fbp - policy document
TRANSCRIPT
i
Disclaimer
The FBP policy reflects the current tax provisions. Any change in the tax provisions, will necessitate a
change in the FBP policy.
Any inappropriate claim for reimbursement made by the employee may result in disciplinary action
against the employee and the employees are required to compensate the company for any actions /
claims from Income Tax department.
Flexible Benefit Plan (FBP)
Policy Document
ii
Table of Contents
Flexible Benefit Plan 4
Salient Features of FBP 4
FBP Amount 5
FBP working mechanism 6
Coverage and Eligibility 7
Definition of Benefits Structure 8
FBP Components 10
House Rent Allowance (HRA) 10
Taxability on HRA 10 Claim process and policy details 11 Proofs required: 13
Medical Reimbursement 14
Taxability 14 Claim process and policy details 14 Apollo medical card offer: 17
Leave Travel Allowance (LTA) 18
Coverage 18 Limit 18 Claim process and policy details 18
Food Reimbursement 21
Superannuation Fund Contribution 22
Taxability 22 Process and policy details 23 LIC Step by step Login Procedure for tracking your Superannuation Fund 24
National Pension System (NPS) 31
Taxability 32 Eligibility 32 Claim process and policy details 32
Mobile Reimbursement 33
Taxability 34 Claim process and policy details 34
Conveyance Allowance 35
Claim process and policy details 35
Car Running Expenses 36
Taxability 36 Claim process and policy details 36
FBP Cards 40
Meal Card 40
Credit Card 43
Credit Card Transactions Confirmation 48
ESA Claim Process 51
iii
Points to Remember 56
Reimbursement dates 56
Only for Policy Related Clarifications 57
Salary / Reimbursement Credit / Tax Related Queries / Approval of FBP bills / Credit card
transactions confirmation 58
Proof of Car Ownership – Submission and Approval 59
Finance Point of Contacts for Claims Submission 59
Superannuation Transfer/Closure: 59
Food Card Bank Contact points 60
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Flexible Benefit Plan
Flexible Benefit Plan (FBP) allows associates to structure their benefits to suit their individual needs.
With FBP associates can choose from a bouquet of components that comprise their benefits
structure. A desired value can be assigned to each benefit component chosen. The assignable
value is subject to allowed limits as per FBP policy. The components can be redefined any number
of times within the window period, every month.
This document introduces you to the salient features of the plan, provides detailed information on
each of FBP‟s components, and summarizes important dates for quick reference.
Salient Features of FBP
Bouquet of allowances
Introduces a new set of allowances and benefits as components, in addition to
the existing ones.
Lets associates choose from a bouquet of components.
Selection of Components
Associates can select any combination of components.
Option to redefine
Associates can define their components between the 5th and 25
th of every
month.
Definitions can be made for current and future months only.
Level based entitlements
Entitlements vary with each level (grade).
Criteria per elected benefit
Each component has a minimum and maximum criterion.
Optimize earning structure
Associates can optimize their earnings through a suitable choice of
components.
Portion of salary allocated for FBP – FBP Amount
Associates can only use the amount allocated for FBP to define their set of
components.
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FBP Amount
The amount available for definition under FBP is dependent on the grade / level of the associate.
Associates can only use the amount allocated for FBP to define their components. Any unutilized
FBP amount would be paid out as “Special Allowance”.
Up to Associate Level
Senior Associate and Manager Levels
Basic
Contribution to PF
House Rent Allowance
Medical Reimbursement
Conveyance Allowance
Special Allowance
Special Bonus
Annual Gross Compensation
Indicative Incentive
Annual Total Compensation
Basic
Contribution to PF
House Rent Allowance
Medical Reimbursement
Conveyance Allowance
Food Reimbursement
Mobile Reimbursement
Leave Travel Allowance
Superannuation Fund Contribution
Special Allowance
Special Bonus
Annual Gross Compensation
Indicative Incentive
Annual Total Compensation
Am
ou
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avai
lab
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BP
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BP
Salary Structure (as in Offer Letter)
Basic
Contribution to PF
House Rent Allowance
Medical Reimbursement
Special Allowance
Special Bonus
Annual Gross Compensation
Indicative Incentive
Annual Total Compensation
Basic
Contribution to PF
House Rent Allowance
Medical Reimbursement
Food Reimbursement
Mobile Reimbursement
Leave Travel Allowance
Superannuation Fund Contribution
Car Running Expense
Special Allowance
Special Bonus
Annual Gross Compensation
Indicative Incentive
Annual Total Compensation
Salary Structure (as in Offer Letter)
Am
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lab
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BP
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BP
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Senior Manager & Above Levels
Fixed components
The following are fixed components and cannot be used in FBP:
Basic
Provident Fund
Night shift Allowance
Employee State Insurance (ESI)
Contribution Pay
Special Bonus
Night shift allowance, Employee State Insurance, Contribution Pay and Special Bonus are
applicable only to a select set of associates.
All reimbursable components do not form part of salary and would be paid out as a part of
prescribed reimbursement cycles.
FBP working mechanism
FBP earnings definition in My pay works like a calculator with Special allowance as the adjusting
factor. Upon declaration/re-declaration of any FBP definitions, the amount so defined is deducted
from the associate‟s special allowance and accrued under each FBP Component in the
reimbursement slip available in https://mypay.cognizant.com my statements Reimbursement
slip. Therefore, the FBP components are not part of the associate‟s Payslip. The Payslip
components (HRA, Special allowance etc) are a reflection of the associate‟s FBP earnings definition
Basic
Contribution to PF
House Rent Allowance
Medical Reimbursement
Special Allowance
Special Bonus
Annual Gross Compensation
Indicative Incentive
Annual Total Compensation
Basic
Contribution to PF
House Rent Allowance
Medical Reimbursement
Food Reimbursement
Leave Travel Allowance
Superannuation Fund Contribution
Car Running Expense
Special Allowance
Special Bonus
Annual Gross Compensation
Indicative Incentive
Annual Total Compensation
Salary Structure (as in Offer Letter)A
mo
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BP
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and not a reflection of the associate‟s offer letter/Eletter. Associate‟s have to claim the deducted
amount under FBP as mentioned in the reimbursement slip by following the procedure for claim
under each FBP Component mentioned in this document.
