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Flexible Benefit Plan

(FBP)

Policy Document
Disclaimer
The FBP policy reflects the current tax provisions. Any change in the tax provisions, will necessitate a
change in the FBP policy.
Any inappropriate claim for reimbursement made by the employee may result in disciplinary action
against the employee and the employees are required to compensate the company for any actions /
claims from Income Tax department.

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Table of Contents
Flexible Benefit Plan 5

Salient Features of FBP 5

FBP Amount 6

FBP working mechanism 8

Coverage and Eligibility 9

Definition of Benefits Structure 10

FBP Components 12

House Rent Allowance (HRA) 12

Taxability on HRA 12

Claim process and policy details 13

Medical Reimbursement 17

Taxability 17

Claim process and policy details 17

Apollo medical card offer: 20

Leave Travel Allowance (LTA) 21

Coverage 22

Limit 22

Claim process and policy details 22

Food Reimbursement 24

Superannuation Fund Contribution 26

Taxability 27

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Process and policy details 27

LIC Step by step Login Procedure for tracking your Superannuation Fund 28

National Pension System (NPS) 37

Taxability 37

Eligibility 37

Claim process and policy details 37

Mobile Reimbursement 39

Taxability 39

Claim process and policy details 39

Conveyance Allowance 41

Claim process and policy details 41

Car Running Expenses 42

Taxability 42

Claim process and policy details 42

FBP Cards 46

Meal Card 46

Credit Card 49

Credit Card Transactions Confirmation 55

ESA Claim Process 57

Points to Remember 62

Reimbursement dates 63

Only for Policy Related Clarifications 64

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Salary / Reimbursement Credit/ Tax Related Queries / Approval of FBP bills / Credit card
transactions confirmation 65

Finance Point of Contacts for Claims Submission 66

Superannuation Transfer/Closure: 66

Food Card - Bank Contact points 67

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Flexible Benefit Plan

Flexible Benefit Plan (FBP) allows associates to structure their benefits to suit their individual needs.
With FBP, associates can choose from a bouquet of components that comprise their benefits
structure. A desired value can be assigned to each benefit component chosen. The assignable
value is subject to allowed limits as per FBP policy. The components can be redefined any number
of times within the window period, every month.

This document introduces you to the salient features of the plan, provides detailed information on
each of FBPs components, and summarizes important dates for quick reference.

Salient Features of FBP

Bouquet of allowances

Introduces a new set of allowances and benefits as components, in addition to


the existing ones.

Allows associates choose from a bouquet of components.

Selection of Components

Associates can select any combination of components.

Option to redefine

th th
Associates can define components between the 5 and 25 of every month.

Definitions can be made for current and future months only.

Level based entitlements

Entitlements vary with each level (grade).

Criteria per elected benefit

Each component has a minimum and maximum criterion.

Optimize earning structure


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Associates can optimize their earnings through a suitable choice of


components.

Portion of salary allocated for FBP FBP Amount

Associates can only use the amount allocated for FBP to define their set of
components.

FBP Amount

The amount available for definition under FBP is dependent on the grade / level of the associate.
Associates can only use the amount allocated for FBP to define their components. Any unutilized
FBP amount would be paid out as Special Allowance.

Up to Associate Level

Salary Structure (as in Offer Letter) Basic

Contribution to PF

Basic House Rent Allowance

Components available under FBP


Medical Reimbursement
Amount available under FBP

Contribution to PF

House Rent Allowance Conveyance Allowance

Medical Reimbursement Food Reimbursement

Mobile Reimbursement
Conveyance Allowance
Leave Travel Allowance
Special Allowance
Superannuation Fund Contribution
Special Bonus
Special Allowance
Annual Gross Compensation
Special Bonus
Indicative Incentive
Annual Gross Compensation
Annual Total Compensation
Indicative Incentive

Annual Total Compensation


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Senior Associate and Manager Levels

Salary Structure (as in Offer Letter) Basic

Contribution to PF

House Rent Allowance

Components available under FBP


Basic
Medical Reimbursement
Amount available under FBP

Contribution to PF
Food Reimbursement
House Rent Allowance
Mobile Reimbursement
Medical Reimbursement
Leave Travel Allowance
Special Allowance
Superannuation Fund Contribution
Special Bonus
Car Running Expense
Annual Gross Compensation
Special Allowance
Indicative Incentive
Special Bonus
Annual Total Compensation
Annual Gross Compensation

Indicative Incentive

Annual Total Compensation

Senior Manager & Above Levels

Salary Structure (as in Offer Letter) Basic

Contribution to PF

Components available under FBP


Basic House Rent Allowance

Medical Reimbursement
Amount available under FBP

Contribution to PF

House Rent Allowance Food Reimbursement

Medical Reimbursement Leave Travel Allowance

Superannuation Fund Contribution


Special Allowance
Car Running Expense
Special Bonus
Special Allowance
Annual Gross Compensation
Special Bonus
Indicative Incentive
Annual Gross Compensation
Annual Total Compensation
Indicative Incentive

Annual Total Compensation


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Fixed components
The following are fixed components and cannot be used in FBP:
Basic
Provident Fund
Night shift Allowance
Employee State Insurance (ESI)
Contribution Pay
Special Bonus
Night shift allowance, Employee State Insurance, Contribution Pay and Special
Bonus are applicable only to a select set of associates.

All reimbursable components do not form part of salary and would be paid out as
per prescribed reimbursement cycles.

