HUMAN RESOURCE POLICY

COMPANY MOBILE SIM CARD ISSUANCE POLICY

Module no MAT HR/ Total Pages

Issue Date Initiated by HR
Revision No. & Date Approved by MAT India Management
Subject Company Mobile Sim Card Supersedes All earlier policies
Issuance Policy

Applicable to All Employees of MAT India Distribution All employees

COMPANY MOBILE SIM CARD ISSUANCE POLICY

PURPOSE

The purpose of this SIM Card Policy is to establish guidelines for the appropriate use and
management of SIM cards provided by MAT INDIA to its employees.

The policy aims to ensure efficient and responsible use of company resources while maintaining
security and compliance with relevant regulations.

ELIGIBILITY

This policy applies to all MAT India white-collar employees (EL1 and above) who are provided with
company-owned SIM cards or have access to company-related mobile services.

GENERAL GUIDELINES

 The pre-selected plan, determined by management/HR, to be issued according to the

reference table provided below:

S.NO Designation Grade Limit(including rent &

excluding service tax (INR)
1 GM & Above GM 3 & above Actual
2 AGM & DGM GM1 & GM2 1000/-
3 Manager & Sr. Manager ML3 & ML4 800/-
4 Deputy Manager ML2 600/-
5 AM, Sr. Engineer & Sr. Executive EL2 & ML1 500/-
6 Engineer & Executive EL1 300/-

 The HR department is to provide a mobile SIM card to employees upon joining the company.
 The monthly bills are to be paid directly by the company.

VP- HR GMD GM- MINT

For Internal Circulation Only

 HUMAN RESOURCE POLICY

 Any personal calls or data usage that exceeds the maximum allowance set in the company
policy is the responsibility of the employee.
 If a bill exceeds the set limits, approval is to be obtained from the HOD, Concerned HR Head,
and Plant Director, as applicable, under the following circumstances:
 For official expenses, any excess amount is to be paid by the company and reflected in the
department's expenses.
 Any additional Value-Added Services utilized by the employee, such as caller tunes, premium
SMS, MMS, downloads, and mobile apps, to be charged to the employee.
 The HR department is responsible for notifying the Manager (Payroll) of any excess charges by
the 1st or 2nd of each month upon receiving the bill.
 Any excess amount to be deducted from the employee's following month's salary.
 The monthly plan for grades below EL1 to remain consistent with Grade EL1.
 Employees below the EL1 grade need special permission from their HOD.
 The HOD to submit a request to the respective HR department explaining the purpose of usage
for approval.
 SIM cards are considered company property and the company reserves the right to withdraw
them at any time.
 The HR department is responsible for obtaining an undertaking (Annexure-I) from the
employee when issuing a SIM card.
 In the event of an employee being transferred from one plant to another, the company SIM
card is to be transferred to the account of the hiring plant.
 The HR department at the hiring plant is responsible for facilitating the transfer process.
 The Respect HR to ensure that the employee's SIM card is activated properly.
 If an employee is leaving the organization, they are liable to return their SIM card to the HR
department as part of the clearance process.
 Alternatively, the employee can fill out a No Objection Certificate (NOC) for SIM card transfer
(Annexure II) to ensure a smooth transition and compliance with company policies.
 If an employee loses their SIM card, it is their responsibility to promptly notify the HR
Department to prevent any potential misuse of the SIM and to have it replaced with the same
number.
 If the SIM card is not functioning properly, the employee needs to contact their respective HR
representative to address and resolve the issue promptly.
 To use international roaming services while traveling abroad, employees to first obtain
approval from their Head of Department.
 Once approval has been granted, the Corporate HR department to process the activation
request for international roaming.

VP- HR GMD GM- MINT

For Internal Circulation Only

 HUMAN RESOURCE POLICY

 Corporate HR representative to ensure that IR is activated the day before an employee's

travel.
 All HOD’s at ML4 level and above are eligible to receive the local matrix card service.
 Employees below the ML4 level are required to obtain approval from their respective HODs to
access the local matrix card service.
 This approval is to be granted based on a clearly defined and justified need for utilizing the
service.

In case of Resignation, Retirement and Death

 The SIM card can be transferred to an employee's name for personal use following resignation
or retirement.
 To initiate this transfer, employees need to submit a written request to the HR department
using the designated "Request for NOC format" (Annexure- II) either in person or via email.
 Respective HR is required to provide a No Objection Certificate (NOC) to the mobile service
provider for facilitating the transfer of SIM cards.
 In case of an employee’s death, the SIM card of that employee can be taken over by a family
member by following the above-outlined procedure.

MAT INDIA advises its employees

 Use company SIM cards for business purposes only.

 Surf the internet, text and talk for company use.
 The company expects employees to use their cell phones prudently during working hours.
 Employees are advised to refrain from downloading or uploading any inappropriate, illegal, or
obscene material on a company SIM card while using a corporate internet connection.
 Employees who are issued company SIM cards are required to keep their cell phones turned
on at all times.
 This is to ensure that reporting managers can reach them in case of an emergency.
 Employees are expected to respond to any calls they receive within a maximum of 12 hours.
 HR to ensure that all call details made by employees using the company-issued SIM card are
kept confidential.
 HR ensures not to have direct access to call details without explicit consent from the
respective employee.
 Only the employee who initiated the call is authorized to access and request information
regarding their call details.
 HR needs to obtain consent from employees before collecting, processing, or sharing any call
data beyond what is required for legitimate business purposes.

VP- HR GMD GM- MINT

For Internal Circulation Only

 HUMAN RESOURCE POLICY

 The company to implement robust data encryption and security measures to protect the
confidentiality and integrity of employee SIM card data.
 Adequate safeguards, such as encryption protocols and secure transmission channels, to be in
place to prevent unauthorized access or interception of call details.

MANAGEMENT DISCRETION

The Management reserves the right to alter/amend/discontinue the policy at its sole discretion.

VP- HR GMD GM- MINT

For Internal Circulation Only

 HUMAN RESOURCE POLICY

ANNEXURE - I
COMPANY SIM CARD ISSUANCE FORMAT
On Company Letter Head
COMPANY SIM ISSUANCE
Dated:-

Name_________________
Emp. Code: ____________
Designation: ___________
Grade: ________________
Department: ___________
Subject: Issuance of Company SIM for Official Use.
Dear _________,
We are issuing you Connection No. ________________and SIM no. _______________for official
use.
In the event you leave the organization you have to hand over the same back to the company.
Please sign the copy of this letter in receipt of the same.

Thanking You,

For Company Name

Authorized Signatory Name, Designation & Signature

Employee Receiving
Name
E. Code

VP- HR GMD GM- MINT

For Internal Circulation Only

 HUMAN RESOURCE POLICY

ANNEXURE- II
On Company Letter Head
NOC FOR TRANSFERRING COMPNAY SIM FOR PERSONAL USE

Dated:
To,
The Manager
Service Provider Name
District & State Name

Subject:- Regarding Migration of Mobile Number.

Please migrate below mentioned number in the name of Ms./Mr.__________________. We have
no objections and details are mentioned below.

Mobile No.:___________.
Company billing Account Number____________.

Thanking you,

For Company Name

Authorized Signatory Name, Designation & Signature

VP- HR GMD GM- MINT

For Internal Circulation Only