Project Helpdesk

Project Helpdesk
CONTENTS
1. Premises Finalisation
2. Infrastructure
3. Branch IT Manual
4. Lotus Notes
5. Guidelines to be followed - IT
6. Third Party Voucher (TPV)
7. Petty Cash System
8. Accrual Management System
9. Fixed Assets Management System
10. Goods Inward Challan – GIC
11. Electronic Expense Reimbursement System
12. Travel Expense Reimbursement System
13. Human Resources
14. Manual For Pre-Licensed Training
15. DSF Field Operations – Advisor Licensing Process
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Project Helpdesk
CONTENTS Contd…
16. Process for generating AM/AAM Code on BSLI Online
17. Instructions
18. Process for Updation of Resignees in BSLI Online
19. Process for CPIN/TPIN
20. Business Mentor Programme
21. Termination Action
22. Direct Sales Force – Commission Operational Manual
23. Process Note on Inventory Management
24. MSE
25. BSLI Online
- Recognition Report
- Fast Tracker
- MDRT
- Club Membership
- Century Club Data
- Star AM
- Servicing Reports
- Advisor Licensing Expiry
- Policy Details
- Lapsed Policy Details
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Project Helpdesk
CONTENTS Contd……
25. 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
- Receipting
NOTE: - 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 Helpdesk
Steps 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.
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Project Helpdesk
Legal 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 department’s 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 Helpdesk
Legal Documentation and Registration (Contd)…
• Legal coordinator - Region Wise
• In – charge of project- Puneet Bansal
Sreemaya Ranjita Priya Bhavita

Kerala Bihar Andhra Pradesh Gujarat
Tamilnadu Chhattisgarh North East Maharashtra
• Goa Orissa Rajasthan
• Himachal Pradesh West Bengal •
• Jammu & Kashmir• •
• Jharkhand • •
• Madhya Pradesh • •
• Punjab • •
• 62 • 66 • 63 • 70
Back to Main
Title Role
Legal Requirements
Requirements
• 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 Helpdesk
Sample Affidavit - HUF
Notarized and Stamp of HUF
I, Shri. Xyz (Name of the Karta of HUF) aged about years, residing at
(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 years, residing at ,
(Pincode),
do hereby solemnly affirm and state as under:
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 Signature Signature Signature
Shri. XYZ Smt XYZ Shri XYZ Smt. XYZ
Name of Karta Name of Member Name of Member Name of Member
Deponent:
Back to Legal Requirements
8
Project Helpdesk
POSSESSION HANDED OVER
In 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 Andheri–Kurla 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
9
Project Helpdesk
Empanelled Advocates
Sr Locations Total Advocate Contact Details
No Branches
in state
1. Andhra Pradesh 17 1.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
singhsg@rediffmail.com
2. Gujarat 24 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
3. Maharashtra 37 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”
<shalukar@rediffmail.com>
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Project Helpdesk
2. 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
5. Punjab 5 Vikas Sood & Co

1503,Urban Estate, PhaseII, Jalandhar
098140 94356
6. Bihar 20 Anshuman Pandey

Dwarika Mandir Road
West Boring canal road,
Patna, Bihar 800001
06122263417
094310 45259
adv.anshuman@gmail.com
7 Jharkhand 10 Aniruddha Mahapatra
B-1/2, JB Apartments workers college Road,
Jamshedpur
0657 2463458
09431153484
8 Chhatisgarh 5
YAJUVENDRA SINGH
ADVOCATE
MUNICIPAL QTR NO.H/2,
Shikshak nagar,
Durg, Chhattisgarh,
491001
Ph. #: 09893289595
Resi: 07882210959
Email: ysingh7717@rdiffmail.com
9. Madhya Pradesh 15 Amit Tiwari

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Project Helpdesk
247A sector
Sarvdharam Colony, Kolar road
Bhopal
0755 – 2772135, 09425023916
advocate_amittiwari@rediffmail.com
10. Himachal Pradesh 3 Mr. Ameet Kanwar

Kanwar Villa,
Chapslee Estate,
Shimla-171001
Himachal Pradesh
09418074874
ameet_kanwar@yahoo.co.in
11 West Bengal 22 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
12 North East 7 Assam
1.Soumitra Saikia
12, Ratnagiri Lane,Bamunimaidan,
Guwahti 781 021
Assam
0361 2550234
09864021117
soumitra.saikia@gmail.com
1.Bikash Agarwalla
Chamber: Behind Vijaya Bank, Rotary Road,
Dibrugarh 786 001. Assam.
09435533255
0373-2322577
3. Nagaland
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Project Helpdesk
Komou 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.
deeputhankan@sify.com
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
14 Tamil Nadu 33 (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 : agaarvind@yahoo.com
15 Orissa 17 1.G. Sumangala

6-1-155/A
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Project Helpdesk
Flat 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
sachinkolwalkar@rediffmail.com
Back to Steps
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Project Helpdesk
Letter of Intent
Date
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 premises

Carpet 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 To be paid by Landlord
Lock In Period Cannot exceed 1 year
Air-conditioning in the server Room
Space for power back up Free of cost
Place for Signage Required permission from local
Size of Signage municipality to be taken by landlord
Parking Facility ______ Cars and _______ two wheelers
Electricity Load to be provided by
Landlord
Dish Antenna/ V- SAT& Wireless Landlord will provide space for fixing Dish
Communication Equipments Antenna/ V- SAT& Wireless Communication
Equipments at no extra cost
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Project Helpdesk
Registration 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
Back to Steps
NEFT Format
16
Project Helpdesk
Sr. Vendor Code Vendor / BSLI Branch Bank Branch NEFT Account Type- Account Emai
No Landlord's Location Name Name IFSC Saving / No. l Id
Name Code Current
1
2
3
4
5
6
7
8
9
Sample of NEFT code
NEFT / IFSC Code
Back to Legal Documentation
Development of New Branches
17
Project Helpdesk
Table 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
Back to Main
Type of Office – Size & Resources
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Project Helpdesk
Title Role
Type of Office Size & Resources
Details
Type Size BM Exe AM

M2 1000 1 2 12
U1 500 1 1 6
U2 1000 1 2 12
U3 1500 1 3 15
M3 1500 1 3 15
Back to Table of Contents
19
Project Helpdesk
Post 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 akshay.amin@birlasunlife.com
• 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 Helpdesk
Head Office Contact Information
Title Role
Whom to Contact at HO
Responsiblities
Dept Contact Person Email Id For

Accounts Hetal Shah hetalshah@birlasunlife.com Collection/Receipting
Employee reimbursement,
Shrishankar Salary,
Accounts Menon reimbursement@birlasunlife.com PF, Superannuation
Accounts Kiran Labde Kiran.Labde@birlasunlife.com TPV, Petty Cash
Pawan Pawan.Agarwal@birlasunlife.co
Accounts Agarwal m Fixed Assets
Property Agreement /
Admin Briston Pereira BristonPereira@birlasunlife.com Renewals, Labour laws
All Insurance related -
Admin Joy Dabre JoyDabre@birlasunlife.com Asset / Cash /Mediclaim
Admin Raju A RajuA@birlasunlife.com Mobile Purchase
Courier, Stationery, Shop &
Admin Akshay Amin Akshay.Amin@birlasunlife.com Establishment
DSF
Activity Contact Person Email Id
Anita Rawat anitarawat@birlasunlife.com
Advisor Licensing Nayana Parab nayana@birlasunlife.com
Advisor Servicing Nilima Iyer Nilima@birlasunlife.com
Advisor Commission Kalpana Parab dsfadvisor@birlasunlife.com
AM Incentive/NAAC Anupama Rane anupamarane@birlasunlife.com
Mitesh Kampani miteshkampani@birlasunlife.com
IRDA Training Suraksha Choudhary SurakshaChoudhary@birsunlife.com
Sales Training Manisha Thakur ManishaThakur@birlasunlife.com
Infrastructure Itchha Desai ItchhaDesai@birlasunlife.com
Budgetary Approvals Shefali Hedlakar Shefali.Hedlakar@birlasunlife.com
Inventory – Sales Sadhi K V SadhiKV@birlasunlife.com

Brochures etc
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Project Helpdesk
STANDARD INFRASTRUCTURE
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Project Helpdesk
Receipting
Checklist 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)
Back to Post Agreement office
23
Project Helpdesk
Assets Insurance
Assets 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 Helpdesk
Office Boy Requirement
The 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. (Don’t 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.
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Project Helpdesk
INSTALLATION NOTE
Date: __________
Branch: _________________________________________________________
Nature of Call:
___________________________________________________________
Engineer Assigned:
_______________________________________________________
Installation Details
Product 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):

____________________________________________________________________
____
AAE’s / IT’ Person: ______________________________________
Advocates for Empanelment

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Project Helpdesk
Sr Locations Advocate Contact Details
No
1. ANDHRA PRADESH 1.G. Sumangala
6-1-155/A
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
2. KARNATAKA 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
3. GUJARAT 1. Samir Shah Udayakumar
240, Ellisbridge Shopping Branch
Opp. Town Hall, Ashram Road,
Ahmedabad 380 006
079 6541 9544, 40069546
098240 34286
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Project Helpdesk
4. 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
5. PUNJAB Vikas Sood & Co

1503,Urban Estate, PhaseII, Jalandhar
098140 94356
M/s D& D Associates
451/VI-3, Majith Mandi, Amritsar
09914034876, 09814401999
6 HARYANA Gulshan Chawla
6,SCF, HUDA Complex, Opp Palika Bazar, Rohtak
09416177876
7. DELHI Anil Panwar
Flat No.5, Pocket A-1, Sector 3,Rohini, Delhi 110 085
09810266598
8. BIHAR Anshuman Pandey

Dwarika Mandir Road
West Boring canal road,
Patna, Bihar 800001
06122263417
094310 45259
9. UTTARPRADESH Ajit K. Upadhyay
/U’chal 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
ashutoshrastogi_advocate@yahoo.com
10. HIMACHAL PRADESH Mr. Ameet Kanwar
Kanwar Villa,
Chapslee Estate, Himachal Pradesh
Shimla-171001
09418074874
ameet_kanwar@yahoo.co.in
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Project Helpdesk
11 WEST BENGAL 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
12 NORTH EAST ASSAM 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
29
Project Helpdesk
Process Note for procurement of office equipments &

other services - Shikhar Project
30
Project Helpdesk
31
Project Helpdesk
32
Project Helpdesk
33
Project Helpdesk
Note: Please refer the admin manual for more details
Back to Main
34
Project Helpdesk
Branch IT Manual
Information Technology
IT Organisational Chart
IT
S y s te m s S o lu tio n s G r o u p IT O p e r a tio n s
In h o u s e D B A
O n s it e O u t s o u r c e d S y s t e m A d m in is t r a t o rs
N e t w o r k E n g in e e r
M a s te k S e c u r it y A n a ly s t
M e ls t a r
P S I D a ta
O f f s it e o u ts o u r c e d
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 Technology
Business Applications
• Point of Sales System with Illustrations. AMS

• Receipting System RECEIPT WRITER
• Policy Admin. & Client Servicing System INGENIUM
• Group Business System QUOTATION
• Actuarial Pricing & Valuation System AXIS
• Accounting & MIS System SUN A/C
• Budgeting System VISION
• HR & Payroll System PAYROLL
• Corporate Agency Management System CAMS
• Reporting Tool MICROSTRATEGY
• Workflow Applications LOTUS NOTES
• Lead Management System TALISMA
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Project Helpdesk
Office Identification
Under 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 Offices
1) 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) UPS of 600 VA capacity has to be procured locally for individual
PCs and Networking Device
2) Engineer support will be available on call basis
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Project Helpdesk
Process in setting up U1 offices
Process 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 Helpdesk
LAN cabling for U1 offices
How 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 Offices
1) PCs - U2 (4 No), U3 (6 No), M2 (5 No), M3 (6 No)

2) Laptops (2 Nos)
3) Printers (1 LaserJet Printer and 1 DOT Matrix Printer)
4) 22 U RACK (1 No)
5) 24 Port Network Switch (1 No)
6) 24 Port Patch Panel (1 No)
7) Scanner (1 No)
8) Server (1 No)
9) 3’ feet patch cords (15 nos) and 7’ feet patch cords (15 nos)
10) CD Writer (1 No)
11) Modem (1 No)
12) 6 KVA UPS (1 No)
13) 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 offices
Process 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 branches
Phase Phase Phase Phase

I/P MCB O/P MCB
Utility supply Neutral Neutral UPS & Neutral Neutral
32A 32A Load
from Mains Earth Earth Batteries Earth Earth
2 Pole 2 Pole
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 Rack (Flat) position

UPS Battery Bank UPS Battery Bank
Height 445 170 Height 131 170
Width 131 360 Width 445 360
Depth 572 800 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 offices
How 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
Applications
Access to Four core applications will be provided
1) 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 Helpdesk
Asset 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 Helpdesk
Backup
• 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.
Documentation
Document 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 Requirements
DESCRIPTION PROCEDURE
Take Approval From Branch Head on Mail in the
Format Mentioned Below
User Name:-
For Ingenium ID Generation Employee Code:-
Branch Name:-
and mark the mail to
UserID.Support/Insc
Send mail to Lotus.Support/insc in the

following format
For Email ID Generation First Name
Last Name
Employee Code
Mark Mail to DineshAgarwal/Insc with a CC to
For Receipt Writer ID Generation Hetalshah/Insc
Contd…
Procedure and Requirements contd…
DESCRIPTION PROCEDURE
Login ID for Poornata Mark your mails to

BsliPoornataHelpdesk/Insc
For BSLI Online ID Mark mail to RahulBajpai/Insc
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Project Helpdesk
Escalation Matrix
Applications Administrators Escalation

Receipt Writer DineshAgarwal/Insc Hetalshah/Insc
Ph: 022-40397154 Ph: 022-40393220
BSLI Online RahulBajpai/Insc Ashok Nair
Ph: 022-40397004 Ph: 022-40393484
Email ids Lotus.Support/Insc ImranHunerkar/Insc
Ph: 022-40397307 Ph: 022-40393212
BSMS Lotus.Support/Insc ImranHunerkar/Insc
Ph: 022-40397307 Ph: 022-40393212
Ingenium ID User ID.Support/Insc RajeshShetty/Insc /
Ph: 022-40397057 Shajeendran/Insc
022-40393229/3246
Talisma Francisf/Insc RajiveTHAMPY/Insc
Ph : 66917666 Ph : 022-66917636
Active Directory activedirectory.support/Insc RajeshMS/Insc/
Ph: 022-40397057 RajeshShetty/Insc
Ph:022-40393238/3229
Escalation Matrix contd…
Type Administrators Escalation

Backup Suchit Patel SushilAras/Insc
OmnifmVaman/Insc Ph: 022-40393248
Ph: 022-40393336
Network NikhilPatil/Insc, RajeshShetty/Insc
NileshGavali/Insc Ph: 022-40393229
Ph: 022-40393237/3216
Antivirus Avinash Shedge NileshGavali/Insc/
AntivirusBSLI/Insc, RajeshShetty/Insc
Ph: 022-40397296 Ph: 022-0393216/3229
PC/Laptop/Ups/ Server NileshHate/Insc Sushant/Insc
Ph: 022-40397265 Ph: 022-40393239
www.birlasunlife.com Clientservices/Insc, Shabana Shaikh
Ph : 022-40961336
www.poornata.com BsliPoornataHelpdesk/Insc, Kavita Desai
Ph : 022-40393305
www.birlasunlifeelite.com Jagdishsawant/Insc, Vinay Fernandes
Ph : 022-40397011
Back to Main
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Project Helpdesk
Lotus Notes Installation and Configuration
1) Installation of Lotus notes client
2) Configuration of Lotus notes client
3) Setting up Replication of the users mail file
4) Creating Location Documents
5) Opening Database for other users
6) Address book replication
Back to Main
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Project Helpdesk
Installation Of Lotus Notes 7.0.3 Client
The 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 Helpdesk
3) 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 Helpdesk
In 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 Helpdesk
Immediately 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 the
figure.
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 Helpdesk
9) 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 my
default 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. Please
do 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 prompted
to 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 desktop
as shown in the figure.
Back to Lotus Notes
Configuration Of Lotus Notes Client 7.0.3

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Project Helpdesk
The users who are having the official email id (i.e.

