project helpdesk
TRANSCRIPT
Project HelpdeskCONTENTS1. Premises Finalisation 2. Infrastructure 3. Branch IT Manual 4. Lotus Notes 5. Guidelines to be followed - IT 6. Third Party Voucher (TPV) 7. 8. 9. 10. 11. 12. 13. 14. 15. Petty Cash System Accrual Management System Fixed Assets Management System Goods Inward Challan GIC Electronic Expense Reimbursement System Travel Expense Reimbursement System Human Resources Manual For Pre-Licensed Training DSF Field Operations Advisor Licensing Process
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Project HelpdeskCONTENTS Contd16. 17. 18. 19. 20. 21. 22. 23. 24. 25. Process for generating AM/AAM Code on BSLI Online Instructions Process for Updation of Resignees in BSLI Online Process for CPIN/TPIN Business Mentor Programme Termination Action Direct Sales Force Commission Operational Manual Process Note on Inventory Management MSE BSLI Online - Recognition Report - Fast Tracker - MDRT - Club Membership - Century Club Data - Star AM - Servicing Reports - Advisor Licensing Expiry - Policy Details - Lapsed Policy Details2
Project HelpdeskCONTENTS Contd25. BSLI Online Contd - List of Policies which can be revived - Non-Revival Policy - Over Due Amount - Renewal Premium Due List - Requirements for Pending Policy - Advisor Jagao aur Agency Bachao - Presentations/Manuals - Business Reports - Advisor Details - Agency Manager Details - Branch Manager Details - Top Agency Manager Policies - Top Agency Manager Application Introduced - Top Advisor on Introduced - Performance Tracking - Competitions - Agency Manager Confirmation - MBG Report - Advisor Promotion Data
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Project Helpdesk
CONTENTS Contd. 26. User Ids & Passwords BSLI Online BSMS Ingenium ReceiptingNOTE: - All the inputs for this manual has been provided by the respective departments, the processes and guidelines given in this manual are subject to change. Any changes made shall be communicated by the respective departments. This is a concise manual made for the benefit of the new branches. For detailed processes please refer the manuals available on BSMS.
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Project HelpdeskSteps for finalizing of Premises Branch Head shortlists the premises. Project Manager finalizes the premises.
Legal Documentation and Registration RPM and PM empowered to sign & register agreements. Branch Head has to collect mandatory documents (Legal Requirements) from the landlord and handover it to the empanelled lawyer for clearance. (If there is no empanelled lawyer for your area, then send the details (CV) of the local lawyer to Legal coordinator for empanelment of the local lawyer.) (Empanelled Advocate) BH will forward the papers to advocates copying legal dept. Advocate will issue title report to legal and BH Once cleared by advocate BH will issue LOI. (Letter of Intent) LOI accepted by landlord has to be forwarded to Project Team. Project team will process the security Deposit based on signed LOI and title clearance report. Security Deposit We can pay a maximum of 6 months rent as security deposit. Any deviations will be intimated to BH by legal dept If any commercial call is to be taken DSF will put up for approval to SVP and intimate. Once approval is obtained BH can ask the advocate to do the lease agreement as per Standard draft available with Advocate. 5
Project HelpdeskLegal Documentation and Registration (Contd) Please Note there are two different agreements, one is with Service tax and the second one is without Service tax If any deviations from the standard draft then the same would be intimated to HO Legal by the Advocates. Agreements can be finalized only upon HO Legal departments ok in case of deviations. Advocate will give calculation for stamp duty, registration charges and other miscellaneous charges to legal department who will forward project team for processing the payment. Registration cost borne 50:50 by landlord and BSLI. The cheque with the half amount will be issued in the name of the landlord.. DSF project team will process the same and forward the same to BH Advocate can take the agreement in stamp paper of appropriate value and get the agreement registered and forward the same to BH. BH will coordinate for the registration with the Landlord and get the agreement registered by the Advocate After registration original agreement is forwarded to legal dept. After both Project Manager and Landlord sign the agreement we can take the possession of the premise. Possession Letter should be sent to Project Team for processing of the rent. Rent starts from the date of possession. (Possession Letter) After receipt of agreement and possession letter by legal dept A/c dept will process the rent, for which PAN no. of landlord is mandatory and also Bank a/c detail of landlord with NEFT/RTGS IFSC code detail to payout rent to landlord through direct credit in the bank & attach Photocopy of the latest cancelled cheque.(NEFT Code)
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Project HelpdeskLegal Documentation and Registration (Contd) Legal coordinator - Region Wise In charge of project- Puneet Bansal Sreemaya Kerala Tamilnadu Ranjita Bihar Chhattisgarh Goa Himachal Pradesh Jammu & Kashmir Jharkhand Madhya Pradesh Punjab 66 Priya Andhra Pradesh North East Orissa West Bengal 63 Bhavita Gujarat Maharashtra Rajasthan
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Title Legal Requirements Requirements
Role
The ownership/title deed or sale deed Municipal Certificate stating that it is a commercial property (if not stated in ownership deed) If new construction, Occupancy Certificate Last Municipal Tax paid receipt If the building has a society then no objection from the society
If Property is owned by HUF, A No Objection Affidavit is required from all the members of the HUF. (Sample Affidavit) Back to Steps
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Project HelpdeskNotarized and Stamp of HUF
Sample Affidavit - HUFyears, residing at , , ,
I, Shri. Xyz (Name of the Karta of HUF) aged about (Pincode),
I, Smt Xyz (Name of the Member of HUF) aged about years, residing at (Pincode), I, Shri Xyz (Name of the Member of HUF) aged about years, (Pincode), I, Smt .Xyz (Name of the Member of HUF) aged about (Pincode), do hereby solemnly affirm and state as under: years, residing at
1. We are the only members of xyz (HUF). 2. XYZ (HUF) is the lawful owner of the premises no ______ on ___________ floor of the _______________ Building, admeasuring sq ft (Built up/Carpet area),Address(Pincode) (hereinafter referred to as the Demised Premises) 3. We have no objection if the Karta of XYZ (HUF) lease the Demised Premises on terms and conditions and for consideration as the Karta may deem fit in favour of Birla Sun Life Insurance Company Limited. 4. We have signed this Affidavit authorizing the Karta of XYZ (HUF) Verified at on this ___ day of ________ 2007, that the contents of the affidavit are true and best to our knowledge and nothing material has been concealed there from.______________ ______________ ______________ ______________
Signature Shri. XYZ Name of Karta Deponent:
Signature Smt XYZ Name of Member
Signature Shri XYZ
Signature Smt. XYZ
Name of Member Name of Member
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Project HelpdeskPOSSESSION HANDED OVERIn pursuance to our Lease agreement dated _____ 2007, for the premises admeasuring __________sq. feet (Carpet) area on the ___________floor of the building _________________ situated at _________________________, We hereby hand over the physical possession of the same to BIRLA SUN LIFE INSURANCE COMPANY LIMITED, a Company incorporated under the provisions of Companies Act, 1956 and having its registered office at Vaman Centre, 6 th Floor, Makhwana Road, Off AndheriKurla Road, Andheri (East) Mumbai 400 059, through _____________________ who is duly empowered as an authorised signatory. Possession Date:
LESSORS
POSSESSION TAKEN OVER
For BIRLA SUN LIFE INSURANCE COMPANY LIMITED Signature of Authorized Signatory: ___________________ Name of Authorized Signatory: ______________________ Date:_______________ Back to Legal Documentation
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Project HelpdeskEmpanelled AdvocatesSr No1.