Coverage and Eligibility
All associates tagged to IT services (India) and BPO services (India) including MarketRX associates
will be eligible to FBP. Refer the benefits eligibility table to know about the grade based availability
of the components.
Component Up to A Level SA and M SM and above
1. House Rent Allowance (HRA) Yes Yes Yes
2. Medical Reimbursement Yes Yes Yes
3. Conveyance Allowance Yes No No
4. Food Reimbursement Yes Yes Yes
5. Mobile Reimbursement Yes Yes No
6. Leave Travel Allowance (LTA) Yes Yes Yes
7. Superannuation Fund
Contribution
Yes Yes Yes
8. Car Running Expenses No Yes Yes
9. NPS Yes Yes Yes
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Definition of Benefits Structure
Step 1: Login to https://mypay.cognizant.com
Step 2: Click the Earnings Definition link under Flexible Benefit Plan tab
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Step 3: Define the desired components and click the Submit button
Things to Remember
Election of the components for the Flexible Benefit Plan can be made only
between 5th and 25th of every month:
If 5th falls on a weekend or holiday, the system would be available from
the next working day.
If 25th falls on a weekend or holiday, the system would be available till
the previous working day.
All FBP components are available for redefinition on a monthly basis
Definitions can be made only for the current and future months
Defined amount is accrued based on the actual number of days the associate
works in the India Payroll (Proration would be done wherever applicable)
Definition available on the cut-off date would be taken for payroll processing
Associates are required to review the changes to the definition whenever there
is a change in location, person details, travel or compensation
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FBP Components
The flexible benefits plan would consist of the following components which can be chosen by
associates based on their eligibility.
House Rent Allowance (HRA)
House Rent Allowance is an allowance extended to the employee towards monthly payment for a
rented accommodation.
Coverage: Associates at all levels.
Limit: Ranges from 0 to 60% of the basic salary.
Taxability on HRA
In accordance to the Income Tax Act, the amount exempted from the taxable income would be the
least of the following:
Amount equal to 50% of basic salary, for persons staying in Mumbai, Chennai, Calcutta
or Delhi and 40%, for others.
The actual amount of house rent allowance received.
The amount of rent actually paid in excess of 10% of basic salary (which is amount of
rent actually paid minus 10% of basic salary).
Associates are advised to go through the below link :
https://ch1blogs.cognizant.com/blogs/140420/2011/09/13/documentation-for-hra/
Only the amount paid towards rent is eligible for exemption. Amount paid towards maintenance
charges, electricity bill and so on; food in case of paying guest accommodation is not eligible for
exemption.
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Claim process and policy details
Step 1: Click the HRA, Int. on Housing loan, Higher Edu. Loan link under the
My Update tab.
Step 2: Click the Total Rend Paid during 2009-10 link
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Step 3: Fill in the „Rent paid details‟ and „Monthly rent paid‟ information and
click the Save button. (Approval status can be viewed by clicking the Approval
Status button after the Finance Team validates your submission)
Associates should declare the desired amount in the FBP definition system
Associates need to submit the rent receipt / bank statement for one month and the lease
agreement covering the financial year from the landlord.
In case the lease agreement does not cover the entire financial year ; a copy of the
new/renewed rental agreement has to be submitted before 22nd of the month following
the month in which the new accommodation or renewal of the existing accommodation
is taken up.
In absence of lease agreement, rent receipt should have cheque details substantiated
with bank statement providing proof of payment and PAN number of the Land Lord.
In case of hostel accommodation, rent receipt in the hostel‟s letter head or pre-printed
receipt book must be submitted.
Associates can handover the above documents to the location Finance team for
approval.
Exemption will be provided subject to the income tax regulations.
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Proofs required:
Monthly Rent is
Rs 3000 or less
1 month‟s original rent receipt
Monthly Rent is
more than Rs
3000
1 month‟s original rent receipt
Copy of Lease Agreement
In absence of lease agreement, rent receipt should have
cheque details (substantiated with proper bank statement) of
the payment and PAN number of the Landlord.
Associates must ensure that their receipt includes all the information mentioned in the
format present in the following link -
https://mypay.cognizant.com/INCLUDE/RequiredDocuments.pdf
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Medical Reimbursement
Medical Reimbursement aims towards defraying cost of day-to-day medical expenses (consultation
fee, diagnostic tests, cost of medicines etc). It does not cover hospitalization expenses.
Coverage: Associates at all levels.
Limit: Up to Rs15000 per annum.
Taxability
Claims supported by valid medical bills (only pertaining to current Financial Year) are
reimbursed up to an amount of Rs. 15000 per annum.
Claim process and policy details
Associates should declare the desired amount in the FBP definition system
Associates have to make a reimbursement claim through https://mypay.cognizant.com
as mentioned below:
Step 1: Click the Medical Bills link under the My Update tab
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Step 2: Choose the link for the current month to update claim details.
Step 3: Click the Add button; Furnish the bill details and click the Save button.
After entering details of all the bills click the Submit button.
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Step 3: Print out and sign the Summary Sheet
Step 4:Send the original bills along with the summary sheet duly signed, by
internal courier to respective location Finance team
Remember to mention the Associate ID and the period in respect of which the
reimbursement is being applied for on the envelope
Associates can accumulate up to an amount of Rs. 1250 per month as medical
reimbursement.
Associates cannot claim more than the accumulated amount at any point.
The amount would be reimbursed only to the extent of valid claims by the associates
and not as an allowance on a monthly basis.
Any amount accrued and not claimed would be carried forward to the subsequent month
Associates need to submit original copies of bills to the payroll team. Please note that
bills should be submitted on or before the last day of the month in order to be processed
as part of the month‟s reimbursement.
Prescriptions to be provided for
Bill amounting to Rs. 500 and above
Multiple bills with the same date, the sum of which exceeds Rs. 500
Ayurvedic / Homeopathic / Unani / Naturopathy medicines (irrespective of the
bill amounts)
Registration charges/annual fee etc. for clinics / health club cannot be claimed.
