EMPLOYEE MOBILE PHONE ALLOWANCE POLICY
1.
Introduction
1.1.
This Employee Mobile Phone Allowance Policy (the “Policy”) of Onetech Group Limited, together with its subsidiaries and affiliated companies (collectively, the “Group”), sets out the principles governing the provision, use and reimbursement of mobile devices and mobile telephony services provided by the Group for business purposes.
1.2.
The purpose of this Policy is to ensure that eligible Employees are appropriately equipped to perform their duties effectively, while maintaining cost control, data security, and proper use of Group assets.
1.3.
This Policy applies to all Employees who are provided with a Group-issued mobile device and/or SIM card (the “Employees”) and must be read in conjunction with the Group’s IT, Data Protection, Road Safety and Code of Business Ethics and Conduct policies.
2.
Eligibility
2.1.
Eligibility for a Group-issued mobile device and/or SIM card is based on operational necessity and is limited to Employees whose roles require regular business communication outside standard working hours or frequent availability.
2.2.
Eligible Employees may include, without limitation:
(a)
Directors;
(b)
General Managers;
(c)
Department Managers;
(d)
Sales Managers and Sales Executives;
(e)
Engineers; and
(f)
other full-time Employees whose job duties require emergency call-back, irregular working hours or frequent off-site communication.
2.3.
Department Managers are responsible for recommending Employees within their departments who qualify for a mobile device and/or SIM card, subject to approval in accordance with this Policy.
3.
Procurement, Approval and Management
3.1.
The IT Department is responsible for:
(a)
procuring, configuring and issuing mobile devices and SIM cards;
(b)
ensuring compliance with Group IT and security standards; and
(c)
maintaining an inventory of issued devices and numbers.
3.2.
Any request for a mobile device or allowance must be:
(a)
justified by business need;
(b)
confirmed as within the department’s approved annual budget; and
(c)
approved by the Employee’s direct Manager and the Group CEO.
4.
Mobile Device Allowance
4.1.
Where applicable, the Group may reimburse the cost of a mobile device meeting Group IT standards, subject to the following limits:
(a)
Directors and Managers: up to €450;
(b)
Other eligible Employees: up to €250.
4.2.
The allowance applies once every three (3) years, unless earlier replacement is approved in accordance with clause 4.4.
4.3.
The selected device model must be compatible with Group systems and approved by the IT Department prior to purchase. Reimbursement shall be subject to submission of valid purchase documentation and shall be processed in accordance with the Group’s expense reimbursement procedures.
4.4.
A device may be replaced earlier only where:
(a)
it is no longer functional and cannot be economically repaired; or
(b)
it becomes technologically obsolete and no longer supports required business applications.
4.5.
Any tax treatment applicable to mobile phone allowances or benefits shall be handled in accordance with applicable law and payroll regulations.
5.
SIM Card and Monthly Charges
5.1.
The Group shall provide an approved SIM card and mobile plan appropriate to the Employee’s role.
5.2.
The monthly plan shall be determined by the direct Manager in consultation with the IT Department, based on operational requirements.
5.3.
The Group shall cover standard monthly charges. Where usage appears excessive or inconsistent with business needs, clarification may be requested and corrective action taken where appropriate.
6.
Use of Group Mobile Devices and Numbers
6.1.
Group-issued mobile devices and SIM cards are provided primarily for business use.
6.2.
Limited personal use may be tolerated, provided it does not:
(a)
interfere with work performance;
(b)
result in excessive costs; or
(c)
breach Group policies or applicable law.
6.3.
Employees must not:
(a)
transfer, lend or share Group-issued devices or SIM cards;
(b)
install unauthorised applications; or
(c)
use the device in a manner that compromises data security.
6.4.
All devices remain the exclusive property of the Group, including the SIM card and assigned phone number.
6.5.
Use of Group-issued mobile devices while driving is strictly governed by the Group’s Road Safety Policy.
7.
Data Protection and Security
7.1.
Employees must use Group-issued devices in accordance with applicable data protection laws and the Group’s Data Protection and IT Security policies.
7.2.
The Group reserves the right to implement technical controls, security configurations or remote access restrictions to protect corporate data.
7.3.
Employees must immediately notify the IT Department and their line manager in the event of loss, theft or suspected compromise of a Group-issued device or SIM card, so that appropriate security measures can be implemented.
8.
Termination of Employment
8.1.
Upon termination of employment for any reason, Employees must:
(a)
return the mobile device, SIM card and any accessories to the IT Department; and
(b)
ensure that no Group data is retained on personal devices.
8.2.
Failure to return Group assets may result in appropriate deductions or legal action, subject to applicable law.
9.
Non-Compliance
9.1.
Misuse of Group-issued mobile devices or breach of this Policy may result in:
(a)
withdrawal of the mobile phone allowance;
(b)
disciplinary action; and/or
(c)
recovery of costs incurred.
10.
Review and Contact
10.1.
This Policy shall be reviewed periodically by the Human Resources Department in consultation with the Legal and IT Departments and updated as necessary.
10.2.
If there are any questions regarding this Policy, the below departments should be contacted: