welcome to the uk-dec 2013

1Copyright 2011 Tata Consultancy Services Limited

WelcometotheUK

Note:ThisdocumentprovidesasareadyreckonerforexpatriateassociatestravellingintoUK.Thisdocumentwillbeupdatedeverymonthinlinewiththechangeinpolicies.Forclarificationonanychangesinpoliciesdefinedinthisdocument,youcancheckwithyourISUHROfficer.

Welcome to the UK!

2Agenda

TCSintheUK

Onboardingformalities Ultimatix processes,Bankaccount,NI,Insurance&NHS

Thingstoknow HMRCrequirements;Expatscompensation&paymodel Leavepolicy&HouseRentAllowancepolicy EmployeeDiscountScheme,EmployeeAssistanceProgramme HRinitiatives

Keycontacts

Health&SafetyintheUK

Workplacebehaviours

3TCSinUK&I

Diverseworkforcesharingacommonvisionandcorevaluestosustainingourcompetitiveedge

39 Nationalities

21.4%ofthetotalUKworkforcearewomen

Diversity

Over9000 associatesacrossUK&I

Over65locations

Supporting200customers

Employee Base

StartedintheUKin1975


Onboardingformalities

5UpdateyourPersonalDetailsinassociateservices>HRManagement>MyProfile

Address&TelephoneBankAccountDetails(OverseasBankDetails)DependantDetailsUpdateNINumber

GESSforOnsiteReportingForm(checkyourworklist)

SeeKnowmax >MyHR>UnitedKingdom>UK>ExpatriateAssociates

PoliciesDeputationManuals

WhatswhereonUltimatix

*PleaseensurethatyoucheckyourTCSmails(webmail)onaregularbasisforallcommunicationandinformation!

6Onsitereporting Steps

Updateyourworklocation,address&telephonenumber

Submitandtracknotificationtillcompletion

GotoUltimatix >>GESS>>FYAtabandopenthenotificationGivedateofarrivalinUK(notallocationstartdateorreportingtoproject),emailID&location

Ensureyourworkpermitandvisadocumentisuploadedonthesystem(coverpage,firstandlastpageofpassport,visamustbevalidatedbymanagerandhavethefollowingmandatorydetails Managersname,employeenumber,signature,designationanddateofvalidation)

Step 3

Step 2

Step 1

Step 4

*AftercompletingyourreportingthenotificationgoestotheOnsiteBRMforapproval.Postapprovalallow24/48hrsforthisdatatogetreflected

IfOnsiteArrivalformisnotfoundintheworklist: CheckstatusofyourOverseasDeputationprocessthroughthelinkUltimatix GESSTravelmodule

TrackMyWorkflows ItemType(OverseasDeputation)toseeifanynotificationispendingwithbasebranchTravelAdmin/FDFU

Kindlysendanemailtothestakeholdertoclearthenotification Reportingformwillflowintoyourworklistoncethesenotificationsarecleared

7OpeningaBankAccount

YoucanopenanaccountintheUKwithanybankforallowancepaymentsandtoclaimreimbursements

Opening yourBankAccountintheUK

ItissimpleandeasytoopenanaccountatthenearestorpreferredbankonceyouareintheUK.Pleasedropanemailtouk.helpdesk@tcs.com,whowillshareatemplatewithyouwhichwillincludeallthedetailsrequired

FillupallthedetailsandemailthetemplatebacktotheHelpdesk,whowillissueyouaTCScoverletter

Arrangeanappointment withthebankandvisitthematthescheduledtimewithrequireddocuments

PleasenotethatyouwouldberequiredtoprovideaUKaddressand a contactnumber.Incaseyouhaventfinalisedyouraccommodationarrangements,youmayprovideyourmanagers/colleaguesdetailsandchangethisatalaterdate

Youmaychoosetodeposityourunusedtravellerschequesintoyourbankaccount

Note:Asperthecreditbrokerage&licensingact,employersintheUKarenotallowedtoinfluenceoradviseassociatesofanyrecommendedbanksforthemtoopenabankaccount.