LocationsAndhra Pradesh
Total Branches in state17
Advocate Contact Details1.G. Sumangala 6-1-155/A Sai Rukmini Apartments Flat No.103,Padma Rao Nagar Sitaphalmandi Post, Secundrebad 500 061 Phone: 040 27507734, 09866774546 2. S.Gopal Singh Flat no.209, 2nd Floor, Annapurna Block,Aditya Enclave,Ameerpet, Hydrebad-38 Phone: 040 66736811, 09848924151 [email protected]
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Gujarat
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1. Samir Shah Udayakumar 240, Ellisbridge Shopping Centre Opp. Town Hall, Ashram Road, Ahmedabad 380 006 079 6541 9544, 40069546, 098240 34286 2. Shirke Vijaykumar (Advocate) 101-102, Ambalaya Complex, Piramitar Road, Dandia Bazar, Opp. Faculty of Technology, Vadodara 390 001. Tel 0265-2427193, 9825061622 Fax 0265-24222642
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Maharashtra
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1. Mr. Bhushan M. Shalukar (Advocate) all correspondence at residence address Resi: A 6 7, Saritanagari, Ganeshmala, Parvati, Pune 411030. Phone 020 24338181. Office; 3, Shriniwas Aditya, 25, Manisha Society, (Near Sharada Neketan Girls Hostel)Karve Nagar, Pune 411052. Phone no. 020 - 25463203. Cell No. +91 94220 25203. Cell No. +91 98500 35203. Bhushan shalukar
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Project Helpdesk2. Seema Desai 8/10, New Chabbra Building, Gurunanak Road, Bandra (W), Mumbai- 400 050. Cell: 9833146879 4. Rajasthan 9 Paras Kuhad & Associates Advocates 307-309, 3rd floor, Ganapati Plaza, M.I.Road, Jaipur 302001. Puneet Sharma A-117, Model town, Opp DAK Colony Malviya Nagar, Jaipur 302017 Phone no. 0141 2750851, 098290 79923 Vikas Sood & Co 1503,Urban Estate, PhaseII, Jalandhar 098140 94356 Anshuman Pandey Dwarika Mandir Road West Boring canal road, Patna, Bihar 800001 06122263417 094310 45259 [email protected] Aniruddha Mahapatra B-1/2, JB Apartments workers college Road, Jamshedpur 0657 2463458 09431153484 YAJUVENDRA SINGHADVOCATE MUNICIPAL QTR NO.H/2,
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Punjab
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Bihar
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Jharkhand
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Chhatisgarh
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Shikshak nagar, Durg, Chhattisgarh, 491001 Ph. #: 09893289595 Resi: 07882210959 Email: [email protected]
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Madhya Pradesh
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Amit Tiwari
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Project Helpdesk247A sector Sarvdharam Colony, Kolar road Bhopal 0755 2772135, 09425023916 [email protected] 10. Himachal Pradesh 3 Mr. Ameet Kanwar Kanwar Villa, Chapslee Estate, Shimla-171001 Himachal Pradesh 09418074874 [email protected] Ramesh Prusti KPLM &Co L-5, H.B.Colony Baramunda Bhubaneswar 751 003 033 2496 9912 093205 11824 Amit Sarogi ARSS Legal 63, Radha Bazaar street 3rd Floor, Room No 17 & 18 Kolkata Pin 1 033 22101824 3023 1824 9831298888 Assam 1.Soumitra Saikia 12, Ratnagiri Lane,Bamunimaidan, Guwahti 781 021 Assam 0361 2550234 09864021117 [email protected] 1.Bikash Agarwalla Chamber: Behind Vijaya Bank, Rotary Road, Dibrugarh 786 001. Assam. 09435533255 0373-2322577 3. Nagaland
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West Bengal
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North East
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Project HelpdeskKomou Loso John A Mao Colony United North Block Sector B Beyond Burma camp Old Khatkhati road Dimapur 797 112 Nagaland 03862 233397 09436014280 13 Kerala 29 1. Mr. Deepu Thankan Advocate First Floor, Metro Plaza, Market Road, Ernakulam, COCHIN-682014. [email protected] 0484-2394901 0484-3242831 0484-2558308 098460-48308 Fax:0484-2394899 2. Mr. P. Pramod M/s Pramod & Associates Advocates, IX/496 Abhilash Shopping Complex Main Road, P.O Urakkam Thrissur Dist Kerala Dist 680 562 0487 2343003 (o) 0480 2885178 (R) 09447307586 (For complete Tamilnadu) AGA ARAVIND SAGAR DEEP Plot No.33, 1st Cross Street Srinivasapuram Thiruvanmiyur Chennai 600 041 Phone: 044- 24513380 Mobile: 9444169284 E-mail : [email protected] 1.G. Sumangala 6-1-155/A Sai Rukmini Apartments
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Tamil Nadu
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Orissa
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Project HelpdeskFlat No.103, Padma Rao Nagar Sitaphalmandi Post, Secundrebad 500 061 Phone: 040 27507734, 09866774546 2. Ramesh Prusti KPLM &Co L-5, H.B.Colony Baramunda Bhubaneswar 751 003 033 2496 9912 093205 11824 16 Goa 4 Sachin S. Kolwalkar Advocate T-3, Third Floor, Laxmi Plaza, Behind Grace Church, Varde Valaulikar Road, Margao-Goa Pin- 403601 Mobile 9422642729 [email protected]
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Project HelpdeskLetter of IntentDate Ref To _________ _________ Sub: Leasing of Office Premises situated at __________ Dear Sir, This is with reference to the site inspection of captioned property and discussions our company officials had with you, we intend to take the below mentioned premises on lease on the terms and conditions mentioned below.
Complete address of the premisesCarpet Area Built Up Area Fit Outs if any Monthly Rent (includes Maintenance /Society Charges)& Service Tax if applicable Security Deposit NEFT/RTGS IFSC code (Please attach Photocopy of the latest cancelled cheque) Duration of Lease Property Tax & Duties Lock In Period Air-conditioning in the server Room Space for power back up Place for Signage Size of Signage Parking Facility Electricity Load to be provided by Landlord Dish Antenna/ V- SAT& Wireless Communication Equipments To be paid by Landlord Cannot exceed 1 year Free of cost Required permission from local municipality to be taken by landlord ______ Cars and _______ two wheelers
Landlord will provide space for fixing Dish Antenna/ V- SAT& Wireless Communication Equipments at no extra cost
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Project HelpdeskRegistration Stamp Duty and Registration charges will be shared equally between BSLI and Landlord
Possession & Commencement Of Rent This amount to Letter of Intent only and the deal will be confirmed only on signing of an agreement. Upon acceptance of aforementioned terms all necessary documents should be provided to BSLI for verification. Any litigation should be disclosed. All the necessary and material facts which shall affect the right of BSLI shall be disclosed by the owner before the execution of the agreement. You are requested to sign the duplicate copy of this LOI as a token of your acceptance to the above terms and conditions .
Thanking you For Birla Sun life Insurance Co. Ltd.
Authorised Signatory
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NEFT Format
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Project HelpdeskSr. Vendor Code No 1 2 3 4 5 6 7 8 9 Vendor / Landlord's Name BSLI Branch Bank Branch NEFT Location Name Name IFSC Code Account Type- Account Emai Saving / No. l Id Current
Sample of NEFT code
NEFT / IFSC Code
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Development of New Branches
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Project HelpdeskTable of Contents
1. Type of Office Size & Resources
2. Post Agreement Office
3. Head Office Contact Info
4. Standard Infrastructure
5 .Receipting 6. Asset Insurance 7. Office Boy Requirement
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Type of Office Size & Resources18
Project Helpdesk
Title Type of Office Details Type M2 U1 U2 U3 M3 Size 1000 500 1000 1500 1500 BM 1 1 1 1 1
Role Size & Resources
Exe 2 1 2 3 3
AM 12 6 12 15 15
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Project HelpdeskPost Agreement Office
USE/BSE /MSE/RTC/AAE training - On job training will be conducted at nearest existing Branch For USE/BSE /MSE/RTC/AAE Induction will be organized by the company Installation/Configuration of all Standard Office Applications (Ingenium, Receipt Writer, BSMS, Lotus Notes, BSLI Online) Parent Branch IT Send an Installation confirmation of all IT Assets received from HO Vendors to IT in the prescribed format (Installation Confirmation) The Branch can request for an User ID password for Receipt Writing For Receipt Writing/Banking a request has to be sent to Hetal Shah (Once Checklist Complied) For Petty Cash - request has to be sent to Kiran Labde with the HDFC Bank Salary A/c of the Branch Head for the initial petty cash credits. An Amount of Rs 25000/- has been sanctioned as Petty Cash The BSE has to maintain an Asset Register, He/She has to send the Asset details to Admin for Insurance (Format Attached) Once the Office is occupied we have to do the Shop & Establishment Registration, The Co-ordination for the same has to be done with Admin, Please contact Akshay Amin at [email protected] For Consumables- Stationery, printer cartridges etc/ Courier- Vendors approval please send the quotes & comparison to Akshay Amin (Admin) Arrange for Registration of the Lease Deed, RPM/PM have the authority to sign for registration. Please note: It is mandatory to register the Lease Deed within four months of signing. Shortlist an Office Boy for the Branch Send details to HO Projects Team for processing with Royal Services (Details Attached)
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Project HelpdeskHead Office Contact InformationTitle Role Whom to Contact at HO ResponsiblitiesDept Accounts Contact Person Email Id Hetal Shah [email protected] For Collection/Receipting Employee reimbursement, Shrishankar Salary, Menon [email protected] PF, Superannuation Kiran Labde [email protected] TPV, Petty Cash Pawan [email protected] Agarwal m Fixed Assets Property Agreement / Briston Pereira [email protected] Renewals, Labour laws All Insurance related Joy Dabre [email protected] Asset / Cash /Mediclaim Raju A [email protected] Mobile Purchase Courier, Stationery, Shop & Akshay Amin [email protected] Establishment
Accounts Accounts Accounts Admin Admin Admin Admin
DSFActivity Advisor Licensing Contact Person Anita Rawat Nayana Parab Email Id [email protected] [email protected]@birlasunlife.com
Advisor Servicing Nilima Iyer Advisor Commission Kalpana Parab AM Incentive/NAAC Anupama Rane Mitesh Kampani IRDA Training Sales Training Manisha Thakur
[email protected] [email protected] [email protected] [email protected] [email protected]@birlasunlife.com
Suraksha Choudhary [email protected]
Infrastructure Itchha Desai Budgetary Approvals Shefali Hedlakar Inventory Sales Brochures etc Sadhi K V
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Project HelpdeskSTANDARD INFRASTRUCTURE
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Project HelpdeskReceiptingChecklist to start Receipting at the Branch. Receipt writer system is installed. Printer & all other require equipments are installed. Confirmation mail from IT stating that Branch is ready for receipting. Banking facility is activated for cheque & cash. Branch authority & BSE are on the board. BSE has been trained with the all the accounting activity. Safe box is installed. Receipt stationery is sent to Branch. (By accounts)
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Project HelpdeskAssets InsuranceAssets to be covered Admin Asset 1 Water Purifier 2 Inverter 3 Tele Fax 4 Epabx 5 Tables 6 Chairs 7 Almirah 8 Filing Cabinet 9 Cash Box 1 0 Electric Goods Fans/Tubes etc 1 1 Signage Any other Asset that the Branch Purchases IT Asset 1 Monitor 2 CPU 3 Router / Switch 4 Server 5 Laptops 6 Rack 7 UPS 8 Printers Other Please Specify
Asset Register Format
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Project HelpdeskOffice Boy RequirementThe following are the checklist to come under Royal Services roll.1. Application form to be filled. 2. Branch Name to be mentioned. 3. Branch Manager's Name & Signature should be on Interview note. 4. Interview note should be completely filled & signed by respective Manager. 5. ESIC form to be filled (Pl. don't write Date of Joining in this form) 6. 2 nos. Post card size photograph with his Family (Dependants only) Compulsory needed (No brother or sister in the photograph) 7. PF form to be filled. 8. Letter of Appointment with his & witnesses signature is required. (Dont fill up top portion) 9. Application form & other documents should reach before the Date of Joining. (No date back DOJ will be accepted) 10. Bio Data is needed. Back to Post Agreement office
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Project HelpdeskINSTALLATION NOTEDate: __________ Branch: _________________________________________________________ Nature of Call: ___________________________________________________________ Engineer Assigned: _______________________________________________________
Installation DetailsProduct Specification: _____________________________________________________ PO No: __________________________________ Delivery /Invoice No: _______________________ Date of Receipt of Asset: _____________ Date of Installation of Asset: _____________ Sr No of Asset: _________________Installation Completed / Pending: __________________
Reason (Only is Pending): ____________________________________________________________________ ____ AAEs / IT Person: ______________________________________ Back to Post Agreement office
Advocates for Empanelment26
Project HelpdeskSr No1.
