1. Objective

This policy aims to set guidelines to ensure proper delivery and retrieval of accountabilities issued to Infinit-O employees.

2. Scope

This policy applies to all Infinit-O employees.

3. Provisions

3.1. General Guidelines

3.1.1. New Hire: All required equipment/s will be delivered to the member at no charge/cost

even beyond 100 km radius from Pasay office (applicable for WFH set up).

3.1.2. Replacement due to natural wear and tear of equipment will be delivered at no

charge/cost.

3.1.2.1 within 100 kms - via courier if urgent (booking will be handled by SSP up to 5PM,

member or Ops will handle booking after 5PM in coordination w/ IT)

3.2.1.2 outside 100 kms - will be delivered next dispatch via shuttle

3.1.3. If the machine breakdown is found to be attributable to misuse by the team member. The

company reserves the right to do the following actions.

3.1.3.1 Charge the cost of replacing the device to team members.

3.1.3.2 Charge relevant cost attributable to delivery and pick up of the devices.

3.1.3.3 Definition Misuse: Spills on the computer, Dropping the computer, Accidentally hitting

the computer with something else, and other forms of negligence.

3.1.3.4 Loss due to Fire, Theft or other Fortuitous event is generally charged to the

employee.

3.1.4. Replacement for small or low cost items with a cost of 2000 php and up (i.e. webcam,

headset, ups, monitor), if we have it on stock or is available, will be delivered by IO to

locations within 100km radius.

3.1.5. Replacement for small or low cost items (i.e. mouse, keyboard, webcam, headset, ups,

monitor) outside 100km is subject for cash advance (CA) or reimbursement. Members

can procure and purchase from their end.

3.1.5.1. for items below 1000 php will be subject for reimbursement

3.1.5.2. for items above 1000 php will be subject for CA

3.1.6. Resigned employees shall return all assets issued by the company within 2 weeks from

the effective date.

3.1.7. For terminated employees, IO shall retrieve all issued assets immediately, 24 hours

from the time of effectivity. Unless the separating employee is not available, we can

schedule the pickup for up to 48 hours.

3.1.8. HR will send notice of decision, with a copy to SSP Manager, in order to schedule the

retrieval on the same day of effectivity date.

3.1.9. Only 2 attempts will be done in retrieving assets from a terminated employee.

3.1.10. If attempts are unsuccessful, IO will file a case against the employee with a criminal case (Estafa).

3.1.11. The SSP team will send an email detailing the items that were received / retrieved.

3.1.12. Employees under floating status will be asked to surrender their equipment in the form

of retrieval 30 days after their last day from the account.

3.1.13. IO will be the one to retrieve the equipment from employees who came from floating status who opted to

resign.

3.1.14. There will only be one attempt from our shuttle for delivery and a maximum of two

attempts for retrieval.

3.1.15. Time allowance of 15 minutes will be given to the employee in order to receive / hand

the equipment.

3.1.16 It will be at the cost of the employee if he or she missed the schedule of delivery /

retrieval.

4.1. IT

4.1.1. IT is responsible to acknowledge the ticket from HR Rec for New Hire notification

4.1.2. IT shall endorse to SSP the list of equipment along with a photo once done preparing the items and is

ready for delivery.

4.1.3. Upon receipt of revoke access notification, IT should send the employees accountabilities to SSP,

HR, and Operations.

4.1.4. 48 hours from the receipt of items in the office, IT should provide the employee

acknowledgement that all items are received and inform the employee of any device, hardware,

or system that is damaged.

4.1.5. If any damage was identified, IT should be copying SSP and Finance, in the email to the

employee, to inform them about the damage on the equipment and to provide the relevant cost

of replacement or repair that will be deducted from the employees’ final pay.

4.1.6. Employees can expect to receive clearance from IT within 48 hours from the time the equipment was

accepted if everything is in good and working condition.

4.1.7. IT is responsible for getting the complete delivery information of the employee who requested a

replacement.

4.2. SSP

4.2.1. New Hire Delivery/ Replacement / Retrieval

4.2.2. SSP team will connect to the employee to notify about the delivery through email, SMS and phone

call

4.2.3. The shuttle driver will call or text the employee to provide an ETA on the day of delivery / pick up and to

let them know when the driver is on its way.

