General Guidelines

3.1 New Hire: All required equipment/s will be delivered to the member at no charge/cost even beyond 100km radius from Pasay office (applicable for WFH set up).

3.2 Replacement due to natural wear and tear of equipment will be delivered at no charge/cost even beyond 100km radius from Pasay office.

3.3 Cost of delivery will be charged to the employee for replacements due to employee negligence.

3.4 Replacement for small or low-cost items with a cost of 2000php 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.

3.5 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.

3.5.1 for items below 1000php will be subject for reimbursement

3.5.2 for items above 1000php will be subject for CA

3.7 Resigned employees shall return all assets issued by the company within 2 weeks from the effectivity date.

3.8 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 up to 48hours.

3.9 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.

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

3.11 If attempts were unsuccessful, a police report will be filed by HR to retrieve the item.

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

3.14 If the employee who is on AWOL does not respond 5 days after sending the notice of

termination, a police report will be filed to retrieve the item.

3.15 There will only be one attempt from our shuttle for both delivery and a maximum of two attempts for retrieval.

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

3.17 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

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

4.2.1.2 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.

4.2.1.3 Upon delivery/receipt of the listed equipment, Driver will take photos of the items delivered/retrieved and ensure its status (complete, incomplete, damaged).

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

4.2.2 Assets Surrendered in the Office

4.2.2.1 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.

4.2.2.2 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. AWOL/Terminated

4.3.1.1 HR ER is responsible to coordinate with the employee regarding the process of returning of company items/equipment through the Notice of termination.

4.3.1.2 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.

4.3.1.3 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:

4.4.3 Damages

4.4.4 Unreturned Equipment

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

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

4.5 Operations

4.5.1 New Hire/Replacement

4.5.1.1 Employee is responsible to acknowledge delivery schedule through email or SMS notification.

4.5.1.2 Employee is responsible to check if item/s delivered is 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 Employee has 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 issue 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 lost for any missing items (ID, Yubikey) together with the other returned company items/equipment.

4.5.2.4 Employee has 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 Employee 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).

5.0 Distribution

1. Team member
   
2. HR Team
   
3. F&A Team
   
4. Operations
   
5. SSP Team
   
6. IT Team
   

6.0 References

1. RTWO
   
2. Separation
   
3. Revocation and Activation
   
4. IT Deployment and Replacement Process for Approval
   
5. IT Testing Process