LocationsANDHRA PRADESH
Advocate Contact Details 1.G. Sumangala 6-1-155/A Sai Rukmini Apartments Flat No.103,Padma Rao Nagar Sitaphalmandi Post, Secunderabad 500 061 Phone: 040 27507734 09866774546 2. S.Gopal Singh Flat no.209, 2nd Floor, Annapurna Block, Aditya Enclave, Ameerpet, Hyderabad-38 Phone: 040 66736811 09848924151 3. P. Vijaya Kumar Ramarajabhushan Street Ashok Nagar, Elluu Warrangal Dist, AP Phone: 252238 09440772946 1. S.S.Joshi Mangan Mahal 87,Sukhrawarpeth 2 Dharwad 590 001 2748406 09845027754 2. C.S.Vishwanath 519 & 520, 3rd Floor, Prabat Complex K.G.Road, Bangalore 560 009 080 22284316, 41247862 09844009927 1. Samir Shah Udayakumar 240, Ellisbridge Shopping Branch Opp. Town Hall, Ashram Road, Ahmedabad 380 006 079 6541 9544, 40069546 098240 34286
2.
KARNATAKA
3.
GUJARAT
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Project Helpdesk4. RAJASTHAN
Paras Kuhad & Associates Advocates 307-309, 3rd floor, Ganapati Plaza, M.I.Road, Jaipur 302001. 2. Puneet Sharma A-117, Model town, Opp DAK Colony Malviya Nagar, Jaipur 302017 0141 2750851, 098290 79923 Vikas Sood & Co 1503,Urban Estate, PhaseII, Jalandhar 098140 94356 M/s D& D Associates 451/VI-3, Majith Mandi, Amritsar 09914034876, 09814401999 Gulshan Chawla 6,SCF, HUDA Complex, Opp Palika Bazar, Rohtak 09416177876 Anil Panwar Flat No.5, Pocket A-1, Sector 3,Rohini, Delhi 110 085 09810266598 Anshuman Pandey Dwarika Mandir Road West Boring canal road, Patna, Bihar 800001 06122263417 094310 45259 Ajit K. Upadhyay R-47, sector 11,Noida 201301 09312875339 Ashutosh Rastogi Ch No. 4, Saheed Bhagat Singh Law Chamber, Civil Court, Meerut, Res-51, More Para, Meerut. 09319300839 [email protected] Mr. Ameet Kanwar Kanwar Villa, Chapslee Estate, Himachal Pradesh Shimla-171001 09418074874 [email protected]
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PUNJAB
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HARYANA
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DELHI
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BIHAR
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UTTARPRADESH /Uchal
10.
HIMACHAL PRADESH
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Project Helpdesk11 WEST BENGAL
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NORTH EAST ASSAM
Ramesh Prusti KPLM &Co L-5,H.B.Colony Baramunda Bhubaneshwar 751 003 033 2496 9912 093205 11824 Amit Sarogi ARSS Legal 63, Radha Bazaar street 3rd Floor, Room No 17 & 18 Kolkata 033 22101824 3023 1824 Assam Soumitra Saikia 12, Ratnagiri Lane, Bamunimaidan, Guwahati 781 021 Assam 0361 2550234 09864021117 Nagaland Komou Loso john A Mao Colony United North Block Sector B Beyond Burma camp Old Khatkhati road Dimapur 797 112 Nagaland 03862 233397 09436014280
Back to Pre-Agreement Office Back to Procedure
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Project HelpdeskProcess Note for procurement of office equipments & other services - Shikhar Project
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Project Helpdesk
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Project Helpdesk
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Note: Please refer the admin manual for more detailsBack to Main
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Project HelpdeskBranch IT Manual Information TechnologyIT Organisational ChartIT S y s te m s S o lu tio n s G r o u p In h o u s e O n s it e O u t s o u r c e d M a M e P S O f f s it e s te k ls t a r I D a ta o u ts o u r c e d D S N S IT O p e r a tio n s B A y s t e m A d m in is t r a t o rs e t w o r k E n g in e e r e c u r it y A n a ly s t
S o lc o rp S u n l if e , M a n i la B u s in e s s A n a ly s ts
Information TechnologyBusiness Applications Point of Sales System with Illustrations. Receipting System Policy Admin. & Client Servicing System Group Business System Actuarial Pricing & Valuation System Accounting & MIS System Budgeting System HR & Payroll System Corporate Agency Management System Reporting Tool Workflow Applications Lead Management System AMS RECEIPT WRITER INGENIUM QUOTATION AXIS SUN A/C VISION PAYROLL CAMS MICROSTRATEGY LOTUS NOTES TALISMA
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Project Helpdesk
Office IdentificationUnder Shikhar project the offices are divided into 5 categories U1 Offices with 500 sq.ft area U2 Offices with 1000 sq ft area U3 Offices with 1000/1500 sq ft area M2 Offices with 1000 sq ft area M3 Offices with 1000/1500 sq ft area Note : U=Urban and M=Metro
Hardware for U1 Offices1) PCs (3 Nos)
2) Laptops (2 Nos) 3) Printers (1 LaserJet printer and 1 DOT Matrix printer) 4) 12 U RACK (1 No) 5) 24 Port network switch (1 No) 6) CD Writer (1 No) 7) Scanner (1 No) NOTE : 1) 2) UPS of 600 VA capacity has to be procured locally for individual PCs and Networking Device Engineer support will be available on call basis
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Project HelpdeskProcess in setting up U1 officesProcess at HO Level Address confirmation is received from DSF dept at HO Vendors are intimated to deliver the IT equipments Application for broadband connectivity is done by HO Follow-ups for the deliveries and connectivity is done by HO
Process at Branch Level Ensure that electric voltage is stabilized in your office Ensure that the earthing is proper Procure 600 VA UPS locally for all the PCs and networking devices Setup LAN network as shown in the next slide Support Team at HO to configure & setup IT Equipments
LAN Diagram for U1 offices
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Project HelpdeskLAN cabling for U1 officesHow to setup LAN Network cables from Desktop, Laptops, Printers to be routed till the location where RACK and switch will be placed Both the end of the network cables should be crimped with RJ-45 connectors All the cables should be routed through Capping Casing No cables to be routed from the floor Cables can be laid in three different ways All network cables can be laid under the flooring at the time of flooring / renovation work All network cables can be laid from the ceiling during the office renovation work Offices taking possession without renovation should lay the cables through wall
Hardware for U2, U3, M2, M3 Offices1) 2) 3) 4) 5) 6) 7) 8) 9) 10) 11) 12) 13) PCs - U2 (4 No), U3 (6 No), M2 (5 No), M3 (6 No) Laptops (2 Nos) Printers (1 LaserJet Printer and 1 DOT Matrix Printer) 22 U RACK (1 No) 24 Port Network Switch (1 No) 24 Port Patch Panel (1 No) Scanner (1 No) Server (1 No) 3 feet patch cords (15 nos) and 7 feet patch cords (15 nos) CD Writer (1 No) Modem (1 No) 6 KVA UPS (1 No) Router (1 No)
NOTE : Full time IT Engineer will be available at U2, U3, M2 & M3 offices
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Project Helpdesk
Process in setting up U2, U3,M2, M3 officesProcess at HO Level Address confirmation is received from DSF at HO Vendors are intimated to deliver the IT equipments Application for connectivity is done by HO Follow-ups for the deliveries and connectivity is done by HO
Process at Branch Level Ensure that electric voltage is stabilized in your office Ensure that the earthing is proper Get the electrical work required for UPS installation done as per the guidelines given Setup LAN network in your office as shown in the next slide After UPS is installed and LAN cabling is done inform HO to initiate the connectivity process Support Team at HO to configure & setup IT Equipments
LAN Diagram for U2, U3, M2, M3 offices
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Project Helpdesk
UPS Cabling for U2,U3,M2 & M3 branchesUtility supply from Mains Phase Neutral Earth Phase I/P MCB Neutral 32A Earth 2 Pole UPS & Batteries Phase Phase O/P MCB Neutral Neutral 32A Earth Earth 2 Pole
Load
UPS configuration is 1 Phase input / 1 Phase output. I/P & O/P cables for Phase & Neutral shall be of 6 Sq.mm cu flexible & should be terminated at the UPS. Earth cables shall be of 1.5 / 2 Sq.mm cu flexible. Dedicated ( Separate) earthing required for the UPS. Earth to Neutral voltage should be < 3 V.
Dimension of the UPS & Battery bank in mm. Tower position UPS Battery Bank Height 445 170 Width 131 360 Depth 572 800 Rack (Flat) position UPS Battery Bank Height 131 170 Width 445 360 Depth 572 800
UPS can be placed in Tower position or rack (flat) position Clearance of 300mm space required in the back. Clearance of 400mm space required in the front. Clearance of 100mm space required in each sides. Site should be free from dust & direct sunlight. Ventilation is required for UPS & Batteries. Airconditioned environment will enhance the life of the batteries.