Bill amount for spectacles / lens is restricted to Rs. 1500 p.a.
Bills for dental treatment need to be supported with prescriptions.
Bills for cosmetics and provisions should not be submitted for Medical Reimbursement
claim.
Bills amounting to the allowance eligible will alone be considered for exemption.
Original bills once submitted will be retained and would not be given back to the
associate at any circumstance
Submission of genuine bills would be prime responsibility of associates.
Bills with any overwriting would not be considered for reimbursements.
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Claims would be reimbursed as a part of the reimbursement cycle. Please refer to the
table on “Reimbursement Dates” for further details.
Apollo medical card offer:
Cognizant has always ensured to be an eco-friendly organization. In line with the
philosophy of “Go Green”, Cognizant has entered into a direct tie up with Apollo
pharmacy for a unique and hassle free means of claiming medical reimbursements
online, under FBP.
This presents associates with multiple benefits including time saving:
Free membership with the Apollo pharmacy group with attractive discounts
No need to collect, preserve and submit the hard copy bills anymore
An eco-friendly green solution – which will collectively help eliminate tens of
thousands of paper bills each year and
Time taken to manually verify and approve the bills is reduced.
Offers and Benefits for Cognizant Employees:
10% discount on medicines and 5% discount on FMCG products.
15% discount on Apollo private label products
The discounts will be offered to the Employees outright in the purchase Bill itself.
In any one financial year, associates can avail free „Apollo Doctor Consultations‟ and a
10% discount on MHC (Master Health Check Up) at specified Apollo hospitals in the
form of :
One coupon after the completing the purchase of Medicines (excluding FMCG Products)
for a value of Rs. 8000/-
Second coupon after completing the purchase of Medicines (excluding FMCG Products)
for a value of Rs. 12,000/- and
Third coupon after completing the purchase of Medicines (excluding FMCG Products)
for a value of Rs. 15,000/-
For more information on Apollo offer, please refer to the Apollo offer document and FAQ in
https://mypay.cognizant.com home page.
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Leave Travel Allowance (LTA)
Leave Travel Allowance provides for reimbursing the Associates for their domestic travel. The
amount reimbursed is subject to pre-defined limits and conditions.
Coverage
Associates at all levels.
Limit
LTA benefits are subject to the following limits.
Component Up to A Level SA and M SM and Above
Eligibility (Per Annum) 20000 40000 60000
Claim process and policy details
Associates should declare the desired amount in the FBP definition system
Associates have to make an LTA reimbursement claim through ESA as mentioned
below (Refer ESA Claim Process section of this document for detailed explanation with
screenshots):
Step 1: Login to https://compass.esa.cognizant.com
Step 2: Click on Employee Self-Service link
Step 3: Select Expense Report and click on Create
Step 4: Select the INPREIMB – Indian Payroll Reimbursement template. Select
Indian Payroll Reimbursement for category and India as default location
(Workflow available at Quick Reference Guide / Expense Report Creation User
Guide in the ESA site for further reference)
Step 5: Select India Payroll Reimbursement (Code : 1000029779) in the Project
expense details
Step 6: Claim your reimbursements under the LTA expense type (Code –
CI00100) (please note – No need to fax / scan expense report with supporting)
Step 7: Documents to be sent by internal courier to respective location finance.
Original bills
Print out of expense report from ESA
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Claim Form duly filled and signed (LTA Claim Form available under the
Forms link at https://mypay.cognizant.com)
Associates accumulate a monthly amount as per their definition for LTA under FBP.
Associates cannot claim more than the accumulated amount at any point.
The amount defined under LTA accumulates on a monthly basis and associates have
the flexibility of changing this definition every month. For example-If you declare 20000/-
in FBP definition system, you will accumulate 20000/12 i.e. 1667/- per month.
Original bills of travel are required to claim this allowance.
Only bills pertaining to travel from the location of employment to the destination would be
considered. Accommodation, recreation and sightseeing expenses cannot be claimed as
part of LTA.
Bills for the associate and the associate‟s family pertaining to a travel to any place in
India can be claimed. Family includes spouse, children, parents, brothers and sisters
wholly dependent on the associate.
The associate must have accompanied the dependant(s) during the travel / vacation to
claim for the dependants‟ travel.
A minimum of five working days of vacation leave is mandatory (vacation leave does not
include weekends and national holidays). The leave records should be updated with
vacation leave for the period on the leave system.
Bills can be submitted any time during the year.
Proofs required: Claims need to be supported by proper documents as stated below.
By Air: Original air tickets and boarding passes.
By Rail: Original train tickets signed by the TTE.
By Road: Original bus tickets, if the travel is by bus.
Payment receipt and trip sheet for rented cab; Toll tax paid and petrol bills for
own cab.
Claims would be reimbursed as a part of the reimbursement cycle. Please refer to the
table on “Reimbursement Dates” for further details.
LTA can be claimed in a block of 4 years with two bills and can be carried forward from
one year to the next year within the block of 4 years.
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LTA can be claimed as taxable income at any part of the year by raising expense report
under India Reimbursement template in ESA. (Refer ESA claim process)
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Food Reimbursement
Food Reimbursement aims at providing an allowance for food items that an associate requires at the
office premises. Food allowance would be provided through a “meal card”.
Coverage: Associates at all levels.
Limit: Up to a maximum of Rs.3000 per month.
Claim process and policy details:
Associates must declare the amount in the FBP definition system.
The reimbursement would be proportionate to the number of days worked in India.
Associates are required to procure Meal Card from HDFC Bank through the following
website: https://leads.hdfcbank.com/applications/webforms/apply/foodplus.asp (Refer
the FBP Cards section for detailed explanation)
The card would be delivered within 3 to 4 weeks from the time of furnishing the details
On receipt of the meal card, associates have to update the meal card number in
https://Mypay.cognizant.com (Refer the FBP Cards section for detailed explanation)
Associates can reach the customer care center of HDFC Bank for any support at
The amount will be credited as reimbursement to the Meal Card at the end of every
month.