4.2.4. Upon delivery / receipt of the listed equipment, Driver will take photos of the items delivered

/retrieved and ensure its status (complete, incomplete, damaged).

4.2.5. SSP team will send an email to IT, HR and Ops to confirm delivery/retrieval completion.

4.2.5.1. Assets Surrendered in the Office

4.2.5.1.1.SSP will receive the items in the office, record them in the logbook sign off by the employee and

endorse them to the IT team.

4.2.5.1.2.Notification status will be sent to all interested parties.

4.3. HR

4.3.1. HR Rec notification will be sent to all interested parties that includes the delivery details.

4.3.1.1. Floating

4.3.1.2. HR ER is responsible for sending a notification to employees under floating

status that the equipment will be retrieved temporarily until such time they have

been endorsed to a new account.

4.3.1.3 HR ER will send a notice to retrieve a day after the effective date.

4.3.1.3.1 HR ER should ensure that SSP is copied on the notification sent to employee

including the updated information such as address and contact number.

4.3.1.4 AWOL/Terminated

4.3.1.4.1. HR ER is responsible to coordinate with the employee regarding the process of

returning of company items/equipment through the Notice of termination.

4.3.1.4.2. HR ER is responsible to notify SSP of the employee status that is subject for

retrieval. Email should include updated information of the employee as to where

items can be retrieved.

4.3.1.4.3. HR to monitor the timeline of two (2) weeks from when Notice of Termination

was sent.

4.4. Finance and Administration

4.4.1. The F&A team will deduct damages that were identified during pick up and damages of the equipment

noted by IT 48 hours upon receipt of the equipment. The cost to be charged is based

on the repair cost or replacement cost quoted by current IO suppliers.

4.4.2. F&A is responsible to compute and deduct whatever amount is applicable for liabilities of the

employee caused by:

4.4.2.1. Damages

4.4.2.2. Unreturned Equipment

4.4.2.3. Penalty fee for delays in returning company equipment / items computed as follows:

4.4.2.4. (Total cost of Equipment / 36 months) / 21 days.

4.5. Operations

4.5.1. New Hire / Replacement

4.5.1.1. Employees are responsible to acknowledge delivery schedules through email or sms

notification.

4.5.1.2. Employee is responsible to check if the items delivered are complete and functional.

4.5.1.3. Acknowledge receipt of items by scanning the QR code or signing the delivery note.

4.5.1.4. Employees have 24 hours to send an email to confirm equipment is received in good

order or to report any issue with the equipment.

4.5.1.5. Employee is responsible to provide the complete delivery information upon filing a

ticket for replacement.

4.5.2. Employee (Resigned)

4.5.2.1. Resigned employees should be returning the company issued equipment and assets

between the hours of 8:00 and 4:00 pm Mondays thru Fridays.

4.5.2.2. Employee should be aware that he or she will be charged with penalty fee for each day

delayed after the initial 2 weeks period in returning of items

4.5.2.3. Employee to secure and provide Affidavit of loss for any missing items (ID, Yubikey)

together with the other returned company items/equipment.

4.5.2.4. Employees have an option to wait until the equipment’s being returned are fully checked by IT to

ensure that he/she will be cleared from damage to equipment.

4.5.3. Employee (Terminated/Dismissed)

4.5.3.1. Employees should be aware that he/she needs to hand over all issued equipment to our shuttle

retrieval team once scheduled (usually within 24 hours from time of notice of

decision issuance).

4.5.4. Legal is responsible for sending the demand letter to employees for unreturned equipment upon

endorsement by HR.

4.5.5. If an employee fails to take action on the demand letter sent, Legal shall secure approval to

file a criminal complaint. Once approved, Legal shall coordinate internally and with Infinit-O’s

external legal counsel for the requirements.

● Team member

● HR Team

● F&A Team

● Operations

● SSP Team

● IT Team 6.0 References

● RTWO

● Separation

● Revocation and Activation

● IT Deployment and Replacement Process for Approval

● IT Testing Process