COCP Policy

HR Document

No part of this document should be reproduced or distributed without the permission of

Schneider Electric
Revision History

Version Date Author Authorized by Description

Legal & Zone VP HR

1.0 March, 2016 IPO Base Version – New Format

Legal & Zone VP HR Going forward SEIPL will part of

1.1 November,2016 IPO this policy
Legal & SE Alignment of Grade Category
1.2 March, 2021 Zone VP HR
Digital

Legal & SE
1.3 01 April, 2021 Zone VP HR Redefinition of designations
Digital
Revised guidelines around
01 November, Legal & SE
1.4 Zone VP HR connection conversion for exiting
2022 Digital
employees
Objective

With the growth in business, expansion of company’s activities & the increased need for effective
communication, following guidelines have been formulated to increase effectiveness of
employees through providing the facility of official Company Paid Mobile Connections.

Scope

This policy is applicable to all permanent employees and Inbound Expats of Schneider Electric in
India. Senior Management & above are excluded as per the policy.

Applicability

• All employees of Schneider Electric in India excluding Luminous are covered in this
policy.

• Employees, who have approval from their manager, are eligible to opt for a company
owned and company paid mobile connection (COCP)

• Mobile handsets are not covered under this policy (Please refer Company Owned Device
policy for the same)

Policy Statements

• This policy has been defined keeping in mind the level of an employee in the organization
& the job requirement of an employee.

• The effective usage of official Mobile expenses is the responsibility of each employee
provided with this facility. Any excess amount over and above eligibility will be recovered
from the employee’s salary. By accepting a COCP connection the employee agrees to
such recovery.

• If the employee has incurred mobile expenses beyond his eligibility limit and if it is for
valid business purposes, then the employee will be able to claim the same in the form of
mobile expenses post recovery from Salary. Such claims need to be claimed via Concur
or expense voucher (in case online system does not exist) and has to be approved by
his/her immediate manager as well as Senior Management & above across all employee
categories. In all such cases, employee has to ensure that the reason is clearly specified
for exceeding the limit in the claim. The manager shall have the responsibility of owning
all excess mobile claims he/she has approved.

• The employee shall be wholly responsible for ensuring proper and lawful use of the
COCP mobile connection.
 • He / She also agree to use the mobile connection in line with our POR policy.

• The employee agrees to take full responsibility for all calls; messages and any other
usage associated with his/her company provided mobile connection. In event of breach of
this condition Schneider shall have full authority of taking any disciplinary action suitable.
By opting for a COCP connection, the employee agrees to this.

Approval Matrix

• To ensure if an employee is eligible for COCP connection, Immediate Manager to provide

one-time approval for his/her team members, depending on the role & business
requirement.

• All employees need to raise 2929 request to seek one-time manager approval before
seeking COCP connection.

• Once Immediate Manager has approved on such eligibility, if in subsequent months the
employee exceeds his eligibility and has incurred the mobile expense for business
purposes then the Immediate Manager will approve employee’s claim clearly justifying the
excess amount in his approval note. In all such cases, employee has to ensure that the
reason is clearly specified for exceeding the limit in the claim.

Eligibility

• The below mentioned limits are monthly limits and any unutilized amount of a particular
month, if any, can’t be carried forward to subsequent month.

• Any excess claim has to be claimed by employee immediately following the month of
expense. Due to any specific reason, if an employee is not able to claim the excess
amount in the same month, at a stretch, employee can claim bills for maximum 3 months

• Excess claim bills pertaining to a calendar year cannot be carried forward to next
calendar year, if the monthly mobile bill amount (including service tax) is more than ₹
750 , 15% of the total bill amount will be considered as personal calls, and will be
deducted from salary.

