AHB Australia

TECH MAHINDRA (AUSTRALIA)
ASSOCIATE HANDBOOK
HRCB-PO301, Version 4.2
Copyright © 2018, Tech Mahindra. All rights reserved.

Company-Confidential ASSOCIATE HANDBOOK AUSTRALIA
TABLE OF CONTENTS
ACKNOWLEDGEMENT ........................................................................................................................................ 4
1. OBJECTIVE ...................................................................................................................................................... 5
2. SCOPE ............................................................................................................................................................ 5
3 ACRONYM ....................................................................................................................................................... 5
4. STRATEGIC POLICIES ....................................................................................................................................... 6

4.1 CODE OF ETHICAL BUSINESS CONDUCT (CEBC) .................................................................................................... 6
4.2 EMPLOYMENT POLICY .......................................................................................................................................... 7
4.2.1EQUAL EMPLOYMENT OPPORTUNITY ........................................................................................................... 7
4.2.2 HUMAN RIGHTS ............................................................................................................................................ 7
4.3 ANTI CORRUPTION AND BRIBERY ......................................................................................................................... 7
4.4 POLICY ON PREVENTION OF SEXUAL HARASSMENT............................................................................................. 8
5. WORKPLACE PRACTICES ................................................................................................................................. 8
5.1 WORKING HOURS, TIMEKEEPING ........................................................................................................................ 8

5.2 ACCESS CARD ....................................................................................................................................................... 9
5.3 DRESS CODE ....................................................................................................................................................... 10
5.4 CAREER OPPORTUNITIES .................................................................................................................................... 10
5.5 PERFORMANCE MANAGEMENT ......................................................................................................................... 10
5.6 PERIOD OF CONTINUOUS EMPLOYMENT........................................................................................................... 11
5.7 EXIT & SEPARATION ........................................................................................................................................... 11
6. WORKPLACE STANDARDS .............................................................................................................................. 12
6.1 INFORMATION SECURITY AND USAGE OF ELECTRONIC COMMUNICATIONS AND TECHNOLOGY .....................12
6.2 OUTSIDE EMPLOYMENT AND SOLICITATION ..................................................................................................... 12
6.3 PERSONNEL FILES ............................................................................................................................................... 13
6.4 SUBSTANCE ABUSE............................................................................................................................................. 13
7. HEALTH, SAFETY & ENVIRONMENT ................................................................................................................ 14
7.1 WORKPLACE SAFETY .......................................................................................................................................... 14

7.2 WEAPONS IN WORKPLACE ................................................................................................................................. 15
7.3 VIOLENCE IN THE WORKPLACE PREVENTION POLICY ......................................................................................... 15
8. COMPENSATION POLICIES ............................................................................................................................. 15
8.1. PAY PERIOD ....................................................................................................................................................... 15

8.2 PAYMENTS & DEDUCTIONS ................................................................................................................................ 16
9. BENEFITS ....................................................................................................................................................... 16
9.1 HOLIDAYS & LEAVE ............................................................................................................................................. 16
9.1.1 HOLIDAYS .................................................................................................................................................... 16
HRCB-PO301I4.2 Business Management System Page 2 of 50

9.1.2 PAID TIME OFF / ANNUAL LEAVE ................................................................................................................ 17

9.1.3 ANNUAL SHUTDOWN ................................................................................................................................. 18
9.1.4 BEREAVEMENT LEAVE................................................................................................................................. 18
9.1.5 SICK/CARER LEAVE ...................................................................................................................................... 19
9.1.6 CAREGIVER LEAVE ....................................................................................................................................... 20
9.1.7 PARENTAL LEAVE ........................................................................................................................................ 21
9.1.8 JURY LEAVE ................................................................................................................................................. 22
9.1.9 ADVANCE LEAVE ......................................................................................................................................... 22
9.1.10 LOSS OF PAY (LOP) .................................................................................................................................... 23
9.2 BENEFITS ............................................................................................................................................................ 23
9.2.1 RELOCATION ALLOWANCE (WITHIN THE COUNTRY) .................................................................................. 23
9.2.2 HEALTH INSURANCE ................................................................................................................................... 25
9.2.3 MOBILE AND DATA CARD REIMBURSEMENT.............................................................................................. 26
9.2.4 DOMESTIC AND INTERNATIONAL TRAVEL .................................................................................................. 27
9.2.5 SALARY ADVANCE ....................................................................................................................................... 28
9.2.6 LOCAL CONVEYANCE ................................................................................................................................... 29
9.2.7 RENTAL ADVANCE ....................................................................................................................................... 30
9.2.8 REPATRIATION ALLOWANCE ....................................................................................................................... 31
9.2.9 LEASE BREAKAGE ........................................................................................................................................ 31
9.2.10 ON CALL ALLOWANCE ............................................................................................................................... 32
9.3 BENEFITS: DEPUTES ONLY .................................................................................................................................. 33
9.3.1 SHORT TERM DEPUTATION ALLOWANCE (SDA) ......................................................................................... 33
9.3.2 INITIAL RELOCATION ................................................................................................................................... 34
9.3.3 SELF & FAMILY TRAVEL ............................................................................................................................... 35
9.3.4 PRE-TRAVEL ADVANCE ................................................................................................................................ 36
9.3.5 BROKERAGE ................................................................................................................................................ 37
9.4 STAFF WELFARE ALLOWANCE ............................................................................................................................ 38
10. NOVATED CAR LEASE POLICY ....................................................................................................................... 39

11. GENERAL CONSIDERATIONS ........................................................................................................................ 41
12. DOCUMENT HISTORY ................................................................................................................................. 41
ANNEXURE – 1 APPLICATION FOR NOVATED CAR LEASE PROGRAM ................................................................... 47
ANNEXURE - 2 ................................................................................................................................................... 48
ANNEXURE – 3 AGREEMENT TO CASH OUT ANNUAL LEAVE ............................................................................... 49

ACKNOWLEDGEMENT
I understand that the information in Tech Mahindra (Australia), handbook represents guidelines that I am
expected to follow. I acknowledge that I am responsible for reading the handbook, familiarizing myself
with its contents and adhering to all of the policies and procedures of the same whether set forth in this
handbook or elsewhere. The company reserves the right to modify this handbook or amend or terminate
any policies, procedures, or Associate benefit programs at any time at its own discretion.
I understand that this handbook is not a contract of employment, express or implied, between the
company and me and that I should not view it as such, or as a guarantee of employment for any specific
duration.
I understand that violations of any Tech Mahindra policies, rules, or regulations, will be cause for
disciplinary action, up to and including termination of employment.
Name of Associate: _________________________
Associate ID : _________________________
Associate’s Signature: _________________________
Date: ________________________

1. OBJECTIVE
This Associate Handbook provides an overview of the current employment policies, procedures, benefits
and business ethics of Tech Mahindra (Australia- hereinafter referred to as ‘Company’).
The Company believes that, to maintain and build sustaining relationships with Associates an
environment of mutual respect, Positive and open communication are essential.
The company shall comply with all the employment statutes as applicable.
2. SCOPE
This handbook is applicable to all associates employed with the Company on full time, fixed term and part
time basis. Associates hired as sub-contractor or on direct contract are excluded.
All generic company policies can be viewed on Business Management System (BMS). Path as follows:
BMS > Support Function Processes > Associate Support > HR > IT.
To understand deviation approval process, please refer to the empowerment policy available on BMS.
Path as follows: BMS > Support Function Processes > Associate Support > HR > General >
Empowerment Policy.
This handbook will not cover information that has been specifically agreed upon by Tech Mahindra and
Associates under various contractual obligations. Coverage may vary for associates working under varied
terms & conditions.
3 ACRONYM
Acronym Explanation
IBU Integrated Business Unit
SPOC Single Point of Contact
ID Identity Number
HR Human Resources
WP Work Permit
IBG Integrated Business Group
Role Group1 Manager – BD, Sr. Manager – BD, Account manager, Sr. Account Manager,
(RG1) Country Manager – Sales, Regional manager – Sales, Region Head, Country
Head, Business Unit head.
Role Group 2 Business Group Head, Cluster Head, Geo Head, Global Head.
(RG2)
SDA Short Term Deputation Allowance
CS Corporate Services