FBP working mechanism

FBP earnings definition in MyPay works like a calculator with Special allowance as the adjusting
factor. Upon declaration/re-declaration of any FBP definitions, the amount so defined is deducted
from the associates special allowance and accrued under each of the respective FBP Component in
the reimbursement slip available in https://mypay.cognizant.com MyStatements
Reimbursement slip. Therefore, the FBP components are not part of the associates Pay slip. The
Payslip components (HRA, Special allowance etc) are a reflection of the associates FBP earnings
definition and not a reflection of the associates offer letter/Eletter. Associates have to claim the
deducted amount under FBP as mentioned in the reimbursement slip by following the procedure for
claim under each FBP Component mentioned in this document.
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Coverage and Eligibility

All associates tagged to IT services (India) and BPO services (India) including erstwhile Core Logic,
UBS and EDR associates will be eligible to FBP. Refer the benefits eligibility table to know about
the grade based availability of the components.
Component Up to A Level SA and M SM and above

1. House Rent Allowance (HRA) Yes Yes Yes


2. Medical Reimbursement Yes Yes Yes

3. Conveyance Allowance Yes No No

4. Food Reimbursement Yes Yes Yes

5. Mobile Reimbursement Yes Yes No

6. Leave Travel Allowance (LTA) Yes Yes Yes

7. Car Running Expenses No Yes Yes

8. NPS Yes Yes Yes


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Definition of Benefits Structure


Step 1: Login to https://mypay.cognizant.com

Step 2: Click the Earnings Definition link under Flexible Benefit Plan tab
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Step 3: Define the desired components and click the Submit button

Things to Remember
Allocation/ Re allocation of the components for the Flexible Benefit Plan can be
made only between 5th and 25th of every month:

If 5th falls on a weekend or holiday, the system would be available from


the next working day.

If 25th falls on a weekend or holiday, the system would be available till


the previous working day.

All FBP components are available for redefinition on a monthly basis

Definitions can be made only for the current and future months

Defined amount is accrued based on the actual number of days the associate
works in the India Payroll (Proration would be done wherever applicable)

Definition available on the cut-off date would be taken for payroll processing

Associates are required to review the changes to the definition whenever there is
a change in location, person details, travel or compensation
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FBP Components
The flexible benefits plan would consist of the following components which can be chosen by
associates based on their eligibility.

House Rent Allowance (HRA)

House Rent Allowance is an allowance extended to the employee towards monthly payment for a
rented accommodation.
Coverage: Associates at all levels.

Limit: Ranges from 0 to 60% of the basic salary.

Taxability on HRA

In accordance to the Income Tax Act, the amount exempted from the taxable income would be the
least of the following:

Amount equal to 50% of basic salary, for persons staying in Mumbai, Chennai, Calcutta
or Delhi and 40%, for others.

The actual amount of house rent allowance received.

The amount of rent actually paid in excess of 10% of basic salary (which is amount of
rent actually paid minus 10% of basic salary).

Associates are advised to go through the below link :

https://groups.cognizant.com/corporate/Finance/Documents/Payroll%20Required%20Documents-12-
13.pdf Only the amount paid towards rent is eligible for exemption. Amount paid towards
maintenance charges, electricity bill and so on; food in case of paying guest accommodation is not
eligible for exemption.
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Claim process and policy details

Step 1:Click the HRA, Int. on Housing loan, Higher Edu. Loan link under the My
Update tab.
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Step 2:Click the Total Rent Paid during the year link

Step 3: Fill in the Rent paid details and Monthly rent paid information and click
the Save button. (Approval status can be viewed by clicking the Approval Status
button after the Finance Team validates your submission)
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Step 4: Upload relevant documents through Document upload option available in the
bottom of the screenshot below. For more details on required documents, please
click here
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Medical Reimbursement

Medical Reimbursement aims towards defraying cost of day-to-day medical expenses (consultation
fee, diagnostic tests, cost of medicines etc). It does not cover hospitalization expenses.
Coverage: Associates at all levels.
Limit: Up to Rs15,000 per annum.

Taxability

Claims supported by valid medical bills (only pertaining to current Financial Year) are
reimbursed up to an amount of Rs. 15,000 per annum.

Claim process and policy details

Associates should declare the desired amount in the FBP definition system

Associates have to make a reimbursement claim through https://mypay.cognizant.com


as mentioned below:

Step 1:Click the Medical Bills link under the My Update tab


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Step 2: Choose the link for the current month to update claim details.

Step 3:Click the Add button; Furnish the bill details and click the Save button.
After entering details of all the bills click the Submit button.
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Step 4: Print and sign the declaration cover sheet

Step 5: Send the original bills along with the summary sheet duly signed, by
internal courier to respective location Point of Contact. Please refer to the table
on Point of Contacts for claims submission for submitting the bills of respective
location. Kindly note that the claims without the signed declaration cover
sheet will not be entertained for payment processing.

Remember to mention the Associate ID and the period in respect of which the
reimbursement is being applied for on the envelope

Associates can accumulate upto an amount of Rs. 1,250 per month as medical
reimbursement.

The amount would be reimbursed only to the extent of valid claims by the associates
and not as an allowance on a monthly basis subject to the amount accumulated so far.

Any amount accrued and not claimed would be carried forward to the subsequent month

Expenses incurred through Apollo card shall not be allowed to be submitted through
manual options. Such bills will be disallowed.
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Associates need to submit original copies of bills to the payroll team. Please note that
bills should be submitted on or before the last day of the month in order to be processed
as part of the months reimbursement.

The associate has to click the Submit button after entering the medical bill details

Prescriptions to be provided for

Bill amounting to Rs. 500 and above

Multiple bills with the same date, the sum of which exceeds Rs. 500

Ayurvedic / Homeopathic / Unani / Naturopathy medicines (irrespective of the


bill amounts)

Registration charges/annual fee etc. for clinics / health club cannot be claimed.
Bill amount for spectacles / lens is restricted to Rs. 1,500 p.a.

Bills for dental treatment need to be supported with prescriptions.

Bills for cosmetics and provisions should not be submitted for Medical Reimbursement
claim.

Bills amounting to the allowance eligible will alone be considered for exemption.

Original bills once submitted will be retained and would not be given back to the
associate at any circumstance

Submission of genuine bills would be prime responsibility of associates.

Bills with any overwriting would not be considered for reimbursements.

Claims would be reimbursed as a part of the reimbursement cycle. Please refer to the
table on Reimbursement Dates for further details.

Apollo medical card offer:

Cognizant has always ensured to be an eco-friendly organization. In line with the


philosophy of Go Green, Cognizant has entered into a direct tie up with Apollo
pharmacy for a unique and hassle free means of claiming medical reimbursements
online, under FBP.

This presents associates with multiple benefits including time saving:

Free membership with the Apollo pharmacy group with attractive discounts
No need to collect, preserve and submit the hard copy bills anymore
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An eco-friendly green solution which will collectively help eliminate tens of


thousands of paper bills each year and
Time taken to manually verify and approve the bills is reduced.