• If the bill is more than the eligibility limit, the amount which would be deducted from the
salary is as follows: “Total Bill amount – Amount which is lower of the two values (i.e.
either Eligibility or Amount post 15% deduction on the bill amount)”. Eg: Bill is 1200,
Eligibility is 1000, Amount post 15% deduction on bill amount is 1020, Deduction = 1200
– 1000 (Lesser value) = 200. Any excess claim amount is inclusive of tax.
Entitlements for New Grades

SL No Management Level* Entitlement Remarks

1 Senior Management 2 & above On Actual
(SM2 & above)

2 Senior Management 1 (SM1) Up to INR 3000 Immediate

Manager to
3 Middle Management – MM Up to INR 2000 provide one time
approval, basis the
role profile and
4 Junior Management -JM Up to INR 750 business
requirement,
whether an
employee can
claim such
expense or not
6 Outsourced employees / FTC Need Based,(but the Immediate
maximum claim amount Manager to decide
should not exceed INR basis the role
750) profile and
business
requirement,
*Reference designations for Management level (Page 07)
General Guidelines

• For all International travels, basic international roaming activation on existing number
is mandatory considering safety and security of our employees and will be done by
COCP Team. Only one COCP Mobile number per employee shall be considered.

• IR activation costs on the personal number not to be claimed by the user- If COCP is
not opted

• On the usage of the STD facility/roaming facility for official use, self-control has to be
maintained by the individual and to ensure that the expenses remain within reasonable
limits

• In case of Resident Engineers (RE), Mobile Expenses will be governed as per the
Residential Engineer policy. The facility will be withdrawn on their shifting to another
assignment, which is not under the definition ‘Resident Engineer Policy’.

• The responsibility of getting the instrument / Handset is of the employee & the
expenses related to these, & any other incidental expenses will be borne by the
employee.

• Employees to initiating COCP transfer to individual owned connections 45 days prior to

the LWD. If conversion is not initiated 45 days in advance, the COCP team will initiate
conversion process 30 days prior to last working day.
• In case of a delay in transfer, COCP connection will get deactivated by the EOD of
last working day and the employee will not have any claim on the number.
•

Procedure for claim

• For claiming any excess Mobile Expenses reimbursement needs to be approved by

his/her manager,

• Employee can claim through Concur or expense voucher (in case Online system
does not exist)

• The claim shall be approved basis above approval Matrix only

• Once approved, employee to submit the printed copy of the approved form and the
original copy of the bill to Finance for processing.

• The payments will be made to the employee against his claim form and bills by the
Finance department through cheque or will be credited to the reimbursement account.

• For Outsourced employees, Expense Voucher to be used for claim expenses (if
required, basis the business requirement ONLY) and to be approved by Immediate
Manager.

• Income Tax: Subject to Income Tax rules as applicable from time to time.
 During Exit process

• In exit/transfer cases the employee will have choice to either convert the number to
name or surrender the number. The process will be initiated immediately on receipt of
bill service provider.

• In case of surrender, the surrender will commence immediately after receipt bill.

• In case of transfer the employee will be provided relevant documents immediately of

the bill. The employee will have a period of 2 weeks within which he/she has to
completed process failing which the number will be surrendered (via 2929)

• In case of normal exit: The process should begin with resignation and not on relieving

• The last bill (post conversion to individual name or in case of early exit) can be added
to F&F settlement based on average of last 3 months of COCP bills or his/her
eligibility whichever is lower. This average will be provided by COCP team

Any modification in the policy can only be done on sole discretion of VP Human Resources.

Reference for Management Level

Management Level Designation

Executive Vice President (Global Leadership)

Top Management Senior Vice President
Vice President

Director
Senior Management
Senior General Manager

General Manager/ Deputy General Manager/ Senior Manager

Senior Principal Architect / Senior Principal Technical Expert / Senior Principal Product Development
Lead
Middle Management
Lead Architect / Lead Technical Expert / Principal Product Development Lead

Senior Project Leader / Technical Expert / Architect / Staff Senior Engineer/ Product Development Lead
/ Senior Test Campaign Leader / Principal
Architect / Principal Technical Expert

Manager / Deputy Manager / Assistant Manager / Senior Executive

Project Leader / Associate Architect / Technical Lead / Management Trainee / Lead Engineer / Lead
Junior Management Analyst
Senior Engineer / Executive / Engineer / Graduate Engineering Trainees (GET) / Analyst
Associate / Assistant Exec. / Asst. Engg. / Diploma Engineering Trainees / Associate Supervisor /
Officer / Supervisor