FirstName.LastName@birlasunlife.com) 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 StartRun and in the box type drivers as shown in
the figure and press enter.
2) A screen similar to the one given below will appear. Select the etc folder and double
click the folder.
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Project Helpdesk
3) A screen containing the hosts file will appear. To open the hosts file, Right Click the
mouse, 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 Helpdesk
5) Once you open the hosts file, put the entry as shown in the figure. The entry will be
IP 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 between
the 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 similar
to the one shown in below figure will appear. Click Next to begin the installation
process.
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Project Helpdesk
7) Lotus Notes Client Configuration screen similar to the one as shown in figure
below 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 Helpdesk
Click 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 as
provided 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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Project Helpdesk
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 the
configuration part of lotus notes client software
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Project Helpdesk
13) A Notes Setup Completed screen will appear as shown in figure. This means you
have 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 Helpdesk
Setting up Replication of the users mail file

1) Once you finish the “Configuration of Lotus notes client” section, the next step is
to 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 below
calendar 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 Helpdesk
3) The screen similar to the above snapshot will appear, drag and drop the Workspace
Tab 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 it
should appear as ImranHunerkar on birlavmn. ImranHunerkar is the name of the
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Project Helpdesk
employee 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 Helpdesk
8) 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 locate
your icon you will see a small arrow just on the right top corner of your mail file icon.
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Project Helpdesk
Click 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 Users
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Project Helpdesk
Location 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 in
figure
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 Helpdesk
Information 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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Project Helpdesk
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 Helpdesk
Information 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 Helpdesk
Opening Database for other users

You 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 FileSecurity and select Switch ID option

2) 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 FileDatabaseOpen 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 your
domino 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 Helpdesk
Address Book Replication

The address book has to be replicated in the same manner as you will be
replicating the mail file. Locate the icon Birlasunlife’s 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 Helpdesk
2) 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 the
name 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 followed
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Project Helpdesk
1) Secure Application Portal
2) Printer settings for Receipt Writer
3) Links for various applications
4) Contact details for various applications
Back to Main
Secure Application Portal
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Project Helpdesk
1. Connect to Internet and type the Site address https://sap.bsli.in/ in Internet
Explorer (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 and
password 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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Project Helpdesk
• 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 Café or Office laptop)
3. For the First time only, on the PC from which you are accessing the Portal with Intranet access
type 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 your
Internet 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.
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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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Then 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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• To clear IE Temp Files and cookies:

Go to Internet Explorer > Tools > Internet Options >General Tab
Select Delete Cookies and Delete files option as shown in below figure.
Back to Guidelines
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Receipt Writer setting
LQ 1150 EPSON PRINTER SETTINGS FOR WINDOWS-XP
Connect the EPSON Dot Matrix Printer to the PC thro Printer cable. If it’s 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 doesn’t 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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Print 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 Helpdesk
http://10.155.1.14/rws/web/html/AppFrame.html OR
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.
Now you can put Receipt to printer and take Printout
Back to Guidelines
Links for Various Business Applications
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1) 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.
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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Contact Details for Various Application
Back to Guidelines
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THIRD 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 SYSTEM
Invoice 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.

TPV INCLUDES
Disburse the same to the vendor
SR. No. 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 COURIERLIST OF POSSIBLE EXPENSES
9 MINERAL WATER
10 PLACEMENT FEE
11 ANY OTHER PAYMENT TO VENDORS
12 ANY PAYMENT WHICH INVOLVES TDS
TPV EXCLUDES
SR. NO. EXPENSES

1 Any payment to be made for purchase of fixed assets
2 Cash payments to be made to third parties
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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 TPV

1 VENDOR NAME & CODE
2 SUPPORTINGS
3 PURCHASE ORDER
4 PROCUREMENT POLICY
5 SERVICE TAX+CESS+SHE
6 VAT CHARGED
7 AGREEMENT
8 APPROVAL MATRIX
VENDOR NAME & CODE
The 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
SUPPORTINGS
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The 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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SUPPORTINGS
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PURCHASE ORDER
For any supply of material there has to be a Purchase Order and in case of services
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 agreement
The 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 lakhs
Sealed 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 quotations
Negotiations will be done by negotiation committees in case of order value

above Rs.1, 00,000/-
SERVICE TAX+CESS+SHE
The Service Tax amount CESS and SHE amount should be captured in respective
column’s in TPV.
Bill should consist the Service Tax No of Vendor.

VAT
Bill should consist the TIN No of Vendor
Bill should have declaration by the Vendor.
VAT should be captured in respective column in TPV.
AGREEMENT
Check whether the rate charged in the bill is as per the agreement.
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Any 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 CODE
While creating the TPV, choose yes if accrual Select Vendor Code from the list. if vendor
for the same was already made. name not there, select Misc. Creditors
ACCRUAL LINK SELECTION

Select the relevant accrual voucher from the list shown by the System.
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SELECT EXPENCE CODE
Excess Accrual,if any
Select Account
Code
SELECT A/C CODE,DEPT. CODE & BR. CODE
Select 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 POINTS
Before 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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Capture 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 SYSTEM
Petty 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.
NATURE OF EXPENSES
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 items
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• 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 EXPENSES
The 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 POINTS
1. 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/-
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3. 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. Receiver’s 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 List
The 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. -à 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. à Put a proper date on the voucher.
c) Employee code, Branch and Department à 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 à Fill up the name of the person to whom we are making

the payment.
f) Narration à 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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Contd…
Checklist While preparing Petty cash Voucher
g) Description, A/C code, Amount à 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 à 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
.
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Manual form format
Electronic form
Petty 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 of
the day. AAE don’t 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.
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• 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
Electronic form
For opening a new form click on the New Petty Cash Voucher
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 form
Account 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 one’s requirementàClick on the particular field and a
dropdown list appears –this allows you to select the appropriate option.
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Electronic form
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.
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
Electronic form
Below attached screen will show the status of pending Petty Cash Vouchers
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 System

WHAT TO ACCRUE
Accrual 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 NOTE
Expenses not Forming Part of Accruals
1.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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-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 CHECKS
After Accruals
To 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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OBJECTIVE
To 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 FLOW
Preparation 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.
PROCESS
To access this application: -
Log on to
http://bsms/Lnproduction/AMS.nsf/mainframeset? Open frameset
• Enter Respective User Name & Password
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MAIN SCREEN
ENTRY SCREEN
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ENTRY 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
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System.
TPV SCREEN
Excess 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 month’s Accrual, past

month’s accrual should be fully knocked off.
Back to Accrual Management System
Back to Main
FIXED ASSETS MANAGEMENT SYSTEM

Fixed Asset – Definition
As 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.
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Depreciation - Defined
As 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
EXPENSE APPROVAL FORM
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Approval Matrix for Capital Purchase Orders
Levels Approval Limits
CEO Above Rs.1, 00,00,000

Function Head & CFO Rs. 50,00,000 to 1,00,00,000
Function Head & Finance
Rs. 100,00 to Rs 50,00,000
Head
Function Head Upto Rs.100, 000
Levels Approval Limits
CFO Above Rs. 50,00,000
Function Head Rs 5,00,000 to 50,00,000

Approval Matrix for Payment Processing
Chief Manager Rs. 2,50,000 to Rs 5,00,000
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Manager / Sr Manager Upto Rs. 2,50,000
Project Helpdesk
Fixed Asset Defined Into Sun System
IL – Laptop IC – Computer
IS – Servers IO – Other IT Assets
IP – Printer ISW - Software
IM - Modem IU - UPS
VC – Vehicle OE – Office Equipment
FF – Furniture & Fixture LI-Leasehold Improvement
Fixed Assets Management
Type 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 branches
Sr. No Desc. User Dept Suppl. Name Del Chal No./Dt Asset Code
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Inv Details
Qty Amount Number Date 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 System
Objectives
• Automating the Fixed Assets procurement process.
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• Enhancing the level of controls in various stages of payments.
• Automating the process of GIC creation and approval
• Improvement in the payment process.
Workflow – FAMS
PO 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 Invoice link available to creator of PO

uploads GIC in the Sun system
Payment Approved by HO
Invoice approved as per Approval matrix
Accounts
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Project Helpdesk
Back to Fixed Asset Management System
Back to Main
Goods Inward Challan – GIC
Importance 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 not
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available 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 processing
Branch AAE/BSE to send for smooth payment processing: -

• Signed PO with vendor’s acknowledgement.
• Invoices & delivery challans.
• Three quotations.
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• 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 System

OBJECTIVE & WORKFLOW
Reimbursement 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.
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• 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 SCREEN

INITIAL SCREEN
EERS
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EERS VIEW
THREE FORMS
A) Employee Related :
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, driver’s salary, medical and LTA.
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EERS VIEW
A) EMPLOYEE RELATED
Select 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 RELATED
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Under 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 By default the total of the voucher will
expense can be entered. be shown as Bills available for
If for certain expenses bills are not available the amount The differential figure will be
needs to entered in Bills not available. Bills available for.
A) EMPLOYEE RELATED CONTD…
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Click on Select Approver Click on Select Approver

A new window is now opened with list of A new window is now opened with list of
approvers, select the approver who approvers, select the approver who
should approve the voucher. should approve the voucher.
Complete description must be entered Click on Send for Approval.

in Other Details
EERS VIEW
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B) ADMIN RELATED
Select 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 CONTD…
Settlement of Advance is to be done by creating a fresh EERS. After Entering

the Expense details under respective fields
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Commands
similar to that in
Click on Less Select Other Staff Advance. Key Employee Related
Advance Taken in the narration in less than 25 EERS
Column. characters, then key in the
amount of Advance taken
B) ADMIN RELATED CONTD…

If 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.
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Similar to Employee Related Click on Send for

EERS Select the Approver by Approval to get the
clicking on Select Approver voucher approved
EERS VIEW
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C) TERMS OF SERVICES
Select 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 SERVICES
On 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 Total is the sum total of the

year is Eligibility as on bills entered
date.
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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 The Approver by

voucher approved default is Payroll.
PAYMENTS
•All 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
Employee’s 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
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to 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
TERS
OBJECTIVE
TERS 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 Vouchers
•All 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 Screen
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Pre Travel -TERS Form

TERS
Pre Travel -TERS Form
Select 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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Pre-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
• 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
VALUING OUR to the date of departure on tour by Air and 15 days in the case of rail.
Values 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. The salary will be released
with next month salary on settlement of advance.
• If the TPV is raised for particular TERS for Air Tickets, Car hire etc
then the original air ticket and boarding passes has to be sent to
reimbursement desk whereas the Photocopy for the same is to be sent
to billing team and the Original travel agent bill sent to billing Team
and Photocopy is to be sent to the Reimbursement desk.
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Date of Departure & Arrival

• In the first line Date of Departure is start date for travel and Date of Arrival is the
expected date of reaching the destination.
Tour Days are

VALUING OUR calculated by the
system Which is
Values
difference of Date of
Departure in next
line and Date of
Arrival in the current
line.
• At the second line Date of Departure is the expected date of returning from the
destination in the first line and date of arrival is the date of reaching the second
destination or finishing the trip as the case may be.
• Select the Mode as the case may be – Air, rail, road etc.
Travel Advance
Put in the
amount
required
for the
travel.
VALUING OUR
Values
Click on Select Approver
A new window is now opened with list of approvers, select
the approver who should approve the voucher.
Amendments if any can be done by clicking Change

Amount
Click on Send for Approval to get the the pre-travel form approved.
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Post Travel -TERS Form

After the completion of the travel and returning back to the home branch the employee is
expected to fill in the Post Travel TERS by selecting New Travel Expense Statement
VALUING OUR
Values
After clicking on the New Travel Expense Statement select the TERS and click on
continue
Travel Expenses
Total is
calculated by
the system
VALUING OUR Which is sum
Values total of the
entire line.
a b c d e f
a) In fare column put in travel fare from home branch to destination

b) Lodging is for hotel stay.
c) Boarding if for meals, laundry etc.
d) Taxes are luxurious taxes etc billed by hotel.
e) Conveyance is for auto, cab hire etc.
f) Postage, Stationery are self explanatory
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Provision for Own arrangement
•The daily rates for stay “Under own arrangements” shall be paid without supporting
vouchers and will be 50% of the Loading and Boarding rates fixed as per Lodging and
Boarding Matrix. Appropriate Income Tax at source will be deducted from salary of the
next month.
VALUING OUR
Values
If applicable click “Yes” in column Provision for Under Own Arrangement
Lodging and Boarding Approval
Catego Mode of A Class Town Other Towns Own

ry Local Metropolitan Cities (Per Day) (Per Day) Arrangement
Travel (Per Day)
Lodgin Boardi Lodgin Boardi Lodgin Boardi

g Not ng Not g Not ng Not g Not to ng Not
to to to to exceed to
exceed exceed exceed exceed Rs. exceed
Rs. Rs. Rs. Rs. Rs.
Executi Auto 2000 500 1500 500 750 350 50% of
ves Lodging &
VALUING OUR Boarding
Values Assista Non AC 3000 750 2000 750 1000 500 50% of
nt Taxi Lodging &
Manag Boarding
ers
Manag AC Taxi 3500 850 2500 850 1250 600 50% of
ers Lodging &
Boarding
BM/Sr. AC Taxi 4000 1000 3000 1000 1500 750 50% of
Mgr. Lodging &
Boarding
VP / AC Taxi Actual Actual Actual Actual Actual Actual 60% of
CM Not Not Not Lodging
/Associ exceedi exceedi exceedi
ate ng Rs. ng Rs. ng Rs.
Directo 5000 4000 2000
r/
CEO AC Taxi/ Actual Actual Actual Actual Actual Actual Not Applicable
/CFO Private
/CMO Taxi
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Allowance For Day-Trips
For a journey where night halt is not involved, Allowance for

boarding charges may be claimed as per following norms without
producing bills and is subject to Deduction of TDS.
VALUING OUR Absence from Head Quarters Percentage of the applicable

(hours) Boarding per day for Metro Cities,
Values irrespective of the City / Town visited
0 to 6 hours Nil
6 to 12 hours 50%
Over 12 hours 80%
Direct Payment
Direct payment by the office is any payment related with trip

that is directly paid by the company. The amount entered here
must also be included in the expenses column. For example
Airfare Rs. 5000/- is shown in fare column of the TERS as well
as shown as Direct payment by office, since paid by office
directly debiting travel advance.
VALUING OUR
Values
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Vacation on official tour
VALUING OUR
Values
The Company will pay fare for the direct route to the official destination. If an
employee wishes to combine a vacation along with the official tour then the
difference between the direct and the indirect route will have to be borne by the
employee provided the vacation is also approved in terms of leave and combining
the same with the official tour. The employee should use the “Stay” option in the
“Mode of Travel” column and the “Personal” option in the “Purpose of Travel”
column in the TERS forms.
Advance
Advance taken is picked up from the Pre-travel this amount cannot edited
by the user if an employee has not taken the advance entered in pre-travel
the same can be edited by reimbursement desk if it is communicated to
him however the same will also be noticed while knocking of travel
advance in sun system.
a) The Total of Travel expense.
VALUING OUR
Values b) The Total of Direct Payment by
office.
c) Difference (a - b)
d) Advance taken
e) Difference (c -d)
If the Total travel expense are more then the advance taken and Direct payment by
Company then the statement will show the difference amount as “Due to Employee”.
Otherwise it will shows as “Due to Company.”
Now you may select the Approver and send for approval. On receipt of approval via e-mail
the supporting of the TERS are to forwarded to AAE of the branch for sending it to HO.
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Additional Lodging & Boarding
VALUING OUR
Values
Limits of Lodging and Boarding approval Matrix are build in the TERS System. If the
Lodging & Boarding expenses incurred are more than the entitlement. Then on selecting
approver following message pops up.
Employee should check in the their entitlement before going on travel.
Additional Lodging & Boarding
VALUING OUR
Values
Employees can claim over the entitlement by keying in the excess over the entitlement in
Additional Expense Lodging and Additional Expenses Boarding.
In this case the form will go for further approval to CEO/CFO after the initial approver
has approved the form.
The TERS Travel Statement is incomplete unless the CEO/CFO has approved the form.
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Other Points To Be Noted
•The Travel Expense Form has to be submitted to the AAE/BSE

of the branch with all the supporting such as ticket bill, ticket
jacket, boarding passes, hotel bill, etc. within seven days after the
travel. The form has to be approved by the Approver as per the
Delegation Matrix.
VALUING OUR • Incase there is refund of Travel Advance the same cannot be used
Values to settle against any other TERS Claims etc.
• TERS system is to be exclusively used for Travel related Expenses

incurred by the employee i.e Admin. related has to be claimed thru
EERS system.
•Travel expenses cannot be claimed through EERS system.
Thank You
Back to TERS
Back to Main
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Project Helpdesk
HUMAN RESOURCES
Recruitment
• AM Documents to be collected by the Branch
DireCHECKLIST
ct Recruit Form (DRF),
OF DOCUMENTS TO BE FURNISHED BY THE NEW EMPLOYEE
Interview Assessment Sheet (IAS),

House Check Proforma
CV alongwith Qualification proof
Salary Slip
• Offer Letters to be prepared by Project Exec’s
• RPM/ PM to sign all offer letters
• Copy of Offer letter documents to be retained at Project
Office
• For Support Exec’s docs no. 1,2,4 & 5 to be sent to
Regional HR
Joining Kit - Checklist

1 Bank Account Opening Form
2 Family / Dependents Details
3 Access/ Identity Card Form
4 MEDICLAIM Details
Welcome to SELF
BSLI….! SPOUSE
SON Nos.
DAUGHTER Nos.
MOTHER*
FATHER*
5 PF Nomination Form
6 Tax Declaration Form
7 Commitment Note ( Code of Conduct )
8 Direct Recruit Form
9 Beneficiary Form
10 Qualification Certificate
11 Date of Birth Certificate
12 Relieving Letter From Previous Employer
13 Salary Proof From Previous Employer

14 Pan No.
15 Fitness Certificate From Doctor ( BSL –
13/ FMR )
16 Superannuation (applicable only for
Managers and above)
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Joining Formalities Process
BRANCH ? RECRUITMENT
Offer cumAppt letter

( Project Executive )
Regional HR Exec
Accepted Compiles kits
PEMT
HR – Head Office
Joining Formalties
(Kit ) Payroll
Online Induction Generates Emp. Code
Email Id Created Salary Processed
Confirmation
Confirmation Data from HR
PM & Project Execs.
Branch Manager
Regional HR
AFCF forms - HO
Confirmation Extn of Probation
Regional HR will track the confirmations, maintain an MIS and send

reminders to the respective BM’s.
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Consultant Tie-ups
For Agency Managers:

• Rs. 20,000 flat amount for ‘A’ Class City
• Rs. 15,000 flat amount in other cities
For Asst. Agency Manager:

8.33% of CTC (minus retirals)
Consultant Tie-ups – T & C

1) Our standard terms and conditions not to be disclosed to the consultancy, we
need to ask them to give us their terms and conditions on their company’s
letterhead. However if the consultant’s terms are more than the BSLI terms,
then we need to negotiate and settle with the BSLI standard terms.
2) The agreements received by the branch from the consultancy needs to be

routed via Regional HR. The same to be sent to HR on a weekly basis and a
track of the same to be maintained.
3) Before sending the consultancy agreements to Regional HR, the branch needs
to ensure that the following details are mentioned on the agreement:
 Name of the consultancy

 Complete Address
 Terms and Conditions
 Name and Designation of the Authorized Signatory
 Contact Details and whether they have an All India Presence
 Pan number & Service tax no.
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Project Helpdesk
Consultant Tie-ups (Cont’d)
4) Once the HR – HO empanels the consultant, two copies of the agreement are
sent to Regional HR who in turn will forward the same to the concerned
branch.
5) The branch on receipt of the agreement will forward it to the consultant for
acknowledgement.
6) Once acknowledged, the consultant needs to send the second copy to the
branch who in turn should forward the same to HR – HO.
Catalyst
(Employee Referral Program)
In the event the referred candidate is selected and joins BSLI a
one-time “Referral Bonus”would be payable to the employee
recommending the candidate, as stated below :
Re ferral Bonus
Sr.No. Re ferred Position (ne t of ta x in
rupees)
1 Agency Managers and Unit Managers 10,000
2 Upto the level of Assistant Manager 10,000
3 M anager 15,000
4 Senior Manager 20,000
5 Chief Manager (I & II) 30,000
6 Vice President and Above 50,000
Additional monetary incentive :

No of Successful Referrals* Period Incentive (net of
(Credits) taxes in rupees)
2 Joined within a period of 6 months 3,000
3 Joined within a period of more than six 4,500
months but under a year
3 Joined within a period of 6 months 6,000
4+ Joined within a period of 1year 8,000
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Catalyst (Cont’d)
Name & Emp. Id of the

Referrer and the employee
Referred
BM Approval
RPM/PM Approval
HR - HO
Good bye.. !! Exit Process

Branch Exec - FFS Clearance
Form, Exit Interview &
Resignation
PM andRPM’sOffice – Sign off
& Notice period comments
Regional HR –
Resignation / Certification Stamp
Termination
HR HO –
Processes FFS
Intimation –
Regional HR Payroll
Entry in Accounts
OLEMS
Accounts – FFS Cheque HR – Rel & Serv. letters
Payroll fwd’s settlement to Branches
Back to Main
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Manual For Pre-Licensed (IRDA) Training

Compiled by : DSF, IRDA Training Team
DSF – IRDA Training
1. Pre-Licensed Training
• Class Room Training.