The maximum amount that can be maintained in the Meal Card is Rs. 20000 (According
to RBI Regulations).
According to Governmental regulations, the Meal Card can be used only to buy ready-
to-eat cooked food and the card cannot be used to purchase items for more than Rs.
100 per day
Amount once credited by Cognizant into the meal card based on associate definition
cannot be reversed or credited into the salary account
The meal card shall be used by the associates only for the reimbursement of food items
at outlets specified by HDFC Bank. (Onecognizant.cognizant.com My App Cworld
FBP)
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Associates can write to [email protected] and [email protected]
for the following queries/clarifications:
1. Balance Transfer from old food card to new food card
2. Office Address (Pin Code) and mobile no update in HDFC records
3. Per Day amount limit (if any) in your card
4. Food card damage
5. Food card applied and not received after 7 working days
6. Loss of HDFC Food card and application for a new card
Superannuation Fund Contribution
Superannuation Fund is a retirement benefit provided to employees. The amount defined by the
associates under FBP will be deducted from their monthly salaries and contributed towards
superannuation fund under the Group superannuation scheme administered by LIC. There would be
no contribution from the company towards the same.
Coverage: Associates at all levels
Limit: Minimum contribution of Rs. 500 per month and subject to a ceiling of 15% of basic salary or
Rs. 100,000 per annum, whichever is lesser.
Taxability
The contribution made to the fund is totally exempt from income tax.
Enrollment Period
All associates who were in active India payroll as of Jun 30th 2011, as one time
measure can enroll before August 31, 2011.
New Joinees / On-site returnees including associates hired Onsite and deputed to
Cognizant India can enroll for this benefit through their FBP earnings definition in Mypay
on or before the third month‟s Payroll after their joining / return or Travel to
Cognizant, India. Failure to define this benefit as a part of the first FBP definition would
make the Associate ineligible for enrolling for this benefit thereafter.
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Process and policy details
Associates can opt for the “superannuation fund contribution” benefit under FBP and
define the contribution amount in the FBP earnings definition system in
https://mypay.cognizant.com, subject to the limits as mentioned above
Once the associate opts for the benefit with the required amount, the company
contributes the same to the superannuation fund on behalf of the associate and the
same is recovered from the associate‟s monthly salary.
Associate who opt for this benefit cannot come out of it till he or she is employed with
Cognizant.
The contributions would be maintained by L.I.C of India and the interest rate is decided
by L.I.C on a yearly basis.
Associates cannot withdraw any amount from the fund during their tenure in Cognizant.
On separation, the associate can transfer the fund to the Superannuation fund
maintained by his / her future employer or request the amount to be paid back in the
form of monthly pension.
Transfer of superannuation fund is a responsibility of the previous employer and the
associate need to request for the same through Form A to his / her previous employer.
(Form A available under the Forms link at https://mypay.cognizant.com
In order to receive the superannuation fund contributions as monthly pension, the
Associate need to request for the same through form for Employees Group
Superannuation Scheme (Form available under the Forms link at
https://mypay.cognizant.com. Please contact HR Shared Services - Benefits Team by
writing an e-mail to [email protected] for assistance in the claim process at time of
separation.
Associates may change the definition of the superannuation fund on a monthly basis,
but the contributions must be within the monetary limits of Rs.500 to Rs.100000.
However the contribution cannot exceed 15% of the basic.
The contributions made towards superannuation fund for the current Financial Year can
be viewed at https://mypay.cognizant.com in the Superannuation Slip page under My
Slips
Associates can track the amount available in the superannuation fund by registering
themselves at the website of L.I.C India (www.licindia.com) using their LIC ID (Available
in the Superannuation Slip under My Statements at https://mypay.cognizant.com
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https://gsd.cognizant.com Finance India Payroll
Category* Type* Item*
FBP /Reimbursements Superannuation Fund Enrolling and login
FBP /Reimbursements Superannuation Fund Policy Related
FBP /Reimbursements Superannuation Fund Superannuation closure
FBP /Reimbursements Superannuation Fund Superannuation transfer
LIC Step by step Login Procedure for tracking your Superannuation Fund
Log on to LIC Home page using URL www.licindia.in
Click here
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Click here
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Enter the policy number that has
been displayed in MyPay >
MyStatements > Superannuation
Slip
Select member
from the option
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Enter the LIC ID that has been
displayed in MyPay >
MyStatements > Superannuation
Slip
Enter your date of birth
Click
proceed
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Create your own user ID and
password
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Click on group schemes details
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Policy details are displayed here
Click on contribution history to
view all consolidated contributions
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National Pension System (NPS)
National Pension System or new pension system (NPS) is a scheme introduced originally in 2003 by the
Government of India to enable individuals to save for their retirement, and was extended in 2009 to
cover employees of private sector as well. Effective April 1st, 2011, the Government has exempted from
Income tax the contribution through the employer. The scheme is administered and controlled by the
Pension Fund Regulatory & Development Authority – PFRDA (www.pfrda.org.in)
In NPS, a subscriber contributes every year till retirement and the contribution is invested as per the
Investment pattern selected by the subscriber. On retirement, part of the investment corpus (Pension
Wealth) accumulated is paid in lump sum while the remaining goes in purchasing a life annuity which
Will ensure stable monthly income to the subscriber till death. Subscriptions to NPS are towards
Retirement contribution. You are required to properly assess your requirements for retirement before
enrolling for the scheme. Tax savings should not be the only criteria for enrolling into retirement
schemes.
View all contributions in this
page
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Coverage
Associates at all levels.
Limit:
Minimum of Rs.500 and a maximum of 10% basic per month
Taxability
The contribution made to the fund is totally exempt from income tax.
Eligibility
Any Indian citizen, whether resident or non‐ resident, can invest in this scheme provided
he is between 18 to 60 years of age as on the date of submission of application. The
applicant would also be expected to complete the regular KYC (Know your customer)
formalities before opening the account.
Claim process and policy details
Contact ICICI bank and complete the documentation formalities. Application form given
below.