8UKHelpdeskforyou

[email protected] foranyreference/bonafied lettersfor: Visitor/businessvisa

Tenancyagreements

Employmentconfirmation

NHS

9UpdatingbankaccountdetailsinUltimatix

Where

LogontoUltimatix GotoHRManagement TCSassociateSelfService Employeeinformation(DirectUpdate)OverseasBankDetails

What

Clickonaddnewrowandfillinthefollowingdetails: Country:UnitedKingdom BankName:YourBankName AccountType:mustbeonly AccountNumber Enteronlytheaccountnumber.Donotentersortcodehere.(Ensurethatyoudonotenteranyothercharactersorspacesinbetween)

SortCode:Enter6digitsortcode PresentAccount:Yes StartDate:DateofopeningBankAccount;PleasedonotEndDateyouraccount

How

ClickOK. Verifyalldetailsarecorrectonthenextscreen.Ifnot,clickonBackandcorrectthedetails. Ifalldetailsarecorrect,clickNext ClickSubmitonnextscreen ThiscompletesthebankupdateprocessinUltimatix

UKallowancewill beprocessedonlyaftertheonsitereportingformiscompleted

andyouroverseasbankaccountdetailsareupdated!

10

NationalInsurance

ItismandatoryforallexpatsonlongtermdeputationtotheUKtohaveaNationalInsurance(NI)numbertocomplywithHMRCregulations(UKInlandRevenueDepartment)

TheNInumberisyourpersonalaccountnumbersimilartothePANcardinIndia.ThenumbermakessurethattheNIcontributionspaidarerecordedwithHMRC

YouneedtoapplyfortheNInumberwithinonemonthofyourarrival.Ifyouhavenotappliedyet,[email protected] withthedetailsbelow:

1. Fullnameasperpassport2. AssociateNumber3. ContactnumberinUK4. FullUKresidenceaddress

Formswillbesentouttoyouwithin35days,whenreceivedallformsneedtobebackwithintheweek

Afterapplying,theNIcardwiththenumberreachesyouinamonth'stime

PleaseensureyouuploadtheNInumberonUltimatix associateServices HRManagement TCSassociateSelfService OverseasIdentificationDetails

11

NHS&MayfairInsurance

NationalHealthScheme

RegisteryourselfandyourdependantsunderNHSbyconnectingwithanylocalGPinyourzone RefertotheNHSwebsiteforanyfurtherinformation

MayfairInsurance

YourMayfairIdissenttoyourTCSemailafter7to8daysofyourarrivaltotheUK LogontousingthisID&downloadthecoveragedocumentforselfandfamily

(spouseandchildren).

DirectlycontactMayfairforanyqueriesrelatingtoClaims Incaseyoudonotreceivetheemailwithinsurancedetailswithin15daysofyourarrivaltotheUK,kindlycontact

[email protected]

FormoredetailsoninsuranceyoucanlogontoUltimatix KnowmaxMyHR UnitedKingdom UK&IrelandMyBenefits Insurance

12

*MEDICALCOVER *DENTALCOVER *TRAVELCOVER

YouwillreceiveyourinsuranceIdinyourTCSemailfromMayfair.

Logontowww.mayfairworldwide.com

ClickonRostersintheheader

ClickonInsuredsIfyouareanewuserClickonNewUser

EnterYourMayfairIDandassociateID

ThesystemwillrequestthatyouresetyourpasswordandleadyoutoapagewhereyoushouldenteryourAddress&DOB

YouwillbedirectedtoinsuredsHomepage

YoucanaccessallyourrelevantdocumentslikeSummaryofCover,Advisories,Claimforms,Coveragedocument,etc.,

MayfairMedicalInsurance GOLDCover


Thingstoknow

14

HMRCRequirements Ongoingformality

StatutoryreviewundergonebyTCSyearlywithHMRC Auditofpersonalaccommodation&travelexpensesincurredbyTCSassociatesintheUKonworkpermit Associatesneedtorecordthefollowingexpensesonaregularbasisandsendcopiesofhis/hertenancy

agreement&thecounciltaxbilltotheUKFinance

Rent,CouncilTax,UtilitiesBills,Travelexpenses(Hometo/fromWork),OneTimesettlingcost(Applicabletoonlyfresharrivals)

DetailstobesubmittedonUltimatix GlobalNet Allowance AgreementDetails

15

TCSIndiaExpatPayModel UK

The model applies to only TCS India expats on long term deputation to the UK

You must ensure that the Residency Status is correct in Globalnet (Globalnet Residency Status OverseasTravel Details) and you record all travels to/from India whether personal or business related. This is to ensurecorrect tax calculations for India salary

Prevailing market exchange rate from the Bloomberg website (between 20th to 25th of each month) is used

In the month of travel (to/from India), India tax will be deducted

Form 16 will be generated in India only if There is any annual taxable income in India during the financial year or, TDS (Tax Deducted at Source) on India salary has been deducted during the financial year

