PROPOSED DRAFT: CELLULAR PHONE POLICY



MARULENG MUNICIPALITY

DRAFT

CELLULAR PHONE POLICY

1. PURPOSE

i) To provide guidelines on the management of cellular phones.

ii) To provide guidelines on the acquisition and use of cellular phones for councilors.

iii) To provide fair criteria for the allocation of cellular phones reimbursements.

2. CRETERIA FOR ALLOCATION OF CELLULAR PHONE REIMBURSEMENTS.

i) Cognisance should be taken of the fact that there are strategic posts within the council and there are members of council whose responsibilities are of such a nature that they need cellular phones.

ii) All councilors and heads of departments automatically qualify for cellular phone reimbursements.

iii) It is imperative that sufficient funds are available in the budget for these expenses.

3. GENERAL CONDITIONS

i) Cellular phones must be obtained by means of rental agreement by each individual member of council in terms of item 2(ii)

ii) Each individual member of council should purchase car kits or walk-and-talk kits, and it should not be for the expense of council.

iii) The contract entered into by each individual member of council forms the basis for reimbursements.

iv) The reimbursements should not be seen as an allowance, because it will then be taxable.

v) The maximum monthly amounts allocated for calls only.

vi) Council is responsible for rentals and subscriptions for officials.

4. AUTHORITY TO APPROVE

1. COUNCILLOR’S REIMBURSEMENT

i) The Mayor or his or her delegate will have the authority to approve or reject applications for cellular phone.

ii) An application form must be completed, and the councilor must inform the Finance Manager if a contract for the cellular phone is cancelled.

iii) Determined by the Upper Limits every year in terms of the Government Gazette No. 28231 of 14 November 2005.

i.e. A fixed allowance of not more than R660-00 per month in respect of part-time councilors.

*Full-time councilors

Council awaiting approval from Local Government and Housing and will be in line with the Government Gazette No. 28231 of 14 November 2005.

2. OFFICER’S REIMBURSEMENT

i) The Municipal Manager will have the authority to approve or reject applications for cellular phone.

ii) An application form must be completed, and the individual official must inform the Municipal Manager through Budget and Treasury if a contract for the cellular is cancelled.

4. LOSS OR THEFT OF OR DAMAGE TO CELLULAR PHONES

Any damage or loss that occurs as a result of negligence on the part of cellular phone holder, the repair costs to such damages shall be borne by the said official or councillor.

5. INSURANCE

The councillor /employee concerned is responsible for insuring the phone and for the cost related thereto.

6. PROCEDURE

1. ACQUISITION

The council shall enter into contract with a cellular service provider for the acquisition and use of cell phones on behalf of councilors and qualifying officials or individual may enter into contract after the approval of Mayor in the case of councilors or the Municipal Managers in the case of officials and submit proof of contract. Cell-phones will become the property of the councillor/employee after the contract of 24 months has expired.

2. TERMINATION OF SERVICE

▪ Should an employee/councillor leave the municipality s/he will have to return the cellphone and sim card on or before his/her last day of employment with the municipality.

▪ The transfer of the cellphone or the cellphone to the employee will not be possible under any circumstances.

3. MONTHLY ACCOUNTS

The Council will give every month allowance with salary, and will deduct every month total calls plus vat from salary.

4. RECORDS

1. The Municipal Manager must ensure that appropriate administrative procedures are in place to facilitate the claims for reimbursement by a member of Council.

2. Any member or official of Council shall have the limit attached to the cellular phone number registered in his or her name in the Council records.

7. DETERMINATIONS OF REIMBURSEMENT UPPER LIMITS

The finance committee shall from time to time determine cellular phone reimbursement upper limits in terms of the positions of members of council.

Subject to the guidelines in the Government Gazette no 28231 of 14 /11 /2005.

8. Qualifying officials and allocation of funds for reimbursement

- All Councillors automatically qualify for cellular phones

• The Mayor R 2 115-00

• The Speaker R 1 057-00

• The Chief Whip R 1 057-00

• The members of Exco R 660-00

• Councillors R 660-00

• Municipal Manager R 1 720-00

• Managers R 750-00

• Senior officers R 500-00

• Technicians on site R 500-00

• Disaster officers R 500-00

• Housing Facilitators R 400-00

• Personal Assistants R 300-00

• Media Liaison Officer R 500-00

• Building Inspector R 400-00

• Drivers R 100-00

Officials on landline should be given R300-00 with exception of those offices exempted from such.

Any employee whose job requires that s/he be able to be contacted urgently and / or for whom possession of a cellular phone is an essential requirement for the performance of his / her job, may apply for a voucher of R150-00 if successful.

................
................

In order to avoid copyright disputes, this page is only a partial summary.

Google Online Preview   Download