Issuing Phone to an Employee

Department: Tool Department 

Topic: Tool Crib 

Process: Issuing Phone to an Employee 

Objective 

The Company may issue phones to employees whose jobs require them to make calls while away from work or require them to be accessible for work-related matters.  

Benefits of issuing a company phone include increased security, improved connectivity, enhanced productivity, around the clock access, potential cost savings, and compatibility.  

Things to Consider 

In the event an employee is issued a company cell phone, the device should be used for company business only. Employees cell phone must set up voicemail, include an appropriate Koester greeting, and voicemailbox should not be so full that employee cannot receive incoming messages.  

Cell phone use, including texting or email, is not allowed while driving or operating equipment.  

All Cell phones will be equipped with protective case provided by the company.  

Any Damages needs to be reported to the Tool Department immediately. 

Issuing Phone to an Employee 

Issuance of phone: 

• Upon being hired, HR will determine the need for a company phone.  

• The phone, along with any accessories (charger, case, protective screen) is issued to the employee.  

Tool Department will complete the following: 

• Employees name, department, and position 

• Phone make, model, serial number, and SIM card. 

• Date of issuance 

• The employee will be informed about the company’s mobile device usage policies, including: 

• Appropriate use: Work-related communication, limited personal use, and restrictions on using the device for illegal or unethical activities.  

•  Security: Safeguarding the device from theft, loss, and unauthorized access. 

• Reporting Issues: Promptly reporting any damages, loss, or theft to the Tool Department.  

Employee Use 

• Employees are instructed to use the phone primarily for work-related tasks such as communication, scheduling, and document access.  

• Personal use should be minimal and comply with company policies. 

• Employees should avoid installing unauthorized apps or making changes to the phone’s configuration without approval from the Tool Department.  

Receiving Company Phone 

• When receiving company phone, the Tool Department will set up all of the following: 

• Apple ID or Google account  

• Company Email 

• Company Contacts 

• Phone number 

• Appropriate apps (Microsoft 360, HH2, Procore, etc.) 

Maintenance and Troubleshooting: 

• Employees must report any malfunctions, damages, or issues (battery problems, Software errors) with phone to the Tool Department.  

• The Tool Department will handle any repairs or replacement of faulty devices and may provide a temporary device if necessary while the issue is being resolved.