, 1\ / ~., '" '(-\, - & ~ <' ::...., ~ Brothers of Charity Services Clare /.\ ' 1. ~. Mobile Phone Procedure Policy Statement No. 2010-03 Signed: \ ~\ 1...= V'--. -9 Mary Kealy \ - - ') Date: 8 th October, 2010 Chief Executi ve Policy No: 2010-03 Implementation Date: 8 th October, 2010
Brothers of Charity Services Clare MOBILE PHO:'<lE PROCEDURE Statement No. 2010-03 Table of Contents Review Group Members... 2 Status of Mobile Phone Procedure... 2 Review of Mobile Phone Procedure... 2 Vision ofthe Brothers of Charity Services Clare... 2 1. Introduction... 3 2. Ownership... 3 3. Confidentiality... 3 4. Cost... 3 5. Data Directory... 4 6. Health and Safety... 4 Management Responsibilities... 4 Employee's Responsibilities... 4-5 Appendix 1 Appendix 2 Declaration Fonn for the Use of Mobile Phones in the Service Declaration Fonn for the Private Use of Business Mobile Phones in the Service
Brothers of Charity Services Clare MOBILE PHONE PROCEDURE Policy Statement No. 2010-03 Review Group Members Eamon Loughrey, Finance Manager. Colette Geoghegan, Senior HR Officer. Anne Marie Collins, Accounts Assistant. Mobile Phone Procedure Status Year/No Type Description Status 2008/04 Procedure Mobile Phone Procedure Obsolete 2010/03 Procedure Mobile Phone Procedure Current Review of Mobile Phone Procedure The Mobile Phone Procedure for the Brothers of Charity Services Clare will be reviewed on a yearly basis. Vision of the Brothers of Charity Services Clare Love and Respect for All towards a Full and Valued Life. 2
Brothers of Charity Services Clare MOBILE PHONE PROCEDURE Policy Statement No. 2010-03 1. Introduction The Brothers of Charity Services issue mobile phones to staff where appropriate and required as part of their role. The service, where the necessary resources are available, decides who in their service area needs a mobile phone to facilitate or improve the function of the team. It will arise principally in respect of someone on call, or those who are required to be away from base in connection with their work for long periods. For those who are authorised by the service to use mobile phones they are requested to use them primarily as a messaging system with lengthy conversations being avoided where possible. 2. Ownership The mobile phone remains the property of the Brothers of Charity Services Clare. In the event of an employee being on leave and someone replacing him/her the phone must be available for use by the relief person the phone goes with the post, not the person. In the event of a staff member with a company mobile phone who goes on long term leave the phone must be returned to the Accounts Department. Where the staff member wishes to retain the phone it may be possible to come to an arrangement where the monthly rental and calls are refunded to the Service by the staff member. Before an employee ceases with the Services on a permanent basis, they must return their work mobile phone to their immediate line manager, who in turn must return it to the Accounts/Finance Department. Staff must ensure that any monies outstanding for personal calls are refunded to the Service before they leave. 3. Confidentiality In this area, it is necessary to exercise particular caution. Sensitive issues or personal details of any kind should not be discussed on a mobile phone or sent in text messages. 4. Cost The cost of service mobiles must be met from within existing agreed budgets. The use and running costs of these phones most be monitored. It is the manager s responsibility to familiarise themselves with the costs that are being incurred, and agree how these costs are met from within existing cost centre budgets. Where the phone is utilised for personal use, an amount of 2.50 per fortnight is reimbursed to the Service as a deduction in the payroll system. All non-business calls charged to the mobile bill including the VAT charge must be reimbursed to the Service on a monthly basis 1. 1 Refer to the Declarations in Appendix 1 and 2 with regard to Personal Use of Mobile Phones 3
Brothers of Charity Services Clare MOBILE PHONE PROCEDURE Policy Statement No. 2010-03 5. Data Directory A file is maintained in the Accounts Office in Banner House, which identifies every mobile phone authorised by the Brothers of Charity Services Clare, giving the name of the holder, the phone number and indications of the level of usage. 6. Health and Safety The use of mobile phones while driving is not permitted or condoned by the Brothers of Charity Services Clare. Should this occur, disciplinary action may result. As part of our overall Health and Safety Policy, the Brothers of Charity is committed to reducing the risks which our staff face and create when driving or riding for work. We ask all our staff to play their part, whether they use a company vehicle, their own or a hire vehicle. Staff driving for work must never make or receive calls on a mobile phone, whether hand-held or hands-free while driving. Persistent failure to do so will be regarded as a serious matter. Management Responsibilities for Health and Safety Managers do not expect staff to answer calls when they are driving. Managers understand their responsibilities not to use a hand-held or hands-free mobile phone while driving. Managers switch phones to voicemail or switch them off while driving or ask a passenger to use the phone. Managers plan journeys to include rest stops which also provide opportunities to check messages and return calls. Managers ensure compliance with the Mobile Phone Policy is included in team meetings and staff appraisals and periodic checks are conducted to ensure that the policy is being followed. Managers follow monitoring, reporting and investigation procedures to help learn lessons which could help improve our future road safety performance. Managers challenge unsafe attitudes and behaviours, encourage staff to drive safely and lead by personal example by never themselves using a phone when driving. Employees Responsibilities for Health and Safety Never use a hand-held or hands-free phone while driving. Plan journeys so they include rest stops when messages can be checked and calls returned. 4
Brothers of Charity Services Clare MOBILE PHONE PROCEDURE Policy Statement No. 2010-03 Ensure their phone is switched off and can take messages while they are driving or allow a passenger to use the phone. Co-operate with monitoring, reporting and investigation procedures. 5
Appendix 1 Declaration Form for the Use of Mobile Phones in the Service
Declaration for the Use of Mobile Phones in the Service Where a mobile phone is provided for business purposes a taxable benefit will not be treated as arising where any private use is incidental. Where the employee reimburses the employer for the cost of private calls, there will be no taxable benefit arising e.g. any taxable benefit is reduced by any amount made good by the employee to the employer. (Revenue Website on taxation implications of having a company phone). As all calls and texts are free under the current arrangement with Vodafone, it is impossible to calculate the charge for private calls/texts to be reimbursed to the Service therefore it has been agreed that 2.50, in the form of a fortnightly contribution be made, deducted from each mobile phone holder s salary. Please keep in mind that the below numbers are not included in above package: Calls to directory enquires: (11811, 11850, 11880, 11860, 11890, 11866, 11818) Calls to: 1850, 1890, 1891, any 18XX numbers, 1550, 1520, 1530, 1540, 1559, 1560, 1570, 1580, 1590, 1512, 1513, 1514, 1515, 1516, 1517, 1518 numbers MMS message (multimedia messaging services) i.e. picture messages. The contribution of 2.50 DOES NOT include the usage charges stated on your bill at the end of the month, 21% Vat is to be added to this figure and repaid to the Services on a monthly basis. Please sign below and return to the Accounts Department in Banner House as soon as possible. If you have any questions or queries on the above please do not hesitate to contact the Accounts Department in Banner House at 065 686 9755. * * * * * * * * * * * * * * * * * * * * * * * * * * * I authorise payroll to deduct 2.50 as contribution to my mobile phone bill from my wages every fortnight. Signed by: Print name: Date: Mobile number:
Appendix 2 Declaration Form for the Private Use of Business Mobile Phone in the Service
Private Use of Business Mobile Phone Declaration Form Do NOT USE for Personal Use Business Mobile phone number: Staff member name: Staff member payroll number: I hereby declare that I do not use nor I do not intend to use the above listed company mobile phone for personal use Signed: Date: