These guidelines are applicable for the employee who has initiated his/her resignation

through EMS.
Please note the following points in respect to Relieving Letter, Experience letter, Full and Final Settlement, Gratuity
Payment and Provident Fund related matters.

 Would advise to Read the separation Policy/Bonus/work schedule and the respective FAQs before approaching
to EHS.

 No change is allowed in your salary bank account number during serving notice period.

 No change is allowed in your Flexi Declaration during serving notice period.

 Would advise to maintain your salary bank account until your F&F gets settled and don’t close the same.

 Would advise to ensure that all LWPs marked in TSMS, if any, get approved by your manager before your last
working day.

 Would advise to ensure that the approval from your RM/HR in respect to Shift Allowance/ One Time payments
etc. if any, should approved before your last working day.

On your Last Working Day, you need to return all Company Assets and obtain EMS clearances from all stakeholders
(except EHS Separation/Payroll) before 5.00 pm and then only your relieving letter shall be available at my separation
portal after 6.30 pm. You can take print out of the same. For any query you may get in touch with the regional EHS spoc
mapped in EMS application.

Separation Portal:

Till your Last Working Day the link for My Separation portal is - MyhclMy Transaction My Separation Portal.

After your Last Working Day please use https://wf4.myhcl.com/MySeparation/Login/Ex-HCLitesLogin.aspx

Login Id and password will be sent through auto mailer from my separation portal to all resigned employees.

Your Relieving letter will not be available in Separation Portal in case:

 Clearances are not given by Stake holders (except EHS Separation/Payroll)
 There is recovery as per Provisional F&F
 If there are any outstanding loan taken through HCL, including Company Car Scheme, Company Leased
Accommodation

Please ensure that all recovery/loans should be settled and clearances obtained before your LWD for a smooth exit.

Would advise you to take the printout of the necessary documents from MYHCL i.e pay slips, Form 16 (last financial
year), PF statement and last Revision letter before your last working day. You will not be able to view/ access to MYHCL
after 6.30 PM on your last working day.
The Experience Letter / Full and Final settlement which includes hold salary & leave encashment (LTA & flexi for
eligible employees) will be processed within 45 days from the Last Working day, subject to no dues and relevant
approvals available in EMS.

Please note that as per separation policy only soft copy of both Relieving letter and Experience certificate will be
uploaded in separation portal on letter head format and no Hard Copy shall be provided. Employee can download and
take normal or color print out for their convenience and records purpose.

In case changes in your permanent address and personal email ID kindly update the same in
myhcl>mycareer@HCL>Myprofile (ESS) on or before your Last Working Day.

Gratuity: -

Employees who have rendered 4 years 240 days of continuous services are eligible for Gratuity Payment and the
same will be paid through online bank transfer within 30 days from the date of Last Working Day.

As per Gratuity Act, the formula for calculating Gratuity is 15 days last drawn India Basic salary. For your
understanding your last drawn India Basic salary to be divided by 26 and multiplied by 15 and then multiplied by
the numbers of years completed in HCL India.

Gratuity eligibility criteria is 4years 240 days which includes onsite period, but the payment shall be released only for
India Tenure and NOT for Onsite Period (Gratuity payment = Total years – Onsite period).

Gratuity is also shown under 2 sections i.e. (Gratuity payment and in other deductions) in provisional FNF to avoid
duplicate payment on gratuity as the same is paid separately from Final FNF.

Please note: Employee can write mail to fnfsettlement@hcl.com to resolve their query pertains to full and final
settlement.

GEO Outstanding (Onsite Travel):

Please check with the below contacts for GEO Books Balance if you had travelled to onsite (any country) during your
HCL tenure. You drop mail to the following Generic Id to resolve your query.

For Travel advance related queries (Domestic & International travel) - ForexadvIndia@hcl.com
Queries other than travel advance (Domestic & International Claims related queries , Family travel bond, travel
settlement due etc.,) – InttravelclaImindia@hcl.com

Income Tax:-

Please submit soft copy of HRA rent receipt and current year investment in IT declaration at-least 15 days before your
LWD.

For Income Tax Related Query employee can write to following email ID. helpdeskemployeetax@hcl.com

PF Settlement Process: -

PF withdrawals can be applied only after 2 months of last working day with HCL The form no 19 (PF) and 10 C (Pension)
are available in separation portal.

Please take back to back copies of Form, duly filled and send it to below mentioned address along with the following
documents:
  2 Blank cancelled cheque for verifying of the IFSC code no. Your name must be pre-printed on Cheque
(mandatory) - self attested
 2 Photocopy of your PAN card – self attested
 Signature on enclosed documents & Form should not differ.

If your service is above 9 years & 6 months in HCL you have to submit following additional documents for pension
process.
1. Date of birth proof of employee.
2. Family Member/Nominee date of birth proof required
Ex: DOB certificate/secondary school certificate.

1. If the accumulated PF balance is more than or equal to Rs. 50,000/- with service less than 5 years: -

1) TDS will be deducted @ 10%, provided PAN is submitted. If member's income for Assessment year after
including PF Accumulation does not fall under taxable slab & 2 copies of Form No. 15G or 15H is
submitted, then no TDS shall be deducted.

2) TDS will be deducted @ maximum marginal rate (i.e. 34.608%) if a member fails to submit PAN (and no
Form No 15G or 15H).

2. If your PF Accumulation is less than Rs. 50,000/- then no Tax will be deductible.

If your period of contribution to PF Account is more than 5 years then no tax will be deductible.

*** FYI, as per amendments made by GOI in TDS provisions on PF Withdrawal i.e. 01.06.2015,

PF Transfer from HCL to new employer: -

Please fill online PF transfer form with HCL Pension No and send signed hard copy attested from your present employer
to local EHS SPOC for further processing.

Go to:- www.epfindia.gov.in ---- For Employees --- Online Transfer Claim Portal ----Register------ login ----Click Transfer
Request --- Print out to be submitted to Concerned Employer

For PF related query please drop mail to the following ID. Please send your Forms and documents according to Company
Code by addressing to your respective SPOCs: -

Company EMAIL ID Address

For All Offshore Entity pfhelpdesk@hcl.com Tower- A 3rd Floor Right Wing
B-39 Sector-1 Noida-201301

All the Best –HCL