• Online Training.
2. Selection of Training Institutes.
3. Guidelines for submission of Various Reports.
4. Roll over Candidates.
5. Forms.
• Sponsorship Letter for Class Room Training

• Sponsorship Letter for Online Training
• Batch Launch Report
• Batch Completion Report
• Pre-Licensed Training MIS
• Statement of Roll Over Candidates
• Important Guidelines
Back to Main
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Project Helpdesk
Section I
Pre-Licensed Training
As per Licensing of Agents Regulations issued by IRDA, every person who is

interested in obtaining License to sell Life Insurance policies, has to undergo 50
hrs / 25 hrs Pre-Licensed training with accredited training institutes as per
syllabus prescribed by IRDA.
Online training facility is also available.
I. Class Room Training: -
The process for classroom training is appended below: -

Pre-Licensed Training: (Class–Room)
• We circulate Pre-Licensed training calendar every month to all
branch offices based on annual training calendar prepared by us.
We submit the same Training calendar to IRDA every month. It is
therefore necessary for the branches to follow the Training
calendar strictly.
• Since the calendar is drawn in advance and the branches are
expected to make it known to the Agency Managers. This Training
Calender should be promptly displayed in the Branch office.
• Before launching any Pre-Licensed Training batch RTC / Branch
Official should refer the list of Accredited Agents Training
Institutes available on IRDA website (www.irdaindia.org) to verify
that the Accreditation of the Training Institute is in force.
• All the pre-licensed training batches are to be started with
minimum batch size as per instructions issued by the corporate
office from time to time.
• It should be noted that as per the guidelines issued by IRDA, the
maximum batch size allowed is 40.
• As per the guidelines issued by IRDA, sponsorship letters are to be
submitted to the IRDA training institute in respect of every
candidate sponsored for IRDA training. The batch wise copies of
these sponsorship letters are to be retained at the branches for any
reference in future. A Specimen of Sponsorship letter for classroom
training is as per Annexure “A”.
• The professionally qualified candidates are required to complete 25
hours pre-licensed training.
• It is very much necessary to make this training interesting
throughout 7 days. Therefore, we should initiate following
activities during the course of the training.
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• All training batches are to be launched by the Branch Heads
/Branch Managers with inaugural speech of 20 – 25 minutes which
should generally include:
i) Warm welcome to the participants,

ii) Profile of the Company and the Branch,
iii) Nature of our products,
iv) Prospects for the life insurance selling,
v) Support extended by the Company for growth of insurance
advisor,
vi) Company initiatives such as Fast Tracker competition for first 100
days,
vii) Importance of Top 100 surveys, PEP diary and Referencer; and
viii) Summing up.
• On 1st day of the Training, we should distribute TOP 100 surveys
booklet to the candidates with proper briefing regarding the
completion of the booklet and necessity of this exercise.
• On 2nd day, we should explain FAST TRACKER competition to
the class with categories, rewards and the purpose of this
competition.
• On 3rd day, we should explain our recognition clubs with
eligibility conditions and benefits.
• During the course of the training, preferably on 4th or 5th day,
successful insurance advisor should be introduced to the class,
which will be motivating factor for the new advisors. On this day,
we should explain the details of MDRT to the participants.
• It should be ensured that the training institute conducts refresher
sessions during last one/two days and the sample question papers
are discussed during these sessions. This will help our candidates
to pass in the examination.
• Valedictory function on the last day of the training should be
properly arranged and Branch Head should deliver valedictory
speech guiding the insurance advisors on the future course of
action and IRDA examination.
• All these activities are necessary for proper bonding between the
Company and the participants.
• Individual Training Completion Certificate (TCC) as well as
Consolidated TCC is to be obtained from the accredited Training
Institute with IA Number (i.e. Advisor’s Application number)
mentioned on it.
• A copy of individual TCC duly signed & stamped by the branch

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Project Helpdesk
official is to be handed over to the candidate along with
Examination Hall Ticket.
• Original individual TCC is to be forwarded to DSF – Field
operations along with the documents of the candidates. Original
Consolidated TCC is to be sent to the concerned Executive in our
office.
• Copies of the Individual & Consolidated TCCs are to be retained at
the branches for any reference in future.
Candidates with Professional Qualifications: -
Candidates possessing one of the following professional qualifications will get

concession of 25 hrs in Pre-Licensed training. In other words, such candidates
have to attend only 25 hrs training instead of 50 hrs.
• An Associate/Fellow of the Insurance Institute of India, Mumbai;

• An Associate/Fellow of the Institute of Chartered Accountants of
India, New Delhi;
• An Associate/Fellow of the Institute of Costs and Works
Accountants of India, Calcutta;
• An Associate/Fellow of the Institute of Company Secretaries of
India, New Delhi;
• An Associate/Fellow of the Actuarial Society of India, Mumbai;
• A Master of Business Administration of any Institution /
University recognized by any State Government or the central
Government; or
• Possessing any professional qualification in marketing from any
Institution / University recognized by any State Government or the
Central Government.
• Passed C.A.I.I.B. of Indian Institute of Banking & Finance
Back to Pre – license Training
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II. Online Training: -
• Those candidates who are not in a position to attend classroom
training for 7 days continuously, we can ask such candidates to
avail the facility of online training.
• In such cases, the Branch Head has to ascertain that the candidate
will be able to absorb online training.
• In order to keep effective control over online – training activity, the

job of sponsoring candidates is attended by DSF-Field operations
section. Therefore, all sponsorship letters for online training are to
be forwarded to the designated person in DSF Field operations
team by retaining one copy in the branch for any reference in
future. A Specimen of Sponsorship letter for Online training is as
per Annexure “B”.
• The candidates User ID & Password will be supplied to the branch

by the designated person in the corporate office. The RTC in the
branch or any other branch official has to ensure that the candidate
starts online training immediately after the receipt of User ID &
Password. (Say within a day or two).
• Such candidates are also to be informed that the first login is to be

done within 2 days & the training of 50 hrs is to be completed
within 14 days from the date of first login. Similarly 25 hrs training
is to be completed in 7 days by the specified professionally
qualified candidates.
• If this training is not completed within 14/7 days, fresh User ID

will have to be obtained & hours completed earlier are lapsed.
• The Branches are expected to monitor the progress of the

candidates on daily basis & ensure that the candidates complete the
training of 50/25 hrs well before stipulated time of 14/7 days. This
will help in arranging the examination on time in one batch.
• As per IRDA guidelines on Online training the candidates cannot

login for more than 8 hrs. per day.
Back to Pre – license Training
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Project Helpdesk
Section II
Process followed for selecting the Pre-Licensed Training Institute
The negotiations with the accredited Training institute are done by the DSF –
IRDA Training department of Head Office and the agreement are signed on All-
India basis. While signing the agreement, it is ensured that the rates proposed are
competitive and in the following form
i) Slab wise break-up

ii) Full-time /Part-time wise break-up
iii) 50 hours /25 hours break-up
However the branch office may find more than one Training Institute in their
operational areas. While approaching these institutes, it should be first ensured
that we are having agreement with them. If the Institutes are approved by us, the
branch office can select the pre-licensed training institutes for conducting Pre-
Licensed training of our Insurance Advisors on the basis of following criteria’s: --
1. Convenience of location (should be nearer to the branch and also

convenient to the participants)
2. Accreditation from IRDA for that particular location.
3. It is approved as per guidelines issued by IRDA from time to time
and fully compliant with the IRDA regulations.
4. The approved training institute agrees to our condition of auditing
their records by our internal audit team to ensure that the
regulations issued by IRDA are being followed by the training
institute.
5. The training institute agrees to conduct the training of our batches

by the Faculty members of our choice only.
6. The quality of the training should be to our satisfaction.
7. All the programs should be held in a well lit and air conditioned
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classrooms and not in a hotel, boardroom etc.
8. The infrastructure should be very good in terms of facilities it

offers, which includes
i. Telephone/ Fax facility, Good IT system to ensure that:
a. Daily attendance is sent to us
b. Complete MIS as per our requirement is
maintained
ii. Separate dining space for the participants to utilize during Lunch/ tea breaks
iii. Convenient washroom facility for the participants. Wherever possible,
separate facilities for gents and ladies
9. The response time of the Training Institute for attending to our
queries/references is good.
Back to Manual for Pre – Licensed Training
Section III
Guidelines for Submission of Various Reports
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Project Helpdesk
The branches are expected to send following Reports to the concerned Executive
in DSF IRDA Training section with a copy to the concerned Senior Executive.
Batch Launch Report.

The report is to be sent to us immediately after launching every batch. This report
consists of 3 sheets viz; (i) Batch Launch Report (ii) Batch Launch Summary (iii)
Batch Launch Details. The specimen of Batch Launch Report is as per Annexure
‘C”
If due to any reason, the branch is unable to send the Batch Launch Report on the
first day, please send a mail intimating the batch launch on the first day &
forward the Batch Launch Report with all annexures on second or third day.
The correct details in all the three worksheets are to be filled without any
omission. Under no circumstances, the names mentioned in the batch launch
report are to be changed. Please therefore, ensure that the correct names are
mentioned in the batch launch report
Batch Completion Report.

The report is to be sent immediately on completion of a training batch. The
specimen of Batch Completion Report is as per Annexure ‘D”. All the data
mentioned in this report should be accurate and should match with the Batch
Launch Report submitted by you earlier.
MIS Statement
This statement should be sent on the first day of the following month. The
specimen of MIS is as per Annexure ‘E”. The statement should include all IRDA
training batches launched & information regarding the candidates sponsored for
online training from 1st April till end of the month. You will observe from the
report that you have to keep track of the examination details of all the candidates
in every batch & update the same batch-wise while forwarding the Monthly MIS.
Statement of Roll Over Candidates

The RTC / or any other Branch Official should maintain Fullscape bound Register
of Roll Over Candidates in the branch office as stated in the detailed note & send
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us the softcopy as per the specimen given in Annexure ‘F” by 3rd of the following
month.
We also attach herewith some important guidelines regarding Pre-Licensed

training batches for your ready reference in Annexure “G”. Please ensure that
these guidelines are followed strictly.
Please note to send all Reports as per schedule given below without waiting for
any Reminder.
Sr. No. Statement Schedule date of submission
1 Batch Launch Report On the 1st day of the batch, but

positively before the 3rd day.
2 Batch Completion Report Within 2 days from the last day
of the batch
3 Consolidated MIS On the 1st day of next
month
4 Statement of Roll On the 3rd day of the
over Candidates following month
Section IV
Control over the roll over candidates in Pre-Licensed Training
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Branch offices sponsor candidates/prospective insurance advisors for Pre-
Licensed training to the accredited training institutes. Out of the sponsored
candidates few candidates are not able to complete the mandatory training of
50/25 hours.
In our offer letters issued to the training institutes, we have provided a clause
that if the participants do not complete 2 days of training, then the training
institute will not charge us for such candidates. However, any candidate
attends the training sessions of 2 days or more, the training institute is charging
us for the candidates even if 50/25 hrs training is not completed. In all such
cases, RTCs are expected to ensure that these candidates attend the training in
future batches of the branch and also keep track of such roll over candidates.
Since the payment for such candidates who have abandoned training after
attending for 2 days & more is already made, our agreement with the institutes
does not permit the training institutes to bill us for completing balance hours
in future batches.
In order to keep effective control, RTCs are hereby advised to maintain a

Fullscape bound register in the following format: -
Register of Roll Over candidates
For the period from 01.04.07 to ____________________________
Branch: ___________________
RTCs are advised to purchase register (fullscape size ruler ledger paper) and
draw the above mentioned columns in the register. This register will be
examined by our internal and external audit teams, and also by officials from
DSF Training Team visiting branches.
In any batch, if there are no Roll Over candidates, RTCs should enter the details of
the batch and in the column of name of roll over candidates, it should be
mentioned as ‘NIL’.
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While certifying the candidates on the final attendance sheet the RTC should
clearly mention the Roll Over candidates carried over to next batches as well as
brought forward from the earlier batches with earlier batch number. While
certifying the candidates on the final attendance sheet RTCs should clearly
mention the number of candidates certified with category wise break-up, which
will be as follows: -
No. of Insurance advisors

Candidates from TPD Channel
Total No. of Participants
Signature of RTC
Name of the RTC
Branch Name with Branch Seal
To monitor the correctness of the payments made to the training institutes, RTCs
are advised to send soft copy of the Register on monthly basis to the concerned
Executives in the DSF IRDA Training, Corporate Office with copy marked to the
concerned Senior Executives. The number of hours completed mentioned in the
register should be in accordance with the certificate issued by the Training
Institute.
While sending soft copy of the Register to us, please ensure that all IRDA batches
are included in the same.
In case RTC is on leave or absent, the register is to be maintained by the staff

member designated by the Branch Head for taking care of IRDA training activities
who should also ensure that the statement of Roll over candidates (soft copy) is
sent to us by 3rd day of every month.
Section V
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Forms
A Sponsorship letter - classroom T

Annexure “A”
TO Date:
The Centre Manager
M/S_________________
____________________
____________________
____________________
Dear Sir/Madam,
Re: Sponsorship for Pre-Licenced Training
We sponsor Mr./Ms ________________________________________________

(Insurance Advisor’s application number i.e. IA No. )
for pre licensed training scheduled to commence on _____________as full time/ part time
batch _________ in your Institute.
The attested photograph with the signature of the candidate is appended below: -
Signature of the Candidate
Please allow the candidate to attend the training sessions.
Thanking you,
Yours faithfully,
Branch Head / Branch Manager
B – Online training Sponsorship letter
Annexure “B”
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TO Date:
The Centre Manager
M/S_________________
____________________
____________________
____________________
Dear Sir/Madam,
Re: Sponsorship for online Pre-Licensed Training
We sponsor Mr./Ms ________________________________________________

(Insurance Advisor’s application number i.e. IA No. ) for online pre-
licensed / License renewal training for 50 /25 hours in your Institute.
The E-mail ID and the mobile number of the candidate is as follows: --

E-mail ID: --
Mobile number: --
The attested photograph with the signature of the candidate is appended below: -
Signature of the Candidate

Please issue User ID and the password at the earliest.
Thanking you,
Yours faithfully,
Branch Head / Branch Manager
C batch Launch Report Format
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D Batch Completion Report
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E – MIS Report Format 2007 – 08
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F – Statement of Roll Over Candidates
G – Important Guidelines
Annexure “G”
 The minimum number of candidates required to launch a Pre-Licensed

training batch at branch headquarters is 30. For Project Branches, the
minimum batch size is 25. Under no circumstances the batch is to be
launched with less number of candidates as mentioned above without
obtaining a written approval of the Regional Manager. If there is any
change in the requirement of minimum batch size, it will be
communicated to the branches.
 Locations having more than one branch office, a combined batch is to

be launched with minimum 30 participants. The parent branch will
have the responsibility to send us the complete Batch Launch Report &
Batch Completion Report.
 Under no circumstances, the number of candidates in the batch should

exceed 40. In other words the maximum batch size allowed is 40.
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 Pre-Licensed training batches are launched only with the Training
Institutes approved by us.
 Agency Managers are not to be sponsored for any kind of Pre-Licensed

