Official Mobile Phone Expenses Reimbursement Policy

Official Mobile Phone Expenses

Reimbursement Policy

Policy No. / Version

: HR/14/03

Policy Effective

: April 01, 2014

Approved by

: HR Director-India /
Finance Director

Checked by

: HR Manager

This policy supersedes all policies that deal with the subject of Mobile Phone Expense Reimbursement.

Purpose
This policy lays the guidelines, rules and procedures for providing mobile phone reimbursement to eligible
employees who are required to use mobile phones for conducting company's business.

Eligibility
This policy applies to all eligible permanent employees on the rolls of Baxter (India) Pvt. Ltd. and any other
Baxter managed operation(s) in India.
Employees can claim only one personal mobile number which is registered preferably under Baxter CUG
plan.

General
Employees are encouraged to use landlines, but employees who utilize their personal mobile phone for
official purposes are entitled to reimbursement of expenditure incurred on official calls.
Sanction of the reimbursements in such cases will be allowed with the recommendation of the Directors /
NSMs / Department Heads (Corporate) / Business Managers / Plant Managers concerned. The employee
seeking reimbursement will have to provide all the relevant official call details.

Reimbursement of costs
The Company will reimburse the rental charges, cost of all official local and long distance calls, subject to
the ceilings laid down in Annexures.

Operative Guidelines

The reimbursement cycle is based on the financial year (Apr- March). All employees should submit
their claims within the stipulated period.

Original telephone bills along with the reimbursement claim form sent to corporate Payroll drop box
by 18th of every month.

In case the reimbursement claim submitted by the employee is beyond the stipulated limit, then
approval from the NSMs / Department Heads/Business Managers/ Managers (Corp Office/Units) /
Sales Managers will be required.

Employees are encouraged to claim reimbursement of their mobile phone expenses every month;

Bills submitted post the closure of the financial year will not be processed. However the bills dated
post 15th March will be processed only in April exceptionally.

No late payment of bills/penalties will be reimbursed by the company.

Human Resource Policy

Baxter (India) Pvt. Ltd.

Confidential Proprietary
Page 1 of 3

Official Mobile Phone Expenses Reimbursement Policy

No prepaid bills/ payment receipts will be reimbursed.

No claims will be entertained without bills or incomplete information in the supporting documents.

Broadband will be reimbursed to the Regional employees who work full time from home, subject
to approval from supervisor and HR.

All Employees (including regional employees) who travel outside India on account of official trips
are encouraged to use the long distance calling cards (like Matrix) and should claim the expenses
through concur. In case the roaming expense is more than Rs. 5,000/- then Business Unit
Directors/regional supervisor approval is required and if its more than Rs. 10,000/- then
Finance Directors approval is also required. Roaming expenses should be claimed through
concur.

All Employees (including regional employees) should not use data roaming. We recommend
employees to avail wifi/internet facility of hotel or Baxter office. However in case of urgency if the
data roaming is used for more than Rs. 5000/- then Business Unit Director/regional supervisor
and Finance Directors approval is required. Data roaming expenses should be claimed through
concur (if any).

Interpretation & Clarifications

In case there is need for any clarification with regard to this Policy, the same should be directed to the Head
of HR and Finance. The latters views in terms of interpretation of the Policy will be final and binding.
The Company reserves unconditional rights to change, modify, and abrogate any part or whole of this
Policy at any time.

Policy Approved by:

Ongmu Gombu
HR Director, India
Date: April 16, 2014

Sandeep Devgon
Director, Finance-India
Date: April 16, 2014

Policy Checked by:

Vaishali Srivastava
HR Manager
Date: April 16, 2014
Policy Prepared by:

Ashima Raju
Assistant Manager, HR
Date: April 16, 2014

Human Resource Policy

Baxter (India) Pvt. Ltd.

Confidential Proprietary
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Official Mobile Phone Expenses Reimbursement Policy

Levels

Annexure 1- Commercial and Corporate

Mobile Phone Limit per month**

Category ILT & 1 A

Category 1 B & 2A

On Actuals(subject to approval by Supervisor if bill exceeds from Rs.

4000/-)
Rs.4000/-

Category 2B & 2C

Rs.2000/-

Category 3A, 3B, 3C, 4A & 4B

Rs.1500/-

Annexure 2- GPC
Levels

Mobile Phone Limit** per

month

Broadband Limit** per

month

Category 1 A

On Actual

Rs. 1000/-

Category 1B

Rs. 4000/-

Rs. 1000/-

Category 2B

Rs. 2000/-

Rs. 1000/-

Category 2C

Rs.1500/-

Rs. 1000/-

Category 3A & 3B

Rs.1000/-

Rs. 1000/-

Levels

Annexure 3- Manufacturing
Mobile Phone Limit** per month

Category 1 A

Rs.4000/-

Category 1 B

Rs.3000/-

Category 2A, 2B & 2C

As defined by Plant HR Manager.

Category 3A, 3B, 3C, 4A & 4B

As defined by Plant HR Manager.

Levels
Category ILT
Category 1A
Category 1B
Category 2A
Category 2B
Category 2C
Category 3A
Category 3B
Category 3B

Annexure 4- IDC
Business Title
Director, IT
Sr. Manager / Sr.
Consultant
Manager / Consultant
Associate Manager / Sr.
Specialist
Assistant Manager / Sr.
Specialist
Specialist
Sr. Software Engineer
Software Engineer
Analyst

Reimbursement limit per month**

Actuals
Actuals
Reimbursable with data Rs 3000/Reimbursable with data Rs 2000/Reimbursable with data Rs 2000/Reimbursable with data Rs 2000/Reimbursable without data Rs 1000/Reimbursable without data Rs 1000/Reimbursable without data Rs 1000/-

#Travel category is mentioned on the pay-slip

**The amount includes rental, service charges and call duration reimbursements. No late fee/penalties will be
reimbursable in the above limit.
**Employees will be reimbursed on actual subject to the monthly reimbursement limit (whichever is lower). This overrides
point #3 of the Operative Guidelines of this policy.
Human Resource Policy

Baxter (India) Pvt. Ltd.

Confidential Proprietary
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