BroadBand Connectivity
Offices which are falling under U1 category will have broadband as primary connectivity. After the address confirmation of the office premises, HO will apply for broadband connectivity. The TAT for commissioning the Broadband link is 3-4 weeks from the date of receipt of address. The type of Broadband connectivity is Multi-user with the speed of 512 kbps under the plan MU3000
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Project Helpdesk
Specification for LAN cabling at U2, U3, M2, M3 officesHow to setup LAN Network cables from workstation end to be routed till the server room where network RACK, Switch, Router and other network equipments will be placed. I/O Outlet will be fixed at the Workstation end. One end of the network cable to punched at the I/O outlet and other end on the 24 port patch panel which will be fitted in the RACK inside the server room. All the cables should be laid through Capping Casing. No cables to be routed from the floor. Cables can be laid in three different ways All network cables can be laid under the flooring at the time of flooring / renovation work. All network cables can be laid from the ceiling during the office renovation work. Offices taking possession without renovation should lay the cables from the wall through capping casing.
Tulip Connectivity (RF Link) Offices which fall under U2, U3, M2, M3 category will have Tulip as their primary connectivity. BMs have to ensure that the permission to fix 3-6 mtrs antenna on terrace of the office premises is obtained from Landlord. (By default this has to be the clause in the agreement) The speed of the link is 512 Kbps HO informs Tulip to perform the site feasibility. Post feasibility report, Purchase order is raised for Tulip connectivity. The lead time to commission the Tulip link is 4 weeks.
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Project Helpdesk
ApplicationsAccess to Four core applications will be provided1) Receipt Writer 2) Ingenium 3) BSMS (online site for employees reimbursement and TPV) 4) BSLI Online
Handouts to be submitted on how to access sap portal
Role and Responsibilities of FM Engineers
Desktop Management Server Management Network Management Antivirus & Patch Management Email Management Asset Management Vendor Management Backup
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Project Helpdesk
Desktop Management First Level support for all Desktop related Calls, Provide Support on Windows XP, MS Office, Lotus Notes etc. FIRST level support on Branch specific Application ( RWS, Ingenium, BSLI online, BSMS, AMS/SAT etc) Microsoft patches / Antivirus updation on all the Desktops / Laptops & Server Resolve Hardware / OS Problem or Escalate Hardware / OS Problem to the Vendors
Server Management
Addition / Creation / Deletion Of User Accounts and Computer Accounts Assigning file Access Permission on the file server. Managing Disk space Monitoring of Server Health Applying latest server updates / patches Periodic updation of latest antivirus patches.
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Project HelpdeskAsset Management
Maintain inventory of IT Assets & Update the System to track the Installations/ Movements & Additions of IT assets Maintain Inventory of all Hardware and Software Assets providing Information Like Location, Configuration, Serial Number, Asset Code, Warranty and AMC Details. Conduct Half Yearly Audit On the Hardware & Software Inventory
Vendor Management Follow up With the Vendor for call Resolution after logging call with them Escalation of user calls to Hardware / Software vendors if necessary Co-ordinate with Vendor to ensure error-free / reliable Wireless connectivity to ensure minimum downtime
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Project HelpdeskBackup Veritas Backup Handling Perform Daily & Monthly Backup Preserve Monthly Backup File Server Backup Check the integrity of the data by restoring from the tape media on a Quarterly basis.
DocumentationDocument IT Infrastructure and the Processes Site Documentation Includes Server Configuration Desktop Configuration Software details (Drivers, Patches etc) Network Address / Desktop / Peripheral Details Third Party Details Log Book for Daily Backup / Calls etc.
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Project Helpdesk
Procedure and RequirementsDESCRIPTION PROCEDURETake Approval From Branch Head on Mail in the Format Mentioned Below User Name:Employee Code:Branch Name:and mark the mail to UserID.Support/Insc Send mail to Lotus.Support/insc following format First Name Last Name Employee Code in the
For Ingenium ID Generation
For Email ID Generation
For Receipt Writer ID Generation
Mark Mail to DineshAgarwal/Insc with a CC to Hetalshah/Insc Contd
Procedure and Requirements contd
DESCRIPTION
PROCEDURE
Login ID for Poornata
Mark your mails to BsliPoornataHelpdesk/Insc Mark mail to RahulBajpai/Insc
For BSLI Online ID
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Project HelpdeskEscalation MatrixApplicationsReceipt Writer BSLI Online Email ids BSMS Ingenium ID
AdministratorsDineshAgarwal/Insc Ph: 022-40397154 RahulBajpai/Insc Ph: 022-40397004 Lotus.Support/Insc Ph: 022-40397307 Lotus.Support/Insc Ph: 022-40397307 User ID.Support/Insc Ph: 022-40397057 Francisf/Insc Ph : 66917666 activedirectory.support/Insc Ph: 022-40397057
EscalationHetalshah/Insc Ph: 022-40393220 Ashok Nair Ph: 022-40393484 ImranHunerkar/Insc Ph: 022-40393212 ImranHunerkar/Insc Ph: 022-40393212 RajeshShetty/Insc / Shajeendran/Insc 022-40393229/3246 RajiveTHAMPY/Insc Ph : 022-66917636 RajeshMS/Insc/ RajeshShetty/Insc Ph:022-40393238/3229
Talisma Active Directory
Escalation Matrix contdTypeBackup
AdministratorsSuchit Patel OmnifmVaman/Insc Ph: 022-40393336 NikhilPatil/Insc, NileshGavali/Insc Ph: 022-40393237/3216 Avinash Shedge AntivirusBSLI/Insc, Ph: 022-40397296 NileshHate/Insc Ph: 022-40397265 Clientservices/Insc, BsliPoornataHelpdesk/Insc, Jagdishsawant/Insc,
EscalationSushilAras/Insc Ph: 022-40393248 RajeshShetty/Insc Ph: 022-40393229 NileshGavali/Insc/ RajeshShetty/Insc Ph: 022-0393216/3229 Sushant/Insc Ph: 022-40393239 Shabana Shaikh Ph : 022-40961336 Kavita Desai Ph : 022-40393305 Vinay Fernandes Ph : 022-40397011
Network
Antivirus
PC/Laptop/Ups/ Server www.birlasunlife.com www.poornata.com www.birlasunlifeelite.com
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Project HelpdeskLotus Notes Installation and ConfigurationInstallation of Lotus notes client Configuration of Lotus notes client Setting up Replication of the users mail file Creating Location Documents Opening Database for other users Address book replication
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Project HelpdeskInstallation Of Lotus Notes 7.0.3 ClientThe lotus notes client software ver 7.0.2 is provided to you on the CD. In order to install the software you need to insert this CD in one of the PC, Laptop or Server where CD-ROM is available. To install the software on other PCs you can share the CD-ROM by performing the following task. 1) Double click on My Computer icon on your desktop. Right click on the CD-ROM drive and click on the Sharing option as shown in the figure
2) After you click on the Sharing option you will get the following screen, which will allow you to give the share name. Click on the Share this folder option and give the share name as CDRom and click on Apply box and then click OK.
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Project Helpdesk3) My Computer screen will appear again and you will see a sharing hand in blue colour on the drive letter of CD-ROM. The hand appears similar as shown in the figure. In figure the sharing drive is the C:\ drive. This is given just for understanding the sharing process.
4) Now come to the PC where you wish to install the Lotus notes client double click on My Computer icon on the desktop screen, point your cursor to Tools and click on Map Network Drive as shown in the figure
5) After you click on Map Network Drive the following screen will appear.
Please remove the tick from the option Reconnect at logon. In the drive box select the drive letter. As shown in the above figure as Drive E:
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Project HelpdeskIn the Folder box type the path of the share created in step no 1 & 2 respectively i.e CDRom. The IP address after the two slashes is of the PC, Laptop or Server on which the CD drive is shared. The portion after the IP address slash is the share name i.e CDRom. Finally click on the finish button, and you will again come back to My Computer screen. 6) In My Computer screen you will see new drive letter with E:\ and the share name. Double click on this drive letter and you will get the following screen.
Double click on the Setup icon. 7) Setup will launch Install Shield Wizard Preparing to Install as shown in the figure.
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Project HelpdeskImmediately after this screen a new screen of Welcome to Installation Wizard for Lotus Notes 7.0 will appear as shown in figure.
Click on Next to begin the installation of the Lotus Notes Client
8) A screen with License Agreement will appear, which will be same as shown in thefigure.
By default, the license option I do not accept the terms in the license agreement is selected. Choose the option I accept the terms in the license agreement as shown in the above figure of license agreement
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Project Helpdesk9) The installation screen will move ahead, and the next screen will be to fill up the customer information. The screen will be similar as shown in the below given figure.
In the User Name box type the name of the user on whose computer the lotus notes client is being installed. In the Organization box type the full name of the organization as Birla Sun Life Insurance Co Ltd. Select the option anyone who uses this computer (Multi-User Install) and click on next.
10) A screen will appear to select the installation path of the lotus notes client software as shown in the below figure.
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Project Helpdesk
Lotus notes has to be installed in D:\ and path has to be kept as D:\Lotus\Notes\. Incase if any other path is selected by default, it has to be changed by clicking on the Change box. Once done click Next to complete the installation process. NOTE: Incase if the installation is done on the Laptop then the only available drive is C:\ in that case you have to select the default available drive i.e. C:\ 11) A Custom Setup screen will appear. Please click next to continue the setup without modifying this screen as shown in the below given figure
12) Ready to install the program screen will appear in which the option Make notes mydefault program has to be selected as shown in the below figure. Click next to continue the installation
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Project Helpdesk
13) Installing Lotus Notes 7.0 screen will appear as shown in the below figure. Pleasedo not disturb the installation at this point of time. The installation screen will check the status and then start copying files.
14) Finally, the Install Wizard Completed screen will appear and you will be promptedto click on the Finish option to complete the installation as shown in figure
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Project Helpdesk
15) After you finish the installation, Lotus Notes 7 icon will be created on the desktopas shown in the figure.
Back to Lotus Notes
Configuration Of Lotus Notes Client 7.0.356
Project HelpdeskThe users who are having the official email id (i.e. [email protected]) will have their id file for authentication. The domino administrator will provide the id file of all the users pertaining to your locations to you. Please ensure that you copy the id file of particular user on to the PC/Laptop before you begin the configuration process. The id file has to be copied in \lotus\notes\data folder. The IP Address of your Domino Server is 10.155.1.52 and the name of your Domino Mail server is BSLIAHULN01. This information has to be added in the hosts file of the machine. Please follow the instruction on how to enter these details in the hosts file.