TCS UK Policy and TCS UK FAQs uploaded on Knowmax My HR UK & Ireland Expatriate AssociatesExpats Corner Benefits for further details

UKHR Helpline ([email protected]/0808 234 6486) is well equipped to handle any queries you may have onthe new model

16

Onsite payroll eligibility

Ultimatix HRManagement TCSEmployeePayroll InternationalPayrolleligibility

17

Leavepolicy Expats

Longtermdeputationonly Financialyeari.e.April1st toMarch31st

Leavedayswillbeprorateddependingonthedateofarrivalinthegeography

PersonalLeave(SickLeave):Tobeusedinspecificcircumstancessuchassickness

10calendardaysinayear.Undernocircumstanceisthistobetreatedasanadditionalleaveentitlement Forthreeormoreconsecutivecalendardaysleaveduetosicknessorinjury,associatemustobtainadoctors

certificateinrespectoftheabsenceandsubmitittotheimmediatemanager/supervisor

Attheendofthefinancialyear,anyunusedPersonalLeavewilllapse Attheendofdeputation,thePersonalLeavebalancewillberecalculated.Balance,ifany,willbecreditedtothe

homecountrySickLeavebalance.IncaseextraPersonalLeavehasbeenavailed,anegativebalancewillbesent

tothehomecountrySickLeavebalance

18

Leavepolicy Expatscontd

AnnualLeave(EarnedVacation)

22workingdaysinayear Entitlementaccruesproratathroughtheleaveyear HolidaysmustbeplannedandappliedinUltimatix forapprovalinadvance OnarrivalintheUK,thehomecountryEarnedLeavebalancewillbesuspended&AnnualLeavebalancewillbe

creditedinadvancefortheremainingfinancialyear

5dayscanbecarriedoverforthenextfinancialyear.Anybalanceoverandabove5dayswillbetransferredtothehomecountryEarnedLeavebalance

DuringAnnualLeavefullallowancewillbepaid AttheendofdeputationtheAnnualLeavebalancewillberecalculated.Balance,ifany,willbecreditedtothe

homecountryEarnedLeavebalance.Incaseofexcessleaveavailed,theassociatewillbeliabletoreturnthe

excessleavetakenanditwillbeadjustedduringtheUKsettlement.

19

AdditionalHousing(Rental&CouncilTax)Allowance

EveryassociateonlongtermdeputationtotheUKiseligibleformonthlyallowancetocovertheirstayintheUK.Fromthetotalallowancepaid,850isagainsthousingforcategoryBcities&900forcategoryAcities

HousingwouldincludeRent+Counciltax(Utilitiesarenotincluded) ForUK:Londonzone1tozone4isconsideredasCategoryAandrestofUKisCategoryBandforIreland:Dublin

isAandrestofIrelandisB

Role AdditionalHRAinCatACities

AdditionalHRAinCatBCities

Associatesinthegeography 200GBP 150GBP

Limits(asperthepolicy):

HowtoraiseExcessHRArequest:

ExcessHRAtoberaisedinUltimatix GlobalNet Allowance ExcessHouseAllowance CreateNewrequest TenancyAgreement&CouncilTaxdetailsshouldbeupdatedinUltimatix GlobalNet Allowance AgreementDetails

PostapprovaloftheagreementbytheUKFinance,thepayoutforExcessHRAwouldstart.

20

TCSUKEmployeeDiscountScheme

TheschemeistheonlinediscountshoppingwebsiteexclusivelyavailabletoalleligibleassociatesofTCSintheUK

TCSUKassociateDiscountsisaRewardsandLoyaltyprogramdesignedtosaveyoutimeandmoneywheneveryoushop.Providingexclusiveretaildiscountsattophighstreetbrands,premiumretailersandVIPinstoreevents,itgivesaccesstoawholearrayofuniqueoffers.

TheprogramalsooffersaVoucherShopwhereretailvoucherscanbepurchasedatadiscountofupto15%.