Training.
 The candidates must possess requisite educational qualification on the

first day of training.
 The candidates must have completed 18 years of age on the first day of
training.
 Ensure that the soft copy of attendance sheet is received from the
training institute everyday at the Branch Office as well as at Corporate
Office. The Branch RTC should give to the Training Institute Email Ids
of the concerned executives in the Corporate Office & Branch Head
alongwith his/ her Email ID.
Important Guidelines Contd…
 You will have to follow-up with the institute to ensure that the Invoice
copy alongwith annexures i.e. Participants Profile, Summary of
Participants profile, Post Training Feedback forms, Final Attendance
sheet copy signed by you bearing rubber stamp of your branch office
should be forwarded to the Corporate Office within 15 days of
completion of the training batch.
Kindly also ensure that these requirements are sent to us either by you or
by the Institute in one set & not in pieces. Please also keep the record of the
Invoices forwarded to the Corporate Office alongwith the Final Attendance
Sheet.
 On completion of the batch RTC /or any other Branch Officials should
certify the final attendance sheet in the following format.
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No. of Insurance advisors
Candidates from TPD Channel

Total No. of Participants
Signature of RTC
Name of the RTC
Branch Name with Branch Seal
DSF Field operations – Advisor Licencing Process

INSURANCE ADVISOR APPLICATION FORM
Insurance advisor Application Form single docket that contains:
a. Questionnaire Form
b. Form VA (IRDA prescribed form for issuance of License)
c. Self Declaration (To be attested by the BM/MM/CM)
d. House Check (To be attested by AM and BM/MM/CM)
e. Nomination Form
f. Identity Card Format
g. Terms and Conditions
The candidate has to first fill up the Insurance Advisor Application Form
legibly and completely with all relevant details. It is very important that all
the details are filled in correctly.
The candidate has to submit the Insurance Advisor Application Form along
with all supporting proof mentioned below prior to entering into the
training
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1. Demand Draft
2. 4 (Four) Photographs
3. Age Proof
4. Qualification Proof
5. Identity Proof
6. Address Proof
7. Copy of the PAN Card
8. Cancelled Cheque Leaf
9. III examination from
Rs. 875/- in favor of “Birla Sun Life Insurance Company Limited, payable at
Mumbai “, (License fees of Rs. 250/-, Examination fees of Rs. 500/- ( Rs.
500/- is charged for Manual exams and Rs. 400/- for online exams), Charges
for IRDA Hand Book of Rs. 25/- and Rs 100/- towards PEP dairy.) Please
mention the Application Number and Candidates names on the reverse of
the DD.
Agent Receipting System (ARS)

The ARS system is used to process Demand Drafts payable locally received from
candidates who will undergo IRDA training and take the Pre- Recruitment IRDA
License Test. Thus No cash will be collected from Agents for this purpose.
The link for ARS is as follows –
http://10.155.15.14/ars/web/html/AppFrame.html
Branches can access the same when they have the User ID and Password.
OVERVIEW
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Agent Deposit - one of the important concepts, which lies in the formation &
running of an Insurance Industry. The reason for considering this as a Important
is; being an Industry making efforts for approaching large section of public
through the Advisors; the enrollment of them as per the law for availing their
services becomes important. An Agent is an intermediary between BSLI & the
Client by whom the industry tries to expand its business. This necessitates the
proper maintenance of the Agent’s Deposit database.
It is very important to have a database reflecting amount paid by the agent for
his enrollment which includes Refundable Deposit, License fee, Renewal
License fee, IRDA Exam fee to know these agent wise details as any point time.
Also with the increasing number of Advisors there is a need to have such
system to ensure proper accounting of money collected towards their
recruitment. At the same time the process will ensure immediate depositing of
DDs collected at various locations thereby following Decentralisation concept.
Thus in an attempt to simplify all the above process a new Agent Receipting
system (ARS) have been developed which will issue, print and cancel receipts as
also generate various reports on a daily basis. Similarly one can search for a
particular application to know its status.
Let us have an understanding as to how we can make use of this new system.
APPLICABILITY :
The new system should be used only to process Demand Drafts payable locally
received from candidates who will undergo IRDA training and take the Pre-
Recruitment IRDA License Test. Thus No cash will be collected from Agents for
this purpose.
HOW TO ACCESS ARS?
The link for ARS is as follows –
http://10.155.15.14/ars/web/html/AppFrame.html
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MENUS
There are 4 Main Menus which can be seen on the above URL.
 System Access
 Master Maintenance
 Transaction
 Reports
All the above Main Menus contains Sub Menus also, details of which have been
provided as below.
• System Access: For Head Office use only.
• Master Maintenance : For Head Office use only.
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Following are various identified purposes for this Master:
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Account Particulars – The responsibility of creation & maintenance of this

master lies with Accounts. This gives details of various Accounts Codes for the
purpose of passing an Accounting entry. Following Accounts Codes along
with their specific description will form part of this master.
Account Code Account Description

233800 Agent Deposit Refundable
233801 Deposit - Agent Exam Fees
233802 Deposit - Agent Licence Fees
233803 Deposit- Agent Licence Fees - Renewal
520001 Duplicate Card
520019 P Agent Recruitment – PEP Diary
520019 E Agent Recruitment – Exam Booklet
Transaction
Under Transaction Menu, there are 4 Sub Menus which are accessible at User
Level.Receipt Entry – The user uses this Menu at the time of Actual Receipting.
Create Receipt Page
Date
Branch Code* Branch Name
Application Number* Advisor Code*
Received From*
Purpose Description*
Total Amount Received
Payment Mode* Cash Draft
Account Wise Allocation
Draft Details
DD Number* Date* Cal Drawn On*
* marks are Mandatory
Each field is described as follows:
 Date – System Generated Date. No Backdating by the user is allowed.
 Branch Code – Requires to be put by the user.
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 Branch Name – Will appear automatically after putting Branch Code.
 Application Number – Needs to be put by the User. This is a Unique

Application number as mentioned on the New Advisor Application
Form submitted by the Proposed Advisor or the Advisor.
 Advisor Code – To be mentioned in case of Renewal Fee paid by the

existing advisor. In all other cases User can write ‘NA’.
 Received from – name of the person in whose name the application is

received.
 Purpose Description – To select the specific purpose from the Drop

Down Menu as per the description for which the DD is received. Please
refer details of various purposes given under Payment Particulars in
Master Maintenance. Total Amount should tally with DD amount.
 Total Amount Received – Automatically selected the amount of

DD based on purpose decription.
 Payment Mode – To select DD or Cash. No CASH is to be collected

from any Existing or Proposed Advisor. Only locally payable DD to be
accepted. DD should be favoring “Birla Sunlife Insurance Co.Ltd.”
 Account Wise Allocation – Once the Amount column & purpose

description is filled up, system will do Account wise allocation of the
DD amount.
 Draft Details – User has to fill up the Draft details as to DD Number,

Date of DD, Bank on which DD is drawn.
Once all the details are complete, User has to click on SAVE button & take
a Print on A4 size paper. Also if required the Receipt can be Printed, Reset
for any change or canceled from its generation. Under the existing process,
print option to print 2 copies of the receipt needs to be selected. One copy
is to be given to the candidate & the other one to be retained at the branch
for future reference.
Receipt Cancel – This option allows the user to cancel the earlier issued
receipt.
Search On Cancel
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Search On
Value
Date Cal
Click Search option to search receipts on the basis of Application

number, Branch name, Agent Name & Receipt date.
Search Result will be displayed in the following manner:
Search Result
Sl.No Application Branch Code Process Date Amount Action
Number
1 001 000 2007-06-07 225 View
Refund Amount – For HO use only.
Search – User can search for specific Application Number or Branch

Code or Agent Name or Receipt Date.
Search
Search On
Value
Date Cal
Reports
For analysis purpose user can extract Report from ARS. The report can be
generated for following type of receipts :
 All Receipts giving the details of receipt generated within the given
period.
 Cancelled receipts within the required Date range
 Refunded receipts within a period
 All Active receipts only in a given Date range.
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Report Generation
Account
Code
Receipt Type
From Date : Cal (DD/MM/YYYY)
To Date : Cal (DD/MM/YYYY)
The Report will be generated in the following format :
Report Generation
Appl No. Advisor Branch Rcpt Date Receipt Amt. Net Amt. Net Acc. DD Status
Code Amt. Number
001 Mohammad 000 2007-06-07 225 225 225 311384

Nasim
002 Imamuddin 000 2007-06-07 575 575 575 557951
Ahmed
003 Vikas 000 2007-06-07 250 250 250 11222
005 Usha 000 2007-06-07 225 225 225 002
T001 Ankit Bharat 000 2007-06-07 1100 1100 1100 67582

Gordia
Points to Remember:
Following points are worth to remember while accessing ARS
 Since the receipting will be carried out at each branch, the person
responsible should immediately deposit in the bank on the next day,
all Demand Drafts collected on the previous day.
 No CASH is to be from any candidate and / or Advisor.
 No Master creation / updation is to be done at Branches.
 The system will be used for New as well as Renewal Applications

received prospectively.
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Process Note
Step 1 : Login to - http://10.155.15.14/ars/web/html/AppFrame.html
Step 2 : Select Branch

Enter
User:
and
Password:
Step 3 : Click on “Transaction”
Step 4: Select “Receipt Entry”
Step 5: Enter Demand Draft details in “Create Receipt Page”
Step 6: Take “Print “ of receipt on A4 paper.
Step 7: Hand over Clients copy to prospective advisor and attach second copy
on advisor’s application form.
Step 8: Deposit all the demand drafts in BSLI account immediately on next
working day.
DD DEPOSIT PROCESS
FOR CURRENT BRANCHES (137 nos.)
All the RTC’s should follow the below process for depositing the agent deposit DD’s.
1. Collect all the DD’s received during the day. No CASH is to be accepted from
the candidates.
2. Actual Receipt Entry – Fill up all fields mentioned in the receipt (Refer ARS
Manual for more details). No field should be left bank. In case of any
clarification please call up at HO & get the same clarified.
3. Save the Receipt after rechecking details entered.
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4. Take print on A4 size paper. You will get 2 portions on a paper. Hand over 1st
one that is Client Copy to the candidate & attach 2nd one that is BSLI copy on
the application form as per instructions given from DSF - HO.
5. Generate a Report for the day once receipting for the day is complete. File a
copy of the report at your end.
6. At day end Tally it with the report generated by the ARS for the Count of DD’S
and the amount.
7. Fill in the deposit slip for the DD’s collected during the day. (either Citibank or
HDFC bank, check with branch accountant with which bank your branch is
having tie-up for CMS pickup). Please maintain two copies of the deposit slip,
one for the bank and one for your records.
8. REMEMBER THAT ACCOUNT NUMBER & CMS CODE / CLIENT CODE IS

VERY IMPORTANT ON THE DEPOSIT SLIP.
a. Branches with Citibank CMS arrangement should fill account no.

0009421203 and Client code (CMS Code) BSLI AD .
b. Branches with HDFC Bank CMS arrangement should fill account no.
0602150000558 and Client code BSLIAGENT.
9. Attach all DD’s to the deposit slip and forward it to the cheque pickup person
on the next day when he comes to your branch. Take acknowledgment of the
deposit slip from him.
10. Please ensure that DD’s received under ARS are kept & banked separately & not
mixed up with Premium collections.
11. RTC to send a MIS on a daily basis of the received DD’s and DD’s deposited in
bank. (i.e.) RTC should send a list of DD’s on 02nd Sept day end for all DD’s
received in 1st September and deposited on 2nd September.
12. Accounts – HO would be reconciling the amounts deposited against the

deposits received on a daily basis. If the same is not reconciled within next 2
days, necessary queries will be raised to the concerned branches. ALL THESE
QUERIES HAVE TO BE ANSWERED ON THE SAME DAY ITSELF.
Points to be noted:
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1. For New application form in advisor code field type NA
2. Do not accept cash and receipt it in the system
3. Do not accept broken amount pay-orders
4. Do not accept excess amount pay-orders
5. Don’t write IA while entering application no that is the application no.
should get captured as 00001254.
For any receipt cancellation take branch head’s approval and send it to Gautam Kambli
on TejalPhope/Insc, Gautam will cancel the receipt and confirm you the same. On his
confirmation you should receipt the pay-order again.
YOU CAN REQUEST HELP OF THE BRANCH ACCOUNTANT ALSO FOR

UNDERSTANDING THE DD DEPOSIT PROCESS UNDER THE CMS ARRANGEMENT.
YOU CAN ALSO CONTACT AT HO – ACCOUNTS TO NILESH KADU & TUSHAR
SARAF FOR ANY BANKING RELATED ISSUES.
IT IS A MUST TO DEPOSIT THE DD’s COLLECTED IN ONE DAY ON THE NEXT DAY.
THIS IS VERY ESSENTIAL FOR ACCOUNTING / RECONCILIATION AT OUR END.
Request you to re-confirm the above pick up arrangement with branch accountant. If
you find any discrepancy, do revert to me / Nayana immediately.
How to deposit the DD’s: PLs refer Point no. 8, 9, 10 in the DD deposit process.
I. First confirm the bank where the DD should be deposited as mentioned above.
II. Fill in the respective Deposit slip with all the DD details for the DD's received
on the previous day. You can get the Deposit slip from the branch accountant
of your branch.
III. Two important things to be mentioned on the deposit slip is the Account
Number andCMS Code. Citi and HDFC account number and CMS code are
mentioned below once again :
a. Branches with Citibank CMS arrangement should fill account no. 0009421203
and Client code (CMS Code ) BSLI AD .
b. Branches with HDFC Bank CMS arrangement should fill account no.
0602150000558 and Client code BSLIAGENT.
Once the deposit slip is filled, pls handover the DD's to the pick person of the bank so
that the same is deposited in the right account.
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Please ensure that DD’s received under ARS are kept & banked separately & not
mixed up with Premium collections.
•Daily MIS to be sent: You would be filling the details in excel file for depositing the
DD's in the bank. The same already contains DD No., DD date, Drawee bank. As of
now, you can send us the same file as MIS rather than preparing a seperate
one.
The ARS receipt has to be sent to H.O along with the complete set of Advisor
Documents.
Branches will have to send Demand Drafts payable at Mumbai to H.O till the time
the ARS System is not implemented at the Branch.
The copies of Qualification proof and Age Proof are to be verified by AM and
certified affixing rubber stamp “VERIFIED FROM ORIGINAL” with Name and
Signature.
Activity to be done at the Branch
Having sent the batch launch report to the IRDA training team at H.O, the IA
forms have to updated on BSLI online which can be accessed through the
following URL / Link http://10.155.1.38 and sent to H.O latest by the 4th day of the
commencement of training or as per the exam cut off dates along with complete
documents which have been stated above.
III Examinations
The III examinations are conducted twice a month i.e. the 1st Sunday and the 3rd
Sunday. On special request from the Industry III in the past has conducted exams
on every Sunday. Company specific special examination can also be conducted
provided there are minimum of 300 candidates for a particular examination
center subject to the local center / school authorities are willing.
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Exam Scheduling Process at H.O
The exams forms have to be submitted to the III office at Mumbai 20 days prior to
the specific exam date. The cut off dates for the exam forms to be received at H.O
are communicated to the branch in advance. Only forms with complete IA form
and documents mentioned above and which are received on or prior to the cut off
dates are processed for the exams. The exams forms received on time and where
requirements are pending and all forms received after the cut off dates are kept
aside and scheduled on a later date subject to process.
Exam Scheduling Process at the Branch
Branch RTC / Support staff to ensure that only IA forms with complete
documents are sent to H.O so that they are received at H.O on or before the cut off
dates communicated to Central Advisor Licencing Team
Exam forms should bear the application number (on the top right hand side of
the form)
Even in case the candidate is reappearing for the exam, the reference number is
mandatory.
The Attached Exam Format should be mailed to H.O .The hard copy of the
format should be sent with the forms and the forms should be in the same serial
order as mentioned in the format.
Exam date -Branch name should be mentioned in the subject line while sending
the format or in case of any queries for answering Admit cards should be retained
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at the branch and given to the candidate only after confirmation of venue and
registration details from Insurance Institute of There are certain points regarding
mails where we need your support and cooperation
Licencing and Advisor code issuance
On receipt of the result from III, Central licencing team will update generate
the IRDA licences for all successful candidates and then create a advisor
code which will communicated to the branches. The TAT would be 48 hrs i.e.
2 working days from the result date subject the documents being complete.
Despatch of Welcome Kit
Post licencing and code issuance the central licencing team will despatch the
Advisor’s Welcome Kit to the branch. This will consist of
1. Welcome letter
2. Insurance License.
3. Identity Card
Renewal of License
For renewal of License following requirements have to be fulfilled - complete
documents, a demand draft and completion of 25 hours of life insurance renewal
training.
Advisor can choose between Online and Manual training. In case of Online
Training Sponsorship Letter has to be submitted along with the Documents.
Documents are to be submitted along with a demand draft favoring Birla Sun life
Insurance Co. Ltd. and photograph for the ID card.
The detailed charges applicable as per IRDA guidelines are as follows.
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DD for Rs. 250/- if the complete documents are submitted and renewal training is
completed 35 days prior to the license expiry date.
DD for Rs.350/- if the complete documents are submitted and renewal training is
completed 10-34 days prior to license expiry date.
DD for Rs.1000/- if the complete documents are submitted and renewal training is
completed 0-9 days prior to expiry date or after the expiry date.
Process for Renewal of individual life insurance license
1> On receipt of complete set of documents advisor will be eligible to

complete 25 hours of refresher training for life insurance.
• Classroom Training – Advisor has to complete the renewal training at
the training center
• Online Training- The duration of training should be a minimum of 5
days and maximum of 8 days. Only 6 hours of training can be taken on
a particular day.
2> License will be renewed on the receipt of the training completion certificate
Issued by the institute conducting the renewal training.
Process for Renewal of composite life insurance license
In case of composite license (common license for General and Life insurance)
issued by us you need to comply with the following.
1. Application form
2. Form VA /or Form A2/A1 (as applicable)
3. 25 hours Training completion certificate from General insurance Company.
4. NO objection certificate issued by General insurance Co to allow us to
renew the composite license.
5. Photograph for the ID card
6. Exact DD favoring Birla Sun Life insurance Co. Ltd (refer above table)
On receipt of the complete documents Advisor will be eligible to complete 25

hours of renewal training for life insurance. License will be renewed on the
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receipt of Training completion certificate issued by the institute conducting the
renewal training.
Back to Main
Process for generating AM/AAM Code on BSLI Online

URL to access BSLI online
http://10.155.1.38/fraadmin.asp
Login with the user name and password.
User Name:
Password:
* Please contact your Project Manager for User ID & Password
Step 1: After login you will get the main screen where you have to select the field which
is used for Agency Managers / Assistant Agency Managers.
Please refer to the print screen below.
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Step 2: Select Branch Input Module.