1) Point your mouse cursor to StartRun and in the box type drivers as shown inthe figure and press enter.
2) A screen similar to the one given below will appear. Select the etc folder and doubleclick the folder.
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Project Helpdesk3) A screen containing the hosts file will appear. To open the hosts file, Right Click themouse, select the Open With option as shown in the below given figure
4) A screen prompting to select the program to open the file will appear, please select notepad from the available options of programs as shown in the figure.
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Project Helpdesk5) Once you open the hosts file, put the entry as shown in the figure. The entry will beIP address (10.155.1.52) and the name of the Domino Server (BSLIAHULN01)
NOTE: As mentioned earlier the IP Address and the server name of the Domino server, kindly enter that same information in the manner shown in below figure. Pressing the TAB key on the keyboard represents the space betweenthe IP address and the server name. Also you need to enter one more entry as given to you in the hosts file
Save the file and close the file.
6) Double click on the Lotus Notes 7 icon on your desktop a Welcome screen similarto the one shown in below figure will appear. Click Next to begin the installation process.
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Project Helpdesk7) Lotus Notes Client Configuration screen similar to the one as shown in figurebelow will appear. In the User Name box type the name similar to that of Lotus notes id provided to you. In the Domino Server box type in the name of the server i.e. BSLIAHULN01. Select the option I want to connect to Domino Server NOTE: This information will be provided to you by Domino Administrator
After filling in the entire information click Next to move ahead with the configuration. 8) A Notes ID file screen will appear and will be similar to one shown in the below figure.
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Project HelpdeskClick on Browse option and select the id file, which is copied in the \lotus\notes\data folder at the beginning of the configuration process. Click on next to carry on with the configuration process. 9) The configuration screen will show a screen with the entire path of the id file as shown in the figure. Click on next
10) A screen prompting for password will appear, please key in the password asprovided to you by the Domino Administrator. The screen will be similar to the one shown in the figure below. The XXXX characters represent the password in encrypted format.
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Click on OK
11) In the Setup Instant Messaging screen remove the tick as shown in figure. We will not be using this option. Click on next.
12) In the Additional Services screen click on the Finish button to complete theconfiguration part of lotus notes client software
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13) A Notes Setup Completed screen will appear as shown in figure. This means youhave successfully done the configuration of the lotus notes client. Click on OK.
14) The Lotus notes home page will open and will appear same as shown in the figure.
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Project Helpdesk
15) On the above screen click on the option No thanks, just give me the defaults.
Back to Lotus Notes
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Project HelpdeskSetting up Replication of the users mail file1) Once you finish the Configuration of Lotus notes client section, the next step isto get your mail file replicated from the Lotus Domino Server. Please follow the process to enable the replication. The next screen appearing will be similar to the one shown in below snapshot.
2) In the above screen if you notice the arrow is pointing to calendar icon, just belowcalendar there are many icons, move your cursor on the icons one by one and you will notice a Database icon as shown in below snapshot
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Project Helpdesk3) The screen similar to the above snapshot will appear, drag and drop the WorkspaceTab in the area where the Database icon is located. After this activity the Workspace tab will also appear in the line as shown in the snapshot.
4) Click on the workspace tab and the following screen will appear.
5) Locate the icon with your name on the screen. If you notice in the above screen itshould appear as ImranHunerkar on birlavmn. ImranHunerkar is the name of the
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Project Helpdeskemployee and birlavmn is the name of the server. In your case the server name will appear as BSLIAHULN01 instead of birlavmn. The first user whose Lotus note is configured will see his icon in the workspace. For other users you need to follow the steps given in Opening Database for other users sections. 6) Right click on the icon with your name and select the options as shown to you in the snapshot below
7) The following screen will open which will prompt you to give the file name and the locations to save the file. By default the name of the mail file will be same as your mail id. Keep the settings same as shown to you in the snapshot
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Project Helpdesk8) The next screen appearing will be Replication screen; this screen will show you the replication status of your mail file. The snapshot of the replication status is given just below this screen.
9) After the replication is completed you can go back to workspace tab, and then locateyour icon you will see a small arrow just on the right top corner of your mail file icon.
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Project HelpdeskClick the arrow and select the local option, after which the mail file icon will change to Employee name on Local. 10) You can start accessing the mails by clicking on the icon just created in step no 9.
Back to Lotus Notes
Creating location document for Users69
Project HelpdeskLocation document is actually the profile of the individual user. The location document contains the information of the user logging in to Lotus notes. This is helpful incase if more than one user intend to access the lotus notes mails from single PC. Please follow the guidelines to achieve the same.
1) On your lotus notes screen go to File Mobile and click on Locations as shown infigure
1) The Location screen will open as shown in the figure. In this you need to key the information in the tabs that are circled and the detail information is for each tab is given in the separate diagram. First time when the location document is opened it will appear same as shown in the below snapshot. Some changes are hard coded and can be only changed by selecting the drop down arrows
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Project Helpdesk
Information to be filled in the BASIC Tab
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Project HelpdeskInformation to be filled in Server tab
Information to be selected in Ports tab
Information to be selected in Mail tab, the details given below is the first time screen you will get once you click on the Mail tab. The screen shot just below this snapshot contains the details to be filled in the Mail tab
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Details to be filled up in Mail tab.The option that is circled should contain the name of your mail file that was created at the time of replication. NOTE: Only the name has to be changed, rest everything remains same
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Project HelpdeskInformation to be filled up in Replication tab (For all the tabs please fill the information as provided to you)
The last tab to fill in the information is Replication after you have filled in the given information you need to click on Save & Close options as shown with the help of mouse pointer.
Back to Lotus Notes
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Project HelpdeskOpening Database for other usersYou need to login with the Lotus notes id of the user whose mail file you are about to open. Ensure that you have copied the Lotus notes id file in \lotus\notes\data folder as you had done for the first user. Please follow the steps given below
1) Point you cursor to FileSecurity and select Switch ID option2) Select the ID file and click OK 3) You will be prompted to key in the password. By default the Domino Administrators are keeping the password as pass and employee code (e.g. pass5130) 4) After you login point your cursor to FileDatabaseOpen and the following screen will appear in front of you. This is the default screen.
5) In the box just below the server option, instead of local you need to select yourdomino mail server name (BSLIAHULN01). Click on the drop down arrow and select the domino server name. If the name is not appearing you can type the name in the box as BSLIAHULN01/Srv and press enter.
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6) In the database section scroll down your screen and select the single click on the mail folder. 7) Locate and select the name of the user whose mail file you want to open and click on open. 8) After the mail file is open you need to create the Replication and location document which is shown to you in the section Setting up Replication of the users mail file and Creating location document for user
Back to Lotus Notes
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Project HelpdeskAddress Book ReplicationThe address book has to be replicated in the same manner as you will be replicating the mail file. Locate the icon Birlasunlifes address book on BSLIAHULN01 and follow the same instructions. Ensure that the replicated file is saved in location \lotus\notes\data. After the file is replicated please follow the following steps so that the address book is available on your lotus note clients. 1) Go to File Preferences User preferences and the following screen will appear.
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Project Helpdesk2) In the above snapshot expand the Mail option by clicking your mouse on the +sign. The screen options will change and will appear as given to you in the below snapshot.
3) In the Local address books section which is circled in the above diagram, key in thename of the address book file which you have just replicated. Incase if there is any other name you need to put comma and then add the other name. Or you can click on the browse button and locate the file.
Back to Lotus Notes
Guidelines to be followed78
Project Helpdesk1)
Secure Application Portal Printer settings for Receipt Writer Links for various applications Contact details for various applications
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Back to Main
Secure Application Portal
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Project Helpdesk1. Connect to Internet and type the Site address https://sap.bsli.in/ in InternetExplorer (Check Minimum System Requirements). Once you are connected to the site, you will get Security Alert Message as shown below. Click on Yes to proceed. Note: Do clear IE Temp. Files and cookies before logging to site. (How to clear temp file & cookies)
2. You will get login screen as shown below. On the Login screen will get login andpassword with Realm option. (Use the same the username and password of BSLI Domain, which you use for Login to your Computer in branch or Contact Your Branch FM Engineer for BSLI Domain Username and password)
In Realm Option you will get two pull down menu as Intranet and WebMail Only,
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When you select Intranet Option, you can Access BSLI Applications, (i.e. Ingenium, BSLI Online, Receipt Writer, BSMS Work Flow & Mails etc.). For this your machine must compliant with BSLI Security Policy for Minimum System Requirements, Else Access will be denied. When you select WebMail Only Option, you will get only webmail portal to check your mails via Internet Explorer from Any PC (i.e. Home PC, Cyber Caf or Office laptop)
3. For the First time only, on the PC from which you are accessing the Portal with Intranet accesstype Option; it will start Downloading SSL VPN Software. (Note: Sometime IE Pop-Up blocker may block the popup window for Installation, which will appear below the Address Bar as shown in below image, click on Install ActiveX Control.)
4. Select Install to start the Installation.
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5. It will download Applications required for SSL VPN (The Download speed depends on yourInternet connection speed)
6. After successful logon, it will install Secure Application Manager.
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7. After successful login and Security Policy Check, you will get access to Intranet Applications.
8. When you select web mail access you will get Web Mail Link. 83
Project Helpdesk
9. To Change the SAP Portal Login Password: Click on the Preferences Link on the Top Right hand side of Portal.
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Project HelpdeskThen click on General tab, which will provide you the change password option.