Offers and Benefits for Cognizant Employees:

***10% discount on medicines and 5% discount on FMCG products. 15% discount on


Apollo private label products

The discounts will be offered to the Employees outright in the purchaseBill itself.

In any one financial year, associates can avail freeApollo Doctor Consultations and a
10% discount on MHC (Master HealthCheck Up) at specified Apollo hospitals.

For more information on Apollo offer, please refer to the Apollo offer document and FAQ in
https://mypay.cognizant.com home page.

***The Apollo pharmacy has withdrawn discount on DPCO (Drugs Price Control Order) drugs as per
Govt of India notification, please go through the pages from 24 to 62 in the following link for details,

http://pharmaceuticals.gov.in/DPCO2013.pdf

Note discounts on rest of the products apart from DPCO products remains unchanged

Leave Travel Allowance (LTA)

Leave Travel Allowance provides for reimbursing the Associates for their domestic travel. The
amount reimbursed is subject to pre-defined limits and conditions.
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Coverage

Associates at all levels.

Limit

LTA benefits are subject to the following limits.

Component Up to A Level SA andM SM and Above

Eligibility (Per Annum) 20,000 40,000 60,000

Claim process and policy details

Associates should declare the desired amount in the FBP definition system

Associates have to make an LTA reimbursement claim through ESA as mentioned


below (Refer ESA Claim Process section of this document for detailed explanation with
screenshots):

Step 1:Login to https://compass.esa.cognizant.com

Step 2: Click on Employee Self-Service link

Step 3: Select Expense Report and click on Create

Step 4: Select the INPREIMB Indian Payroll Reimbursement template. Select


Indian Payroll Reimbursement for category and India as default location
(Workflow available at Quick Reference Guide / Expense Report Creation User
Guide in the ESA site for further reference)

Step 5: Select India Payroll Reimbursement (Code : 1000029779) in the Project


expense details

Step 6: Claim your reimbursements under the LTA expense type (Code
CI00100) (please note No need to fax / scan expense report with supporting)
In case you would like to claim the LTA as taxable, then please mention
Taxable LTA under the Business Purpose/Comment section.

Step 7: Documents to be sent by internal courier to respective location POCs.


Please refer the table Point of Contact for claims submission.

Original bills

Print out of expense report from ESA


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Claim Form duly filled and signed (LTA Claim Form available under the
Forms link at https://mypay.cognizant.com)

Associates accumulate a monthly amount as per their definition for LTA under FBP.

Associates cannot claim more than the accumulated amount at any point.

The amount defined under LTA accumulates on a monthly basis and associates have
the flexibility of changing this definition every month. For example-If you declare
20,000/- in FBP definition system, you will accumulate 20,000/12 i.e. 1,667/- per month.-

Original bills of travel are required to claim this allowance.

Only bills pertaining to travel from the location of employment to the destination would be
considered. Accommodation, recreation and sightseeing expenses cannot be claimed as
part of LTA.

Bills for the associate and the associates family pertaining to a travel to any place in
India can be claimed. Family includes spouse, children, parents, brothers and sisters
wholly dependent on the associate.

The associate must have accompanied the dependent(s) during the travel / vacation to
claim for the dependents travel.

A minimum of five working days of vacation leave is mandatory (vacation leave does not
include weekends and national holidays). The leave records should be updated with
vacation leave for the period on the leave system.

Bills can be submitted any time during the year.

Proofs required: Claims need to be supported by proper documents as stated below.

By Air: Original air tickets and boarding passes.

By Rail: Original train tickets signed by the TTE or Print-out of E-Ticket

By Road: Original bus tickets, if the travel is by bus.

Payment receipt and trip sheet for rented cab; Toll tax paid and petrol bills for
own cab. Maximum limit of First AC Train fare for the farthest point of travel
from the source to the destination would be considered for arriving at the
kilometers travelled.

Local conveyance (i.e. Residence to Airport and Airport to hotel and vice versa) cannot
be considered.
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Claims would be reimbursed as a part of the reimbursement cycle. Please refer to the
table on Reimbursement Dates for further details.

LTA can be claimed twice in a block of four years. i.e. two journeys can be performed in a
st st
block (current block period starts from 1 January 2014 and ends by 31 December
2017). Accumulation can also be carried forward from one year to the next year within the
block of four years.

LTA can be claimed as taxable income at any part of the year by raising expense report
under India Reimbursement template in ESA. (Refer ESA claim process)

Any unspent accumulation after the first non-taxable claim will be carried forward for the
subsequent trip during the same block. However, if the associate wishes to claim it as
taxable claim instead of carrying it forward, he/she needs to raise an expense report as
mentioned in the earlier point.
The associate can claim LTA only when he or she is in India Payroll and not after moving
into any onsite payroll.

Food Reimbursement

Food Reimbursement aims at providing an allowance for food items that an associate requires at the
office premises. Food allowance would be provided through a meal card.
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Coverage: Associates at all levels.

Limit: Up to a maximum of Rs.3000 per month.

Claim process and policy details:

Associates must declare the amount in the FBP definition system.

In case the amount defined under Food reimbursements could not be loaded into your
food card due to reasons like
Invalid card number entered in MyPay
Food card hot listed by associate due to loss or damage
Food card balance likely to exceed or exceeds Rs.20,000/- (Rupees Twenty thousand)
Any reversal due to Loss of Pay, travel days pertaining to earlier months, as per inputs
given by HR

the monthly definition against food card would be removed and it would get added to Special
Allowance, taxed and paid accordingly.

The reimbursement would be proportionate to the number of days worked in India.

Associates are required to procure Meal Card from HDFC Bank through the following
website: https://leads.hdfcbank.com/applications/webforms/apply/foodplus.asp (Refer
the FBP Cards section for detailed explanation)

The card would be delivered within 3 to 4 weeks from the time of furnishing the details

On receipt of the meal card, associates have to update the meal card number in
https://Mypay.cognizant.com(Refer the FBP Cards section for detailed explanation)

Associates can reach the customer care center of HDFC Bank for any support at
PrepaidCards.Chennai@hdfcbank.com

The amount will be credited as reimbursement to the Meal Card at the end of every
month.