After selection the screen will look like this. Please refer to the snapshot below.
Step 3: Click on Branch Employee Joining / Exit Report.
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Step 4: Click on Input Data Screen for AMs
Step 5: Screen displayed will be as under:
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Here, you have to key in the details of Agency Managers / Assistant Agency Managers.
Please select your Branch Name and fill in the details as per the instructions given.
Date of Birth and Date of Joining should be in mm/dd/yyyy format.
*** Mandatory Fields

Branch***
Titile***
First Name***
Last Name***
Address1***
Address2***
City***
Pin Code***
Tel. No./Mobile***
DOB***(mm/dd/yyyy)
Location***
Out Station Location*** (if you select outstation as location above)
Marital Status***
Qualification***
Type of AM***
Date of Joining***
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Click on submit.
AM / AAM code will be generated automatically.
We here at HO will generate the code in system and send you confirmation through mail.
Please note the codes sent by us will be final.
For Other Employees

1. Click on Input Data for other Employee
2. Screen displayed will be as under:
Here, you have to key in the details of Branch Support Executive Please select your
Branch Name and fill in the details as per the instructions given.
For Branch Managers
URL to access BSLI online http://10.155.1.38/fraadmin.asp

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User Name:
Password:
Step 2: Select Branch Input Module.
Step 3: Click on Branch Employee Joining / Exit Report.
Step 4: Click on Input data Screen for BH ( Shikhar Branches)
*** Mandatory Fields
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Branch***
Titile***
First Name***
Last Name***
Address1***
Address2***
City***
Pin Code***
Tel. No./Mobile***
DOB***(mm/dd/yyyy)
Marital Status***
Qualification***
Date of Joining***
Here, you have to key in the details of Branch Managers Please select your Branch Name
and fill in the details as per the instructions given.
Back to Main
INSTRUCTIONS TO BE FOLLOWED
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Project Helpdesk
• Branches to send a regular update of new joinees (with their names, DOJ
and designation) and exits at their respective branches. This exercise to be
done as soon as a person joins or exits. We need not wait till the month end
to provide this information.
• As soon as a new joinee receives his/her emp code, the BMs to send an
email to Shefali.Hedalkar@birlasunlife.com requesting to create an email
id. This exercise also to be done as and when a person joins and receives
the emp code.
• Branches to send email ids and mobile numbers of the advisors and AMs
working at their respective branches. This data would help us inform them
about the pending requirements of the policies logged in by them. Also to
keep updating the email ids and mobile numbers incase of any changes in
the same.
• A complete and updated list of BSEs (BSEs, AAEs, & RTCs) working at the
branches with their mobile numbers, designation and email ids to be sent
to Shefali Hedalkar regularly. This information will help us coordinate
with the branches better.
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Process for Updation of Resignees in BSLI Online

URL to access BSLI online
http://10.155.1.38/fraadmin.asp
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User Name:
Password:
• Please contact your Project Manager for User ID & Password
Step: 1 after login you will get the main screen as under:
Step: 2 Click on Branch Employees Joining / Exit Report:
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Enter AM code and submit.
For e.g. If an Agency Manager, AM code 759068 Resignee, enter the code and submit,
Screen will appear as under. Information to be entered by Branch is the fields as under.
1. Out Station Location (if any)

2. Employee Code
3. Designation
4. Reason
5. Resignation date
6. Relieving date
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After entering click on “Save edited changes”.
When we extract data of resignees from BSLI Online, this entry will be reflected in
the system.
On basis of this entry, we will take termination action in the system and inform
the branch accordingly.
While entering the new joinee and resignee information Branch Support
Executive (BSE) should take care of the below mentioned points:
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1. Branch Support Executive should not wait for the employee code generation
of Agency Manager (AM) or Asstt. Agency Manager (AAM) for getting his /
her AM or AAM Code. BSE should update the joining or resigning
information on the date of joining or resigning of the AM/AAM as the case
may be.
2. There may be some cases wherein the AM/AAM may resign before getting
the employee code, in such case while entering the resignee information please
mention the employee code as “NA” in the employee code field on BSLI
Online.
3. If any wrong or double entry of resignee or new joinee is updated on BSLI

Online, BSE should immediately inform the same via mail to SarikaMore/Insc,
or Yogesh/Insc,
4. AM/AAM codes once created in Ingenium would be final, no changes,

corrections or swapping of the codes will be done. If there is any AM/AAM
asking for the transfer to other branch, then we need approval (either on mail
or on the application given by the AM/AAM) from both the Branch Heads
and Zonal Heads (if an AM/AAM is asking for the transfer in a branch which
is in other Zone or Region). Forward the approval mail or application copy to
Sarika More for changing the branch of the AM/AAM in the system.
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PROCESS FOR CPIN/TPIN
For getting CPIN/TPIN number of AM/AAM it mandatory to update the lotus

notes mail ids of AM/AAM in Ingenium, hence BSE should immediately inform
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the below mentioned information to Prasad.talekar/Insc after getting the lotus
notes mail id of AM/AAM:
a. Name of AM/AAM
b. Employee Code of AM/AAM
c. Lotus notes mail id of AM/AAM
d. Branch Name
e. Branch Code
f. AM/AAM Ingenium Code
After getting the confirmation from SarikaMore/Insc, the concerned AM/AAM

should login to Birla Sun Life Insurance Co. Ltd.’s web site
(www.birlasunlife.com) and get his or her CPIN/TPIN No. Online. If he/she has
any problem in getting the same then please write a mail Policy Admin
Department (Polad/Insc,). No mail should be marked to SarikaMore/Insc, or
Yogesh/Insc, for this. A brief process for generating CPIN/TPIN number is
mentioned below:
To reiterate, please note that we have now enabled the generation of CPIN/TPIN
for IAs/AMs/corporate online on our website. The only prerequisite for the same
is a registered email- id. As such, please advise them to generate the CPIN/TPIN
on online.
Further, incase the IAs/Ams/ Corporate agent's email ID is not updated in

Ingenium, please ask them to get in touch with
sarikamore@birlasunlife.com/prasad.talekar@birlasunlife.com for AM/AAM
mail id Updation & advisorservicing@birlasunlife.com for updating mail id of
Individual & Corporate Insurance Advisors) to update their email ID.
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For any other information or assistance, please feel free to contact us on our toll
free number 1-800-22-7000 via your MTNL or BSNL line or on 022-6691 7777 (non
toll free) anytime between 9am and 11pm. You may also log on to our website
www.birlasunlife.com for any assistance/information.
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BUSINESS MENTOR PROGRAMME
Manual for Business Mentor Programme has already been mailed to your Branch
Managers, for any query regarding the same please get in touch with your Branch
Managers. Any query which remain unresolved from the process manual please
get in touch with sarikamore/Insc, or yogesh/Insc.
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Confirmation/Promotion/2nd Year Transition of AM/AAMs &

Advisor Promotion
For any query or further information on the below mentioned processes and
norms please get in touch with yogesh/Insc. The details of these processes and
norms have already been given to your branch managers.
a. Confirmation of AM/AAM
b. Promotion from AAM to AM
c. Second Year Higher Fixed pay of Agency Managers
d. Advisor promotion to AM/AAM
Capital & Revenue Expense Approval

For any Capital expenses (for any amount) and Revenue Expenses (more than
Rs. 50,000/-) BSE should first get the planning approval for the same. For this
BSE should send a detailed need justification note along with the cost breakup
and requirements to yogesh/Insc,
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BSLI Online
Recognition Report
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Fast Tracker
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MDRT
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Club Membership
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Century Club Data
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Star AM
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Servicing Reports
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Advisor License Expiry
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Policy Details
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Lapsed Policy Detail
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List of Policies which can be revived
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Non Revival Policy
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Over Due Amount
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Renewal Premium Due List
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Requirements For Pending Policies
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Advisor Jagao aur Agency Bachao(AJAB)
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Presentation /Manuals
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Business Reports
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Advisor Details
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Agency Manager Details
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Branch Manager Details
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Top Agency Manager Policies
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Top Agency Manager Application Introduced
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Top Advisor on Introduced
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Performance Tracking
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Competitions
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Agency Manager Confirmation
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MBG Report
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Advisor Promotion Data
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TERMINATION ACTION
Table Of Contents
1. Procedure for Termination of Agency Managers
2. Unauthorised Absence from Work
3. Draft Of 1st Notice to AM
4. Draft Of 2nd Notice to AM
5. Notice of Termination to AM
6. Non Performance of AM/Staff
7. First Notice of Non Performance to AM
8. Second Notice of Non Performance to AM
9. Notice of Termination for Non Performance to AM
10. Absence Under Medical Grounds
11. General Sickness Notification Procedure
12. Violation of Code Of Conduct
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TERMINATION OF AGENCY MANAGERS
Termination is a sensitive issue that needs to be handled diligently. We as

business owners need to take certain steps prior to terminating an employee
else we leave the organisation exposed to the costly impact of wrongful
decision. However permitting an employee who does not abide by the code
of conduct or one who is a consistent non-performer, is in itself a cost to the
business - not just monetary; but it can also negatively affect the reputation
of our organisation
At a preliminary level we have to ensure that each and every person

employed within our organisation is aware of the code of conduct expected
of him/her. Once you set the expectations right it becomes easy to chart out
channels to meet them. Furthermore it is important that each employee duly
signs a copy of the code of conduct and confirms that he/she has understood
the contents therein and agrees to abide by it. At an organizational level it is
within our purview to ensure that we clearly list out mandatory practices,
prudent behaviour and disciplinary process so that employees can follow
them.
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PROCEDURE FOR TERMINATION OF AGENCY MANAGERS
Agency Managers are our most critical sales resources. They represent the
organisation internally to their team and externally to the market on the
whole. They being a key factor, the organisation has expectations from them
in terms of their conduct. Failure to abide by the best sales practices and the
code of conduct would lead to disciplinary action against them by the
Company.
Agency Manager would be liable to be terminated in the event of:
1. Non-disclosure/inaccurate information about previous employment

/ pending disciplinary action(s) with past employers,
physical/mental ailments
2. Unauthorised Absence from duties
3. Unwarranted and long absence from duties on medical grounds
4. On account of non performance
5. Violation of the codes of conduct, rules and regulations and
applicable Standing Orders of BSLI
6. Violation of the terms and conditions of the Agreement between BSLI
and Agency Manager.
7. Behaviour of any manner, whether direct or indirect, that is
detrimental to the interests of BSLI.
Back to Termination Action
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UNAUTHORISED ABSENCE FROM WORK
If an Agency Manager is absent from work, without an authorised leave for a

period of more than three (3) working days and fails to communicate his absence
to the respective Branch Head in the manner prescribed by the organisation, he
shall be liable for disciplinary action, as detailed below:
The Branch Head to issue a written notice seeking an explanation for the
unauthorised absence from duties.
If the Agency Manager fails to respond to the first notice, a second notice should be
issued as a reminder advising him/her to tender a response to the notice/(s) with
an adequate explanation of the unauthorised absence within ten (10) days of receipt
of the notice failing which he/she would be treated as absent from duties from the
first day of such unauthorised absence and his/her employment with BSLI
terminated with immediate effect. In the event there is no response from the AM to
the second notice a third and final notice intimating of the immediate termination
of his/her employment with the Company be issued with further instructions to
officially handover the company’s property/documents/materials, if any, in his
possession.
All the written communication mentioned above to be sent to the permanent

address of the AMs as reflected in the BSLI records via three modes of delivery,
namely:
 Registered Post
 Under Certificate of Posting
 Courier
The proof of delivery from each of the above to be preserved in his employee
records for further action.
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In circumstances where BSLI receives communication from the AM, in response
to the notice, the AM is required to submit a written explanation to the Branch
Head justifying his absence from duties, should he wish to continue with his
services with the organisation. The Branch Head to forward a copy of this
explanation to the Senior Manager –Field Operations at Head Office. Acceptance
or rejection of the explanation will be at the discretion of the Branch Head and the
In-charge at field operations.
In the event BSLI does not receive any response from the AM even after issue of
the second notice, an enquiry should be conducted into the alleged violation and
a detailed note with dates on which letters were despatched, other efforts made to
contact should be sent to HO for proceeding with termination action.
In the event the AM is unwilling to continue his services with BSLI, the AM
should be required to submit his resignation, which will be effected from the first
day of his unauthorised absence from duties. The AM should be instructed to
officially hand over company property /documents/materials, if any, in his
possession
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Annexure-1
UNAUTHORISED ABSENCE
DRAFT OF 1ST NOTICE TO BE SENT TO AM
Date:
Ref No:
Agency Manager <Name>

Agency Manager <Code>
Branch Name
Subject: Your unauthorised absence from services from _________
Dear Mr. __________,
This is with reference to the captioned subject. You have been absent from
official duties from ________ to ________ OR till date without any proper
authorisation of such leave.
We need you to understand that your position is very responsible and

central to our branch operations. Your continued absence from duties
clearly affects the productivity of the branch and is against the spirit of
BSLI rules, which is unacceptable to the management.
Please treat this matter very seriously and revert with your written
explanation to the undersigned by _____________ (< mention date> )
Sincerely,
Branch Head
Cc.: HO - DSF
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Annexure-2
DRAFT OF 2nd NOTICE TO BE ISSUED TO AM
Date:
Ref No:

Branch Name
Sub.: 2nd Notice - Your unauthorised and continued absence from duties
This is in furtherance to our notice issued to you bearing reference

no.___________ dated _________. We are yet to receive any written
communication from you on the same. We therefore send you this second
notice for continued and unauthorised absenteeism from duties. Birla Sun
Life Insurance Company Limited considers your absenteeism as a serious
violation of its directives and Code of Conduct.
Such absenteeism on your part affects the productivity of the branch and
consequently of BSLI, causing unnecessary hardship on the team of
insurance advisors reporting to you and is contrary to your commitment to
meet BSLI’s expectations.
You are required to report to the undersigned or tender your written
explanation by _________, failing which BSLI shall be constrained to take
such disciplinary action as it deems fit including termination of your
appointment as an Agency Manager of BSLI.
Sincerely,
Branch Head
cc: HO
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Annexure-3
DRAFT OF NOTICE OF TERMINATION TO BE ISSUED TO AM
Note: This notice will be sent by head office only when in receipt of the
above two notices, POD, Branch Head – State Head and Zonal Heads
approval mail.
Date:
Ref No:
Branch Name
Mr.
Sub: Termination of your services from BSLI

Re.: Our notice/(s) ref. no._______ dated __________ and ref.
no._______ dated _________
We refer to our notice/(s) to you regarding your continued absenteeism

from duties from _____ till even date. It is disconcerting to note that we are
yet to receive any response from you in this context.
In view of your long and unauthorised absence from duties you have
rendered yourself liable for disciplinary action. We consider your
unauthorised absenteeism as misconduct in terms of sub-clause (e) of clause
14 (3) of the Model Standing Orders (Central) under Schedule 1 to the
Industrial Employment Standing Orders Act.
We wish to inform you that your services have been terminated with
immediate effect.
We enclose herewith our cheque no.______ for Rs.________ being

_________________________. (IF ANY DUES ARE PAYABLE BY BSLI)
You are required to handover all official cases, documents, identity card,
access card (if any), any other BSLI materials in your possession to your
Branch Head in a week’s time.
Sincerely,
BHASWAR ROY CHOWDHURY

Senior Manager - Operations
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NON-PERFORMANCE OF AM/STAFF
Continual good performance is a key ingredient that keeps an organisation

running. A non-performing employee is also a cost, in terms of monetary loss and
reputation of the organisation. In fact, managing employee performance is the
most difficult task often faced by managers.
It is very important therefore to set the expectations right from day one, because
expecting excellence sets the direction. (But being there and sustaining excellence
requires a corporate environment that is conducive for promoting such
excellence. Not only are setting standards necessary but also communicating it to
the employees in a right manner is required. Employees should also be aware of
the disciplinary action in situations when they have consistently failed to deliver
well.
The employee may be given a written warning in such cases. The copy of this
warning would be kept in his personal file for records. Record about the
subsequent improvement or lack of improvement should also go in as part of his
personal record, which will affect his overall performance appraisal.
Drafts of notices issued to Agency Managers for non-performance are mentioned

as below.
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NOTICE ON ACCOUNT OF NON-PERFORMANCE (AM) –1st notice
Date:
Ref No:
Mr. <Name>
Agency Manager Code < >
Branch
Sub: Concern on account of your non-performance.
Dear ________,
This is with reference to the above-mentioned subject. We have been closely observing
your performance over the last few months and we regret to inform you that you have
been continually declining in meeting the required performance levels. This serves as a
written notice that your performance as a <___> has been unsatisfactory.
In your role as a “__________”, you are expected to ___________ (“mention key performance
areas”). However we have noticed the following job deficiencies in your performance:
<Mention areas of concern>
In our effort to assist you, we would like to give you one more opportunity to streamline
your performance by _____________ (“ list down suggestions for improving
performance”)
Your failure to improve in the above referenced areas may warrant further action
including termination from the services of BSLI. Please be informed that we will continue
to monitor and assess your progress in eliminating the mentioned performance setbacks
over the next ________ (“Mention a specific time frame”), in order to evaluate your
improvement in the concerned areas.
We sincerely hope that you will take all efforts to improve your performance and
accomplish the assigned duties more effectively.
Should you have any concerns or suggestions with respect to the above, please feel free to
discuss the same with the undersigned / with <mention name of the concerned official>.
Sincerely
Branch Head
NOTICE ON ACCOUNT OF NON-PERFORMANCE (AM) – 2nd notice
Date:
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Ref No:
Mr. <Name>
Branch
Sub: Concern on account of your non-performance - Reminder.
Dear ________,
This is with reference to the above-mentioned subject and our notice issued to you
on _________________.
In our effort to assist you, we would like to give you another opportunity to
streamline your performance by ____________ date. Your failure to improve your
performance may warrant further action including termination from the services
of BSLI.
We sincerely hope that you will take all efforts to improve your performance and
accomplish the assigned duties more effectively.
Should you have any concerns or suggestions with respect to the above, please
feel free to discuss the same with the undersigned / with <mention name of the
concerned official>.
Sincerely
Branch Head
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NOTICE OF TERMINATION ON ACCOUNT OF NON-