RHR Regional HR
LWD Last Working Day
4. STRATEGIC POLICIES
Strategic policies shall apply to all Associates of the Company, at all locations in Australia whether
regular, fixed-term or temporary including trainees, seconded staff, home workers, casual workers and
agency staff, volunteers, interns, agents, sponsors, or any other person Associated with the company, or
any of its subsidiaries or their Associates, wherever located (collectively referred to as "Associates” in the
policy) as applicable.
4.1 CODE OF ETHICAL BUSINESS CONDUCT (CEBC)
The Company is committed to conducting its business in accordance with law, integrity, honesty and
fairness. Its reputation is a valuable asset and must continually earn the trust, confidence and respect of
its suppliers, its customers, its affiliates, its community and each other. The CEBC policy is indicative of
the same and stakeholders are advised to be aware of specific nuances as applicable per laws of the
land.
The Directors, both executive and non-executive, and Associates are responsible for carrying out their
duties in an honest, fair, diligent and ethical manner, within the scope of the authority conferred upon
them and in accordance with the laws, rules, regulations, agreements, guidelines, standards and internal
policies, including such other requirements which are incidental thereto. As Stakeholders of Tech
Mahindra, we have a duty to make decisions and implement policies in the best interests of the company
and its stakeholders.
In this policy, third party means any individual or organization Associates come into contact with during
the course of their work for us, and includes actual and potential clients, customers, suppliers,
distributors, business contacts, agents, advisers, and government and public bodies, including their
advisors, representatives and officials, politicians and political parties
The code of conduct is applicable to all stakeholders of the company:
Stakeholders are defined as individuals working for the Company anywhere in the world and at all bands,
including but not limited to senior managers, officers, directors, Associates (whether regular, fixed-term or
temporary), consultants, contractors, trainees, seconded staff, home workers, casual workers and agency

staff, volunteers, interns, agents, sponsors, or any other person Associated with us, or any of our
subsidiaries or their Associates, wherever located (collectively referred to as "Associates” in this policy).
The Board of Directors of Tech Mahindra has adopted this Code of Ethical Business Conduct as a
testimony of its commitment to adhere to the standards of loyalty, honesty, integrity and to avoid any kind
of conflicts of interest.
Please refer to the ‘Code of Ethical Business Conduct Policy’ hosted on the company’s intranet
for more information. Associates are expected to mandatorily complete CEBC Training.
4.2 EMPLOYMENT POLICY
4.2.1EQUAL EMPLOYMENT OPPORTUNITY
We are an Equal Employment Opportunity Employer. We promote and support a diverse workforce at all
levels of the company. We believe that creating a work environment that enables us to attract, retain and
fully engage diverse talents leads to enhanced innovation and creativity in our service and a better
understanding of our diverse client base. We ensure that our people or potential hires are not unlawfully
discriminated against directly or indirectly as a result of their color, creed, race, nationality, ethnic or
national origin, connections with a national minority, marital or civil partnership status, pregnancy, age,
disability, religion, or similar philosophical belief, sexual orientation, gender or gender reassignment or
trade union membership etc. and never tolerate harassment in any form;
The Company is dedicated to both the letter and the spirit of the equal employment opportunity laws. All
applicants and all Associates will be evaluated solely on the basis of their ability, competence, and
performance of the essential functions of their positions.
4.2.2 HUMAN RIGHTS
The Company does not employ people below the age of 18 and recognizes the legal obligations it has
toward its Associates, shareholders, clients, suppliers, competitors and the community as a whole. Any
breach of this policy by its Associates, suppliers, sub-contractors, vendors etc. shall be considered as
grounds for disciplinary and legal action.
4.3 ANTI CORRUPTION AND BRIBERY
It is company policy to conduct its business in an honest and ethical manner. Company takes a zero-
tolerance approach to bribery and corruption and is committed to act professionally, fairly and with

integrity in all its business dealings and relationships, wherever it operates, and to implement and enforce
effective systems to counter bribery.
Bribery is an offer or receipt of any gift, loan, fee, reward or other advantage to or from any person as an
inducement to do something which is dishonest, illegal or a breach of trust. A non-exhaustive list of
examples is set out in the policy.
Please refer to the ‘Anti-Corruption & Bribery Policy’ hosted on the company intranet for more
information.
4.4 POLICY ON PREVENTION OF SEXUAL HARASSMENT
Definition: “Sexual harassment" includes any unwelcome sexually determined behavior (direct or
implied) such as physical contact and advances, unwelcome communications or invitations, demands or
requests for sexual favors, sexually colored remarks, displaying pornography, creating a hostile work
environment and any other unwelcome “sexually determined behavior” (physical, verbal or non-verbal
conduct) of a sexual nature.
The Company prohibits any form of sexual harassment and hence any act of sexual harassment or
related retaliation against or by any Associate is unacceptable. This policy therefore, intends to prohibit
such occurrences and also details procedures to follow in case of violation of the policy.
Please refer to the ‘Policy on Prevention of Sexual Harassment’ hosted on the company intranet
for more information.
Path: BMS > Support Function Processes > Human Resources > General > Policy on Prevention of
Sexual Harassment
5. WORKPLACE PRACTICES
5.1 WORKING HOURS, TIMEKEEPING
This policy aims to provide guidance to reporting managers and associates on the operations of working
hours and Timekeeping.
The company's regular work schedule will be 9.00 Am to 5.00 Pm or as defined in your employment
contract, Monday through Friday except those days on which the company's offices are closed for
holidays as per the annually published holiday schedule.

Associates who are located at the premises of Company’s clients are required to follow the normal office
hours of the client, or such hours as requested by the client in consultation with the Company.
Timesheet is the official attendance recording mechanism in the Company. All associates in grades up to
P2, other than associates in Sales and Relationship Management role (includes sales heads) should
update the timesheet on daily basis to record the hours worked by them each day. Associates should
enter, review and submit their ‘Timesheet’ on a daily basis and it is their responsibility to certify the
accuracy of all time recorded.
Associates should not indulge in falsifying, recording time worked by another associate(s) or altering of
any timesheets. Associates must ensure their leave request has been raised on the tool and prior
approved by Reporting Manager. The maximum timeline available to associates to update / regularize the
timesheet for a month will be the 5th calendar day of the subsequent month. The maximum timeline for
managers to approve records pertaining to a month will be the 9th day of the subsequent month. E.g. the
timesheet records for previous month should be in applied state latest by 5th May and in approved state
latest by 9th May.
If for some reason Associates couldn’t apply for leave before the cutoff date (5th of the ensuing month),
they are required to raise a ticket in the HUB to update their leave record. The company expects all
associates to assume diligent responsibility to maintain records of their hours on a timely basis. The
Company reserves the right to investigate fraudulent timesheet entries and to take necessary corrective /
disciplinary actions up to termination.
5.2 ACCESS CARD
CS will issue access cards to associates required to operate from Company premises.
Associates should not share their access cards with others and are responsible for the safety of their
respective access cards.
Associates should inform CS immediately upon loss of access and the following guidelines will apply:
• First instance: Associate will bear the cost of replacement card + activation/deactivation charges
i.e. the charge of access card for respective work location or a one-time flat fee of 50 AUD
whichever is lower.
• Second Instance: Replacement card will be issued basis IBG Head approval. In addition to the
cost mentioned above, associates will bear an additional cost of AUD 10. Associates will also be
issued a warning letter.

Tailgating and/or failure to report loss of card is a violation that is a punishable offence subject to
disciplinary action up to and including termination. Misuse of Access card will be considered / treated as
Security incident and subsequent HR disciplinary action.
The above does not apply to client/customer issued access cards as they will need to adhere to the policy
followed by customer organization with regard to access cards.
5.3 DRESS CODE
The Company’s Dress Code is formulated keeping in mind the varying cultures of the global community in
which it operates. The Code allows Associates to work comfortably in the workplace while projecting a
positive professional image to clients and to the public. Business casual dress is the standard for this
dress code.
Associates who are hosting or attending meeting with clients, vendors, or who are in another Company
office should refrain from wearing casual attire, unless meeting attendees agree in advance to follow the
casual business attire policy. Associates on Client site need to adhere to the dress code that is prevalent
at the client site. This however, should be in line with the professional image of the Company.
No dress code can cover all contingencies so Associates must exercise a certain amount of judgment in
their choice of clothing to wear to work. If you experience uncertainty about acceptable, professional
business casual attire for work, please ask your Reporting Manager or your Human Resource
representative. The immediate Reporting Manager shall be responsible to ensure that all Associates who
report to him/her comply with the Dress Code Guidelines.
5.4 CAREER OPPORTUNITIES
The Company provides multiple career streams to provide opportunities of growth across the globe for
Associates. Based on the business needs and exigencies of the company, an Associate may be required
to relocate to any other location / base location (including any other Country) either on a temporary or
permanent basis. Advance notice will be given to an Associate for the same and relocation expenses
shall be provided to him/her as per the eligibility applicable under Company policy.
5.5 PERFORMANCE MANAGEMENT
The Company encourages continuous feedback. Associate’s reporting manager would evaluate
Associate’s performance as per the applicable ‘Performance Management Policy’ of the company.

