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w.e.f. 01 May 2018 Version-V 0.

TAB/Smartphone Issue & Repair / Return Policy

Version Control Details

This is a controlled document. The document should not be copied or replicated in whole or part
without the permission of CHRO.

Rev Date Purpose Author Reviewer Approver Client Review


1 28/04/2017 IFR AA
2 10/05/2017 IFR AA

Rev Date Purpose Author Reviewer Approver

JPK DKT

1 14/06/2018 IFR Mohit Chaturvedi


Rajmani K P RJ

Anirban Roy Anil A GRS

Dejoy

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TAB/Smartphone Issue & Repair / Return Policy

1. Purpose of this Document :

Purpose of this Document is to define policy for Issue & repair / return for TAB / Smartphone issued to
field staff for project work.

RJIL Issues TAB / Smartphone (devices with accessary as per work requirement) to its Area Manager
for project related work in Field. Area Manager will hand-over to these devices to Field Engineer /
Agency Staff mapped to him for project work purpose.

This Document define the Policy of issue & repair / replacement / return the devices in case of Damage /
Lost / Stolen / Separation.

DRS to validate IMEI number from assets list issued to Executive to ensure that Device is same device
what was issued to user.

2. Device Issue:
a. Asset to be issued to the manager (on-roll employee – RJIL/ RCITPL / SMSL) in Get Asset portal
b. Manager to allocate assets to executive (off-roll employee / Vendor Staff) reporting to him / her
and maintain a record of the allocations and take acknowledgment of issue of device and
accessories in annexure 1 attached.
c. When an asset is issued to executive, acknowledgement to be taken from him / her that a Jio
asset is being allocated to him for official purpose to perform his duty on returnable basis and in
case if it is not returned, depreciated value will be recovered.

3. Repair of Device :
Extend the services of DRS to OSP Construction Business in order to enable to following:
a. IMEI number for all assets issued / being issued to OSP Construction to be provided to DRS
team.
b. DRS to tag provided list of assets for cashless repair and ensure the same

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c. In case of any damage or manufacturing defect, Executive to visit DRS with damaged device
along with accessories.
d. DRS to validate IMEI number from assets list issued to Executive to ensure that device is
whitelisted under the cashless repair program
e. DRS to repair asset on a cashless basis:
i. If device is under warranty and malfunctioning / not functioning due to manufacturing
defect, the booked cost should be zero.
ii. If device is out of warranty / has physical damage, the booked cost would be at actuals
f. In case of non-reparability / repair cost not economical,
i. DRS to issue a note and return the damaged / repair cost not economical device back to
the executive
ii. Executive to take damaged / repair cost not economical device to SCM and SCM to issue
new / refurbished asset to executive
g. Repair cost is to be recovered from the off-roll staff / Vendor by debiting his / her account, if the
same is not waived of by SCH. If the repair cost is waived off by SCH, the cost of repair to be
booked against Network / OSP Construction business.

4. Maximum Repair Cost:


In any case repair cost should not be more that 40% of device cost.

5. Replacement Device:
a. SCM to issue replacement device in place of device given to DRS for repair, if expected repair
time is more than 48 hrs., for the period of repair of original device so that work on field doesn’t
impact.
b. Executive will return the replacement device once he receives back the original repaired device.

6. In case of loss of Device


a. Executive to lodge a complaint in the local police station, and provide FIR copy to manager.
b. FIR Copy requirement may be waived by manager, if device was lost before 3 months from
effective date of this policy and executive had informed to his L2 / L1 in writing.
c. In case manager recommends waive off as an exceptional case, Replacement Device to be
issued to executive free of charge.
d. In case the manager does not approve for waive off Deduction amount (from salary / vendor A/c),
deduction to be done basis depreciated value and inventory in SAP to corrected. . If the repair
cost is waived off by SCH, the WDV cost to be booked against Network / OSP Construction
business.

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e. Replacement Device to be issued immediately after FIR / waiver for FIR submitted by user for
lost device, so that work on field doesn’t impact.
f. IMEI number of lost device to be tagged by SCM accordingly

7. Surrender of Device in case of Separation or Otherwise


a. In the event of resignation / retirement / any other exit of manager from services / Project, all
assets allocated to him will be transferred to the new employee (after the incumbent’s
acknowledgement) and the same should be updated in Get Assets Portal within 3 working days.
b. If off-roll employee leave the job / transfer to other profile, he will surrender the device and
accessories to his reporting on-roll staff and take the acknowledgment of return of device with
accessories as per annexure -2.
c. In case of resignation / retirement of the executive:
i. Device along with all accessories to be recovered from him.
ii. DRS to check the device before surrender and issue fitness certificate for the device. If
device required some repair, DRS will repair the same and policy of repair of device as
above will be applicable.
iii. If device and accessories are not returned, the depreciated value of the device and
accessories will be recovered from his salary.
iv. In exceptional cases basis recommendation of L1 and SCH waive off may be provided
with specific comment for waive off.
v. Off-roll / On roll employee has an opportunity to buy back device and accessories at the
depreciated cost when he resigns. This will incentivize him to ensure proper upkeep of
device.
vi. NDC to be obtained from his manager (on-roll) before issuing F&F. Agency to be notified
of this update

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Annexure :1 –
Device received acknowledgement

I, ………………………………………………. Emp. No……………………………….


(name and Emp. Code of the off-role staff), working with M/s…………….……
…………………………………………………………. Vendor Code…………………
have received following TAB / Mobile with accessories in working condition on
……/…../…….. for official purpose.

1. Brand and Model No of Device ………………………………………….


2. Brand of Charger ………………………………………………………….
3. Any other accessary ……………………………………………………….
4. Any other accessary ……………………………………………………….
5. Any other accessary ……………………………………………………….

I will use, keep and return the device as per the company policy. In case of any
damage / Lost / Misuse, I am bound to with company policy.

Name and Signature of off-Roll Staff Date

Seal and Signature of vendor Date

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Annexure :2 –
Device Return acknowledgement

I, ………………………………………………. Emp. No……………………………….


(name and Emp. Code of the off-role staff), working with M/s…………..…….……
…………………………………………………………. Vendor Code…………………
have returned following TAB / Mobile with accessories in working condition on
……/…../…….. to Mr. ………………………………………… Emp. Code …………..
(Name and Employee Code of on roll staff)

6. Brand and Model No of Device ………………………………………….


7. Brand of Charger ………………………………………………………….
8. Any other accessary ……………………………………………………….
9. Any other accessary ……………………………………………………….
10. Any other accessary ……………………………………………………….

Name and Signature of On-Roll Staff Date

Seal and Signature of vendor Date

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