The maximum amount that can be maintained in the Meal Card is Rs. 20,000
(According to RBI Regulations).

According to Governmental regulations, the Meal Card can be used only to buy ready-
to-eat cooked food and the card cannot be used to purchase items for more than Rs.
100 per day
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Amount once credited by Cognizant into the meal card based on associate definition
cannot be reversed or credited into the salary account

The meal card shall be used by the associates only for the reimbursement of food items
at outlets specified by HDFC Bank.( Onecognizant My App Cworld FBP)

Associates can write to PrepaidCards.Chennai@hdfcbank.com and/ or


Srinivasan.Annamalai@hdfcbank.com for the following queries/clarifications:

1. Balance Transfer from old food card to new food card

2. Office Address (Pin Code) and mobile no update in HDFC records

3. Per Day amount limit (if any) in your card

4. Food card damage

5. Food card applied and not received after 7 working days

6. Loss of HDFC Food card and application for a new card

Superannuation Fund Contribution


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Superannuation Fund is a retirement benefit provided to employees. The amount defined by the
associates under FBP will be deducted from their monthly salaries and contributed towards
superannuation fund under the Group superannuation scheme administered by LIC. There would be
no contribution from the company towards the same.

Coverage: Associates at all levels

Limit: Minimum contribution of Rs. 500 per month and subject to a ceiling of 15% of basic salary or
Rs. 100,000 per annum, whichever is lesser.

Taxability

The contribution made to the fund is totally exempt from income tax.

Process and policy details

Associates can define the contribution amount in the FBP earnings definition system in
https://mypay.cognizant.com, subject to the limits as mentioned above

Once the associate opts for the benefit with the required amount, the company
contributes the same to the superannuation fund on behalf of the associate and the
same is recovered from the associates monthly salary.

Associate who opt for this benefit cannot come out of it till he or she is employed with
Cognizant.

The contributions would be maintained by L.I.C of India and the interest rate is decided
by L.I.C on a yearly basis.

Associates cannot withdraw any amount from the fund during their tenure in Cognizant.

On separation, the associate can transfer the fund to the Superannuation fund
maintained by his / her future employer or request the amount to be paid back in the
form of monthly pension.

Transfer of superannuation fund is a responsibility of the previous employer and the


associate need to request for the same through Form A to his / her previous employer.
(Form A available under the Forms link at https://mypay.cognizant.com

In order to receive the superannuation fund contributions as monthly pension, the


Associate need to request for the same through form for Employees Group
Superannuation Scheme (Form available under the Forms link at
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https://mypay.cognizant.com. Please contact HR Shared Services - Benefits Team by


writing an e-mail to hrssbenefits@cognizant.com for assistance in the claim process at
time of separation.

Associates may change the definition of the superannuation fund on a monthly basis,
but the contributions must be within the monetary limits of Rs.500 to Rs.100000.
However the contribution cannot exceed 15% of the basic.

The contributions made towards superannuation fund for the current Financial Year can
be viewed at https://mypay.cognizant.com in the Superannuation Slip page under My
Slips

Associates can track the amount available in the superannuation fund by registering
themselves at the website of L.I.C India (www.licindia.com) using their LIC ID(Available
in the Superannuation Slip under My Statements at https://mypay.cognizant.com

https://gsd.cognizant.comHuman Resources India Payroll

Category* Type* Item*


FBP /Reimbursements Superannuation Fund Policy Related
FBP /Reimbursements Superannuation Fund Superannuation closure
FBP /Reimbursements Superannuation Fund Superannuation transfer

LIC Step by step Login Procedure for tracking your Superannuation Fund

Log on to LIC Home page using URL www.licindia.in


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Click
here
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Click
here
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Enter the policy number that


has been displayed in
MyPay>MyStatements>
Superannuation Slip

Select
member
from the
option
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Enter the LIC ID that has


been displayed in
MyPay>MyStatements>
Superannuation Slip

Enter your date of birth

Click
procee
d
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Create your own user ID and


password
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Click on group schemes


details
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Policy details are displayed


here

Click on contribution history to


view all consolidated
contributions
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View all contributions in this


page
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National Pension System (NPS)

National Pension System or new pension system (NPS) is a scheme introduced originally in 2003 by the
Government of India to enable individuals to save for their retirement, and was extended in 2009 to cover
employees of private sector as well. Effective April 1st, 2011, the Government has exempted from Income
tax the contribution through the employer. The scheme is administered and controlled by the Pension
Fund Regulatory & Development Authority PFRDA (www.pfrda.org.in)

In NPS, a subscriber contributes every year till retirement and the contribution is invested as per the
investment pattern selected by the subscriber. On retirement, part of the investment corpus (Pension
Wealth) accumulated is paid in lump sum while the remaining goes in purchasing a life annuity which will
ensure stable monthly income to the subscriber till death. Subscriptions to NPS are towards Retirement
contribution. You are required to properly assess your requirements for retirement before enrolling for the
scheme. Tax savings should not be the only criteria for enrolling into retirement schemes.

Coverage

Associates at all levels.

Limit:

Minimum of Rs.500 and a maximum of 10% basic per month

Taxability

The contribution made to the fund is totally exempt from income tax.

Eligibility

Any Indian citizen, whether resident or non resident, can invest in this scheme provided
he is between 18 to 60 years of age as on the date of submission of application. The
applicant would also be expected to complete the regular KYC (Know your customer)
formalities before opening the account.

Claim process and policy details

Contact ICICI bank to complete the documentation formalities. Application form given
below.
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Application form.pdf

Establish the PRAN account and share the PRAN details to finance.

If you are already holding PRAN a/c with Points of presence other than ICICI Bank
submit the Change of POP form to the ICICI bank.

Format for change of


POP.PDF

Associates to declare the desired NPS Contribution amount in the FBP definition system
after obtaining the PRAN a/c. Ths can be done through FBP definition, available on
https://MyPay.Cognizant.com

You have an option of setting up your NPS Contribution by reallocating the amounts that
are currently available under the FBP scheme like Car Running, Medical, Special
allowance etc.