Additional performance feedback may be given when necessary, at the discretion of management, to
recognize extraordinary achievement, to facilitate communication between an Associate and Reporting
Manager, to correct performance deficiencies or in connection with a disciplinary matter.
5.6 PERIOD OF CONTINUOUS EMPLOYMENT
The starting date of an Associate’s employment will be the date on which Associate’s period of
continuous employment begins with the Company. Any prior engagement with the company shall not be
treated as period of continuous employment. Prior service will not be bridged with current employment.
5.7 EXIT & SEPARATION
Direct Hires (Associates hired in Australia Only)
 All Associates directly hired in Australia may voluntarily resign from employment after providing the
stipulated notice to the company as per the terms specified in his/her offer letter.
 All Associate will need to initiate their resignations on the exit tool for appropriate closure.
 At the time of Separation, Associate is required to handover all company assets i.e. laptop, ID card,
access card, cell phone & related accessories to Corporate Services representative
 Failure to do so will result in deductions (as applicable under the governing policies) at the time of full
and final settlement
 Associates will need to ensure completion of all clearance formalities, payment of dues and
settlement of all accounts, if any
Associates Deputed to Australia
 Due to unavoidable circumstances, if an Associate resigns or wishes to get released at onsite, his/
her notice period starts from the date he/she has submitted his/her resignation on the exit tool and
thereafter he / she must relocate to India / Base location for completing all his/ her exit formalities. His
/ her full and final settlement will be made in India / base location and all the terms and conditions
shall be as per the applicable India / base location policy.
 Also, if an Associate resigns onsite and wishes to get released at onsite, they shall not be eligible for
travel benefit for Self & Dependents, until and unless mandated by law.

Any kind of waiver to “breach of contract” as a reason for exit at onsite should be approved by IBU head
and respective HR Manager. Company reserves the right to withhold the service certificates in the
following cases:
 Breach of any Contract or Agreement executed with the company
 Breach of any employment conditions
 Misconduct
 Violation of Company Policies and Work Place standards
Any exceptions to the above local hires and deputed associates shall be handled on a case to case basis.
Please note: All associates on work permit need to inform Visa cell SPOC one month prior to their last
working day/repatriate date to initiate cancellation of their work permits. This is applicable for associates
who are on Tech Mahindra/Vendor’s/Client sponsored work permit.
6. WORKPLACE STANDARDS
6.1 INFORMATION SECURITY AND USAGE OF ELECTRONIC COMMUNICATIONS AND

TECHNOLOGY
‘Information security’ is the responsibility of all Associates who are at Onsite & Offshore and all
Associates need to comply with the ‘Acceptable Usage Policy’ of the Company at all times.
Any act of breach or violation against the applicable Information Security Policy will be viewed seriously
and suitable penalty / disciplinary action will be initiated against the Associate(s), in case, if required as
per the employment agreement and the Non-Disclosure Agreement (NDA) - both documents which are
duly signed by all Associates at the time of Joining and policies / relevant statutes and laws, wherever
applicable. Associate may be required to sign an additional Non-Disclosure Agreement (NDA) specific to
the client he/she is working for in the company, as per the client requirement and as applicable.
In case of any violations to this policy, Associates should notify the same in the ‘ISG incident
management system’ immediately.
Violations of this policy or any other Company policy or regulation may be subject to revocation or
limitation of computer and network privileges, as well as, other disciplinary actions that may be referred to
the disciplinary committee and appropriate external law enforcement authorities, as applicable.
6.2 OUTSIDE EMPLOYMENT AND SOLICITATION
Associates shall refrain from the below acts during his/her employment with the Company:

1. To conduct business for any other organization on Company's time, until relevant approvals are
sought.
2. To take on any outside employment that would constitute a conflict of interest including but not limited
to, working with its competitors, clients or vendors you are directly or indirectly involved with, during
your tenure
3. To involve in outside activities or pressurizing other Associates to support /participate in activities

such as - sales on behalf of any organization, or distribution of any literature during work hours or on
Company property. Any exceptions to this must have specific management approval in advance.
If an Associate observes a situation that might cause problems, Associate is urged to discuss it with
his/her Reporting Manager or HR so that it shall be resolved.
The examples mentioned above as for illustration purposes only and are not exhaustive.
6.3 PERSONNEL FILES
Associates need to ensure that all personal information provided is accurate and up-to-date. The same
will be maintained in their respective personnel records in accordance with the government laws.
Company respects the right to have the information in the records to be treated confidentially.
If required, an opportunity may also be given to review one’s own personnel file upon reasonable request.
Any changes in the personnel records shall be made with the consent of the Associates, recommendation
from HR and approval of the IBU Head. Associates will be allowed to view their personnel records only in
the Human Resources office and will not be permitted to remove the same from the premises of the
Company.
6.4 SUBSTANCE ABUSE
Substances covered under this policy include alcohol, illegal drugs, inhalants, and prescription and over-
the-counter drugs. All Associates, including third party vendor personnel, working in the Company
premises must be free of impairment due to alcohol or drugs (banned substance) upon reporting to work
and during all work time.
The Company cannot condone behavior on the part of any Associate that relates to substance abuse,
such as:

• Use of illegal drugs, including marijuana and all other drugs not prescribed by a licensed physician for
use by the person possessing them;
• Misuse of alcohol;
• Sale, purchase, transfer, trafficking, use or possession of any controlled substance;
• Arrival or return to work under the influence of any illegal drug or alcohol; and/or
• Testing positive for drugs or alcohol use at work or refusing to submit to testing.
The Company will not tolerate substance abuse and believes in a ‘zero tolerance’ towards it and it will
terminate any Associate found to have violated the policy.
Drug and Alcohol testing:
• The Company at its sole discretion may conduct drug and alcohol testing among Applicants, all
Associates, a random sample of Associates, or certain specific Associates.
• Cooperation for such testing is a condition of Associate’s continued employment with the Company.
Refusal for the same will be considered as a voluntary resignation without good work-related cause.
• All applicants for employment may be required to submit to a drug test prior to employment with
designated centers / vendors. Failure or refusal to do so will result in withdrawal of a conditional offer
of employment and/or termination of employment. This conditional employment offer is contingent
upon receipt of results of a satisfactory drug and alcohol screening test.
Smoking:
Smoking is allowed only in designated areas referred as ‘Smoking zones’. This should, however, not
cause delays or in any way interfere with the timely completion of Associate’s work assignments. If
Associate is at a client site, he/she needs to follow the guidelines defined by the client.
7. HEALTH, SAFETY & ENVIRONMENT
7.1 WORKPLACE SAFETY
The Company strives constantly for the highest possible level of safety for all Associates in all activities
and operations and will be in compliance with all health and safety laws applicable to business.

Associates are expected to be equally conscientious about work-place safety, including proper work
methods, reporting potential hazards, and abating known hazards. Unsafe work conditions in any work
area should be reported immediately to a Reporting Manager, so that corrective action can be initiated.
7.2 WEAPONS IN WORKPLACE
In an effort to provide a safe environment, free from the threat of danger or violence, Associates should
not be in possession of any weapons, concealed or otherwise, while conducting Company business. If
Associates are found in possession of a weapon, security or appropriate law enforcement officials will be
notified, and appropriate disciplinary action will be taken (up to and including termination).
Associates shall not commit/promote any criminal activity or enterprise/provide instructional information
about illegal activities, such as making or buying illegal weapons or violating someone’s privacy .This
prohibition applies to all the Company offices and all places of work including client sites.
7.3 VIOLENCE IN THE WORKPLACE PREVENTION POLICY
This company has a policy of zero tolerance for violence. If you engage in any violence in the workplace,
or threaten violence in the workplace, your employment will be terminated immediately for cause. No talk
of violence or joking about violence will be tolerated.
“Violence" includes physically harming another, shoving, pushing, harassing, intimidating, coercing,
brandishing weapons, and threatening or talking of engaging in those activities. It is the intent of this
policy to ensure that everyone Associated with this business, including Associates and customers, never
feels threatened by any Associate’s actions or conduct.
8. COMPENSATION POLICIES
8.1. PAY PERIOD
• Standard pay period for salaried Associates: Monthly
• Payable: As per the pay schedule published by the company from time to time.
• Salary Deposit: Direct deposit into the applicable bank account of the Associate.