System Requirements: Click to view Operating System requirement
Click to View Antivirus requirement Click to View Internet Explorer requirement
One of the following Operating System Require: 1. Windows XP With Service Pack 2 2. Windows Vista 3. Windows 2000 Professional with Service pack 4 To check Version of Operating system: 1. Go to Start > Run > Type winver > Press ok
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McAfee VirusScan Enterprise 8.0 or greater should be installed with Latest Virus Definition.To check McAfee Antivirus version and Virus Definition:
Internet Explorer Version should be 5. 5 or Greater with Cipher Strength: 128 bit:
To check Internet Explorer Version Open Internet Explorer > go to Help > About Internet Explorer
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Project Helpdesk
Go to Internet Explorer > Tools > Internet Options >General Tab Select Delete Cookies and Delete files option as shown in below figure.
To clear IE Temp Files and cookies:
Back to Guidelines 87
Project HelpdeskReceipt Writer settingLQ 1150 EPSON PRINTER SETTINGS FOR WINDOWS-XPConnect the EPSON Dot Matrix Printer to the PC thro Printer cable. If its Win XP then it will detect the Printer. Do install the drivers for the printer from the CD, which came along with New Printer. Its must that proper driver of printer should install else Receipt Writer setting doesnt work properly.
Goto Start > Settings > Printer and faxes You will see window similar as shown below:
Goto File > select Server Properties
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Project HelpdeskPrint Server Properties Dialogue Box will open as shown below: Tick On Create a new form box. Type Form name: Rewriter
Put the Form description (Measurements) settings as shown below. Then click on Save Form Button. Then Apply and click OK.
Right Click on Epson LQ-1150 printer in Printers and Faxes Option. (Keep Dot matrix printer as Default printer.) Goto Device Settings Tab, select Tractor Feed : Rewriter as shown below
Open Internet Explorer go to receipt writer Site
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Project Helpdeskhttp://10.155.1.14/rws/web/html/AppFrame.html http://10.155.1.13/rws/web/html/AppFrame.html Go to File > page setup Page setup window will open as shown below, Select paper size: Rewriter Keep Header and Footer Blank Put Margins as shown below click Ok. OR
Now you can put Receipt to printer and take Printout Back to Guidelines
Links for Various Business Applications90
Project Helpdesk1) Receipt Writer Following are the two links for getting access to Receipt Writer site Before you start accessing Receipt Writer link ensure that you have done the Printer Settings for Receipt writer. Once you get the login screen you can add the sites in the favorites of your Internet explorer. http://10.155.1.13/rws/web/html/AppFrame.html http://10.155.1.14/rws/web/html/AppFrame.html
2) BSLIOnline http://10.155.1.38
3) BSMS http://bsms/home.nsf (Ensure that the entry has been made in the hosts file as provided to you in the section Configuration of lotus notes client) 4) Ingenium http://10.155.1.17:8080 http://10.155.1.18:8080
Back to Guidelines
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Project HelpdeskContact Details for Various Application
Back to Guidelines 92
Project HelpdeskTHIRD PARTY VOUCHER (TPV)OBJECTIVE It is a system used to make Payments to Third Parties for any Purchase Made or Services Availed. WORK FLOW IN TPV SYSTEMInvoice from Third Parties are received Put receipt stamp on the Bill Create a voucher in TPV System checked as per checklist Sent it for approval through the system Receipt of bill for approved voucher by relevant authority Take a print of the approved vouchers Dispatch the TPV along with all the relevant invoices/supporting to Head Office.
Also maintain the photocopy of relevant supporting.Receive the cheques from HO.
Disburse the same to the vendor
TPV INCLUDES EXPENSES
Please note -- 3 Months old bill to be required to be approved by functional head 1 ELECTRICITY 2 TELEPHONE 3 SECURITY 4 HOUSEKEEPING 5 GENERAL STATIONERY 6 TEA COFFEE MATERIAL 7 PRINTING 8 COURIER LIST OF POSSIBLE EXPENSES 9 MINERAL WATER 10 PLACEMENT FEE 11 ANY OTHER PAYMENT TO VENDORS 12 ANY PAYMENT WHICH INVOLVES TDS
SR. No.
TPV EXCLUDES SR. NO. EXPENSES931 Any payment to be made for purchase of fixed assets 2 Cash payments to be made to third parties 3 Any employee related payments Any other third party payments, which have been already approved 4 through TERS or PCS
Project Helpdesk
CHECK LIST FOR TPV
CHECK LIST FOR TPV1 2 3 4 5 6 7 8 VENDOR NAME & CODE SUPPORTINGS PURCHASE ORDER PROCUREMENT POLICY SERVICE TAX+CESS+SHE VAT CHARGED AGREEMENT APPROVAL MATRIX
VENDOR NAME & CODEThe name of the vendor on voucher and the bill is same. Capture the correct vendor code. Select Misc. Creditor (XXXXXX) if Vendor name is not appearing in the list. Provide complete address of vendor Provide PAN, Service Tax No, VAT registration No. of the vendor
SUPPORTINGS94
Project HelpdeskThe date of receipt of invoice should be stamped by the Branch. Invoice date should be captured in TPV Accrual Number should be written on Top of the Invoice Delivery Challan for material supplied like Stationery, Visiting Cards, Bulletin, Water Jar, Tea, Coffee, Gift item should be attached with the Invoice.
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Project HelpdeskSUPPORTINGS
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Project HelpdeskFor any supply of material there has to be a Purchase Order and in case of services
PURCHASE ORDER
rendered, there should be a Letter of Communication if Value exceeds Rs.5000/The rate in the P.O. should be same as per the agreementThe vendor name on the invoice and P.O. should be same. P.O. should be signed both by the Branch Head (if same is within approval limit
of Branch Head) and the Vendor PROCUREMENT POLICY For any kind of service or contract where the value of the Service or Contract exceeds Rs.5, 000/- procurement policy needs to be followed.The vendor should be an empanelled vendor in case annual value exceeds
Rs.5 lakhsSealed bid process is to be followed where value of purchase order/contract
exceeds Rs1, 00,000/The following no. of quotations to be taken based on the value of order :
(I)
Below Rs.1 lakhs - 2 quotations
(II) Rs.1 lakh - Rs.10 lakhs - 3 quotations (III) Rs.10 lakhs and above - 4 quotationsNegotiations will be done by negotiation committees in case of order value
above Rs.1, 00,000/SERVICE TAX+CESS+SHEThe Service Tax amount CESS and SHE amount should be captured in respective
columns in TPV.Bill should consist the Service Tax No of Vendor.
VATBill should consist the TIN No of Vendor Bill should have declaration by the Vendor. VAT should be captured in respective column in TPV.
AGREEMENTCheck whether the rate charged in the bill is as per the agreement.
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Project HelpdeskAny charges, which are not to be borne by us whether, charged to us.
e.g. :- Octroi Charges.Any taxes, which are not to be borne by us whether, charged to us
e.g. if the charges are inclusive of Service Tax, then Service Tax should not be separately charged. It should form part of the rate. Validity of Agreement (Period) Check whether there is any penalty clause in agreement. Check the scope of service.
APPROVAL MATRIX
WORKING OF TPV To access this application: Log on to http://bsms/home.nsf
WORKING OF TPV
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CREATE TPV
TPV SCREEN
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SELECT ACCRUAL & VENDOR CODEWhile creating the TPV, choose yes if accrual for the same was already made. Select Vendor Code from the list. if vendor name not there, select Misc. Creditors
ACCRUAL LINK SELECTIONSelect the relevant accrual voucher from the list shown by the System.
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SELECT EXPENCE CODE
Excess Accrual,if any
Select Code
Account
SELECT A/C CODE,DEPT. CODE & BR. CODESelect Account Code Select Dept.Code Select Branch Code
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GIVE PROPER COMMENT
Always give full detail such as Invoice no., Invoice date, Period for exp. etc.SOME IMPORTANT POINTSBefore selecting Misc. creditors from Vendor code list, always search your vendor
name first.Select Amount from the Accrual yes if you have taken that Exp. in Accrual. If Misc. creditors has been selected, make sure you put a vendor name in New
Party Name column.Always capture Service Tax, CESS and SHE separately wherever applicable.
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Project HelpdeskCapture Emp. ID while processing TPV for Travel Exps. or Placement Fee. Always settle Advance taken by an Emp.first, if any, while making TPV. Always put Due Date in case of Govt. Dues like Electricity, Telephone etc. to avoid
delay.Give Full Comment about voucher like Invoice no., Invoice date, Period for exp. etc. For apex training TPV to provide cost sheet approved by DSF training team.
Back to Third Party Voucher Back to Main
PETTY CASH SYSTEMPetty Cash balance are maintained at the branch for meeting routine day to expenses. This is an imprest system where by branches are reimbursed cash on the basis of their utilisation. Cash payments for purchases/expenses shall only be made in cases where it is not possible to follow the purchase procedure due to operational needs, emergency/unforeseen requirements etc. The following are some example of expenses to be accounted as petty cash. Staff Welfare exp. like food & refreshments on late sitting Bouquet, garlands and other decoration items103
NATURE OF EXPENSES
Project Helpdesk News paper and small stationery items Entertainment and refreshment expenses Convey. Exp. for office boys for official work Postage stamps, book post expenses. Office upkeep expenses like purchase of cleaning material etc.
NATURE OF EXPENSESThe expenses that attracts TDS and/or Service Tax should not be paid through petty cash. The instances are as follows: Courier charges Salary to outsourced employees Professional & Consultancy Fees. Taxi Hire Charges. Etc. AMS and SAT Installation charges Gifts should not be paid to agents through Petty cash. IMPORTANT POINTS1. The payments in cash for any single transaction up to Rs.2, 000/shall be approved by Branch head, any expense between Rs.2001- to Rs.5, 000/- will be approved by RM/ZM. 2. The branch will maintain a maximum cash balance of Rs.30, 000/104
Project Helpdesk3. Payments will be made only against original supporting documents. Photocopies and faxes are not allowed. 4.Verify the supporting which clearly indicates Date, Amount of bill, Name of the BSLI, Particulars of items purchased or services availed by us. 5. Please see to it that PAID STAMP is put both on the supporting i.e.. Bill attached to the voucher and on the voucher itself.