Featuresoftheschemeinclude: PremiumCategoryOffers:Timelimitedofferswithpremiumdiscountsupto50% InviteaFriend:Inviteuptotwofriendsorfamilymemberstosharethebenefits MyAccount:Setupyourownshoppingprofiletotargetdiscountsonyourfavouritebrands

ExamplesofBrandsintheScheme

21

EmployeeAssistanceProgram(EAP)

24x7helplineforTCSassociatesfacinganyissues/worries/concerns,andseekingexpert,free,confidentialandimpartialadvice, providedbyAXAPPP,ourhealthandwellnesspartner:

Consumerissues: Accommodation,law,rights,travel,insurance,etc

FamilyCare: Finances,maternity/paternity,bereavement,childcare,etc

Housing: Tenantrights,lease,insurance,etc

Legal: Wills,divorce,neighbourhooddisputes,etc

Health: NHS,counselling,stress,etc

Education: Schooladmission,bullying,etc

Call:08000727072

22

HRforyou

HR Delivery

Learning&Development

Rewards&Recognition:TCSGems

PerformanceManagement

Maitree&CS

WelcometoUK

AskHR,employee

Care

ResourcemanagementTalent

management

23

Communication

WeeklyUKHRmailerwithinterestingupdatesinthegeography LearnEx andMoreScoreboard:Seewhichaccountleadsmonthly! Connexions:Quarterly publicationinassociationwithTCSEurope @TCS: Quarterlyglobalpublication HRFace2FaceSessions ReachingOutSessionswithourLeadership TeamMeetings(Manager) CommunicationfromyourMaitree/LearningChampion!

24

AskHR MonthlyCalls

Objective:

ThecallaimstoencouragetwowaycommunicationbetweentheHRandassociatesonamonthlybasis

Onaperiodicbasis,othercorporateFunctionsarealsoinvitedtojointhecallwithassociatesandtakeuptheirqueriesandsuggestions.

Event Keyfeatures

HRUpdate HRtoupdatethejoinersonanynewdevelopmentinHR/GEOinthatparticularmonth

Anypolicy/Learning/Maitree Updates

AssociateQueries AssociatestoraisetheirquerieswithHR.Associatescanalsomaketheirsuggestionsonanyaspectoftheorganisation

SpecialInvitee OnperiodicbasisothercorporateFunctionswillalsobeinvitedtojointhecallwithassociatesandtakeuptheirqueriesandsuggestions

25

Fit4LifeinUK&I

Formteamsof3/5/10/15

AndSetatargetfortheteam&yourself

ExecuteAnyFitnesssport(Anythingthatincreasestheheartrate!)

Monitor:Logintotheportalordownloadthe

Fit4Lifeapp

Theloggedinkm/hourscontributestodonationstocharity

Toknowmore,Ultimatix Home>Wellness>TCSFit4Life

26

KnomeUKConnect

WehaveacommonplatformtonetworkwithotherassociatesinUK&Igeography

Knome providesuswithanopportunitytoconnectwithfellowTCSers virtually,beyondthelimitationoftimeandplace

UKConnect Communityisforus!

Itsourcommunity,don'tdelay,jointoday

Formorelogontohttps://knome.ultimatix.net/users/communities/4519

27

Quiteafewfrighteningfraudcallshavebeenreportedwhereassociatesand/ortheirdependantsarebeingtargeted.

PleasetakeassurancefromTCSthatthereisnothingwrongwithyourvisaandnoassociateis requiredtopayanymoney,howeverpersistentthefraudstersare!

Associatesshouldreportsuchmatterstothepolice(nonemergencynumber,call101fromalandline).

KeycontactswithinTCS :AnnaReed([email protected]) isthekeycontactbetweenTCSforUKBAandPrashant Deshpande ([email protected]) istheAuthorisingOfficer.

Weurgeyounottoentertainanysuchcallsinrelationtothissubject.YoucanaskthemtoconnectwithAnnaReedorPrashant .

PleaselettheRMGteamknowifyouneedanyfurtherinformationandpleasereferanynewcasestouk.visas@tcs.com

Fraudcalls Bealert

28

Keycontacts

UKHRHelpline yourfirstonepointofcontactforpolicies,[email protected]

EmployeeAssistanceProgramme 08000727072

Initialaccommodationadvice [email protected]

Your HRPointofContactintheUK

29

YourHRBusinessPartner

ISU HRBusinessPartner EmailId ContactdetailsLead TalentEngagement,LSHC,Govt,TTH&TelecomBT

SNaveen Kumar [email protected] Mobile:+44(0)7841887116Landline:+442072458020

UKParent,CorpFunction,GCP&NEST(PADA),HomeOffice

AndrewWaterman [email protected] Mobile:+44(0)7809735518Landline:+442072457534

ER,Insurance2,Manufacturing,FSandUtilities

ArushaGupta [email protected] Mobile:+44(0)7912393956Landline:+442072458032

INS1,BFSNA,Telecom2,3&HiTech

BradleyLanyon [email protected] Mobile:+44(0)7841887116

Retail DivyaShashidhar [email protected] Mobile:+44(0)7720734657Landline:+442072458025