Prevailing state and local laws will apply in respect to paying discharged or resigned Associates.
8.2 PAYMENTS & DEDUCTIONS
All payments and deductions will be calculated on the basis of Net Working Days. Net Working days
mean days in a month excluding weekends.
The payroll deductions from Associate’s salary will be as per applicable local laws towards following
contributions and the Company will also make other deductions as authorized or requested by the
Associate with respect to any advances and volunteer contribution to benefit programs offered by the
Company:
The company, if required by law will recognize court orders that will result in payroll deductions.
Associates may ask the person in charge of payroll if they have any questions about his/her paycheck or
raise a query on HUB for appropriate resolution.
9. BENEFITS
Listed below are the benefits applicable for all Associates on Australia payroll.
9.1 HOLIDAYS & LEAVE
Associates will be entitled to various types of leave during a leave year (Jan-Dec) based on the nature of
requirement. Please note that in case an associate fall sick while on any form of leave, the period of
absence will continue to be regarded as the original leave for the full period of illness.
9.1.1 HOLIDAYS
Public Holidays:
• Company will publish a list of statutory holidays for the upcoming year by 31st December of the
preceding year.Associates working out of client location may follow client holiday calendar. However
the number of holidays in the year should not exceed count of holidays published by Tech Mahindra.
Such client holiday schedule should be mapped to the relevant associates by the respective project
management teams.
• Associates who are working at a client site must notify their Reporting Manager as soon as possible if
the client celebrates additional or different holidays. The Reporting Manager will work with the
Associate to determine their schedule and work location.

• Associates can view the holiday list on the HR website
9.1.2 PAID TIME OFF / ANNUAL LEAVE
Leave Year : January - December

Details
Particulars
• Associates on the company payroll in Australia.

Eligibility
• 20 working days per year

Entitlement
• This leave is calculated using the calendar year and will be prorated
depending of the date of joining of Associate at onsite.
Leave
All accrued, but unutilized leave will be carried forward to the subsequent
Accumulation
calendar year.
• Associates may choose to “voluntarily cash out” their annual leave subject
Leave encashment
to the following conditions:
o Cash out is allowed for only up to 2 weeks of leave (10 working

days) in a 12 month period.
o Associate must have minimum 4 weeks of leave as annual leave

balance post cash out.
o It is mandatory to submit necessary documentation (Annexure 3)

for cashing out annual leave.
• On separation, all accrued but unutilized leave will be en-cashed and paid
out along with FFS .
• Deputes who wish to carry forward un-utilized leave to their base location
will need to raise a ticket in HUB at the time of repatriation, failing which the
leave will be en-cashed.
• Annual Leave/Vacations should be planned as early in the year as possible

Leave application
in discussion with the reporting manager & client manager (wherever

process applicable).
• Associates need to record leaves in LMS prior to going on leave/ vacation

and ensure that leave requests are approved by the designated approving
authorities.
• Reporting Managers are required to closely monitor efforts reported in

RUS/ Mytime/Timesheet and ensure leave requests are approved on leave
management system.
• Lapses in recording leave and any intentional misuse could result in

disciplinary action by the Company.
• Unapproved absences may result in loss of pay subject to applicable laws.
• Annual leave cannot be accrued / adjusted with any other leave category,
Other conditions
unless mandated by statutory provisions.
• Company reserves the right to initiate necessary disciplinary action

including, but not limited to loss of pay, termination etc. in case of
unapproved absence(s).
• While on deputation, there will be no leave accrual at the base location.

Leave accrual at base location will be activated on the associate’s return to
the base location.
9.1.3 ANNUAL SHUTDOWN
During the Annual Shutdown, Annual Leave, Advance Leave shall be utilized, as applicable.
9.1.4 BEREAVEMENT LEAVE
Details
Particulars
• Associates on the company payroll in Australia

Eligibility
• 2 working days in the event of death or life-threatening illness/injury of
Entitlement
Associate’s family member

• Family includes:
o Spouse/ partner, child, parent, grandparent, grandchild, sibling
o Spouse’s/ partner’s child, parent, grandparent, grandchild or sibling
• Associates need to record leaves in LMS prior to going on leave and

Leave application
ensure that leave requests are approved by the designated approving
process
authorities.

RUS/ Mytime/Timesheet and ensure leave requests are approved on leave
management system.

• Cannot be accrued / adjusted with sick leave or other leave, unless

Other conditions
mandated by statutory provisions.
9.1.5 SICK/CARER LEAVE
Details
Particulars
Eligibility Associates on the company payroll in Australia
Leave year Calendar Year
Entitlement
10 working days of paid leave
• Associates need to record leaves in LMS prior to going on leave and ensure
Leave application
that leave requests are approved by the designated approving authorities.
process
• Reporting Managers are required to closely monitor efforts reported in RUS/
Mytime/Timesheet and ensure leave requests are approved on leave
management system.

• After 2 days of illness, Associate needs to present a medical certificate to the

Company and the health insuranceIn case of long illness of a depute,
associate may be advised to return to base location. Unapproved absences
may result in loss of pay for the leave taken.
• Associates can carry forward sick leave from year to year but it is not paid
Other conditions
during separation or return to offshore. If Associate is unable to work because
of illness/injury, he/she must notify their Concerned Reporting Manager by
10:00 a.m. of their absence unless they are granted an authorized medical
leave
9.1.6 CAREGIVER LEAVE
Details
Particulars
Associates on the company payroll in Australia.
Eligibility
Associates will be eligible for this leave after consuming / exhausting their
entitlement of 10 days of Sick/ Carer leave
Entitlement 2 days of unpaid leave can be taken for each occasion when a member of
the Associate’s immediate family or household requires care or support
because of a personal illness, injury, or an unexpected emergency.
Care giver leave can be used only upon utilization of paid sick leave.

Leave Application
Process
authorities.

RUS/ Mytime/Timesheet and ensure leave requests are approved on
leave management system.


Other conditions Cannot be accrued / adjusted with any other leave, unless mandated by
statutory provisions.
Company at its own discretion may ask the Associate to submit certificate.
9.1.7 PARENTAL LEAVE
Details
Particulars
Associates on the company payroll in Australia.
Eligibility
Associates must have 12 months’ continuous service with the employer.
52 weeks’ unpaid for either parent on the birth or adoption of a child.

Entitlement
It includes maternity leave (for women) and, paternity leave for men and
partners.

Leave application
process
authorities.


• Cannot be accrued / adjusted with any other leave, unless mandated by

Other conditions
statutory provisions
• Company at its own discretion may ask the Associate to submit the
certificate of proof.

9.1.8 JURY LEAVE
Details
Particulars
Associates on the company payroll in Australia
Eligibility
Entitlement
• Up to 10 days of paid Leave.
Also as stated in law this leave can be used for community service leave (for
example, jury or emergency services duty).

Leave application
process
authorities.



Other conditions
• Company at its own discretion may ask the Associate to submit the
certificate
9.1.9 ADVANCE LEAVE
Details
Particulars


Eligibility
• 5 working days per year.
Entitlements • Advance leave can only be availed when annual leave balance is nil and
same will be adjusted against subsequent annual leave accruals.
• Associates need to record leaves in LMS prior to going on leave/ vacation

and ensure that leave requests are approved by the designated approving
authorities.
• Reporting Managers are required to closely monitor efforts reported in RUS/

Leave application Mytime/Timesheet and ensure leave requests are approved on leave
process management system.

• Unapproved absences may result in loss of pay for the leave taken.