IMPORTANT POINTS 6. All the payments made through cash should be authorised by the Branch Manager. 7. Receivers signature should be obtained on the cash voucher. 8. At the end of each day the petty cash is to be reconciled and stored in the safe at the branch. 9. Cash should be kept in the fireproof chest operated by complementary keys system. One key of the chest will be kept with the Branch accountant and the other key with the Branch Head 10.The petty cash and premium cash should be kept separately in the safe. 11. Any item is accrued cannot be paid through petty cash. 12. Adequate insurance policy for fidelity, theft, personal accident cover for Branch accountant on duty; cash in transit, etc have to be obtained through the HO Admin department. 13. The Petty Cash vouchers should be send to HO on a weekly basis. 14. Close the petty cash on the 25th of the month and send all the vouchers along with Petty cash Confirmation certificate to HO latest by 26th of the same month. 15. As an Audit requirement pl. maintain the hard copy of the petty cash report signed by the Branch Head on a daily basis.
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Check ListThe Petty cash is disbursed from the HO when the petty cash balance at the branch falls below Rs. 5000/-; the AAE has to intimate HO by sending petty cash voucher along with petty cash balance certificate. The HO accounts will pass the accounting entries for petty cash, tally the petty cash amount at the branch and then disburse Rs. 25000 as petty cash to the branch. Checklist While preparing Petty cash Voucher a) Voucher No. - Put a proper voucher no. on the voucher. Branches are advised to maintain the proper series for the petty cash vouchers prepared during the month. For e.g. if the Rajkot branch is preparing voucher it can be named as Raj-Nov/001, 002 and so on. b) Date. Put a proper date on the voucher. c) Employee code, Branch and Department Ensure that the employee code, Branch code and Department for which the voucher is prepared should be mentioned correctly. d) Date Stamp for payment of Cash. e) Name Fill up the name of the person to whom we are making the payment. f) Narration Give the details of expenses for which the voucher is prepared. The narration should be easier for HO person to understand the nature & particular of expenses incurred.
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Project HelpdeskContd Checklist While preparing Petty cash Voucher g) Description, A/C code, Amount There are few expenses which are already preprinted in the voucher, ensure that proper a/c code, Amount is put in front of the that expenses and if the expense is other than the printed description then put that expense in the other columns. h) At the end of the voucher mention the total amount payable in figures as well as words. i) Signatures of the persons Ensure that the signatures of persons preparing the voucher, authorising the voucher and receiving the money are taken on the voucher without fail. Pl. write full name of all the persons signing the voucher below their respective signatures.
Manual form Manual Form is used where PCS system is not installed. The Serial No. in the excel sheet should be the same as mentioned on the petty cash vouchers. The Date column should be in DD-MM-YY Format. The Reference Column should not exceed 10 characters. The reference column should be unique. The Description column should not exceed 25 characters. The Employee Code should also be mention if required. Branch Code and respective Department Codes should be used .107
Project HelpdeskManual form format
Electronic formPetty Cash System (PCS) will enable the user to have an automated authorization process; it will also help to have a trail of the expenses incurred and all the queries related to petty cash. It is based on lotus notes and is on the similar lines of the TPV system hence very user friendly. There are stages at the branch level. 1. Confirmation of receipt of Cash, which would be equal to the amount, transferred from H.O. 2. On a daily basis the entries should be made in the petty cash system 3. AAE to send vouchers on weekly basis to HO. with details updated in prescribed format.
Petty Cash Process to be followed by AAE The system facilitate the Branch Accountants to feed the petty cash expenses ofthe day. AAE dont have to maintain the report for petty cash in an excel sheet. The System will help us to generate the report for cash expenses as well as with the help of the system we can check the petty cash balance. 108
Project Helpdesk All the Branch Accountants will enter the expense detail in the system after every expense. The data will be needed to send to HO weekly after taking approval from the Branch Head. After approval of Branch Head, hard copy of the approved petty cash voucher along with the PCS vouchers (as a TPV) will be send to HO. The data will be available to the Accounts Department at head-office for checking the records with actual petty cash vouchers. Link for opening PCS http://bsms/lnproduction/pcs.nsf/mainframeset?openframeset
For opening a new form click on the New Petty Cash Voucher
Electronic form
The below Screen will be displayed:
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If any income is received, for e.g. sale of News paper, can be entered by clicking on the receipt icon
Electronic formAccount Description: To Select the appropriate account code Click on Account Description. Drop down list will be displayed
These are editable field
Branch code, Dept code and Emp code are displayed by default but could be edited/changed as per ones requirementClick on the particular field and a dropdown list appears this allows you to select the appropriate option.
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The Reference, Description, and Amount Fields are to be manually entered. Once all the expenses are entered the form needs to be sent for approval to the Branch Head.
Electronic form
For opening saved form click on
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Above option will help user to add new cash voucher in saved form & send for approval to Branch Head. To check current cash balance click on Below attached screen will show the status of pending Petty Cash Vouchers
Electronic form
To click on Reference No. will display the full screen of Voucher. Below displayed screen show the full details of Petty Cash voucher.
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Back to Petty Cash Back to Main
Accrual Management SystemWHAT TO ACCRUEAccrual of Expenses:Accrual of an expense is required to be made when an expense is incurred during the month and the TPV is not generated by 25th of the Month. It should include: Expenses incurred during the month but invoices are not received. Utility payments like electricity, telephone etc. Other expenses such as security, courier, staff welfare, photocopy etc for a month need to be considered if any.
POINTS TO NOTEExpenses not Forming Part of Accruals1.Any Expense, which will be incurred in the future months. 2.Employee related payments which are routed through EERS, TERS, TOS etc. 3.Expenses paid through petty cash. 4.Any expenses of capital nature. 5.Rent.
HOW TO ACCRUE-Through AMS system or if AMS is not installed as per the format given by H.O.
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Project Helpdesk-Expenses should be accrued only for the month and for previous months, if not accrued earlier. -Basis of accrual needs to be mentioned in remarks field. -Accruals should reach after sign-off of Branch Head by 25th of the month or the date suggested through mail. -Ensure that Employee Code, Branch Code, Account Code, Dept Code etc. are properly filled.
BASIS OF ACCRUAL
CONTROL CHECKSAfter AccrualsTo check the accuracy of the estimation, compare the accruals against the actual. The deviation should be noted and deviation above 10% should be reported to HO Accounts on monthly Basis. It should be ensured that the expense accrued in last month are paid during the month. If any accrual is NOT payable then the same should be reversed and reason for the same should be provided to HO Accounts.
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OBJECTIVETo automate and streamline the process of accrual of expenses To link accruals to actual for better monitoring and control of expenses To ensure that all unpaid expenses for the month/previous month are accrued.
WORK FLOWPreparation of Accruals voucher by Branch Accountant Approval of the voucher by branch head or function head as applicable Checking of the voucher by account executive Authorisation of the same by bills manager Uploading the accruals in the Sun system Next month: While preparing the TPV, select accrual against which the payment is being made.
To access this application: -
PROCESS
Log on to http://bsms/Lnproduction/AMS.nsf/mainframeset? Open frameset Enter Respective User Name & Password
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Project HelpdeskMAIN SCREEN
ENTRY SCREEN
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Project HelpdeskENTRY SCREEN-Party Name
ENTRY SCREEN-Desc. & Code
Select Dept.Codec
Select Branch Code
Select Actual/Estimated
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ENTRY SCREEN Approval
TPV SCREEN While creating the TPV, choose yes if accrual for the same was already made.
Select the relevant accrual voucher from the list shown by the 118
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TPV SCREENExcess Accrual, if any Enter TPV amount
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In a branch where there is no system in place, accruals should be raised manually with the approval of Branch Head in the format given as below:
IMPORTANT POINTS Ensure that you have proper supporting for all the accruals e.g. for non-routine payments Performa Invoice. Write all the accrual form nos. & Unique No. on the expenses vouchers. Ensure, while preparing next months Accrual, past months accrual should be fully knocked off.Back to Accrual Management System Back to Main
FIXED ASSETS MANAGEMENT SYSTEMFixed Asset DefinitionAs per Accounting Standard 10 Fixed Asset is an asset held with the intention of being used for the purpose of producing or providing goods or services and is not held for sale in the normal course of business. 120
Project HelpdeskAs per AS 6 Depreciation is a measure of the wearing out, consumption or other loss of value of a depreciable asset arising from use, effluxion of time or obsolescence through technology and market changes. Depreciation is allocated so as to charge a fair proportion of the depreciable amount in each accounting period during the expected useful life of the asset. Depreciation includes amortisation of assets whose useful life is predetermined Fixed Assets Procurement Process Expense approval form Quotations Purchase order Delivery / Installation of assets Goods Inward receipt (G.I.R) Assets Inward register Receipt of payment request at HO Creation of assets code Assets code sent to branches Updation of assets code in Inward register Assets transfer / sale of assets Physical verification of assets
Depreciation - Defined
EXPENSE APPROVAL FORM
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Approval Matrix for Capital Purchase Orders Levels CEO Function Head & CFO Function Head & Finance Head Function Head Levels CFO Function Head Chief Manager Manager / Sr Manager Approval Limits Above Rs.1, 00,00,000 Rs. 50,00,000 to 1,00,00,000 Rs. 100,00 to Rs 50,00,000 Upto Rs.100, 000 Approval Limits Above Rs. 50,00,000 Rs 5,00,000 to 50,00,000 Rs. 2,50,000 to Rs 5,00,000122
Approval Matrix for Payment ProcessingUpto Rs. 2,50,000
Project Helpdesk
Fixed Asset Defined Into Sun SystemIL Laptop IS Servers IP Printer IM - Modem VC Vehicle FF Furniture & Fixture IC Computer IO Other IT Assets ISW - Software IU - UPS OE Office Equipment LI-Leasehold Improvement
Fixed Assets ManagementType of Items Included: FF Modular furniture, Chairs etc. OE AC, EPABX, Signage, TV, Fridge, LCD Projector etc. LI Civil, Electrical, Architect fees etc. IC Computers (CPU, Monitor, Keyboard & mouse etc.) IO Ports, Switches, Cables & other IT equipments. VC Vehicles.