Application form.pdf
Establish the PRAN account and share the PRAN details to finance.
If you are already holding PRAN a/c with Points of presence other than ICICI Bank
submit the Change of POP form to the ICICI bank.
Format for change of POP.PDF
Associates to declare the desired NPS Contribution amount in the FBP definition system
after obtaining the PRAN a/c. This can be done through FBP definition, available on
https://MyPay.Cognizant.com
You have an option of setting up your NPS Contribution by reallocating the amounts that
are currently available under the FBP scheme – like Car Running, Medical, Special
allowance etc.
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The amount so allocated will be fully tax exempt. You can allocate a minimum of Rs.500
subject to a maximum of 10% of your basic salary.
After the monthly payroll process, Cognizant will deposit the contribution amount to the
Fund Manager of your choice. The details of amount deposited will also be made
available on the MyPay portal.
This entire proposal is based on the current tax laws. Any changes, if done by the
government, will require this to be modified.
Please Contact the below POC‟s for your location.
Location Name
Mobile
Number Email ID
CHENNAI N.ASHOK 9566088400 [email protected]
HYDERABAD RAVI SAKINALA 9959020741 [email protected]
COIMBATORE KARTHIKEYAN 9566094094 [email protected]
COCHIN SHANIL KRISHNAN 8129600701 [email protected]
BANGALORE CHENGAPPA 9731099446 [email protected]
KOLKATA ANUPAM DEY 9051095894 [email protected]
PUNE HARDEEP WALIA 9561087492 [email protected]
DELHI RAJANI JHA 9650748777 [email protected]
MUMBAI RAJESWARI 9004314400 [email protected]
Mobile Reimbursement
Mobile Reimbursement aims at reimbursing the associates for mobile usage for official purposes.
Coverage: Up to M (Manager) grade only.
Limit:
Component Up to A Level SA and M
Eligibility (Per Month) 500 1000
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Taxability
Claims up to the eligible amount are exempted from taxable income
Claim process and policy details
Associate must define the amount in the FBP definition system.
Associates should follow the below steps for claiming their Mobile Reimbursements
Step 1: Procure an ICICI / Citibank / HDFC* credit card and use it to pay
mobile phone bills, Fuel and Maintenance bills. Associates who already
possess an ICICI / Citibank / HDFC credit card may use the same for payment
of the above mentioned bills. (Click here for more details - FBP Cards section)
Step 2: On receipt of the card associates have to:
Provide consent to the bank for sharing the reimbursable spend details
with Cognizant (Click here for more details - “Mapping the Credit Card”)
Update the credit card number in https://mypay.cognizant.com (Click
here for more details - FBP Cards section)
Step 2: Bank would share the information on the reimbursable spends which
would be updated in https://mypay.cognizant.com
Step 3: Confirm the spends on mobile bill as “Official”, “Personal” or “Next
Month” in order mark your expenses as claimed, not claimed or carried forward
respectively (Click here for more details - Credit Card Transactions
Confirmation)
Associates are responsible for paying their credit card dues, Cognizant will credit
reimbursements only to the salary accounts specified by the Associates.
The card has to be in the name of the associate
If the claimed amount is less than the amount defined, the excess would be carried
forward for the next month.
Reimbursement will be provided only in respect of one mobile connection, which should
be a “Post Paid” connection registered in the name of Associate.
Claims would be reimbursed as a part of the reimbursement cycle. Please refer to the
table on “Reimbursement Dates” for further details.
* All new joiners are recommended to avail of the services only from HDFC / ICICI Bank
(Despite holding an ICICI Bank credit card already). Associates who are currently
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availing the reimbursements through an ICICI credit card can continue to do so by using
the same card.
Note: For SM and above there is a separate telecommunication policy, details of which can be
obtained at https://groups.cognizant.com/corporate/HR/India/Pages/HrPolicyTotalRewards.aspx
Conveyance Allowance
The conveyance allowance is a monthly benefit given to the associates.
Coverage: Up to Associate grade only.
Limit: Employees up to the grade of Associate will get an amount of Rs.800 as a conveyance
allowance.
Claim process and policy details
Associates need to define in FBP definition system.
Proof is not required to claim Conveyance Allowance.
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Car Running Expenses
The Car Running Expense is a benefit extended to the associates towards fuel, chauffeur and
maintenance of an employee owned car which is used for official purposes.
Coverage: For SA and above grade only.
Limit: Car running expense can be claimed under the following heads, subject to a maximum
amount as prescribed below.
Component Engine capacity < = 1.6 litres Engine capacity > 1.6 litres
Only Fuel & Maintenance Rs. 1800 (per month) Rs. 2400 (per month)
Fuel & maintenance with
Driver Salary
Rs. 2700 (per month) Rs. 3300 (per month)
You are entitled to claim either Conveyance Allowance (up to a maximum of Rs. 800) or
Car Running Expense and you cannot claim both.
Taxability
Not taxable in the hands of the associate.
Claim process and policy details
Associates must declare the amount in the FBP definition system.
Associates should reimburse their fuel bills by making payments through the
prescribed credit card.
Associates can reimburse their Car Maintenance Expense either through the prescribed
credit card or through ESA claim by producing original bills.
Associates should reimburse Driver‟s Salary expense only through ESA by producing
the Driver Salary Claim Form duly filled and signed (Driver Salary Claim Form available
under the Forms link at https://mypay.cognizant.com)
Associates should follow the below steps for claiming their credit card based Car
Running Expense Reimbursements
Step 1: Procure an ICICI / Citibank / HDFC* credit card and use it to pay
mobile phone bills, Fuel and Maintenance bills (Refer the FBP Cards section
for detailed explanation on process of procuring and updating a Credit Card).
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Associates who already possess an HDFC credit card may use the same for
payment of the above mentioned bills.
https://www.hdfcbank.com/applications/webforms/apply/cognizant_cc.asp
Step 2: Bank would share the information on the reimbursable spends which
would be updated in https://mypay.cognizant.com
Step 3: Confirm the spends on mobile bill as “Official”, “Personal” or “Next
Month” in order mark your expenses as claimed, not claimed or carried forward
respectively (Refer the Credit Card Transactions Confirmation section for
detailed explanation on claiming credit card based spends).