Other conditions
• Company at its own discretion may ask the Associate to submit the certificate
9.1.10 LOSS OF PAY (LOP)
Loss of pay will be calculated as number of unapproved leave or leave applied in excess to leave
accrued.
9.2 BENEFITS
Any applicable taxes on benefits provided by the Company will be borne by the Associates. The
Company reserves the right to deduct taxes as per the applicable statutory norms
9.2.1 RELOCATION ALLOWANCE (WITHIN THE COUNTRY)
It is envisaged that the relocation move be carried out during the weekends and or holidays to the extent
possible.
Details
Particulars

Associates relocating within Australia

Eligibility
• 7 days of accommodation and conveyance as per diems (Inclusive of
Entitlement
Taxes) chart & travel expenses (Airfare).
• If with family, 125% of accommodation entitlement is applicable.
• Boarding & Misc. will not be covered under this benefit.
• Lease breakage charges at the current location would be up to a max of 1
month’s rent.
• Associates can claim expenses towards movement of goods. Associate
need to submit minimum 3 quotations and the lowest claim subjected to
max cap of AUD 4000 would be accepted.
• Entitlement for reimbursement of incidental expenses incurred is up to
AUD 350 (irrespective of Band) which includes the following:
o Cleaning charges/advertising at the time of vacating house,
o Excess Charges
o Contract termination for Mobile/internet/electricity/gas as per bills.
*Please note: For per diems chart & travel guidelines, refer to Overseas Business
Travel Policy on BMS. Path as below:
BMS > Support Function Processes > Associate Support > HR > General >
Overseas Business Travel Policy.
All reimbursements shall be based on prior approval of the Reporting

Claim Process
Manager, Business Head (IBU), Finance ,Accounts & subject to producing
original bills to Finance Department
Supporting documents to be submitted are:
1. Tax Invoices (with GST/Services Tax/ Local Tax nos) for Hotel stay.
2. Receipt for Airport Cab Expenses
Please Note:
• In all cases of relocation at the request of the company, the company will pay for the travel/ticket
costs for the Associate and family (provided the Associate is entitled to family travel under eligibility
requirements above).

• On a case-by-case basis, the Company will evaluate the extent of reimbursement of lease
breakage charges and penalties for inadequate notice period. It is however essential that each
Associate ensure when signing his/her rental Agreement that the maximum lease breakage
charges payable under the Agreement do not exceed one month’s rent and the notice period is
similarly a maximum of one month.
9.2.2 HEALTH INSURANCE
Details
Particulars
• All associates on company payroll and their dependents.

Eligibility
• Dependents include immediate family i.e. spouse and children.
• Dependents of deputes will only be covered if their travel is on
company sponsored work permit/work visa.
• Insurance Coverage (including terms and conditions) will be per

Coverage
guidelines specified in the Summary Plan Description document
(SPD) shared by the company identified vendor. Associates will
receive a copy of the SPD upon activation of their insurance cover.
• Effective date for coverage will be from the date of joining and / or
date of arrival of associate and their dependents (as applicable) in
the country/location. Activation of insurance will be managed by
HUB subject to associate confirmation per process. Query redressal
on claims will be managed by the vendor.
• Insurance cover will be terminated effective date of separation or

date of relocation/repatriation.
• Associates have to raise a ticket on the HUB for adding & removing
Other Conditions
dependents from the insurance cover.
• Insurance cover will not be extended to parents & siblings or any
family member outside immediate family.

9.2.3 MOBILE AND DATA CARD REIMBURSEMENT
Details
Particulars
• Associates at Bands P2 & above (or equivalent) are by default
Eligibility
eligible for reimbursement.
• Reimbursement may be selectively extended to associates in other
bands based on project needs or requirements of the role, subject to
approval from IBG Head (or equivalent).
• Associates have to procure their own mobile handsets and

Applicability
Company will not reimburse the cost incurred for the same.
• Company will reimburse mobile usage charges for official use as per
the band specific eligibility amount outlined below.
Band AUD P.M.
Up to U3 40
U4 60
P1 75
P2 95
E1 & E2 115
RG1 155
E3 and above, RG2 Actual
• Additionally, all associates will be eligible for Data card/Internet

usage reimbursements up to AUD 40 per month. For E3 and above
as well as for RG2, it shall be reimbursed at actuals.

• Mobile and data card entitlements are inclusive of taxes.
• One-time eligibility request for bands P1 & below has to submitted

Other Conditions/
through PACE-FIN.
Process
• Coordination with the service provider to get GPRS enabled on the
handset is associate’s responsibility and will not be facilitated by the
Company. The Company will also not provide support in case of any
hardware / OS failure on the devices.
• It is the Associate’s responsibility to make the payment to the
service provider directly
• Associate needs to raise reimbursement request after excluding
expenses on account of personal usage in the overall bill.
• Associates can claim for mobile and data with 2 different
connections so long as both connections are in name of the
associate and the amount reimbursed is within specified limits.
• Mobile eligibility should be approved afresh in case of change of
role, project, IBU etc. For the purpose of reimbursement of claims,
the limits as applicable to the associate on the date of submitting the
reimbursement claim will be applicable.
• All bills/tax invoice submitted by the Associate need to be approved

Claim process
by the Associate’s Reporting Manager and finance.
• Invoice should be in the name of the associate and the mobile
number mentioned on the invoice should match with the mobile
number updated on PACE-FIN. It is the responsibility of associate to
ensure the correct mobile number is updated on PACE.
• Associates should submit the claim for reimbursement (either post-
paid/pre-paid) within 2 months from the date of invoice. Claims
submitted after the defined timeline will be processed basis approval
of the IBG/CDG/CSG/SSU head (as applicable).
9.2.4 DOMESTIC AND INTERNATIONAL TRAVEL

All official travels within/outside Australia will be governed by guidelines specified in the prevailing
For more details, please follow the below path:
BMS > Support Function Processes > Associate Support > HR > General > Overseas Business Travel
Policy
Link:https://bms.techmahindra.com/Support%20Function%20Processes/Human%20Resources/General/
Overseas%20Business%20Travel%20Policy.pdf
9.2.5 SALARY ADVANCE
Details
Particulars
• All associates on company payroll in Australia
Eligibility
• Associates who convert from Business Visa to Work Permit.
• Up to 50% of monthly gross salary for personal exigencies.

Entitlement
• Respective RHRs will facilitate processing requests for salary advance.

• Request for salary Advance needs to be approved by Reporting Manager &
Finance.
• To request for salary advance, please use the below URL.
https://moss.techmahindra.com/sites/IndiaPayroll/Onsite%20Salary%20Adva
nce/Forms/AllItems.aspx
Claim process
• Associates are required to take an undertaking and the form is
made available on BMS. This needs to be submitted when the salary
advance request is made.
• Deputes, immediately upon joining, can avail both salary & rental advance.
• Company reserves the right to reject an advance request if there is an
outstanding advance against any previous advance availed.
Taxes if applicable, will be deducted prior to payout.

Tax Applicability

• Advance will be recovered in 4 equal installments from the second payroll

Recovery
onwards.
• If associate has availed both salary & rental advance, consolidated amount
will be recovered in 6 equal instalments from the second payroll onwards.
• If the net payable in the last working month in Australia is not sufficient to
recover the entire balance, associate will have to refund the outstanding
advance amount by way of cash or check payment to Australia Finance
before their LWD.
• For deputes, in the event of failure to refund the outstanding advance
before leaving from Australia, salary at base location will be put on hold till
the outstanding advance is settled.
Exclusions The provisions of this policy will not be applicable to:
• Associates having any outstanding balance against an advance previously

availed from the Company
• An associate serving notice period post resignation
9.2.6 LOCAL CONVEYANCE
Use of public transport
• Applicable to Associates traveling in Australia - Deputes and local hires.
• All official travels by taxi or by public transport with necessary bills on actual will be reimbursed.
• Associates are eligible for reimbursement of car parking charges, when parking in a customer
location or any location other than the company office premises. The reimbursement will only be
for charges on account of business or official expenses and paid out on the basis of bills.
Use of personal car
• Applicable for all regular associates in Sales/ Relationship management roles and delivery
associates in band P2 and above and all support associates as well.
• Usage of personal car for transport to a location other than regular work location – 15 cents AUD
per KM.

Other Conditions
• No reimbursement will be made where Company owned transport is used by an Associate.

• Applicable taxes, if any, will be deducted prior to payout.
• Every day travel from home to office/work location is not covered under local conveyance.
• Reimbursement will only be made subject to submission of original printed bills/tax invoices (with
GST/Services Tax/ Local Tax nos).
9.2.7 RENTAL ADVANCE
Particulars Details
All associates on company payroll in Australia

Eligibility
• Up to 1 month’s rent.
Entitlement • Applicable taxes if any, will be deducted prior to payout.
• Respective RHRs will facilitate processing requests for rental advance.