PERFORMANCE (AM)
Note: This notice will be sent by head office only when in receipt of the above two
notices, POD, Branch Head – State Head and Zonal Heads approval mail.
Date:
Ref No:
Mr. <Name>
Branch
Mr. <Name>
Sub: Termination from services of BSLI due to non-performance.
This is in furtherance to our notice ref. no. ______ dated ________ and my
personal conversation with you on BSLI’s concerns about your unproductive
performance in your role as <_____>
BSLI had clearly indicated to you the desired performance level and outcomes
expected from you and also suggested measures to achieve the same. BSLI had
also instructed you that the level of your performance would be assessed and
reviewed for improvements over <specific the time frame given to him>. Regretfully
it has been observed that there has been no improvement in your performance
despite the opportunity given to you.
BSLI treats this as an apparent disregard to the directives issued by us. After
careful consideration and based on the feedback received about your performance
on various occasions, we have decided to terminate your services with effect from
__________.
You are required to handover all official cases, documents, identity card, access
card (if any), BSLI materials in your possession to your Branch Head before
<mention date>.
Sincerely,
BHASWAR ROY CHOWDHURY

Senior Manager - Operations
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ABSENCE UNDER MEDICAL GROUNDS
Any unauthorized and long absence under reasons of illness should be

investigated thoroughly and appropriate action should be taken. Absence under
medical grounds can be due to Short Term Sickness or Medium & Long term
sickness
Short Term Sickness is the temporary absence from work due to minor illness or
ailments. This can be uncertified or medically certified.
Medium or Long-Term Sickness is any chronic illness that has direct bearing on
the employee’s ability to discharge his normal day-to-day duties. This needs to
be dealt with appropriately.
As an organization that values its employees, the sick or unwell employees will
be treated with consideration with every effort being made to help their quick
recovery and to safeguard their employment. At the same time it is important to
monitor the records of high and continuous absenteeism in case of some
employees and investigate the matter thoroughly.
The Branch Head should ensure that the medical reasons given by the AM,
especially in cases of prolonged leave, is authenticated by BSLI medical
practitioners.
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GENERAL SICKNESS NOTIFICATION PROCEDURE
Generally in case of short-term sickness, the concerned AM should notify the

Branch Head about his absence and the probable date he/she is expected to
resume duties. In most of the cases this would be easily possible by a
telephonic call to the branch. However, in cases where this is not possible,
the message should be conveyed to someone in the Branch.
In the period of absence, the AM should also leave a contact number where
he can be contacted in case of emergencies.
Any important work that might be required to be done during the period of
the AM’s absence should be delegated as far as possible.
In case of any long term illness or repeated illness, a medical certificate from
a BSLI-approved medical practitioner should be called for.
To safeguard the interests of the organization, the AM will need to under go
medical investigation through BSLI’s panel of doctors. Based on their
findings the decision to accept/decline the reason for absence would be
taken.
Where BSLI finds that the reasons for absence are not justified, the AM shall
be exposed to appropriate disciplinary action, which could either be warning
or termination from services from BSLI.
(Format of Notice attached as Annexure 1)
VIOLATION OF CODE OF CONDUCT
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An Agency Manager can be considered for termination if he/ she has
demonstrated serious violation of the BSLI and the IRDA codes of conduct,
negligence, misrepresentation of organizational ethics/values/ products, any
behaviour/action that is detrimental to the interests of BSLI or repeated violations
even after one warning is issued to the AM.
Causes for which the AM can be considered for issuance of warning or in more
serious cases, for termination are as listed below:
1) AM is found guilty of non-disclosure of vital information

2) The client complains against the AM for issues such as misrepresentation
of information, collection of excess payments on behalf of client by
AM/IA, breach of information integrity or any kind of fraudulent
behavior. Repetition of a violation by an AM for which he has already
been issued a warning or committing any other violation when one
warning has already been issued to the AM for one particular violation
shall invite termination forthwith.
The issues mentioned above can be handled as follows,
• Give adequate opportunity to the concerned AM for representing his case.

• Send him a written notice/communication briefing about the issue in
question and seeking explanation from him on the issue. Give him a
specific time frame for e.g. 07 days within which he has to respond on the
same.
• The notice to be sent to him via courier/registered post and a copy to be
sent to the concerned branch head for follow up and action.
• Based on the feedback from the AM and the subsequent feedback on the
AM’s performance from the branch head, a joint decision will be taken on
the course of disciplinary action. UNDER NO CIRCUMSTANCES SHALL
VIOLATION OF ANY CODES OF CONDUCT BE TOLERATED
• On the basis of above facts and the severity of misconduct or violation, a
notice of warning or termination is issued to the AM.
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DIRECT SALES FORCE-COMMISSION OPERATIONAL
MANUAL
 Click on the link for Commission and Bonus to Advisors - Overview

Commission_and_Bonus
 Click on the link for Commission Structure for advisor.

Advisors_Commission structure
 Any Queries related to advisor commission to be marked at

North Zone branches - manishsonawane@birlasunlife.com
South Zone branches - vijaya.naik@birlasunlife.com
East Zone branches - riteshchavan@birlasunlife.com
West Zone branches – nilakshi.satam@birlasunlife.com
TAT for the revert from dsfadvisor is of 2-3 working days.
In case of no response within the above given TAT: -

First Escalation level Manish Sonawane to be contacted at manishsonawane@birlasunlife.com
Last Escalation level Kalpana Parab to be contacted at kalpanaparab@birlasunlife.com
 Process for Direct of Commission to concern advisor’s bank account
In order to have the commission directly credited to bank accounts of the advisor’s, bank mandate
need to be forwarded to DSF Commission Team in the format alongwith cancelled cheque for
verifications.
Click on the Link for Bank Mandate Form.2007\NEW BANK MANDATE FORMAT.xls
Bank Mandate to be forwarded to nilakshi.satam@birlasunlife.com
First Escalation level to be contacted at manishsonawane@birlasunlife.com
Last Escalation level to be contacted at kalpanaparab@birlasunlife.com
 Process to submit PAN No
If pan no is not submitted with the new application form of the advisor, then the same should be
forwarded to DSF Commission team.
PAN No to be forwarded to vijaya.naik@birlasunlife.com
First Escalation level to be contacted at riteshchavan@birlasunlife.com
Last Escalation level to be contacted at kalpanaparab@birlasunlife.com
 Process & Guidelines for disbursement of Commission Cheques at Branch

Click on the Link given below: -
Guidelines for disbursement of Commission Cheques to the Advisor.doc
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Commission and Bonus to Advisors - Overview

OVERVIEW:
The commission to advisors is paid on a fortnightly basis. The first fortnight is

from 1st to 15th of the month and the second fortnight is from 16th to 30th/31st of
the month. Only commission payouts are made in the first fortnight whereas both
commission and bonus payouts are made in the second fortnight. The
commission and bonus amount for each advisor is calculated by the Ingenium
system. For the first fortnight a batch is run by the IT department on the next
working day after 15th and the commission payout data is received by the DSF
department on the next working day after the batch run. For the second fortnight
a batch is run by the IT department at the end of the day on the 30th/31st of the
month and the commission including the bonus payout data is received by the
DSF department on the next working day after the batch run. This batch run
extracts the commission amount payable to each advisor from the Ingenium
system.
The commission team downloads data from the batch run using the EditPlus
application. This
downloaded data is converted and formatted in Excel. Since the tax rates (10%)
and commission rates are predefined in the Ingenium system, the data
downloaded (commission payout file) from the batch run does not take care of the
following adjustments:
1) For corporate advisors and partnership firms higher rates of tax are
applicable than the normal rates predefined in Ingenium,
2) For advisors who are entitled to concessional rate of tax by the Income tax
authorities and who have submitted Form 15AA, lower tax rates are
applicable than the normal rates redefined in Ingenium.
3) For some advisors no commission is to be paid. This may be because of the

following:
a) The advisor might have been terminated but his code and name have not
yet been deleted from Ingenium
b) Any previous negative recoveries not received due to insufficient

commission payout in the previous months which are adjusted against
the current commission payment
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c) When recovery of TDS on gifts given to the advisors is required to be

deducted from the commission payable to him and if such TDS is more
than or equal to the commission payable
4) For some cases the adjustment is required to be made in the commission

amount payable.
These adjustments could be deduction from the commission amount
Payable for any charge backs, previous negative recoveries, medical
expense recoveries, recovery of TDS on gifts given to advisors, etc.
The commission team incorporates the above-mentioned changes in the

commission payout file and prepares separate sheets for the above in the same
file. A bank file is prepared in Excel containing the name and code of the advisor
and the location of payment through cheque. These two files are sent to the
Accounts department after the approval of the Chief Manager.
The Accounts department passes the accounting entries on the basis of the
commission payout file and forwards the bank file to the bank. The commission
cheques are prepared by the bank and sent to Accounts department. These
cheques are sent to DSF department who in turn sends them to the respective
branches. The bank file is E-mailed to the respective branches. The commission
statement generated from the Ingenium system are accessed online by the
branches. These statements are printed and dispatched by the branch along with
the commission cheques to the advisors.
The entire process results in payment of the following to the

advisors:
a) First premium commission
b) First year renewal commission
c) Second and third year renewal commission
d) Fourth year renewal commission
e) Commission on single premium
f) Commission on pension policies
g) Commission on underwriting extra

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h) Commission on top-ups
i) Productivity bonus on first premium commission
j) Productivity bonus on first year renewal commission
k) Renewal bonus
l) Commission charge back
MANAGEMENT POLICIES:
1) First Premium Commission (FP commission)
a) The type of policy and the premium paying term determines the
commission payable.
b) Currently the following rates of commission are in-force and applicable:
Annexed)
c) First premium commission is computed as a percentage of first premium
received under a policy. The FP commission is calculated for each coverage
based on their premium term as shown in the above table.
d) If the mode is monthly or quarterly, the FP commission paid is 1/4th of
annual commission.
e) If the mode is semi annual, the FP commission paid is 1/2 of annual
commission.
f) If the mode is annual, the FP commission paid is equal to the annual
commission.
g) The first premium commission is paid every fortnight.
h) FP commission other than pension and single premium are considered for
productivity bonus (PB) computation.
2) First Year Renewal Commission (FYR commission)
a) FYR commission is paid at the same rate at which the first premium
commission is released under each coverage as and when the renewal
payments are received.
b) The FYR commission other than pension renewal is considered for
productivity bonus at the same rate at which the productivity bonus was
paid for the FP commission.
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3) Second and Third Year Renewal Commission
a) Commission on 2nd and 3rd year premium are paid as per the rate shown
in the above table as per the policy type and duration of the premium
payment.
4) Fourth Year Renewal Commission
a) Commission paid on the premiums paid for 4th year onwards is as per the
rate table annexed.
5) Commission on Single Premium (SP)
a) Commission on SP bond is 1% and on other SP is 2%.

b) No productivity bonus is payable on SP commission.
c) Commission on SP (10% of commission) is included in net annualised
agency commission for all purposes.
6) Commission on Pension Policies
a) Commission on regular pay pension policies are 7.5 % in the first year.
b) Commission on regular pay pension policies for 2nd year onwards is 2%.
c) Commission on top up is 0.5% on regular and single pay policies.
d) Commission on single pay pension policies is 2%.
e) No productivity bonus is paid on pension policy commissions.
f) Commission on pension policies are considered for net annualised agency
commission computation purpose.
7) Commission on Underwriting Extra
a) Commission on underwriting extra is 5%.

b) Currently the Ingenium system is computing the commission at 1% for Classic
Life Policies and at 1.5% for other UL policies.
c) The difference of 4% and 3.5% is manually computed based on the
underwriting extra
for a particular policy.
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8) Commission on Top-ups
a) Commission on top up is as per the rate shown above.
b) No productivity bonus is paid for top up commission.
c) Any premium in excess of one annual premium received is considered as
top up and accordingly the commission released by the system at the
applicable rate for each type of policy.
9) Productivity Bonus (PB) on First Premium Commission
a) PB is paid in the subsequent month of the introduction of policy.

b) The net annualised agency commission of all policies settled in the month
of introduction and in the subsequent month is considered at the end of
the subsequent month.
c) Any policy introduced in the previous month and settled in the current
month will also be included for the purpose of net annualised agency
commission.
d) PB is released with reference to the net annualised agency credit as stated above in
point b.
e) PB is released based on the net annualised agency credit band as per the
following rate:
Net Annualised Agency % of First premium

Credit in an Agency Month Commission and First Year
(Rs.) Renewal Commission
3001 - 6000 20%

6001 - 10500 30%
10501 and above 40%
f) Productivity Bonus is paid on all policies except pension policies and single
premium policies.
g) Similarly if there is any reversal due to free look or cheque dishonor the PB
is recovered at the same rate at which PB was paid earlier.
10) Productivity Bonus on First Year (FYR) Renewal Commission
a) PB on first year renewal commission is paid at the same rate at which the PB
was paid for the first premium commission.
b) PB on FYR commission is recovered at the same rate at which was paid
earlier in respect of free look and cheque dishonor cases.
c) PB is payable as and when the modal premium for the first year is received.
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11) Renewal Bonus (Payable in 25th month of the policy)
a) If the policy is in-force for 24th months the RB is paid to the advisor.
b) RB is paid at the rate of 20% of the FYR renewal commission paid on the
coverage.
c) RB is paid on each coverage completing 24 months.
d) RB is payable in the 25th month of the coverage.
12) Commission Charge-back
a) During the first two years of the policy, if there is any lapsation, a charge-
back on the FYR commission already paid there against will be applied.
The charge-back is calculated as the earned FYR commission multiplied
by the charge-back factor.
b) During the first two years of a policy if any single premium policy is
surrendered, a charge-back on the commission already paid there against
will be applied. The charge-back is calculated as the earned single
premium commission multiplied by the charge-back factor.
c) During the first two years of a policy, if there is any lapsation, a charge-
back on the productivity bonus paid there against is also applied.
d) Charge-back factor is calculated as:
= (24 less the number of months the policy was in force) X (FY Commission + Bonus)
24
(Note: month means completed month)
e) For applying the charge-back, a policy is considered to have lapsed if a

period of six months has elapsed from the date on which the Insurance fund
has become negative.
d) Charge-back debited due to lapsation is restored in case the said agent
revives the lapsed policy.
13) The commission and bonus cheques are to be dispatched to the branches
within 7 working days from the batch run.
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Commission Charge back – Classic Life Premier (Claw-back)
There will be a claw back of part of the first year commission in the event of non-
receipt (or partial receipt) of annualized premium in the second policy year. The
amount of claw back is such that the commission earned would be 4% of the
premium only. The claw back will be affected in the beginning of third policy
year to the extent of premium not received in the second year.
Claw-back Calculation
Lets take a case of a person opting for a 3-pay period and the Face Amount is
Rs. 300,000.
Contractual annualized premium : Rs. 30,000.
First year commission (@ 10 %) : Rs. 3000
2nd Policy Year premium paid : Rs. 16,000
Shortfall : Rs. 14,000
Claw back (@6 % **of the shortfall): Rs. 840

** 6 % = 10 – 4
Hence from the First year commission Rs. 3000 there is a claw back of Rs. 840. So
the total commission paid is Rs. 2160.
2160
Commission on16000 @ Commission on14000 @

10% = 1600 4% = 560
Restoration of claw-back
If by the end of the third policy year, the sum of second and third policy year
modal premium is greater than or equal to 2 times the lower of the contractual
annualized premium or the modal premium received in the first year, then the
clawed back amount will be restored.
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In the above example
3rd Policy Year Premium : Rs. 50,000
Sum of 2nd and 3rd Policy Year Premium: Rs. 65,000
Restoration of the clawback : Rs. 840
50000
Commission on 30000 @ Commission on 20000 @

3.5% = 1050 (Annualized premium) 1.5% = 300 (Top-up premium)
Points to Note
Any top-ups in the first year are not counted for this purpose (i.e. no credit is
given while computing the claw-back).
Also, for restoration, just paying some premium in the third policy year is not
enough. The premiums received in the third policy year should be such that
this premium along with the premium received in the second policy year
would be at least equal to two annualized premiums.
Reversal of commission
i) If any commission is advanced against First year premium and such

premiums are not actually received by the Company, then the commissions
so advanced will be reversed and due recovery made from the concerned
Agent.
However, currently we are not envisaging any advancing of commission
to the agents.
ii) When the policy document is sent through the Agent, and the policy
delivery receipt is not received by the Company within 60 days from the
date of issue of the policy, then commission paid in respect of the such
above policy will be reversed, and due recovery effected from the
concerned Agent.
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iii) If the Company refunds any premium, then the commission already paid
on the said amount of premium will be reversed and recovery duly
effected from the concerned Agent.
iv) If a cheque for a premium payment is dishonoured, and commission for

such premium has already been paid then the said commission paid will be
duly recovered.
6 Lives Criteria
This is an IRDA requirement “With effect from 1st fortnight of October'07 “
No payout shall be released for all such agents not completing the “6 lives
criteria" i.e. policies should be on six different lives excluding his own, the
commission will get released only on introducing & completion of six different
lives.
Insurance Rules, 1939
"Rule 16-B. Bonafide insurance agents for the purposes of Sec.41-