* All new joiners are recommended to avail of the services only from HDFC /
Citibank (Despite holding an ICICI Bank credit card already). Associates who are
currently availing the reimbursements through an ICICI credit card can continue to
do so by using the same card.
Associates need to make the Driver Salary / Car Maintenance reimbursement claim
through ESA as mentioned below (Refer ESA Claim Process section of this document
for detailed explanation with screenshots):
Step 1: Login to https://compass.esa.cognizant.com
Step 2: Click on Employee Self-Service link
Step 3: Select Expense Report and click on Create
Step 4: Select the INPREIMB – Indian Payroll Reimbursement template.
Description should be Driver Salary / Car Maintenance Reimbursement, select
Indian Payroll Reimbursement for category and India as default location
(Workflow available at Quick Reference Guide / Expense Report Creation User
Guide in the ESA site for further reference)
Step 5: Select India Payroll Reimbursement (Code : 1000029779) in the Project
expense details
Step 6: Claim your reimbursements under the Car Driver Salary / Car
Maintenance expense type (Code – C100101 for Driver Salary and C100102
for maintenance) (please note – No need to fax / scan expense report with
supporting)
Step 7: Documents to be sent by internal courier to respective location finance.
Original bills ( for Car Maintenance)
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Print out of expense report from ESA
Driver Salary Claim Form duly filled and signed (Driver Salary Claim
Form available under the Forms link at https://mypay.cognizant.com)
Car must be registered only in the name of the associate and not any other name
Car should be currently registered in the State of the associate‟s current location. If the
car is registered in any other state; the associate has to submit an NOC and Road Tax
receipt from the State of the associates‟ current location (office).
Proof of ownership (RC book) needs to be submitted.
The associate is required to disclose any transfer of ownership of the vehicle, to the
company.
Associates are required to obtain an ICICI / Citibank / HDFC credit card and use it to
pay for expenses towards fuel and car maintenance. Remember, this card will also be
used to pay for expenses under the Mobile Reimbursement process.
For associates at SA and above grades who are not availing Car Running Expense for
reasons whatsoever but still would like to be provided for their conveyance, can avail of
Conveyance Allowance (Refer conveyance Allowance policy).
Associates cannot avail of Car running expense and Conveyance Allowance both at the
same time.
Claims would be reimbursed as a part of the reimbursement cycle. Please refer to the
table on “Reimbursement Dates” for further details.
Associates should follow the steps mentioned below to submit their documents
of proof for car ownership:
Step 1: Login to https://mypay.cognizant.com and navigate to My Updates then
to Proof of Car Ownership page
Step 2: Fill in the necessary details in the cover sheet and print the same
Step 3: Raise a GSD in https://gsd.cognizant.com under India Payroll Link.
CTI for Car ownership:
Category* Type* Item*
FBP /Reimbursements Car Running Expense Car Ownership – Proof & Registration
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Attach the following documents
Scanned copy of filled forms (Cover Sheet)
Scanned copy of Car Registration Certificate (in associate‟s name)
Scanned copy of Road tax certificate (if car is registered in different state)
Scanned copy of NOC (if car is registered in different state)
Associates have to bear in mind the following while availing of this benefit:
The submission of proof of ownership is mandatory, failing which no further
reimbursements would be entertained under this benefit for the future months and
appropriate tax deduction would be made from the March month‟s salary for the
reimbursement already paid out
In case of a new vehicle the RC book of which is not yet delivered, the booking form
which has the proof of payment and name of owner can be used as a provisional
document for proof of ownership. However, the associate needs to submit a copy of the
RC book as soon as it is received. The provisional proof would be accepted only for 3
months from the date of purchase of the vehicle
Fuel expenses – Can only be claimed by Credit card
Driver‟s salary – Only by Cash (Driver Salary receipt and ESA claim process mentioned in the
FBP Policy document)
Car maintenance expenses – Credit card or cash (ESA claim process mentioned in the FBP
Policy doc if paid by Cash)
For queries on Car Ownership registration, Submission and approval of proof of Car
Ownership, associates can raise a GSD
GSD Navigation:
Log-on to https://gsd.cognizant.com with your network id and password
Click on „India Payroll‟ under Finance and chose the respective category, type and item
given above
Associates can call 469181 / 469178 for any queries
Other Queries on the Car Running expenses policy or Reimbursement related queries should be
raised against the contact points mentioned in the last page of this document.
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FBP Cards
Meal Card
Associates can procure an HDFC Meal Card by following the process mentioned below:
Step 1: Logon to
https://leads.hdfcbank.com/applications/webforms/apply/foodplus.asp and click
the banner highlighted by the red box.
Step 2: Furnish all necessary details and click the Submit button. The meal card would be delivered at your work location within 10 business days.
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Step 3: The Meal Card details have to be updated soon after receiving the
same. Click the Bank Information link under the My Update tab in
https://mypay.cognizant.com
Step 4: Update the Bank name and Meal Card number under the Food Card
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Details and click the Submit button. Your Food Reimbursement definitions will
now start getting credited into your Meal Card.
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Credit Card
Associates who currently do not possess a credit card for FBP reimbursement purposes can procure
an HDFC / ICICI / Citibank Credit Card.
Application/Procedure for mapping HDFC credit card to Cognizant can be done online by following
the process mentioned below:
Step 1: Logon to
https://leads.hdfcbank.com/applications/webforms/apply/cognizant_cc.asp
Step 2: Click the Yes button if you already possess an HDFC Bank credit card;
Furnish the necessary details and click the Submit button to map your existing
credit card. Once the card gets mapped, HDFC Bank will share your
reimbursable credit card spends to Cognizant for an upload in Mypay.
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Step 3: Click the No button (for the first question) if you want to procure a new
card and click the Yes button (for the second question) if you have your salary
account with HDFC Bank. Follow the instructions provided in the webpage to
make an application for a new HDFC Bank credit card within 3 business weeks.