Claim Process
• Mandatory to submit either of the following supporting documents:
o Lease agreement copy stating the monthly rental value.
o Lease agreement quotation email from the leasing authority/landlord
stating the monthly rent.
• Deputes, immediately upon joining, can avail both salary & rental advance.
• Company reserves the right to reject an advance request if there is an
outstanding amount against any previous advance availed.
Recovery • Advance will be recovered in 2 equal installments from the second payroll
onwards.
• If associate has availed both salary & rental advance, consolidated amount
will be recovered in 6 equal installments from the second payroll onwards.
Exclusions The provisions of this policy will not be applicable to:

• Associates having any outstanding balance against an advance previously

availed from the Company
• An associate serving notice period post resignation
9.2.8 REPATRIATION ALLOWANCE
Details
Particulars
• Associates undertaking official intercity/inter-country transfers including
Eligibility relocation to base country (refers to country of hire).
• Reimbursement of incidental expenses up to a maximum cap of AUD 350

(inclusive of taxes). Expenses covered as under:
o Cleaning /advertising charges at the time of vacating residential property
o Excess baggage charges,
Entitlement
o Contract termination charges for utilities such as
mobile/internet/electricity/gas/water/cable television etc.
• Travel from home to Airport will be reimbursed at actuals.
All reimbursement claims are to be submitted on PACE-FIN and will be approved
Claim Process
by the designated approving authority(ies) as applicable subject to submission of
original bills/tax invoices.
• The benefit will not be extended where the relocation is facilitated on
Other Conditions
personal grounds.
• Relocation benefit is not to be extended for intra-city/ province transfers.
9.2.9 LEASE BREAKAGE
Associates should always try to get into shorter period lease, so that the lease breakage payable, if any,
is less.
Associates are expected to provide the necessary notification to terminate the lease to their respective
landlords as soon as they become aware of such impending events.

Details
Particulars
• Full time regular long term deputes/local hires asked to relocate /repatriate, by
Eligibility the company, for business exigencies
• Max. 1 month’s lease breakage penalty

Coverage
• Company will not reimburse any amount towards lease breakage in case of
Associates, who have resigned, been terminated, or are serving notice period
Other
• If the termination of the assignment is attributed to any personal cause of the
conditions
concerned resource, lease breakage will not be borne by the company.
• All reimbursements shall be based on prior approval of the Accounts & subject to
producing original bills to Finance Dept.
• No such reimbursements will be made in absence of the supporting documents
• For lease breakage arising out of relocation, claims will be settled on the basis of
the Work Location / City and not resident city
Claim process • Supporting documents to be submitted are:
1. Copy of lease agreement
2. Letter from leasing office showing the break-up of the penalty
3. Original receipt from landlord
4. Reporting Manager & HR Approval
9.2.10 ON CALL ALLOWANCE
Details
Particulars
Associates rostered to provide on-call support to billable clients..
Eligibility
Entitlement • USD 7 per day.
• Payment will be made in local currency based on the conversion rate at the
time of payout.
• On-call allowance will be paid to associates within the 2nd pay cycle from the
Claim Process
end of the period as requested by the client.

• It is mandatory to provide certified (client approved) monthly roster to finance

indicating the associates put on on-call support.
• On-call allowance is payable upon raising an invoice to the client.

Other Conditions
• No additional allowance will be paid if on-call support is not billed to the client.
Please Note:
At any point in time, Associate can claim for only one allowance. All applicable Taxes to be borne by the
Associate.
9.3 BENEFITS: DEPUTES ONLY
9.3.1 SHORT TERM DEPUTATION ALLOWANCE (SDA)
Details
Particulars
• Associates travelling on WP for less than or equal to 90 days assignments to
Eligibility
Australia.
• Travel Duration will be considered to identify eligible associates.
• Associates would be eligible for SDA from the 15th day upto 90th day of their
travel. This allowance will be prorated and Taxed as per local law.
Entitlement
Monthly SDA Allowance ( monthly salary)
Total
Allowance
Band in AUD
Up to U3 800
U4 1400
P1 2300
P2, RG1 & RG2 4000

Process
HUB Payroll team will advise finance team to process, SDA as part of associate’s
onsite FFS process.
9.3.2 INITIAL RELOCATION
Details
Particulars
• Associates relocating to Australia
Eligibility
• 14 days of accommodation and conveyance as per diems (inclusive of taxes)
chart & travel expenses (Airfare).
• If with family, 125% of accommodation entitlement is applicable.
• Boarding & Misc. will not be covered under this benefit.
• For Single: Hotel accommodation - with bills (inclusive of taxes) per Diem /
Day, Conveyance (with bills) (inclusive of taxes) per Diem / Day.
Entitlement • For Family :Hotel accommodation - with bills (inclusive of taxes) per diem
/Day, Conveyance (with bills) (inclusive of taxes) per diem / Day
*Please note: For per diems chart & travel guidelines, refer to Overseas Business
Travel Policy on BMS. Path as below:
BMS > Support Function Processes > Associate Support > HR > General >
• All reimbursements shall be based on prior approval of the Reporting
Manager, Business Head (IBU) , Finance , Accounts & subject to producing
original bills to Finance Department
• In the event an Associate makes his/her own arrangement for accommodation,
he/she will be eligible to claim 40% of accommodation without bills.
Accommodation claimed with bills will continue to be as above.
Claim Process
• Any extension for accommodation beyond the initial 14 days, up to maximum

of additional 14 days, would require the approval of the IBG Head and the
same would be on a 50 % ‘Sharing Principle’ basis.

• Supporting documents to be submitted are:

o Tax Invoices (with GST/Services Tax/ Local Tax nos) for Hotel
stay
o Receipt for Airport Cab Expenses
9.3.3 SELF & FAMILY TRAVEL

Details
Particulars
• Associates travelling on a long term assignment (>=180 days) along with their
Eligibility
family.
• Eligible family members includes spouse & up to 2 children of aged <18 years.
• Following benefits are extended to associates & eligible family members:
Entitlement
o Onwards travel: Travel (Economy class) from an international airport
nearest to the base location in India/base location.
o Return Travel: Travel (Economy class) back to base location/any other
TechM location at the end of deputation / project cancellation
• Only one to and fro travel will be sponsored by the Company for the associate
and eligible family members.
• Following expenses will be reimbursed at actuals:
o Travel from residence at base location to nearest international airport.
o Visa related expenses (stamping, medical examination fee etc.)
o Airport tax (where applicable)
o Travel from destination airport to company guest house/ hotel
accommodation.
• All reimbursement claims should be submitted on PACE-FIN and will be
approved by the designated approving authority(ies) subject to submission of
Claim Process
original bills/tax invoices.

• Travel guidelines will be as specified in the Overseas Business Travel policy

Other Conditions
available on BMS.
Path: BMS > Support Function Processes > Associate Support > HR >
General > Overseas Business Travel Policy.
• It is recommended that associates use public transport to the extent possible.
• Air tickets for annual holiday/ vacation will not be paid for by the company.
• Expenses incurred on account of change of airline/destination, re-routing,
trolley charges, extra luggage/excess baggage etc. will not be reimbursed.
9.3.4 PRE-TRAVEL ADVANCE

Details
Particulars
Eligibility Associates traveling to Australia on WP.
Pre-travel advance will comprise the following components:

1. Up to 15 days of accommodation & conveyance as per applicable per-
diems (inclusive of taxes).
2. A fixed amount based on the band & duration of travel as outlined below:
o Travel duration > 180 days (Long-Term):
Band Amount (AUD)
5000
U1-U4
Entitlement 7500
P1-P2
10000
E1 & above, RG1/RG2
o Travel duration < 180 days (Short-Term): 50% of the amount

mentioned above.
Path for OBT policy: BMS > Support Function Processes > Associate Support >
HR > General > Overseas Business Travel Policy.
Recovery • 15 days per diem will continue to be adjusted against entitlements, provided

associates submit necessary tax invoices within 30 days of joining.
o If claims are not submitted per above duration, entitlements will be

processed per policy for entitlement without bills and surplus amount
will be advised along with the recovery of the fixed amount.
• Recovery schedule for fixed amount availed as advance will be as follows:

o Recovery will start with first payroll.
o Pre-travel advance: 4 equal instalments.
o Pre-travel and rental advance: Consolidated amount in 6 equal
instalments.
• Additional advance can be availed only upon 100% recovery of all initial
advances availed.
9.3.5 BROKERAGE
Details
Particulars
Associates deputed to Australia.