The amount so allocated will be fully tax exempt. You can allocate a minimum of Rs.500
subject to a maximum of 10% of your basic salary.

After the monthly payroll process, Cognizant will deposit the contribution amount to the
POP who will in turn credit it to the Fund Manager of your choice. The details of amount
deposited will also be made available on the MyPay portal.

This entire proposal is based on the current tax laws. Any changes, if done by the
government, will require this to be modified.

Please Contact the below ICICI POCs for your location pertaining to NPS. Click her to
view the POCs.

NPS POCs
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Mobile Reimbursement

Mobile Reimbursement aims at reimbursing the associates for mobile usage for official purposes.
Coverage: Up to M (Manager) grade only.

Limit:
Component Up to A Level SA andM

Eligibility (Per Month) 500 1000

Taxability

Claims up to the eligible amount are exempted from taxable income

Claim process and policy details

Associate must define the amount in the FBP definition system.

Associates should follow the below steps for claiming their Mobile Reimbursements

Step 1: Procure an ICICI / Citibank / HDFC* credit card and use it to pay
mobile phone bills, Fuel and Maintenance bills. Associates who already
possess an ICICI / Citibank / HDFC credit card may use the same for payment
of the above mentioned bills.(Click here for more details - FBP Cards section)

Step 2: On receipt of the card associates have to:

Provide consent to the bank for sharing the reimbursable spend details
with Cognizant (Click here for more details - Mapping the Credit Card)

Update the credit card number in https://mypay.cognizant.com (Click


here for more details - FBP Cards section)

Step 2: Bank would share the information on the reimbursable spends which
would be updated in https://mypay.cognizant.com

Step 3: Confirm the spends on mobile bill as Official, Personal or Next


Month in order mark your expenses as claimed, not claimed or carried forward
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respectively (Click here for more details - Credit Card Transactions


Confirmation)

Associates are responsible for paying their credit card dues, Cognizant will credit
reimbursements only to the salary accounts specified by the Associates.

The card has to be in the name of the associate

If the claimed amount is less than the amount defined, the excess would be carried
forward for the next month.

Expenses swiped will be paid only to the extent of accumulations and cannot be
carried forward partially to next month.

Reimbursement will be provided only in respect of one mobile connection, which should
be a Post Paid connection registered in the name of Associate.

Claims would be reimbursed as a part of the reimbursement cycle. Please refer to the
table on Reimbursement Dates for further details.
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Conveyance Allowance

The conveyance allowance is a monthly benefit given to the associates.


Coverage: Up to Associate grade only.
Limit: Employees up to the grade of Associate will get an amount of Rs.800 as a conveyance
allowance.

Claim process and policy details

Associates need to define in FBP definition system.

Proof is not required to claim Conveyance Allowance.


Controlled Copy Flexible Benefit Plan

Car Running Expenses

The Car Running Expense is a benefit extended to the associates towards fuel, chauffeur and
maintenance of an employee owned car which is used for official purposes.
Coverage: For SA and above grade only.
Limit: Car running expense can be claimed under the following heads, subject to a maximum amount
as prescribed below.
Engine capacity < = 1.6
Component Engine capacity > 1.6 litres
litres

Fuel & Maintenance Rs. 1800 (per month) Rs. 2400 (per month)

Driver Salary Rs. 900 (per month) Rs. 900 (per month)
Fuel & maintenance with Rs.2700(per month) Rs.3300(per month)
Driver Salary

You are entitled to claim either Conveyance Allowance (up to a maximum of Rs. 800)
or Car Running Expense and you cannot claim both.

Taxability

Not taxable in the hands of the associate.

Claim process and policy details

Associates must declare the amount in the FBP definition system.

Associates should reimburse their fuel bills by making payments only through the
prescribed credit card.

The fuel expenses claimed through ESA expense report will not be entertained

Expenses swiped will be paid only to the extent of accumulations and cannot be carried
forward partially to next month.
Associates can reimburse their Car Maintenance Expense through ESA claim by
producing original bills.

Associates should reimburse Drivers Salary expense only through ESA by producing
the Driver Salary Claim Form duly filled and signed (Driver Salary Claim Form available
under the Forms link at https://mypay.cognizant.com)
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Associates should follow the below steps for claiming their credit card based Car
Running Expense Reimbursements

Step 1: Procure an ICICI / Citibank / HDFC credit card and use it to pay
mobile phone bills, Fuel and Maintenance bills (Refer the FBP Cards section
for detailed explanation on process of procuring and updating a Credit Card).
Associates who already possess an HDFC credit card may use the same for
payment of the above mentioned bills.
https://www.hdfcbank.com/applications/webforms/apply/cognizant_cc.asp

Step 2: Bank would share the information on the reimbursable spends which
would be updated in https://mypay.cognizant.com

Step 3: Confirm the spends on mobile bill as Official, Personal or Next


Month in order mark your expenses as claimed, not claimed or carried forward
respectively (Refer the Credit Card Transactions Confirmation section for
detailed explanation on claiming credit card based spends).

Associates need to make the Driver Salary /Car Maintenance reimbursement claim
through ESA as mentioned below (Refer ESA Claim Process section of this document
for detailed explanation with screenshots):

Step 1:Login tohttps://compass.esa.cognizant.com

Step 2:Click on Employee Self-Service link

Step 3:Select Expense Report and click on Create

Step 4:Select the INPREIMB Indian Payroll Reimbursement template.


Description should be Driver Salary/ Car Maintenance Reimbursement, select
Indian Payroll Reimbursement for categoryand India as default location
(Workflow available at Quick Reference Guide / Expense Report Creation User
Guide in the ESA site for further reference)

Step 5:Select India Payroll Reimbursement (Code : 1000029779) in the Project


expense details

Step 6:Claim your reimbursements under the Car Driver Salary/ Car
Maintenance expense type (Code C100101 for Driver Salary and C100102 for
maintenance) (please note No need to fax / scan expense report with
supporting)

Step 7: Documents to be sent by internal courier to respective location finance.


