date of last reimbursement. This policy will be with effect from 15t October 2022. bp Page 3 of 61.4, Blazer Set/ Attire for Conference: The following Blazer Set/Attire for Conference shall be reimbursed to Officers as follows: Entitled Category (Grade Applicable Amt. Wise) for Blazer Set/ Frequency (Rs.) Attire for Conference (inclusive of Taxes) E0 to EL 15,000/- E2toE4 ~ | Once in Three 16,000/- ES toE7 | Years - 47,000/- | E8 and above *At Actuals Maximum permissible amount will be Rs.20,000/- for E8 to E9 and at actuals for CMD and Directors. i, The concerned Officer has to claim and reimbursement will be made against submission of invoice, as per the above mentioned periodicity. ii, The reimbursement shall be released through salary on monthly basis, ti, Officers will have to submit their claims online through the portal and upload the copy of self-certified invoice, iv. Officers will have preserve the original invoice and produce the same as and when demanded for verification. v. This policy will be with effect from 15% October 2022. 4.5. Mobile Hand-Set: The following amount shall be reimbursed for Mobile Handsets to Officers: S| (Grade winyor | Frequency | APlezble Amt Mobile Handset 1 EO to ES 30,000 2 E4 to ES OnceinThree | 35,000 3 E6toE7 — | Years 40,000 ; 4 EB to £9 50,000 * GST Extra pe sanCMD, Functional Directors and CVO shalll be able to procure Mobile handset as per choice and at actuals once in three years. The procurement of Mobile sets by the individual Officers shall be as per the following methodology: 4. The reimbursement amount will be restricted to actual purchase value or entitlement whichever is lower and shall be allowed once in three years. All Executives shalll be allowed to purchase mobile handset of their choice. 2. Executives have an option to not avail this facility but in such cases there will be no reimbursement to the employees. 3, The limits mentioned above are exclusive of GST and the mobile set should be purchased by the concerned Executive in name of RCF Ltd. with GST number of RCF Ltd. {RCF Ltd A/c (employee name, Ticket no.)}. 4. All employees including, CMD, Directors and CVO have to compulsorily retain th mobile handsets at a nominal cost of purchase price a, @5 % for handsets more than three years old. b. @ 10 % for handset more than one year but less than three years old. c. @ 20 % for handset less than one year old on the day the executives purchase new handset under this scheme, d. GST will be extra as applicable as per prevailing rates at that time. 5. All employees will mandatorily buyback and retain the mobile handset at the end of 3 years, or separation from RCF by any means/mode. 6. In addition, income tax on taxable value of perquisite if applicable under Income Tax Act at the time of retention of handset will be recovered from employee. 7. Executives at the level of E8 and above shall be given subscription/reimbursement for 4G/5G data plans on existing sim card. The Executives may consider the requirement of compatibility for this aspect at the time of purchase of handset. 8. This new policy replaces the old policy. 9. Officers who purchased Mobile handset under old policy will have following options: a. They can continue with the existing handset and after completion of three years they can opt for new mobile handset under this policy and old handset to be retained by the employee at depreciated/nominal value as per existing old policy. b. The employee can retain existing mobile handset at the price applicable as per old policy and immediately can opt for new handset as per new policy. Z Swi reese10. The entire process for claiming reimbursement will be done through online ESS portal so that the tracking and records are available at one place. 14,The Administration Department shall have full control and forward the claim through online system only for reimbursement. 12.This policy will be with effect from 15" October 2022. The link for claiming reimbursement amount, submission of self-declaration for all the above facilities through ESS Portal is as follows; Login to ESS portal using your Ticket No and Password > Select and click ‘Benefits and Payments’ > Facilities Reimbursement. (Sunita Shukla) Executive Director (HR, Admin & IT) To, All Officers Page 6 of 6