Eligibility
• Up to 15 days “base rent”.

• Agent/Letting fees incurred will be reimbursed under this benefit.
• Benefit can only be availed once within 2 months of initial relocation.
Entitlement • Applicable taxes if any will be deducted prior to payout. It is mandatory to
submit tax invoice/ receipt of payment along with the signed lease
agreement.
• “Base rent” excludes electricity, water, heating charges and utilities charges.
• Expense incurred towards tenancy agreement charges including any
agreement fee, stamping fee etc will not be reimbursed under this benefit.
• Claims made beyond 2 months of relocation needs to be approved IBG
Other Conditions
Head.
• All the bills need to be submitted to location Finance SPOC to avail the
reimbursement.

9.4 STAFF WELFARE ALLOWANCE
Details
Particulars
Eligibility
Entitlement Staff Welfare allowance is USD 60 (in equivalent local currency) per associate per
financial year (1st April to 31st March).
Guidelines for utilization is as follows:
• Project Dinners:
o USD 10 (in equivalent local currency) per associate per financial year
to be utilized for project dinners.
o Any unutilized amount at the end of 3rd quarter (ending 31st
December) will be moved to Staff Welfare Allowance.
• Staff Welfare Allowance:
o USD 50 (in equivalent local currency) per associate per financial year
to be utilized for get together and JOSH Activities. RHR and JOSH
Head will decide on the quantum to be set aside for JOSH Activities.
• Please note that amounts not utilized will lapse at the end of financial year.
• Entitlement for Staff Welfare and project allowance will be reconciled and
Claim
updated in the system against the headcount on 1st of every month.
Process
• Claims submitted in excess of the accumulated amount will be processed and
adjusted against/reconciled future budget for the financial year.
• Claims towards Project Allowance will be processed subject to IBG Head
Approval.
• Claims towards get together and JOSH Activities, will be processed subject to
approval from Geography/Regional HR Lead.
• All claims must be supported with necessary bills/tax invoices. Bills/tax
invoices for Staff Welfare Allowance should be in the name of Tech Mahindra
Ltd.
• The amount would be paid in the local currency taking into account the

prevailing currency conversion rate.
10. NOVATED CAR LEASE POLICY
Particulars Details
This is applicable to all Associates on the regular rolls of the Company

Eligibility
• The Company will organize to get Novated cars leased from Finance Co.
Car Entitlement (BMW finance and Macquarie finance leasing Co)
and Allotment
This policy is not applicable to:

Exclusions
- Associates on a Short term Work Permit(<=90 days) or Business Visa
- Associates on a “Sub-Contract”/ “Direct Contract”
In the event of separation from the services of the Company, the Associate will
have to buy the car as per the Foreclosure Value indicated by the Financing
Separation
Company or take over the lease as decided between the Associate and the
leasing company
- Australian Tax Office guidelines as applicable for Novated Lease will

apply. Any additional liability on account of changes to the taxation laws
will be borne by the Associate
- Any Fringe Benefit Tax arise due to Novated Lease arrangement will be
Insurance, fully borne by the Associate
Registration and - All administration expenses charged by the service provider will be fully
Maintenance borne by the Associate
- Associates must ensure that they have allocated sufficient funds to meet
the total cost of benefits and that they have sufficient funds to support
their day to day life style.
- Novated Lease packaging of ‘Luxury Cars’ (Luxury Cars as defined by

Australian Tax Office)’ is not permitted.

- Expenses towards insurance and registration of the availed cars will be
borne by the Associate.
- The Associate will need to initiate the submission of the claim with
necessary facilitation by the Administration Department.
- Insurance renewal for the vehicle every year will be the responsibility of
the Associate. Applicable amounts towards insurance will be borne
upfront by the Associate.
- The Associate will be required to use the car for commuting daily to the
office and back. He/she must also ensure adequate safety and security
of the car.
- Maintenance of the car as well as requirements in terms of insurance
claims etc. will be the responsibility of the Associate.
- The Company reserves the right to use its discretion in the
implementation of the Car Policy and also to withdraw, modify or add to
any of the above stated terms & conditions as and when deemed
required and necessary.
The Guidelines below represent the administrative details as well as the

flexibility options available w.r.t. the implementation of the Novated Car Policy.
The Associate is required to submit the Car Requisition Form (Annexure 1), to
the Administration Department for approval and also complete necessary
formalities.
- Applicable costs, if any, for transfer of the car in the individual’s name,
Procedural will be borne by the Associate.
Guidelines - If the Associate after joining the Company’s Novated Scheme is
required to proceed on long-term overseas deputation, the Associate will
have to retain the car and pay the remaining foreclose value to the
leasing company.
- In case of an intercity transfer within Australia (Individual or company
initiated transfer), post the Associate availing Novated car scheme, the
Associate may choose to take the car to the new location. In such cases
the Associate will bear all necessary expenses incurred towards the cost
of registration / taxes etc. as may be applicable at the transferred

location.
- Any Associate who resigns/is terminated from Tech Mahindra
automatically seizes from the contract signed for novated lease and
henceforth the debit of the same would go to their bank account.
- Any impact of an Associate returning to the ‘Home’ country due to
official/personal reasons will be borne by the Associate himself
11. GENERAL CONSIDERATIONS

• All the rules and regulations imposed by Reserve Bank of India for Indians traveling
outside India are applicable to all Associates proceeding on projects abroad.
• Associates must withdraw in the Local Currency only
• There is no limit on the number of withdrawals from ATMs
• Any additional transaction charges levied by a bank during withdrawal in local currency
from an ATM in any country at onsite, would be reimbursed (upon submitting/providing
valid proofs)
• Any services from the bank (Balance Enquiry print outs, Online Transactions, etc.) would
be additionally charged, and these additional transaction charges levied by bank would
not be reimbursed by the company.
In case of Client provides for Accommodation or other benefits during the deputation period,
appropriate deductions would be made from the Associate’s salary towards the facilities
provided.
12. DOCUMENT HISTORY
Version Date Author Reviewed by Approved by Nature of changes

(function)
Issue 7- Nov- Process Function Function Head First integrated issue

1.0 2013 Owner Owner
Issue 28- Jan – Process Function Function Head Updated the new changes
1.1 2014 Owner Owner regarding Novated Car policy.


(function)
Issue 1-Apr-2014 Process Function Function Head Benefits clause updated.

1.2 Owner Owner
Issue 3-July- Process Function Function Head Prepaid clause updated.

Issue 13-Oct- Process Function Function Head Relocation clause updated.

1.4 2014 Owner Owner Clause no- (8.2.1) ,(8.2.2) ,
(8.3.2)
Updated Timesheet clause

working hours(4.1)
Issue 5-Jan-2015 Process Function Function Head Updated Short Term

1.5 Owner Owner Deputation Clause (8.3.1)
Issue 25-May- Process Function Function Head Change clause 8.3.1

2015 Owner Owner
1.6 SDA will be calculated for the
period starting from 16th day
of travel to 90th day as
contrary to the previous
process of giving out for first
90 days
Issue 1-July- Process Function Function Head Updated SDA Clause. 8.3.1
1.8 31-08- Process Function Function Head Updated SDA Clause 9.3.1
2015 Owner Owner
1.9 26-10- Process Function Function Head Updated Mobile and data card
2015 Owner Owner clause (9.2.2). Effective 26th
October 2015
2.0 09-Nov- Process Function Function Head Updated Repatriation


(function)
2015 Owner Owner allowance & Lease Breakage

(9.27 & 9.2.8)
Split Brokerage and Rental

Advance.
2.1 18-Jan- Process Function Function Head Updated Holiday clause ,

2015 Owner Owner Added Car rental clause and
updates self & family travel
clause
2.2 05-Feb- Process Function Function Head Removed Car Rentals and
2016 Owner Owner updated Initial relocation
clause (9.3.2)
2.3 02-May- Process Function Function Head Updated clauses of Annual

2016 Owner Owner Leave (9.1.2), Relocation
Allowance (9.2.1) & Staff
Welfare Allowance Clause
(9.4)
2.4 21-Jun-16 Process Function Function Head Updated Clause on Access