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Original bills ( for Car Maintenance)

Print out of expense report from ESA

Driver Salary Claim Form duly filled and signed (Driver Salary Claim
Form available under the Forms link at https://mypay.cognizant.com)

The associate can claim car running only when they are in INDIA

Car must be registered only in the name of the associate and not any other name

Car should be currently registered in the State of the associates current location.If the
car is registered in any other state; the associate has to submit an NOC and Road Tax
receipt from the State of the associates current location (office).

Proof of ownership (RC book) needs to be submitted.

The associate is required to disclose any transfer of ownership of the vehicle, to the
company.

Associates are required to obtain an ICICI / Citibank / HDFC credit card and use it to
pay for expenses towards fuel onlyRemember, this card will also be used to pay for
expenses under the Mobile Reimbursement process.

For associates at SA and above grades who are not availing Car Running Expense for
reasons whatsoever but still would like to be provided for their conveyance, can avail of
Conveyance Allowance (Refer conveyance Allowance policy).

Associates cannot avail of Car running expense and Conveyance Allowance both at the
same time.

Claims would be reimbursed as a part of the reimbursement cycle. Please refer to the
table on Reimbursement Dates for further details.

Associates should follow the steps mentioned below to submit their documents
of proof for car ownership:

Step 1: Login to https://mypay.cognizant.com and navigate to MyUpdate- Proof


of Car Ownership page

Step 2: Fill in the necessary details in the cover sheet and print the same

Step 3: Scan the documents given below and upload it in the respective fields.
Controlled Copy Flexible Benefit Plan

Attach the following documents

Scanned copy of filled forms (Cover Sheet)


Scanned copy of Car Registration Certificate (in associates name)
Scanned copy of Road tax certificate (if car is registered in different state)
Scanned copy of NOC (if car is registered in different state)

Associates have to bear in mind the following while availing of this benefit:

The submission of proof of ownership is mandatory, failing which no further


reimbursements would be entertained under this benefit for the future months and
appropriate tax deduction would be made from the March months salary for the
reimbursement already paid out

In case of a new vehicle the RC book of which is not yet delivered, the booking form
which has the proof of payment and name of owner can be used as a provisional
document for proof of ownership. However, the associate needs to submit a copy of the
RC book as soon as it is received. The provisional proof would be accepted only for 3
months from the date of purchase of the vehicle

Fuel expenses Can only be claimed through Credit card swipes

Drivers salary Only by Cash (Driver Salary receipt and ESA claim process mentioned in the
FBP Policy document)

Car maintenance expenses Only by cash (ESA claim process mentioned in the FBP Policy
Controlled Copy Flexible Benefit Plan

FBP Cards

Meal Card

Associates can procure an HDFC Meal Card by following the process mentioned below:

Step 1:Logon
tohttps://leads.hdfcbank.com/applications/webforms/apply/foodplus.asp and
click the banner highlighted by the red box.

Step 2: Furnish all necessary details and click the Submit button. The meal card would be delivered
at your work location within 10 business days.
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Step 3: The Meal Card details have to be updated soon after receiving the
same. Click the Bank Information link under the My Update tab in
https://mypay.cognizant.com
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Step 4: Update the Bank name and Meal Card number under the Food Card
Details and click the Submit button. Your Food Reimbursement definitions will
now start getting credited into your Meal Card.
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Credit Card

Associates who currently do not possess a credit card for FBP reimbursement purposes can procure
an HDFC / ICICI / Citibank Credit Card.

Application/Procedure for mapping HDFC credit card to Cognizant can be done online by following
the process mentioned below:

Step 1:Logon
tohttps://leads.hdfcbank.com/applications/webforms/apply/cognizant_cc.asp

Step 2: Click the Yes button if you already possess an HDFC Bank credit card;
Furnish the necessary details and click the Submit button to map your existing
credit card. Once the card gets mapped, HDFC Bank will share your
reimbursable credit card spends to Cognizant for an upload in Mypay.
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Step 3: Click the No button (for the first question) if you want to procure a new
card and click the Yes button (for the second question) if you have your salary
account with HDFC Bank. Follow the instructions provided in the webpage to
make an application for a new HDFC Bank credit card within 3 business weeks.
Controlled Copy Flexible Benefit Plan

Step 4: Click the No button (for the first question) if you want to procure a new
card; Click the No button (for the second question) if you do not have your
salary account with HDFC Bank and click the Yes button (for the third question).
Follow the instructions provided in the webpage to make an application for a
new HDFC Bank credit card within 3 business weeks.

Associates can write to branchchannelsupport@hdfcbank.com for any queries


on HDFC Credit card.

Associates who wish to use an existing ICICI / Citibank credit card or would like
to procure one for the purpose of FBP reimbursement can follow the normal
process of procuring a personal credit card with these banks. Once the card is
delivered, associates need to provide a letter of consent (in the format
mentioned below) to the Bank for sharing the details of reimbursable spends
with Cognizant. This process is referred to as the process of mapping the credit
card for reimbursement purposes.
Controlled Copy Flexible Benefit Plan

Process of Mapping Cards ICICI Bank


Process steps:

1. Associate shall send an email to ctssupport@icicibank.com to place the request.


2. Associate to place the request from their Cognizant email ID and mention the 16 digit Credit Card
no. and name in the email request. Format of the mail is given below:

Mail Format:

Subject: Cognizant Technology Solutions

Hi,

ICICI Bank Credit Card No:

I, *Name of Associate*, employee of Cognizant Technology Solutions employee number *xxxxx*


am holding the captioned credit card issued by ICICI Bank Limited. I have no objection in you
sharing the details of spends made on the captioned credit card with Cognizant Technology
Solutions.

Regards

(Name of the Associate)

3. An instant acknowledgement is sent to the associate on receipt of email through Phone Banking
Email channel.
4. The customer service officer at Phone Banking will verify the details and create a Service
Request (SR) in their internal service request management system(FCRM).
5. Phone banking channel team will send an email acknowledgement mentioning Service Request
number & TAT details.
6. Service Request will be processed by Card operations team within a TAT of 24 - 48 hours.
7. SMS will be sent to the associates registered mobile number on closure of the Service Request
8. In case of any queries/complaints associate can write to ctssupport@icicibank.com for resolution.