The conditions to be satisfied by an insurance agent to establish that he is a
bonafide insurance agent employed by the insurer for the purposes of the proviso
to sub-section (1) of Sec 41 of the Act shall be the following.
(a) He must have secured policies on six different lives excluding his own.
(b) He must have been an insurance agent continuously from the time of his
soliciting or procuring the first policy on each of such six lives or proposing for
the policy on his own life, whichever is earlier, till the time. When the policies on
those six lives and the policy on his own life have been issued.
Back to DSF - Commission
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Advisors Commission
1. First Premium Commission (F P Commission)
The type of policy and the premium paying term determines commission
payable.
Currently the following rate of commission are in-force and applicable:
Premium Commission Rates (%)

Paying Period First Year Second & Subsequent
Third year years Top Up
UL & Term
Pols. 2.0 - - 1.5
1 year – Single 5.75 2.5 2.5 1.5
2 – 4 years 11.5 5.0 5.0 1.5
5 – 9 years 21.0 7.5 5.0 1.5
10 – 14 years 25.0 7.5 5.0 1.5
15 years &
more 10.0 4.0 4.0 1.0
Classic Life 1.0 - - -
7.5 2.0 2.0 0.5

S. P. Bond
2.0 - - 0.5
Pension–
Regular
Pension –
Single
Premium
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Project Helpdesk
2. Commission rates for classic life premier. (Pre ULIP)
Total
Policy Annualised Commission
Yr premium 3 Pay Other
pays
Yr 1 25000-49999 10.0% 12.0%
50000-99999 10.0% 11.0%
100000-399999 10.0% 10.5%
400000 & above 10.0% 10.5%
Yr 2-3 3.5% 3.5%
Yr 4-5 - 3.5%
Yr 6 + - 1.5%
Top- Up 1.5% 1.5%
3.Commission rates for classic life premier. (Post ULIP)
Base Commission
Schedules DSF -Sch A
Premium Paying 3 Pay Other Pays
Periods
First Year 10.00% 11.00%
2nd Year 3.50% 3.50%
3rd Year 3.50% 3.50%
4th Year 0.00% 3.50%
5th Year 0.00% 3.50%
6th Year + 0.00% 1.50%
Top - Up Premium 1.50% 1.50%
4. Life Companion
The Basic Commission structure will be as follows:
Commission Rates (%)

Premium Paying
Period Second & Third Subsequent
First Year
year years
15 years and more 25.0 7.5 5.0
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Project Helpdesk
5. Simply Life
The commission structure for Simply Life is as follows:
POLICY COMMISSION%
YEAR
1 11.25%
2 year
nd
2.0%
onwards
6. Supreme Life.
POLICY YEAR COMMISSION% COMMISSION

3 PAY & 5 PAY %
OTHER PAYS
1st Year 9.0% 10.0%
2 Year onwards
nd
2.0% 2.0%
TOPUP 2.0% 2.0%
7. Dream Plan / Child Dream Plan.
The commission rate for Dream Plan is calculated as :
• Commission Rate = 2% x Policy term, subject to a maximum of 40% (as per

IRDA guidelines.)
• Renewal commission rate =5% from 2nd year onwards.
8. GOLD PLUS.
The commission structure for Gold Plus is as follows:

POLICY COMMISSION%
YEAR
1 8.8%
2 year & 3rd
nd
4.0%
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Project Helpdesk
9. SARAL JEEVAN
POLICY COMMISSION%
YEAR
1st year Benefit period x
2% of Premium
2ndyear 5% of Premium
onwards
10. GOLD PLUS -II
The commission structure for Gold Plus-II is as follows:
1st 2nd-3rd
year year 4th years + Top-Ups
DSF - Commission
structure (Sch-A) 8.00% 4% NIL 2%
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Bank Mandate Form
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Project Helpdesk
Guidelines for disbursement of Commission Cheques to

the Advisor
Process to be followed at Branches
1) Acknowledgements should be obtained & recorded for the cheques handed over
to Advisors/Agency Manager.
2) One copy of the acknowledgement to be forwarded to HO against each fortnight

cycle.
3) Cheques of advisors team not under the concern tagged Agency Manager as per
the records appearing in the System should not be handover to such Agency
Manager unless there is a written authorization from the advisor concerned and
approved by Branch Head.
4) Branch Head will be responsible to ensure that the cheques are dealt with
properly.
5) Request for Stop Payments and issuance of fresh cheques against the lost cheques
will be released on receipt of intimation letter with proper details and approvals
in lieu of previous cheques not encashed, the same will be released only on
confirmation and receipt of credit from clearing bank.
6) The Company shall recover the bank charges for stop payment / cancel & re-issue
of DD if it is found that the same is due to advisor’s negligence / mistake. If the
requests for cancel and reissue of cheques and DD’s are due to the negligence of
the branch, the concerned person would be held responsible and charges would
be recovered accordingly.
7) It should be informed to the advisors either to open the SBI bank account to get a
direct credit for commission or should have a bank account. If cheques are
received by HO for want of account not opened by the advisor, all the related
bank charges would be recovered from the advisor.
8) All the cheques against the duplicate issuance will be forwarded to branches with
in 15-20 days from the receipt of request at HO, except stop payment and DD
cancellation cases.
9) Stop payment and DD cancellation cases would take longer time, as the request
will be executed only after confirmation and receipt of credit from clearing bank.
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Project Helpdesk
Process to be followed at H.O.
1) Commission cheques will be released as per the cycle in respective
fortnight.
2) Advisor opted for Direct credit facility will get the commission credit
effected to the respective accounts as per the details recorded &
documented at HO.
3) Any Manual cheques request will be processed & released as per the TAT
i.e. within 15 days from the receipt except stop payment cases.
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Project Helpdesk
PROCESS NOTE ON INVENTORY MANAGEMENT
• Requests for Inventory items to be compiled and sent to HO in the

Inventory Format only (attached).
• All Inventory requests to be sent on the 1st and 16th of every month only.
• Everyday inventory requests will not be considered unless very important

items like Major/Minor Application forms, Advisor Application Forms,
IRDA forms etc.
• All Inventory requests to be sent to Sadhikv@birlasunlife.com.
• Inventory requests received on 1st and 16th of every month will be

despatched on 2nd and 17th of every month and a mail to that effect will
be sent to the concerned branches along with the POD Numbers.
Inventory Format
Minimum Stock
Sr.No. Branch Date Items Requirement in Hand
Adult Application
Minor Application
Children Dream Plan Application
Gold Plus Appliation
SPB - Adult Application
SPB - Minor Application
SimplyLife/PrimeLife Application
Advisor Application
IRDA EXAMINATION HAND BOOK
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Project Helpdesk
• Non-receipt of any material within TATs can be traced through the POD
no by the branch.
• BSLI has DTDC and Professional as their empanelled courier service agents
for bulk despatch.
• The normal inventory requests will be sent by surface mail and the TATs
may vary from 5 days to 10 days depending on the location. Hence always
have a buffer stock of materials at your branch.
• Inventory requests to be sent by any one person from the branch either
BSE, RTC or FOE. Requests received from multiple e-mail ids will not be
considered.
• A Monthly stock register (format attached) to be maintained wherein the

inward and the outward stock has to be recorded on a daily basis and a
monthly audit report to be sent on the 30th of every month (format
attached).
Stock Register Format

Qty. Name & Signature
Sr.No. Date Items Distributed of Receiver
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Monthly Stock Verification Report
Fresh Physical Diff. of any
Opening Stock. No. No. Closing Verification with Closing
Items Balance recd. Distributed Destroyed Bal. As on Bal.
Adult Application
Minor Application
Child Plan Application
Saral Jeevan Application
SPB - Adult Application
SPB - Minor Application
SPB Brochure
SimplyLife/PrimeLife App.
IRDA Exam. Handbook
Advisor Application
• Only on the receipt of the monthly audit report we will be able to send the
next inventory request.
• The stock register at branch level and the inventory records at HO are
checked by the auditors and so to avoid any discrepancies and mismatch in
our outward records and the branch inward records, accurate and daily
updates have to be maintained and physical stock taking has to be done at
regular intervals.
• Any request sent for Sales Promotion items i.e. T Shirts, caps etc, should
have the Branch head’s & Regional Manager’s approval and the cost of
such items will be debited to the respective branch.
Back to Main
POLICY COMPLETION MANUAL
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Project Helpdesk
• BEFORE SUBMITTING THE APPLICATION FORM FOLLOWING
THINGS ARE TO BE IN ORDER
• COMMONLY REPEATED ERRORS IN APPLICATION FORM
• GOLDEN MANTRA FOR SUCCESSFUL COMPLETION OF AURA

CASES
• GUIDELINES FOR ADDRESSING EMAIL REQUEST –

UNDERWRITING
• WHAT QUERIES SHOULD BE ADDRESSED TO CLIENTSERVICES

ID
• POLICY ADMINISTRATION (POLAD)
• SOME e.g. OF NON-MEDICAL & MEDICAL REQUIREMENTS
• HOW TO CHECK THE POLICY STATUS IN THE INGENIUM
• TIPS FOR FASTER COMPLETION OF CASES
• LODGING COMPLAINT
• LEAD MANAGEMENT
• PROCESS
• BSLI ONLINE
• ECS (ELECTRONIC CLEARING SERVICE)
• SOME IMPORTANT STATUS TO KNOW IN INGENIUM
• CONTACT DETAILS OF UNDERWRITING / CLIENTSERVICES
Back to Main
BEFORE SUBMITTING THE APPLICATION FORM FOLLOWING

THINGS ARE TO BE IN ORDER
1. Insurance Advisor’s Code
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Project Helpdesk
2. Agency Manager’s Code
3. Self attested documents (Age Proof / ITR etc.)
4. Declaration should be signed & dated / Witness signature
5. Details in Illustration should match with Application form.
(Face amount / Rider / Date of birth / Mode of payment
Fund Profile / Benefit period / Paying period etc.)
6. Special reports / questionnaire wherever applicable
7. Correction / overwriting in application form to be countersigned by
Life assured / proposer.
Back
COMMONLY REPEATED ERRORS IN APPLICATION FORM
1. Acceptable age proof not submitted.

2. Fund Profile / Mode of payment / Plan details not mentioned.
3. Application forms not signed & dated by customer.
4. Illustration not signed by customer.
5. Original ECS Mandate & Cancelled Cheque not attached with application
form wherever required.
6. Parents / Spouse insurance details not mentioned in application wherever
applicable.
7. Amount paid does not tally with the model premium (DOB / Gender / Face
Amount / Rider)
8. Medical question needs to be answered wherever applicable.
9. Nomination details required where policy owner & life insured is the same
individual.
Back
GOLDEN MANTRA FOR SUCCESSFUL COMPLETION OF AURA

CASES
(A) MISSING APPLICATION INFORMATION
The majority of cases getting failed due to Missing Application Information, such as
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Project Helpdesk
Marital Status not answered, Nationality not answered, Employment Details not
answered and details not mentioned clearly (i.e. Type of Business / Exact Nature of
Service, Housewife, Student, pensioner etc.,)
. In case of students, exact course details not mentioned, Insurance History Details not
answered, Spouse Insurance Details not mentioned in Housewife cases, Lifestyle
Information entirely not answered or any particular question not answered or quantity of
cigarette consumption or alcohol consumption not mentioned and form of tobacco
consumption not mentioned i.e. cigarette, paan, gutka, bidi etc.,
Height and Weight Details not mentioned Family History Details entirely not answered
or any particular field not answered. Medical Information Details entirely not answered
or any particular field not answered. In Minor cases – minor studying in which class not
mentioned. In Minor cases – minor living with whom not answered. Relationship of life
to be insured with proposer in case when insured owner different. Any particular
information in application is overwritten, but not countersigned by the Insured or
Proposer. Application form not signed or not witnessed.
(B) AGE PROOF
Age Proof contributes second major part in failure of cases in AURA, such as: Age Proof
not submitted. Age Proof submitted which is not acceptable as per underwriting
guidelines (like Gram Panchayat age proofs, Ration Card, recently issued age proofs etc.,)
Date of Birth mismatch in Age Proof and Application.
Age Proof in regional language, but not translated.
Regional age proof translated, but not signed by the Branch Manager.
(C) IAR (INSURANCE ADVISOR’S REPORT).

The third major part in AURA pass percentage is of IAR, such as:
IAR not submitted by advisor.
Questions in submitted IAR entirely not answered or any particular question is not
answered
Answer to any particular question in IAR is overwritten, but not countersigned by the
advisor.
Questions in submitted IAR adversely answered.
Back
Guidelines For Addressing Email Requests – Underwriting
What should come to which ID’s?
U/WCancellation ID:
Ø Request for holding cancellation/ refund of pending policies (HOLD requests)

Ø Request for reconsideration/reinstatement of NPW/rejected (non compliance)
cases
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Ø Request for copies of client medical reports to be sent to physician
Ø Request for cancellation of policies based on client request
RequirementsU/W ID:
Ø All queries relating to underwriting requirements – Medical & Non medical

Ø Issues related to unattached medical and non-medical requirements
Ø Reporting the policy number on unidentified requirement list
Ø Linking of medical & non-medical requirements for pending policies
Underwriting ID:
Ø Clarification regarding Underwriting requirements
Ø ONLY “UNDERWRITING REQUIRED” (PENDING policies) related queries
should be sent to this ID. “UW Complete” cases should not be referred to this id.
Ø Underwriting specific queries relating to Underwriters decision about a specific
policy
Escalation
Level 1 – AmitSukale@birlasunlife.com, Tusharvengurlekar@birlasunlife.com

Level 2 – Nagesh.Seshadri/Insc
Level 3 – Ujwala.Salvi/Insc / For Medical Related Queries Pls. Mail to
NimmiLaldas/Insc
Level 4 – Vanithasubramanian@birlasunlife.com
TAT for all the above-mentioned ids will be T+1. It applies for escalation matrix as
well.
DON’TS:
U/WCancellation ID/Underwriting:
Ø Emails regarding issuance of policies.

Ø Case cancelled but refund not received by the client - mail to be marked to Client
Services with cc to Refunds.
Ø Status of refund
Ø HOLD requests without valid reason/ approval for holding the policy
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Project Helpdesk
Ø Emails without policy numbers being mentioned in the email
Ø Request for medical reports without being support by client’s letter/ email
RequirementsU/W ID:
Ø Arrangement for pick up of medical reports from Lab – Such emails should be
addressed to Medical Section (Nimmi Lal Das, Sampada Naik)
Ø Emails requesting policy status – This can be checked in Ingenium
Ø Emails related to Client services & POLAD (UW complete cases)
Ø CS/ POLAD related requirement queries
Ø Cancellation/ Hold/ Refund/ Reconsideration related queries – Should be directly
addressed to UWCancellation/ Refund email id
Ø Soft copies of mail schedule – Soft copies of mail schedules are not accepted at
Underwriting and hence should not be sent.
Underwriting ID:
Ø Emails requesting policy status – This can be checked in Ingenium

Ø Emails requesting status of requirements sent to HO – This should be directly
addressed to RequirementsU/W email id
Ø Emails requesting reason for decline/ postpone/ rejected in UW - An email is
always sent by the underwriter to the branch MSE/BM. Further clarification should
be routed via HO Support.
Ø Soft copies of mail schedule – Soft copies of mail schedules are not accepted at
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Project Helpdesk
Underwriting and hence should not be sent.
Ø Mails related to Client services & POLAD (UW complete cases).
Ø CS/ POLAD related requirement queries.
Ø Queries related to non-receipt of “Auto generated email” (requirement getting
ordered in Ingenium) – The branch should first confirm with ed in their system.
Alternatively, a follow up should be done with IT- Operations.
Ø Cancellation/ Refund related queries – Should be directly addressed to
U/WCancellation / Refund email id.
Back
What queries should be addressed to Client services id?

* Addition of Rider
* Coding Enquiries
* Fresh payment made by the Client, i.e. new number given to rejected or not
taken cases.
* Changes in policies, which are in pending status
* Cheque Dishonors
*
Cancellation in Free look period
* Refund Cheque
* Dispatch of policy documents
* Request for Duplicate document when the client has not received his Original
policy document.
* Requirement Clarification mails
* Changes in policies, which are in premium paying status with regards to Date of
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Project Helpdesk
birth, Changes in Advisor or Agency codes, Gender of the client, Changes or Error
in plan, Face Amount or Coverage.
* Issue Settle.
Escalation Chart for Client services

Queries related to:
Transwork Coordination , Application Coding , Ingenium Control , Changes in Pending
Policy & Premium Paying Desk
Mail to be sent to Clientservices Id
TAT is T+1, If no Reply,
further escalate to manaz@birlasunlife.com TAT is T+2 ,
Queries related to:

Issue Settle , Cs Requirements , ECS Processing , SQL & Netterm Queries ,
Addition of Rider
further escalate to SamishSaldurkar@birlasunlife.com, TAT is T+2
Queries related to:

Refund / Freelook , Cheque Dishonor , Assigning New Policy For Relock
Reconsideration , Client Service Id , Dispatch
further escalate to smitanadkarni@birlasunlife.com , TAT is T+2
If issue still pending further escalate to Manish Dholabhai: Manager - Client Services Email
ID: Manishdholabhai@birlasunlife.com
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Project Helpdesk
If issues still pending further escalate to K.V.R.K. Raju: Head – CS & UW Email ID:
Raju@birlasunlife.com.
Back
Policy Administration: (Polad/Insc)

All requests/changes related to PP cases to me marked to Polad
Change in Name / Address

Change in Mode
Change in Face Amount
Change to ECS Method
Nomination / Assignment
Refunds
Switch in Funds
Duplicate Policy Document
Deletion of Rider
Surrender / Withdrawal
Reinstatement of Policy (Non Medical / Medical)
Tax Certificate
Loan Against Policy
Queries Regarding Post Issuance
Complaints
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Project Helpdesk
Back
Following are some e.g. of Non-Medicals requirements

• Age Proof
• COI (Certificate of Insurability)
• Special MHR (Moral Hazard Report)
• Income Proof / CA certificates
• Financial Justification (FJ) – complete financial background of the client (Assets,
Liabilities, Realistic income from all sources)
• Financial Questionnaire (FIQ)
• Missing application Info / IAR /Fresh Application
• Letter confirming Plan / Fund option / Benefit period / Paying period
• Questionnaire
• KYC (Income, Address and ID proof)
Following are some e.g. of Medicals requirements.