Fixed Asset Register Required Format Mandatory fields in Asset Register - at branchesSr. No Desc. User Dept Suppl. Name Del Chal No./Dt Asset Code123
Project HelpdeskInv Details Number Date
Qty
Amount
Asset Sr. No. Employee - IDIns Polcy No.
Date
Asset Value GIC No. Vendor Name Status Tr. Date Receiving Branch
Sending Branch Remarks (if any)Original Purchase Transfer Inward Transfer Outward
Where Asset Status is Original Purchase then Subsequent columns relating to transfer is Not Applicable (N.A.)
Transfer Methodology Incase Assets are transferred from one branch to another the HO Admin and Accounts has to be informed immediately. On receipt of assets the receiving branch to confirm the receipt of asset to HO Accounts and Admin. The intimation should contain all the details as mention in the Asset Register. Any theft / damage to Assets to be instantly informed to Admin and Accounts department at HO.
FAMS The SystemObjectives Automating the Fixed Assets procurement process. 124
Project Helpdesk Enhancing the level of controls in various stages of payments. Automating the process of GIC creation and approval Improvement in the payment process.
Workflow FAMSPO Created Branch List attached in PO PO Verified
GIC available for creation to AAE based on number of branches mentioned in the PO Note: GIC link is based on name of AAE Executive On Input of Installation Dt and Asset Sr. No.GIC sent for approval of Branch Head
GIC Approved by Branch Head
HO Accountant assigns asset code and uploads GIC in the Sun system
Invoice link available to creator of PO
Payment Approved by HO Accounts
Invoice approved as per Approval matrix
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Back to Fixed Asset Management System Back to Main
Goods Inward Challan GICImportance of GIC GIC will be used as an instrument to acknowledge that the ordered assets are received and installed. Unless and Until GIC is prepared and verified by branch head Asset code cannot be generated. Since Asset Code is not generated the same is not126
Project Helpdeskavailable to the creator of PO for payment to the vendor. As a result payment cannot be processed at HO Accounts.
Data required to be filled in GIC Once the ordered assets gets delivered at various branches the AAE will fill the Goods Inward Challan (GIC). The AAE will enter - Quantity delivered - Assets Installation date - Serial code of the asset Responsibility of AAE to get the GIC approved by Branch Head.
Possession certificate for laptops When a laptop is given to Agency Manager, Branch Manager or Marketing Manager for official use, BSE has to obtain Possession Certificate signed by them. The certificate needs to be taken irrespective of the duration for which the said asset is given. The Possession Certificates are to be stored at the branch only & need not be sent to Head Office. Format for the possession certificate is attached as annexure 1 below: -
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Key concerns in 202-branch capitalisation Intimation to HO after the PO is raised at branch to enable HO team for raising of voucher immediately. Delayed receipt of bills at HO. Bills where labour charges are involved to have copy of PAN card of the vendor for payment processing. Bills having Service Tax and VAT charges to have TIN No. and service tax registration No. of vendor. Bills should be collected from the vendor on work completion ASAP and sent to HO for payment. Branch to send PO, Bills, quotations, & approved vouchers to HO for payment processing.
Documentation for payment processingBranch AAE/BSE to send for smooth payment processing: Signed PO with vendors acknowledgement. Invoices & delivery challans. Three quotations. 128
Project Helpdesk Pan card copy if the bill involves labour charges. To check PO amount should not exceed the bill amount. Approved vouchers Approval of BM & PM wherever required. Back to Goods Inward Challan Back to Main
Electronic Expense Reimbursement SystemOBJECTIVE & WORKFLOWReimbursement of claimable expenses incurred by employee.
WORKFLOW:1. Soft copy Electronically the voucher is to be created and sent for approval by the user in EERS system. Approver receive the voucher via email. He has an option to approve or reject the voucher. On approver approving or rejecting the voucher creator gets the email for the same. On authorising the approved voucher by HO accounts creator gets an email for amount credited to their HDFC Bank salary account. 2. Hard Copy Take the Print Out of the Approved Voucher Attach the Original Supporting Submit the voucher with supporting to AAE. 129
Project Helpdesk AAE to send the vouchers to respective dept. in HO. AAE to keep the track of voucher with courier record. AAE to send TOS related vouchers to Payroll Dept for payment.
THE LOGIN SCREENhttp://bsms/home.nsf
INITIAL SCREEN EERS
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Project HelpdeskEERS VIEW
THREEA) Employee Related :
FORMS
To be used for expenses incurred personally (such as local conveyance, staff welfare, mobile bills, etc) by an employee for official purposes and is to be reimbursed by the Company B) Admin. Related : To be used on expense incurred for administrative purposes such as minor repair, purchase of stamp-paper, revenue-stamps, stationery, etc., where the payments were made by employees and require reimbursement C) Terms Of Services : To be used by employees for claiming of expenses which are part of the terms of services such as petrol expenses, drivers salary, medical and LTA.
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Project HelpdeskEERS VIEW
A) EMPLOYEE RELATEDSelect the appropriate account such local conveyance. The account code will be picked up by the system. Key in the narration in less than 25 characters, then click on amount column
A) EMPLOYEE RELATED132
Project HelpdeskUnder local conveyance on clicking amount a new window is opened, here the information is to be entered date wise in details. Click on save once you are through. The total of this window will be displayed in the initial window.
Similarly any more employees related expense can be entered.
By default the total of the voucher will be shown as Bills available for
If for certain expenses bills are not available the amount needs to entered in Bills not available.
The differential figure will be Bills available for.
A) EMPLOYEE RELATED CONTD
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Click on Select Approver A new window is now opened with list of approvers, select the approver who should approve the voucher.
Click on Select Approver A new window is now opened with list of approvers, select the approver who should approve the voucher.
Complete description must be entered in Other Details
Click on Send for Approval.
EERS
VIEW
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B) ADMIN RELATEDSelect the appropriate account by clicking on the Account Description Column. If advance is required select Other Staff Advance. The account code will be picked up by the system. Key in the narration in less than 25 characters, then key in the amount
B) ADMIN RELATED CONTDSettlement of Advance is to be done by creating a fresh EERS. After Entering the Expense details under respective fields 135
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Click on Less Advance Taken Column.
Select Other Staff Advance. Key in the narration in less than 25 characters, then key in the amount of Advance taken
Commands similar to that in Employee Related EERS
B) ADMIN RELATED CONTDIf the expenses incurred are more than advance taken then the employee gets the difference as reimbursement. If the advance taken is more than expenses incurred then the employee have to refund back the difference in cash or by cheque in favour of Birla Sun Life Insurance Co. Ltd. 136
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Similar to Employee Related EERS Select the Approver by clicking on Select Approver
Click on Send for Approval to get the voucher approved
EERS
VIEW
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C) TERMS OF SERVICESSelect the appropriate account such as Medical Reimbursement. The account code will be picked up by the system. Key in the narration in less than 25 characters, then click on amount column
C) TERMS OF SERVICESOn clicking amount a new window is opened, here detail information is to be entered in details.
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TERMS OF SERVICES CONTD.Balance Eligibility for year is Eligibility as on date. Total is the sum total of the bills entered
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Click on save once you are through.
Payable is the actual amount payable
TERMS OF SERVICES CONTD.The payable amount in the detail window is now displayed on the initial window.
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Click on Send for Approval to get the voucher approved
The Approver by default is Payroll.
PAYMENTSAll the payments are made as & when the voucher is approved however Unclaimed TOS related payments other than LTA will be made in March Salary after deducting the Tax Joining Expenses, Joining Bonus, Notice Period Pay and Shifting Expenses will be paid through Salary No Voucher will be processed without proper supporting. The payment against all vouchers will be directly made to respective Employees HDFC or SBI account. No cash payment will be made to an employee. Similarly in case of refund in cash against EERS the Branch Accountant have 141
Project Helpdeskto take an email from Reimbursement before putting in the cash in petty cash box. TOS Related payments should not be awaited for approval. After creation of Voucher, supporting should be sent to Payroll for payment Back to EERS Back to Main
Travel Expense Reimbursement System TERSOBJECTIVETERS will be used to: Obtain pre travel approval. To take travel advance through the pre travel approval form. Submitting for approval the expenses incurred after the journey through the travel approval form.
Processing-TERS VouchersAll the TERS vouchers are to be processed as per the company domestic travel policy and the International travel policy. Both these Policies are available on the Intranet in the HR Manuals.
The Login Screenhttp://bsms/home.nsf 142
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Pre Travel -TERS FormTERS
Pre Travel -TERS FormSelect New Pre Travel Approval to get approval for travel
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Pre-Travel Approval Before commencing the journey, every employee is required to complete the Pre-Travel Approval Form and have the same approved as per travel policy. No new pre-travel approval form should be created under the TERS system, if the expense statement of a previously approved pre-travel approval form is not submitted for approval, or is not cancelled.
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Project HelpdeskPre-Travel Approval
Select the type of travel Domestic / Overseas
VALUING OUR Values
Select advance required if certain advance is required for the trip. Click on continue to move further.
Pre-Travel Approval VALUING OUR Values If an employee travel by own car or vehicle than he has to mentioned the total km and and mode to travel in the comments column The rate is Rs.4 per km. If an employee travel by road and hire a car then along with the bill he has to submit the trip sheet. An Advance against travel expenses can be drawn up to 7 days prior to the date of departure on tour by Air and 15 days in the case of rail. No second travel advance shall be granted unless the earlier one has been settled. All travel advances are to be settled within 15 days from the date of completion of travel. On non compliance the salary of the employee will be held till the advance is settled.