Kindly note: If the email was sent from a personal or unregistered email id, the same will be
rejected by the Phone Banking officer and an intimation email will be sent to the associate with
reject reasons.
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Process of Mapping Cards Citibank

The associate has to send a mail using the following format from their registered mail id with
Citibank to ctshelpdesk@citi.com

Mail Format
I am an employee of Cognizant Technology Solutions (CTS)employee no ___________ and I
hold a Citibank Credit Card no.___________. I hereby authorize Citibank to share with CTS, the
transaction data from the credit card statement of my above-mentioned credit card.

I understand and hereby acknowledge that Citibank shall disclose my said personal
data/information to CTS only on the basis of this authorization provided by me and that Citibank
shall not be liable to me for any loss or damage that I may suffer/incur as a consequence of
disclosure of the said data/information by Citibank. I shall not, at any time in future, hold Citibank
liable and shall not bring any legal action against it, for any reason whatsoever, for disclosing
the said information.

Update your card number

As soon as card number is mapped, you will receive a notification from the FBP Team. Once you
receive this notification, please update your card number in the appropriate place at
https://mypay.cognizant.com.

Start using your card

Please start using the card for the reimbursable expenses only after the above steps are
completed.The bank will not share spends data if the card is not properly mapped.

Process of Mapping Cards HDFC Bank

Please refer to Step 2 in the card application section (mention the page # here) for details
regarding the same.

Step 5: The Credit Card details have to be updated soon after receiving the
same. Click the Bank Information link under the My Update tab in
https://mypay.cognizant.com
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Step 6: Furnish the necessary details and click the Submit button. The spends
will now beavailable for your confirmation in Mypayfor reimbursement
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Credit Card Transactions Confirmation


Associates need to procure a credit card, get it mapped and update the credit card
information at https://mypay.cognizant.combefore proceeding to this step (Refer FBP
Cards section for assistance on procuring, mapping and updating credit card details).

Please note that all reimbursable expenses will be credited into the salary account of
the associate and no payment will be directly made by Cognizant towards the credit
bills.

Associates need to confirm specific credit card expenses which are reimbursable in
accordance with the FBP policy for the Payroll Team to credit the same.

After completing the pre-requisite steps associates can follow the process mentioned
below to confirm their credit card transactions.

Step 1: Click the Credit Card Transaction Confirmation link under the My Update
tab
Controlled Copy Flexible Benefit Plan

Step 2: Click the Edit button available against the specific expense to be claimed

Step 2: Change status to Official to claim reimbursement, Personal to not claim or


Next Month to carry forward the expense and claim it later and click the Update link


Controlled Copy Flexible Benefit Plan

ESA Claim Process


The Enterprise Service Automation (ESA) system needs to be used to claim the LTA,
Drivers salary reimbursement and Car Maintenance reimbursement. (Please note Car
Maintenance expenses can also be claimed through the prescribed credit card)

Associates can follow the process mentioned below to confirm their credit card
transactions:

Step 1:Login to https://compass.esa.cognizant.com


Controlled Copy Flexible Benefit Plan

Step 2: Click on Employee Self-Service link

Step 3: Select Expense Report


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Step 4: Click the Create link

Step 5:Select the INPREIMB Indian Payroll Reimbursement template.


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Step 6: Description should be Driver Salary/ Car Maintenance Reimbursement /


Leave Travel Allowance,(as the case may be); select Indian Payroll
Reimbursement for category and India as default location (Workflow available at
Quick Reference Guide / Expense Report Creation User Guide in the ESA site
for further reference)
Controlled Copy Flexible Benefit Plan

Step 7: Claim your reimbursements under the LTA,Car Driver Salary/ Car
Maintenance expense type(Code C100100 for LTA, C100101 for Driver
Salary and C100102 for maintenance). Please click the Look up icon for ease
of selecting the expense type. Click the Submit button to complete the process
of claim.

Step 8: Documents to be sent by internal courier to respective location finance.


Printed Expense Report
Original documents (Refer to the specific benefit component for
information on original documents required)
Associates can raise GSD in case of any technical issues
Controlled Copy Flexible Benefit Plan

Points to Remember
Election of the components for the Flexible Benefit Plan can be made only between 5th
and 25th of every month:

If 5th falls on a weekend or holiday, the system would be available from the next
working day.

If 25th falls on a weekend or holiday, the system would be available till the
previous working day.

All FBP components are available for redefinition on a monthly basis

Kindly note that ICICI / Citibank / HDFC credit card to be used are personal cards and
associate are required to get in touch with the respective bank officials regarding any
issues, including procurement.

If your Date of joining falls on or after 20th of every month, you will be able to access
th
Mypay latest by 10 of the following month.

All bills submitted for claim (Medical, Mobile, Car Running Expenses, LTA) will have to
be dated Post the Date of Joining. Any bills date before the Date of Joining of the
associate in Cognizant will not be approved and reimbursed.
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Reimbursement dates

Reimbursement Dates
Deadline for
Date of
submission of
Component Reimburseme
claim/confirmatio
nt
n of transactions
Paid on the last
Bills
working day of
Leave Travel Allowance submitted/received
th the same month
(LTA)-Non Taxable on or before 20 of
along with
every month
salary.
Paid on the last
Reports submitted working day of
Leave Travel Allowance th
on or before 20 of the same month
(LTA)-Taxable
every month along with
salary.
Bills Within ten days
Car Running Expenses
submitted/received from the date of
(Through ESA)
in the current week final approval.
Transactions
confirmed as official
Car Running Expenses 21st of the
in MyPay during the
(Through Credit Card) following month
month on or before
th
20 of the month
Bills
Medical Reimbursement
submitted/received 10th of the
(through MyPay Manual
on or before last day following month
submission)
of the month
Apollo swipes
Medical Reimbursement
incurred during the 10th of the
(through Apollo card
month and following month
confirmation)
confirmed as YES
Transactions
Mobile confirmed as official
21st of the
Reimbursement(Throug in MyPay during the
following month
h Credit Card) month on or before
th
20 of the month
Transactions
confirmed as official
Managers Mobile 21st of the
in MyPay during the
(Through Credit Card) following month
month on or before
th
20 of the month
Loaded into food
card on the last
Definition made
working day of
Food reimbursement during the current
the month on
month
which salary is
processed.
Controlled Copy Flexible Benefit Plan

For food card, unless the card details are entered in MyPay, the amount will be loaded to the card on
the salary day. It will be loaded as arrears amount once the card details are entered in
https://mypay.cognizant.com

Though the election mode is available on monthly basis, it is recommended that the
associate makes an election on a yearly basis to have a better plan of his / her
salary.