Non-Medical/Medical Status reflects on Ingenium as below
ORD Ordered Pending form Branch for requirements

RCD Received Received in Facilitator section
RAC Reviewed & Accepted Requirement Accepted
SAA Requirement Suggested System Generated Requirement
SIR Suggested Issue Requirement System Generated Requirement
WVD Waived Requirement is Waived
CAN Cancelled Requirement is Cancelled 282
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Back
How to check the policy status in the Ingenium
Back
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Tips for faster completion of cases

Ø Please mention correct IA / AM code in the Application form.
Ø Always maintain copies of requirement submitted.
Ø Priority tags for HNI cases where AP >=50,000/- & FA >= 50,00,000.
Ø Ensure benefit / paying period, plan type, fund option and mode of payment
matches in illustration and application.
Ø Original ECS Mandate form and Cancelled Cheque duly signed by
policyholder to be submitted along with application wherever necessary.
Ø Please quote correct Application Number / Policy No. on every requirement
& TRF (Test Request Form - For Medicals) form that is submitted.
Ø TRF Form must be properly filled and should clearly state the tests to be
conducted
Back
Sr Category
1 Misappropriation of funds
2 Denial of Claim
3 Forgery COMPLAINT CATEGORIES
4 Fraud
5 Rebating
6 Replacement
7 Alleged misleading statement or misrepresentation
8 Lack of objective
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9 Delay
10 Poor customer service
11 Failure to carry out instructions
Project Helpdesk
COMPLAINT PRIORITY
The complaints to be taken on priority and to be resolved within TAT of 10 days are as
below.
1. Misappropriation of funds
2. Denial of a claim
3. Forgery
4. Fraud
The above listed complaints are very serious issues and needs to be solved at the earliest.
The rest of the complaints also require to be taken on the priority list after the above
listed ones and should be reverted within a TAT of 15 days.
If the IA as well as AM is inactive in certain policies then an NAP kit will be sent from
HO to the client and the client will then be serviced by the Client Services.
In case if a letter is to be sent to the client or the IA or any one else for that matter a copy
is marked to the respective branch with a cc to the BH for their records at the same time
the branch will have to see that the letter is sent to the concerned person by local post too
to ensure that the person is on receipt of the same. HO (DSF) sends the letter via post
register as well as courier.
All branches MSE are required to send consolidated complaint report received during
the month to HO & in receipt of no complaints NIL report has to be sent.
PROCEDURE OF COMPLAINT RESOLUTION

On receipt of a complaint, the complaint facts will be mailed to the MSE with a cc to the
BH and the RM.
The MSE is then required to get in touch with the IA as well as the AM and brief them
about the whole complaint, if required mail them the complaint facts too and ask them to
revert within 5 working days at the earliest
AS PER COMPLAINT CATEGORY
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Project Helpdesk
In case of Misappropriation of funds
On receipt of the complaint ask the active IA to give an explanation within 5 working
days.
On receipt of the explanation get it endorsed by the BH and send it to the HO, complaint
will be closed. If the IA is inactive then a letter to the client will be sent to file an FIR
against the person who he has complained about, and when done to keep us intimated
on the same within 30 days of receipt of the letter if no revert then case is closed. If there
is a revert then we follow up for the same along with the branch as the intermediate
At times depending on the case if the amount misappropriate has been deposited then
we have a word with the client as to what's the matter and close the case.
Procedures differ to a minute extent depending on case to case.
DENIAL OF CLAIM
A letter from HO will be sent to the IA asking for an explanation, on receipt of
explanation the same has to be endorsed by the BH and the case is closed if explanation is
satisfactory.
This case has to be solved within a TAT of 10 days on priority.
Forgery, Fraud, Rebating On receipt of a complaint the same is again sent to the
respective branch to send it to the concerned person to get an explanation If no revert is
received from the branch; a letter to the concerned person goes asking for an explanation
On receipt of the explanation the same is to be endorsed by the BH and the case is closed.
If the IA admits it was his mistake sending a warning letter to the IA closes the case.
If the IA as well as AM is inactive and the case is NT the case gets closed then and
there
In other complaint categories as per the case the action follows

On receipt of the complaint the same is sent to the branch and an explanation from the IA
or the concerned person is awaited,
On receipt of the same the BH should endorse the explanation.
A letter from the client stating; his complaint is resolved and he is satisfied can close the
complaint immediately in any of the cases. In case of poor customer service a satisfaction
letter from the client will help close the case immediately.
Back
LEAD MANAGEMENT PROCESS

Leads are the additional benefit given to the Sales Force, which are generated through
various sources and is an additional cost to the company.
· Leads that are received are generated at Call Center and even by sms, Internet banner,
email i.e. through Marketing and Communication Dept, by post and even through
Polad Dept.
· Lead contains Name of the client, Address, Requirement Description i.e. he wants an
IA to visit him. There are also other queries other than Insurance, which are
forwarded to branches.
· After mailing leads to the branches, it is the prime job of the MSE/BSE’s to assign
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Project Helpdesk
these leads to their Agency Managers on the same day they receive it or the next day
but not beyond that. Agency Managers have to assign these leads to their respective
advisors and they are supposed to revert to their Agency Managers and MSE/BSE’s
with a TAT of 7 days.
· Each and Every MSE/BSE has to keep the record of the leads, which are materialized
as well as non-materialized and should give the feedback on or before 7 days from the
day the lead has been assigned to the Branch.
· These feedbacks are updated in a consolidated excel sheet format & MSE’s is supposed
to revert on these leads in same excel format which is given below.
· MSE’s should update the feedback in the legend codes and explanations given and the
same is attached in the mail.
Format for Lead Management MIS
Legend Codes and Explanations should be used for “ Category Column”

STATUS CODES Explanation
Not Contactable
Out of service OS Phone is out of service
Ringing/Engage/Out of Range RNG phone is ringing, engaged, out of range
Wrong No. WNO. wrong No. There is no body by that name on the No.
Contactable
Contacted. Call & go CG Customer has asked to call up later and then visit
Customer met . Awaiting revert CM Customer has been met . Follow up to be done
Already Contacted/Repeat Data RP Customer has already been contacted by somebody else
Not Interested
1) doesnot need policy now NI-1
2) premium too high NI-2
3) others NI-3
Customer to be contacted TBC
CLOSED C Customer has bought the policy
Total
Back
BSLI Online
Introduction:
It is an information portal developed which provides data w.r.t the business done
by DSF channel based on the various parameters defined for evaluation of business
performance.
BSLI Online is a user-friendly application, which gives complete data of the

business completed by the advisors. The data includes volume of business
completed, policy details, commission statements, competition qualifying status,
the volume of business required to qualify for the next level of club membership,
Minimum business guarantee (MBG) report (used for terminations of advisors).
The policy level reports data is taken from the DRS database of Ingenium. BSLI
online connects to this database and extracts the relevant details.
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Project Helpdesk
The reports w.r.t club membership and competition are updated on a periodic basis
from DRS database into BSLI online database.
To Know More About BSLI ONLINE & How to Download pending Reqmt.
Details of Application, Please Log On to Below Link.
http://10.155.1.38/
Once you log on to given link, below window will open on your Screen.
Enter login ID & password

Enter login ID & Password
After entering the ID & password, you will see the below screen
Then Click on the report Icon & you will find different types of Reports.
To download requirements of pending application please Click on:
Requirement Report Pending Applications
Once you click on the said cell, below window will open on the screen, where
you have to select your Branch.
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Project Helpdesk
After selecting Branch Press Enter, you will see Pending Reqmt. Of your Branch,
than to download into Excel Sheet please click on Download as Excel file. DATA
will convert into Excel format.
Back
ECS: Electronic Clearing Service

To avail above facility, client has to give Original Mandate Form & Cancelled
Cheque along with the Application Form.
In ECS we can accept Monthly, Quarterly, Half Yearly & Annual Mode of Payment
Option.
What should we be Check while Accepting the ECS Mandate form?
- Check the Signature on the Mandate form & Application; it should tally with
each other
- MICR Code should be within the below mentioned Cities.
- Account Number should tally with Mandate form & Cancelled Cheque.
- Proper bill date should be advanced.
- Correct Policy Number & Application Number should be mention on Mandate
Form.
ECS is not allowed for PARTNERSHIP FIRM.
ECS Facility available in following Cities
Please Note that:

1) For ABN-AMRO Bank we can accept only New Mandate form.
2) South Indian Bank not allowed for ECS Facility.
Back
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Project Helpdesk
How to Identify PERC & PECC CASE?
PERC: (PENDING ERRORS, REQUIREMENT OUSTSTANDING, UNDER
WRITING COMPLETE):
These are the cases where UW Requirements are completed & after verification the
case is passed on to CS, for further processing. But still the case status is pending
due to outstanding requirement of CS, which needs to be complied for issuance of
the policy.
PERC
PECC: (PENDING ERRORS, REQUIREMENT COMPLETE, UNDER WRITING

COMPLETE):
These are the cases
where UW Requirement is completed & CS requirement is also completed but still

the case status is pending due to credit not being received.
PECC
How to check MM (Money Management ) for Policy, is Done or Not?

While checking the policy status in Ingenium in NEW POLICY INQUIRY Menu – in
Tracking policy Requirement you can see Cheque Realization Date, if Cheque is
clear, then Cheque clearance Date will appear in the cell, if not, then said will
remain blank.
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Project Helpdesk
Cheque not clear

How to Check the Dispatch Status of Policy
Policy Dates
Mailing Date: Delivery Date:
Application 24-08- Underwriting 11-09-

Received Date: 2006 Decision Date: 2006
Policy Issue Date: 01-09- In Force Date: 14-09-

2006 2006
In the above screenshot, policy in force date is 14th of September 06, but policy document
is pending for printing, once the policy document gets printed mailing date will reflect in
the Mailing date Column, & it will be dispatched to the client or Branch, the TAT for the
same is T+1. Once the policy Document reaches the client, Deliver date will get updated
in the Deliver Date column. If the policy bond does not reach the client after 5 days of
mailing date, then please mark a mail to client service ID for further clarification.
Medlab Locator
The medical database can be accessed through the following links
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Project Helpdesk
Back
Contact Details of UnderWriting / ClientServices

Contact
Dept Purpose Name No E-mail
Underwriting Query related to underwriting Helpdesk 40961311 Underwriting/Insc
Tushar TusharVengurlekar
Vengurlekar 40961428 /Insc
UW Query related to hold the Kamlesh / 40961314 / Uwcancellation/Ins
cancellation cancellation Brijesh 40961311 c
UW Query related to medical & non Amit Sukale / Uwrequirements/I

requirements medicals requirements Dinesh Shetye 40961312 nsc
Query related to non medicals Amit Sukale /

UW Scan requirements Dinesh Shetye 40961312 UWScan/Insc
Aura Interactive Aura Rakesh Shetty 40961380 Underwriting/Insc

Medical Query related to not reached
Section medicals Rita Solanki 40961416 Rita.Solanki/Insc
Query related to NRI medicals Sampada Naik 40961320 SampadaNaik/Insc

Approval for Fax & Scan of
medicals Nimmi Lal Das 40961316 NimmiLaldas/Insc
Client
Service
Query related to Client Service Clientservices/Insc,
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Project Helpdesk
Issue settle, CS requirements,
ECS processing, addition of
Issue settle rider Dhiraj Todi 40961412 Dhiraj.Todi/Insc
SamishSaldurkar/I
Samish Saldulkar 40961327 nsc
Transwork coordination, Appl
coding, Changes in pending
Data Capture policy Manaz Irani 40961324 Manaz/Insc,
Madhuri MadhuriKarambelk
Karambelkar 40961332 ar/Insc,
Neetiksha Neetikshashinamw
Shinamwala 40961332 ala/Insc
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Project Helpdesk
Contact Details of UnderWriting / ClientServices Contd…

Contact
Dept Purpose Name No E-mail
New Query related to Fresh Payment,
Business Bounced Cheque Jafar Shaik 40961330 Clientservices/Insc
Query related to refund, Robbinson /

Reconsideration, Fund transfer Deepak Salian 40961331 Refunds/Insc
Client service/Insc,
PriyaR.Athaide/Ins
c,
Priya / ChristopherTucker
Query related to policy dispatch Christopher 40961330 /Insc,
Clientservices/Insc,
Query related to Freelook Sharon Paul 40961331 Freelook/Insc,
Polad Query related to Polad Polad 40961354 polad/Insc,

polad/Insc,
SnehalNadkarni/In
Query related to ECS MF Snehal Nadkarni 40961345 sc,
Query related to Change in Mode,
Reinstatement, Salary deduction
activation Pooja Singh 40961337 Poojasingh/Insc,
Query related to Change in face
amt, deletion of rider, loan, loan
repayment, refund, surrender,
withdrawal, switch in fund Rohan Dodti 40961338 RohanDodati/Insc,
Query related to
change/correction in
name/personal details/add &
contract, change with policy
printing, duplicate policy A/C
stmt, receipt, tax certificate, issue
of duplicate policies, renewal Vaibhav Save 40961338 VaibhavSave/Insc,
Process for HNI Policies Sneha Vaidya 40961346 SnehaVaidya/Insc,

Query & complaints related to
HNI policy Puja Parmar 40961347 PujaParmar/Insc,
Query & complaints related to Pradnya Pradnyavelankar/I
Non HNI policy Velankar 40961349 nsc,
Back
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Project Helpdesk
User Ids & Passwords
1) To get the BSLI Online user ID and password you need to provide the below mentioned
details along with the confirmation of the branch head:
Branch Name
Branch code
Employee code
Employee Name
Designation
Please send the request directly to Mr. Rahul Bajpai (DSF Dept) once all the requirements
are complete.
2) To get the BSMS and Ingenium user ID and password you need to provide the below
mentioned details along with the confirmation of the branch head:
Branch Name
Branch code
Employee code
Employee Name
Designation
Please send the request directly to Mr. Rajesh Shetty (IT Dept) once all the requirements are
complete.
3) To get the Receipting user ID and password you need to fill in the checklist attached
below:
Has Receipt Writer been Installed
Has Printer been installed (132 column Dot Matrix printer)
Revenue stamps are purchased
Branch authority and Branch Support Executive is trained
Cash Box Received
Kindly send this checklist directly to Mr. Hetal Shah (Accounts dept) only after all the
requirements are complete for getting User ID and Password of Receipt Writer
Back to Main
295

Project Helpdesk

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6. Third Party Voucher (TPV)

7. Petty Cash System

8. Accrual Management System

9. Fixed Assets Management System

10. Goods Inward Challan – GIC

11. Electronic Expense Reimbursement System

12. Travel Expense Reimbursement System

13. Human Resources

14. Manual For Pre-Licensed Training

15. DSF Field Operations – Advisor Licensing Process

16. Process for generating AM/AAM Code on BSLI Online

18. Process for Updation of Resignees in BSLI Online

19. Process for CPIN/TPIN

20. Business Mentor Programme

21. Termination Action

22. Direct Sales Force – Commission Operational Manual

23. Process Note on Inventory Management

25. BSLI Online

26. User Ids & Passwords

Steps 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)

• 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.

Sreemaya Ranjita Priya Bhavita

If Property is owned by HUF, A No Objection Affidavit is required from all

I, Shri Xyz (Name of the Member of HUF) aged about years, ,

do hereby solemnly affirm and state as under:

1. We are the only members of xyz (HUF).

Verified at on this ___ day of ________ 2007, that the contents of

______________ ______________ ______________ ______________

Shri. XYZ Smt XYZ Shri XYZ Smt. XYZ

Name of Karta Name of Member Name of Member Name of Member

Back to Legal Requirements

POSSESSION HANDED OVER

POSSESSION TAKEN OVER

For BIRLA SUN LIFE INSURANCE COMPANY LIMITED

Back to Legal Documentation

2. Gujarat 24 1. Samir Shah Udayakumar

2. Shirke Vijaykumar (Advocate)

3. Maharashtra 37 1. Mr. Bhushan M. Shalukar (Advocate) all

Office; 3, Shriniwas Aditya, 25, Manisha Society,

4. Rajasthan 9 Paras Kuhad & Associates

5. Punjab 5 Vikas Sood & Co

6. Bihar 20 Anshuman Pandey

9. Madhya Pradesh 15 Amit Tiwari

10. Himachal Pradesh 3 Mr. Ameet Kanwar

13 Kerala 29 1. Mr. Deepu Thankan

14 Tamil Nadu 33 (For complete Tamilnadu)

15 Orissa 17 1.G. Sumangala

16 Goa 4 Sachin S. Kolwalkar

Complete address of the premises

Sample of NEFT code

NEFT / IFSC Code

Back to Legal Documentation

Development of New Branches

1. Type of Office – Size & Resources

Verified at on this _ day of ______ 2007, that the contents of