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Step 4: Click the No button (for the first question) if you want to procure a new
card; Click the No button (for the second question) if you do not have your
salary account with HDFC Bank and click the Yes button (for the third question).
Follow the instructions provided in the webpage to make an application for a
new HDFC Bank credit card within 3 business weeks.
Associates can write to [email protected] for any queries
on HDFC Credit card.
Associates who wish to use an existing ICICI / Citibank credit card or would like
to procure one for the purpose of FBP reimbursement can follow the normal
process of procuring a personal credit card with these banks. Once the card is
delivered, associates need to provide a letter of consent (in the format
mentioned below) to the Bank for sharing the details of reimbursable spends
with Cognizant. This process is referred to as the process of “mapping the credit
card” for reimbursement purposes.
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Process of Mapping Cards – ICICI Bank
Please find below the mail format which need to be used by associates for sending the mail to customer
care for mapping their cards under COG promo code.
Associates can write from their registered mail id to [email protected] with a cc to
[email protected] and [email protected]
Mail Format:
----------------------------------------------------------------------------------------------------------------------------- ------------
*Subject:* Cognizant Technology Solutions
Hi,
ICICI Bank Credit Card No.:
I *Name of Associate*, employee of Cognizant Technology Solutions employee number *xxxxx* am
holding the captioned credit card issued by ICICI Bank Limited. I have no objection in you sharing
the details of spends made on the captioned credit card with Cognizant Technology Solutions.
Regards
(Associate Name)
Process of Mapping Cards – Citibank
Please follow the steps below:
Send in a letter of consent
Please send a mail from your mail id registered with Citibank to [email protected] with the
following message:
“I am an employee of Cognizant Technology Solutions (CTS) employee no ___________ and I
hold a Citibank Credit Card no.___________. I hereby authorize Citibank to share with CTS, the
transaction data from the credit card statement of my above-mentioned credit card.
I understand and hereby acknowledge that Citibank shall disclose my said personal
data/information to CTS only on the basis of this authorization provided by me and that Citibank
shall not be liable to me for any loss or damage that I may suffer/incur as a consequence of
disclosure of the said data/information by Citibank. I shall not, at anytime in future, hold Citibank
liable and shall not bring any legal action against it, for any reason whatsoever, for disclosing
the said information.”
Update your card number
As soon as card number is mapped, you will receive a notification from the FBP Team. Once
you receive this notification, please update your card number in the appropriate place at
https://mypay.cognizant.com.
Start using your card
Please start using the card for the reimbursable expenses only after the above steps are
completed. The bank will not share „spends‟ data if the card is not properly mapped.
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Process of Mapping Cards – HDFC Bank
Please refer to Step 2 in the card application section for details regarding the same.
Step 5: The Credit Card details have to be updated soon after receiving the same. Click the Bank Information link under the My Update tab in https://mypay.cognizant.com
Step 6: Furnish the necessary details and click the Submit button. The spends will now be available for your confirmation in Mypay for reimbursement
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Credit Card Transactions Confirmation
Associates need to procure a credit card, get it mapped and update the credit card
information at https://mypay.cognizant.com before proceeding to this step (Refer FBP
Cards section for assistance on procuring, mapping and updating credit card details).
Please note that all reimbursable expenses will be credited into the salary account of
the associate and no payment will be directly made by Cognizant towards the credit
bills.
Associates need to confirm specific credit card expenses which are reimbursable in
accordance with the FBP policy for the Payroll Team to credit the same.
After completing the pre-requisite steps associates can follow the process mentioned
below to confirm their credit card transactions.
Step 1: Click the Credit Card Transaction Confirmation link under the My Update
tab
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For Queries on Credit card transactions confirmation, Please reach out to Payroll support @
56666 Extn: 3 followed by 2.
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Step 2: Click the Edit button available against the specific expense to be claimed
Step 2: Change status to Official to claim reimbursement, Personal to not claim or Next Month to carry forward the expense and claim it later and click the Update link
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ESA Claim Process
The Enterprise Service Automation (ESA) system needs to be used to claim the LTA,
Driver‟s salary reimbursement and Car Maintenance reimbursement. (Please note Car
Maintenance expenses can also be claimed through the prescribed credit card)
Associates can follow the process mentioned below to confirm their credit card
transactions:
Step 1: Login to https://compass.esa.cognizant.com
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Step 2: Click on Employee Self-Service link
Step 3: Select Expense Report
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Step 4: Click the Create link
Step 5: Select the INPREIMB – Indian Payroll Reimbursement template.
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Step 6: Description should be Driver Salary / Car Maintenance Reimbursement
/ Leave Travel Allowance, (as the case may be); select Indian Payroll
Reimbursement for category and India as default location (Workflow available at
Quick Reference Guide / Expense Report Creation User Guide in the ESA site
for further reference)
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Step 7: Claim your reimbursements under the LTA, Car Driver Salary / Car
Maintenance expense type (Code – C100100 for LTA, C100101 for Driver
Salary and C100102 for maintenance). Please click the “Look up” icon for ease
of selecting the expense type. Click the Submit button to complete the process
of claim.
Step 8: Documents to be sent by internal courier to respective location finance.
Printed Expense Report
Original documents (Refer to the specific benefit component for
information on original documents required)
Associates can reach out to [email protected] in case of any technical issue
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Points to Remember
Election of the components for the Flexible Benefit Plan can be made only between 5th
and 25th of every month:
If 5th falls on a weekend or holiday, the system would be available from the next
working day.
If 25th falls on a weekend or holiday, the system would be available till the
previous working day.
All FBP components are available for redefinition on a monthly basis
Kindly note that ICICI / Citibank / HDFC credit card to be used are personal cards and
associate are required to get in touch with the respective bank officials regarding any
issues, including procurement.
If your Date of joining falls on or after 20th
of every month, you will be able to access
Mypay latest by 10th of the following month.
All bills submitted for claim (Medical, Mobile, Car Running Expenses, LTA) will have to
be dated Post the Date of Joining. Any bills date before the Date of Joining of the
associate in Cognizant will not be approved and reimbursed.
