Communication & Mobile Usage Policy

1. Policy Overview & Scope

1.1 Objective

The purpose of this Policy is to provide clear guidelines, administrative structures, and financial reimbursement thresholds to eligible employees, educators, and field personnel regarding the utilization of official mobile, data, landline, and broadband services. This policy ensures that the society's communication network remains secure, cost-effective, and aligned with our educational and social welfare goals.

1.2 Scope

This policy applies to all full-time and part-time employees, school faculty, project coordinators, and long-term field volunteers who require active communication channels to execute their official duties. All communication expense reimbursements are strictly subject to documented prior approval by the management.

1.3 Document Control

Policy Name: Communication & Mobile Usage Policy
Policy Code: REBS-CMP-2026-V1
Effective Date: May 18, 2026
Review Cycle: Annual

2. General Operational Guidelines

Sponsor Protection: This internal policy will be entirely overruled if mobile, data, or communication expenses are directly provided, funded, or arranged by an external client, corporate donor, or specific project sponsoring organization.
Management Authorization: All mobile, landline, and broadband usage reimbursements are subject to direct authorization by the Executive Committee or assigned direct supervisors. Personnel are entitled to claims up to the maximum financial caps prescribed in the tier table below.
Personal vs. Official Allocation: For all mobile phone expense submissions, employees must provide a clearly marked self-declaration form distinguishing between personal and official usage.
Evidentiary Documentation: To claim any expense under voice or digital data services, the employee must attach original printed bills or official e-bills showcasing the registered number, plan details, and payment confirmation.
Consolidated Submissions: All communication-related expense claims (including mobile top-ups, data add-ons, and broadband lines) must be compiled and submitted in a single, consolidated monthly package.
Voucher Claims: All claims for reimbursement will be processed exclusively through the submission of a signed Official Communication Expense Voucher.
Submission Timelines: Employees are required to raise and submit all communication claims within a maximum window of three (3) months from the date of incurring the specific expense. Legacy claims exceeding this window will not be entertained.
Loss of Supporting Receipts: In rare instances involving the loss of a physical bill, the reimbursement voucher must be explicitly reviewed and counter-signed by an Executive Trustee or the Direct Supervisor before processing by the finance desk.
Usage Optimization: Personnel are advised to exercise prudence and minimize excessive usage of mobile networks for non-essential calls. Where secure institutional broadband networks are available on campus (such as within school offices or computer centers), staff must utilize those local assets for official meetings and communication.
Policy Modifications: The society reserves all rights to amend, abrogate, modify, or revise any clause of this policy depending upon evolving organizational demands and technical infrastructure availability. The Executive Management Committee remains the sole interpreting authority for this policy.

3. Institutional Tier & Reimbursement Matrix

Reimbursement thresholds are designated monthly and segmented across three distinct institutional bands based on operational dependency:

3.1 Level Classification

Band / Level	Eligible Roles & Designations
Level 1	Founders, Executive Management Committee Members, Trustees, and Senior Advisors.
Level 2	School Headmasters, Junior College Principals, Vocational Center In-charges, and Function Heads.
Level 3	Teachers, Part-Time Faculty, Field Coordinators, and Social Welfare Staff.

3.2 Monthly Financial Reimbursement Caps

(All figures are denoted in Indian Rupees – Rs.)

Level / Band	Maximum Monthly Mobile Allowance (Voice/Data)	Maximum Monthly Landline / Broadband Allowance	Verification & Approval Requirements
Level 1	Rs. 1,000	Rs. 1,000	Subject to pre-approval; Requires original or digital e-bills
Level 2	Rs. 500	Not Applicable (NA)	Subject to pre-approval; Requires original or digital e-bills
Level 3	Rs. 250	Not Applicable (NA)	Subject to pre-approval; Requires original or digital e-bills

Note: Level 2 and Level 3 staff are encouraged to utilize centralized on-campus broadband networks for heavy data transfers and digital student updates during standard school hours.

4. Mandatory Forms Checklist

To execute a claim under this policy, personnel must secure and complete the following standardized documents from the central administrative office:

Official Communication Expense Voucher (Format No. CEV.01): For compiling monthly call and data metrics.
Personal/Official Usage Self-Declaration Form (Format No. CSDF.01): To be attached alongside the bill copies for all individual smartphone numbers.

5. Administrative Contact & Processing Authority

For voucher submissions, limit modifications, or bill verifications, please connect with the central finance desk:

Central Management Location: Shakil Ahmad Urdu High School, Malvipura, Pimpalgaon Raja, District Buldhana, Maharashtra State, India.
Official Communications Email: urdupraja@gmail.com
Administrative Helplines: +91 94054 57145 | +91 70207 34483

+91 94054 57145

urdupraja@gmail.com

Pimpalgaon Raja, Dist. Buldhana, M.S., India

Raja Education & Bahuuddeshiya Society