Ireland KarenHaran [email protected] Mobile:+353879936157

Legal&General MarcusReeves [email protected] Mobile:+44(0)7912394505Landline:+441737775085

BFSEU&MIS ShruthiUchil [email protected] Mobile:+44(0)7725730534Landline:+441733366123

JLR SomrupaN [email protected] Mobile:+44(0)7738854088

ISU HRBusinessPartner EmailId ContactdetailsLead TalentEngagement,LSHC,Govt,TTH&TelecomBT

SNaveen Kumar [email protected] Mobile:+44(0)7841887116Landline:+442072458020

UKParent,CorpFunction,GCP&NEST(PADA),HomeOffice

AndrewWaterman [email protected] Mobile:+44(0)7809735518Landline:+442072457534

ER,Insurance2,Manufacturing,FSandUtilities

ArushaGupta [email protected] Mobile:+44(0)7912393956Landline:+442072458032

INS1,BFSNA,Telecom2,3&HiTech

BradleyLanyon [email protected] Mobile:+44(0)7841887116

Retail DivyaShashidhar [email protected] Mobile:+44(0)7720734657Landline:+442072458025

Ireland KarenHaran [email protected] Mobile:+353879936157

Legal&General MarcusReeves [email protected] Mobile:+44(0)7912394505Landline:+441737775085

BFSEU&MIS ShruthiUchil [email protected] Mobile:+44(0)7725730534Landline:+441733366123

JLR SomrupaN [email protected] Mobile:+44(0)7738854088


Health&SafetyinUK

31

TipsonHealth

Considerergonomics ensurethatofficedesksareattheappropriateheight,computerscreensarenotoverlycloseandofficechairsconferadequatelowerbacksupport

Moveevery30minutestakingtheopportunitytostretch, standup,walkduringthesebreaksandwashyoureyestogivethemsufficientrest

Haveahealthylunchbyincorporatingthefourbasicfoodgroups (grains, vegetables& fruits,milkproducts,meat &alternatives)

Trytoreplacecoffee/teabreakswiththatofwaterbreaks.Youcanalsotrysomethingbetterlikeskimmedmilkorfreshlimejuice

Trytotakethestairsinsteadofliftorescalators.Thiswillhelpinprovidingyouaworkoutthatwillkeepyoursystemingoodshape

Trytocutonsmoking.Whilepeoplehavevariousexcusesforsmoking,stressbeingoneofwhich,itisbettertoreplacesmokingbreakswiththatofeatingfruit

32

TipsonSafety

Bealertofthesurroundingsandbecautious;donotgetdistractedtalkingonthemobilewhilewalkingtoofficeorhome

Avoidanyoneseeingyouputtingcashintoyourbag/purse/wallet

Donotkeepallyourvaluablessuchasmobile,purse,creditcardstogetherinoneplace

Thinkabouttherouteyoutake,avoidwalkinghomelateatnight,makesureyoutravelingroups

Ifyourbelongingsarestolen,makesuretotakeactionimmediatelybyreportingtheincidenttothepolice

Cancelallbankcards/phoneimmediately;itsagoodideatokeepyourbasiccarddetailsseparatelysothatyouhavethemhandytoreportanysuchloss

[email protected] ,theclientSPOCandyourprojectHR

Safetyiseveryonesresponsibility


Workplacebehaviours

34

Etiquette

Watchwhatyouwear Professional Sensible(Whenindoubtavoidit) Dontforgetthesmile

OfficeParties Alcoholicdrinks Avoidifuncomfortable Embarrassingbehaviours Donotdoorsayanythingthatyoumightregret Mindyourlanguage

OfficeRelations Lookconfidentbutapproachableandremainattentiveandinterested Avoidgossip Maintainprofessionaldistance Manageanyconflictsbytalkingopenlywiththerightpeople Beawareofhierarchy Thinkrealisticallyandnotemotionally Dontusebadlanguage,raiseyourvoiceorbecometooconfrontational Rememberofficepoliticsisneversimple Maintainaprofessional,dignifiedapproachatalltime

35

Keepinmind...

Involvinginincidentsthatcangetyousacked.eg Bullying,violatingcompanypolicies,

IPR/confidentialityagreements,Dataprotection,Internetsecurity

Takingtoomuchtimeoutfromwork

Misuseofcompanyassets

Lying

Questionableinvolvementwithyourmanagerorclientsatwork

Fallingasleepatwork


ThankYou!WishyouagreatstintintheUK

welcome to the uk-dec 2013

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