Reimbursement dates
FBP Component Deadline for claim /
Declaration
Date of Reimbursement
Leave Travel Allowance (LTA)-
Non Taxable
Bills approved in the current week Paid on the salary day
Leave Travel Allowance (LTA)-
Taxable
Reports submitted in the current
month
Paid as part of salary
Car Running Expenses (Through
ESA)
Bills approved in the current week Within 10 days after the approval
Car Running Expenses (Through
Credit Card)
Bills paid during the month 21st of the following month
Medical Reimbursement Bills submitted for the month 10th
of the following month
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Mobile Reimbursement (Through
Credit Card)
Bills paid during the month 21st of the following month
Food reimbursement Definition made during the
current month
Loaded towards the food card on the
salary day
For food card, unless the card details are entered in Mypay, the amount will be loaded to the card on
the salary day. It will be loaded as arrears amount once the card details are entered in
https://mypay.cognizant.com
Though the election mode is available on monthly basis, it is recommended that the
associate makes an election on a yearly basis to have a better plan of his / her salary.
Contact Points – Helpdesks
Only for Policy Related Clarifications
Associates can raise GSD requests in https://gsd.cognizant.com Finance India
Payroll with the below CTIs :
Category* Type* Item*
FBP /Reimbursements Car Running Expense Policy Related - Driver's Salary
FBP /Reimbursements Car Running Expense Policy Related - Fuel
FBP /Reimbursements Car Running Expense Policy Related - Maintenance
FBP /Reimbursements Car Running Expense Procedure for Credit card mapping
FBP /Reimbursements Food Card Policy Related
FBP /Reimbursements LTA Policy Related
FBP /Reimbursements LTA Reimbursement method
FBP /Reimbursements Medical Reimbursement Policy Related
FBP /Reimbursements Mobile Reimbursement Policy Related
FBP /Reimbursements Mobile Reimbursement Procedure for Credit card mapping
FBP /Reimbursements Superannuation Fund Policy Related
VNET: 445560 / 445559
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Salary / Reimbursement Credit / Tax Related Queries / Approval of
FBP bills / Credit card transactions confirmation
Call GSD Helpdesk (VNET 56666, Please dial 3 followed by 2 for Payroll Voice Support)
or
Associates can also raise GSD requests in https://gsd.cognizant.com Finance
India Payroll
Category* Type* Item*
FBP /Reimbursements Car Running Expense Car Maintenance, Insurance, Driver's Salary
FBP /Reimbursements Car Running Expense Credit status
FBP /Reimbursements Car Running Expense Missing credit card Transactions
FBP /Reimbursements Credit Card mapping Bank POC not responding
FBP /Reimbursements Food Card Amount not credtied/loaded in Food card
FBP /Reimbursements Food Card Food Card Issue
FBP /Reimbursements Leave travel allowance Unclaimed amount
FBP /Reimbursements LTA Claiming Process
FBP /Reimbursements LTA Credit Status
FBP /Reimbursements LTA Document Submission / Approval Status
FBP /Reimbursements Medical Reimbursement Apollo medical card
FBP /Reimbursements Medical Reimbursement Claiming Process
FBP /Reimbursements Medical Reimbursement Credit Status
FBP /Reimbursements Medical Reimbursement Proofs and credit
FBP /Reimbursements Medical Reimbursement Proofs/Manual bill status
FBP /Reimbursements Mobile Reimbursement Credit status
FBP /Reimbursements Mobile Reimbursement Missing credit card Transactions
FBP /Reimbursements Mobile Reimbursement Payment Issues
FBP /Reimbursements NPS Enrolling
FBP /Reimbursements NPS Status
FBP /Reimbursements Superannuation Fund Enrolling and login
Tax Exemption 80C Query
Tax Exemption Higher education loan Query
Tax Exemption House rental allowance Query
Tax Exemption Loss on House property Query
Tax Exemption Mediclaim Query
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Proof of Car Ownership – Submission and Approval
Associates can raise a GSD with the following CTI in https://gsd.cognizant.com
Finance India Payroll
Category* Type* Item*
FBP /Reimbursements Car Running Expense Car Ownership – Proof & Registration
VNET: 469181 / 469178
Finance Point of Contacts for Claims Submission
(For All Reimbursable FBP Components)
Bangalore Girija Damodaran, Finance Team, Baghmane Tech Park, C.V.Raman Nagar
Kolkata Shreya Jain, Finance Team, Saltlake Electronic Complex
Hyderabad Mahesh Maturi, Finance Team, The V Park, Auriga Block
Chennai Payroll department, 6
th Floor, CCO, Menon Eternity Building, St.Mary‟s road
Alwarpet,
Pune Bhagyashri kulkarni, Finance Team, MIDC, Pune Infotech Park, Hinjewadi
Coimbatore Subashini Thiagaraj, Finance Team, Mountain View Campus, Coimbatore
Kochi Ajith Kumar Raveendranadhan Nair, Finance Team, Cochin
Mumbai Vivek Bichkar , Finance Team, Kensington SEZ
Gurgaon Prakash chander, Finance Team, Signature towers
Superannuation Transfer/Closure:
https://gsd.cognizant.com Finance India Payroll
Category* Type* Item*
FBP /Reimbursements Superannuation Fund Superannuation closure
FBP /Reimbursements Superannuation Fund Superannuation transfer
E-mail: [email protected]
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Food Card Bank Contact points
Associates can write to [email protected] and [email protected]
for the following queries/clarifications:
1. Balance Transfer from old food card to new food card
2. Office Address (Pin Code) and mobile no update in HDFC records
3. Per Day amount limit (if any) in your card
4. Food card damage
5. Food card applied and not received after 7 working days
6. Loss of HDFC Food card and application for a new card
Please refer to the documents on FBP Policy and FAQ in the below link to know the Eligibility
and claim process for the various FBP Components:
https://groups.cognizant.com/corporate/HR/India/Pages/FlexibleBenefitPlan.aspx
Associates are also requested to read through all the other FBP Documents on the home page of
https://mypay.cognizant.com for better understanding of the FBP Framework.