Contact Points Helpdesks

Only for Policy Related Clarifications

Associates can raise GSD requests in https://gsd.cognizant.com Human Resources


India Payroll with the below CTIs :

Category* Type* Item*

FBP /Reimbursements Car Running Expense Policy Related - Driver's Salary


FBP /Reimbursements Car Running Expense Policy Related Fuel
FBP /Reimbursements Car Running Expense Policy Related Maintenance
FBP /Reimbursements Car Running Expense Procedure for Credit card mapping
FBP /Reimbursements Food Card Policy Related
FBP /Reimbursements LTA Policy Related
FBP /Reimbursements LTA Reimbursement method
FBP /Reimbursements Medical Reimbursement Policy Related
FBP /Reimbursements Mobile Reimbursement Policy Related
FBP /Reimbursements Mobile Reimbursement Procedure for Credit card mapping
FBP /Reimbursements Superannuation Fund Policy Related
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Salary / Reimbursement Credit/ Tax Related Queries / Approval of


FBP bills / Credit card transactions confirmation

Call GSD Helpdesk (VNET 56666, Please dial 3 followed by 2 and 2 for Voice Support)
or

Associates can also raise GSD request using the link https://gsd.cognizant.com
Human Resources India Payroll

Category* Type* Item*

FBP /Reimbursements Car Running Expense Car Maintenance, Insurance, Driver's Salary
FBP /Reimbursements Car Running Expense Credit status
FBP /Reimbursements Car Running Expense Missing credit card Transactions
FBP /Reimbursements Credit Card mapping Bank POC not responding
FBP /Reimbursements Food Card Amount not credtied/loaded in Food card
FBP /Reimbursements Food Card Food Card Issue
FBP /Reimbursements Leave travel allowance Unclaimed amount
FBP /Reimbursements LTA Claiming Process
FBP /Reimbursements LTA Credit Status
FBP /Reimbursements LTA Document Submission / Approval Status
FBP /Reimbursements Medical Reimbursement Apollo medical card
FBP /Reimbursements Medical Reimbursement Claiming Process
FBP /Reimbursements Medical Reimbursement Credit Status
FBP /Reimbursements Medical Reimbursement Proofs and credit
FBP /Reimbursements Medical Reimbursement Proofs/Manual bill status
FBP /Reimbursements Mobile Reimbursement Credit status
FBP /Reimbursements Mobile Reimbursement Missing credit card Transactions
FBP /Reimbursements Mobile Reimbursement Payment Issues
FBP /Reimbursements NPS Enrolling
FBP /Reimbursements NPS Status
FBP /Reimbursements Superannuation Fund Enrolling and login
Tax Exemption 80C Query
Tax Exemption Higher education loan Query
Tax Exemption House rental allowance Query
Tax Exemption Loss on House property Query
Tax Exemption Mediclaim Query
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Finance Point of Contacts for Claims Submission

(For All Reimbursable FBP Components)

Location Place for claims submission Finance Point of Contact


th
Basavaraju Lokesh, Finance Team, 5 Floor
Mail Room (Drop box
Bangalore Block A, Lake view Bagmane Tech Park,
available)
C.V.Raman Nagar, Bangalore - 93
Basak Debarati, Finance Team, Plot GN-34/3,
Mail Room (Drop box
Kolkata Sector-V, Salk Lake Electronic complex, Kolkata
available)
700091
Payroll department, 6th Floor, CCO, Menon
Mail Room (Drop box
Hyderabad Eternity Building, 165, St.Marys Road, Alwarpet,
available)
Chennai 600 018.
Payroll department, 6th Floor, CCO, Menon
Chennai Mail Room (Internal courier) Eternity Building, 165, St.Marys Road,
Alwarpet, Chennai 600 018.
Payroll department, 6th Floor, CCO, Menon
Mail Room (Drop box
Pune Eternity Building, 165, St.Marys Road,
available)
Alwarpet, Chennai 600 018.
Mail Room (Drop box KV, Manoj, Finance Team, Mountain View
Coimbatore
available) Campus, Coimbatore
Payroll department, 6th Floor, CCO, Menon
Mail Room (Drop box
Kochi Eternity Building, 165, St.Marys Road, Alwarpet,
available)
Chennai 600 018.
Payroll department, 6th Floor, CCO, Menon
Mail Room (Drop box
Mumbai Eternity Building, 165, St.Marys Road,
available)
Alwarpet, Chennai 600 018.
Payroll department, 6th Floor, CCO, Menon
Admin, Gurgaon (Drop box
Gurgaon Eternity Building, 165, St.Marys Road,
available)
Alwarpet, Chennai 600 018.
All other Payroll department, 6th Floor, CCO, Menon
client Direct courier Eternity Building, 165, St.Marys Road,
locations Alwarpet, Chennai 600 018.

Superannuation Transfer/Closure:

https://gsd.cognizant.com Human Resources India Payroll

Category* Type* Item*

FBP /Reimbursements Superannuation Fund Superannuation closure


FBP /Reimbursements Superannuation Fund Superannuation transfer

E-mail: hrssbenefits@cognizant.com
Controlled Copy Flexible Benefit Plan

Food Card - Bank Contact points

Associates can write to


PrepaidCards.Chennai@hdfcbank.com andSrinivasan.Annamalai@hdfcbank.com for the following
queries/clarifications:

1. Balance Transfer from old food card to new food card

2. Office Address (Pin Code) and mobile number update in HDFC records

3. Per Day amount limit (if any) in your card

4. Food card damage

5. Food card applied and not received after 7 working days

6. Loss of HDFC Food card and application for a new card

Please refer to the documents on FBP Policy and FAQ in the below link to know the Eligibility
and claim process for the various FBP Components:

https://groups.cognizant.com/corporate/HR/India/Pages/FlexibleBenefitPlan.aspx

THANK YOU!!!