Owner Owner Cards (5.2)
2.5 19-July-16 Process Function Function Head Updated Advance Leave

Owner Owner clause (9.1.9) for more clarity
2.6 26-Sept- Process Function Function Head Updated clauses of Access

2016 Owner Owner Card (5.2), Caregiver Leave
(9.1.6), Brokerage clause
(9.3.4), Domestic &
International Travel clause
(9.2.3)


(function)
2.7 16-Nov- Process Function Function Head Updated bereavement leave

2016 Owner Owner clause (9.1.4) to cover
additional relationships
2.8 05-Dec- Process Function Function Head Updated Working Hours,

2016 Owner Owner Timekeeping clause (5.1) &
Family Travel clause (9.3.3)
2.9 04-Jan- Process Function Function Head Updated Working Hours,

2017 Owner Owner Timekeeping clause (5.1)
3.0 07-Feb- Process Function Function Head Updated Payments &

2017 Owner Owner Deductions clause (8.2)
3.1 28-Feb- Process Function Function Head Updated Salary Advance

2017 Owner Owner (9.2.4) & Rental Advance
(9.2.6) clause
3.2 16-Mar- Process Function Function Head Updated Scope (2), renamed
2017 Owner Owner the policy from ASH to POSH
(4.4), updated the path for
Overseas Business Travel
Policy in Section 9.2.3
3.3 18-May- Process Function Function Head Updated Brokerage clause

2017 Owner Owner (9.3.4) to bring in more clarity


(function)
3.4 30-May- Process Function Function Head Change in Salary Advance

2017 Owner Owner (9.2.4), Rental Advance
(9.2.6) & Pre-travel Advance
(9.3.4) entitlements for all
work-visa (or equivalent)
th
travels effective 5 June ’17
i.e. for travels starting 5th
June ‘17 onwards.
3.5 19-July- Process Function Function Head Updated Staff Welfare

2017 Owner Owner Allowance clause effective 1st
April ’17 (9.4).
3.6 31-July- Process Function Function Head Updated On-Call Allowance

2017 Owner Owner (9.2.9) clause effective 1st Aug
2017, updated Acronym (3),
Mobile & Data card
reimbursement (9.2.2) & short
term deputation allowance
(9.3.1) clause with RG1 &
RG2 entitlements.
3.7 30-Aug- Process Function Function Head Updated Salary Advance

2017 Owner Owner clause (9.2.4); Changed Pre-
travel Advance (9.3.4)
entitlements effective 1st
September ’17.
3.8 04-Oct- Process Function Function Head Added Health Insurance

2017 Owner Owner clause (9.2.2) effective 1st
October ’17.
3.9 01-11- Process Function Function Head Updated the leave

2017 Owner Owner encashment clause


(function)
4.0 28-Nov- Process Function Function Head Updated Salary Advance

2017 Owner Owner clause (9.2.5)
4.1 22-Dec- Process Function Function Head Updated scope (2), leave
2017 Owner Owner application process for all
leave categories, mobile &
data card reimbursement
(9.2.3) & local conveyance
(9.2.6) clause to bring in
clarity.
4.2 26-Feb- Process Function Function Head Updated holidays & leave
2018 Owner Owner (9.1), domestic and
international travel (9.2.4),
salary advance (9.2.5), rental
advance (9.2.7), self & family
travel (9.3.3) and brokerage
(9.3.5) clause to bring in
clarity.

ANNEXURE – 1 APPLICATION FOR NOVATED CAR LEASE PROGRAM
Date of application
Associate No
Name of Associate
Email id
Band/Sub Band
Location
Ext. No./ Mobile No.
Remarks (if any) :
HR. Approval

Authorized by
Designation
Sign & Date
ANNEXURE - 2
Letter of Agreement
To, Date:
The Administration Dept.
Place:_______________
Dear Sir/Madam,
This is to declare that I the undersigned _____________________, with Associate no. __________,
currently employed with Tech Mahindra Limited, located at __________, and residing at
_______________________, _______________________, have availed Novated Car Lease.
Model Name: ______________________________

Year of Manufacturing: ______________________
Registration No.: ____________________________
Chassis No. : _______________________________
Allotment Period: ____________________________

In the event of my separation from the services of the Company, either voluntary or involuntary or on
account of any other reasons whatsoever, I undertake to transfer all the liabilities, financial and otherwise,
attached to the above car, in my name.
The Company (Tech Mahindra Limited) will henceforth have no responsibilities associated, whatsoever,
with the above car.
Yours Sincerely,
(Signature)
Name:
GID:
ANNEXURE – 3 AGREEMENT TO CASH OUT ANNUAL LEAVE
Name of Associate: _____________
Name of Employer: _____________
The employer and Associate agree to the Associate cashing out a particular amount of
the Associate’s accrued paid annual leave:
The amount of leave to be cashed out is: ____ hours/days
The payment to be made to the Associate for the leave is: $____ subject to deduction of
income tax/after deduction of income tax (strike out where not applicable).

The payment will be made to the Associate on: _/_/20_
Signature of Associate: _________________________
Date signed: _ /_ /20_
Name of employer representative: _________________
Signature of employer representative: _______________
Date signed: _/_/20_

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TECH MAHINDRA (AUSTRALIA)

HRCB-PO301, Version 4.2

Copyright © 2018, Tech Mahindra. All rights reserved.

4. STRATEGIC POLICIES ....................................................................................................................................... 6

5.1 WORKING HOURS, TIMEKEEPING ........................................................................................................................ 8

7.1 WORKPLACE SAFETY .......................................................................................................................................... 14

8.1. PAY PERIOD ....................................................................................................................................................... 15

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9.1.2 PAID TIME OFF / ANNUAL LEAVE ................................................................................................................ 17

10. NOVATED CAR LEASE POLICY ....................................................................................................................... 39

HRCB-PO301I4.2 Business Management System Page 3 of 50

Name of Associate: _________________________

Associate’s Signature: _________________________

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HRCB-PO301I4.2 Business Management System Page 5 of 50

4.1 CODE OF ETHICAL BUSINESS CONDUCT (CEBC)

The code of conduct is applicable to all stakeholders of the company:

HRCB-PO301I4.2 Business Management System Page 6 of 50

4.2 EMPLOYMENT POLICY

4.2.1EQUAL EMPLOYMENT OPPORTUNITY

4.2.2 HUMAN RIGHTS

4.3 ANTI CORRUPTION AND BRIBERY

HRCB-PO301I4.2 Business Management System Page 7 of 50

4.4 POLICY ON PREVENTION OF SEXUAL HARASSMENT

5.1 WORKING HOURS, TIMEKEEPING

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5.2 ACCESS CARD

HRCB-PO301I4.2 Business Management System Page 9 of 50

5.3 DRESS CODE

5.4 CAREER OPPORTUNITIES

5.5 PERFORMANCE MANAGEMENT

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5.6 PERIOD OF CONTINUOUS EMPLOYMENT

5.7 EXIT & SEPARATION

Direct Hires (Associates hired in Australia Only)

Associates Deputed to Australia

HRCB-PO301I4.2 Business Management System Page 11 of 50

 Breach of any Contract or Agreement executed with the company

 Breach of any employment conditions

 Violation of Company Policies and Work Place standards

6.1 INFORMATION SECURITY AND USAGE OF ELECTRONIC COMMUNICATIONS AND

6.2 OUTSIDE EMPLOYMENT AND SOLICITATION

HRCB-PO301I4.2 Business Management System Page 12 of 50

3. To involve in outside activities or pressurizing other Associates to support /participate in activities

6.3 PERSONNEL FILES

6.4 SUBSTANCE ABUSE

HRCB-PO301I4.2 Business Management System Page 13 of 50

Drug and Alcohol testing:

7. HEALTH, SAFETY & ENVIRONMENT

7.1 WORKPLACE SAFETY

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7.2 WEAPONS IN WORKPLACE

7.3 VIOLENCE IN THE WORKPLACE PREVENTION POLICY

8.1. PAY PERIOD

• Standard pay period for salaried Associates: Monthly

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8.2 PAYMENTS & DEDUCTIONS

9.1 HOLIDAYS & LEAVE

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• Associates can view the holiday list on the HR website

9.1.2 PAID TIME OFF / ANNUAL LEAVE

Leave Year : January - December

• Associates on the company payroll in Australia.

• 20 working days per year