Finance processes

Version 2.0, June 1, 2010

EMPLOYEE RELATED FINANCE PROCESSES

AUTHORS: Prasad Bhide, Mani Chalam

AUTHOR(S) : PRASAD BHIDE, MANI CHALAM

DOCUMENT NUMBER : F&A/INT/PRE
VERSION : 2.0
SOURCE :
STATUS : FINAL
DOCUMENT DATE : 30 JUNE, 201110
NUMBER OF PAGES : 9
Released by : Prasad Bhide, Mani Chalam initials
Finance processes

Version 2.0, June 1, 2010

INTRODUCTION

Background and purpose

 The purpose is to document and make the employees aware about the various
activities pertaining to payroll, expense reimbursement etc. This will provide all
required information and documents required for an employee to understand the
process and carry out the required activity

Scope

 Applicable to all Atos-India employees

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Version 2.0, June 1, 2010

1. Payroll Processing

1.1 Processing of salary

 Processing outsourced to Paysquare Consultancy

 Cut off date for salary processing is 20th of the month. Employees joined before
20th of the month considered for payroll of the month
 Employees joining after 20th will be considered only in the next month payroll

1.2 Salary credit

 Employees have the option to open accounts with HDFC bank, ICICI bank and
Standard Chartered Bank
 Salary will be credited directly to accounts of employees who have accounts with
SBI, ICICI bank, Standard Chartered Bank or HDFC bank
 New joinees will have a time of 30 days to get the account opened in either of the
above banks
 Till the time account is opened, salary will be paid to new joinees by way of
cheque
 Salary will be credited on the last working day of the month for direct credits into
bank accounts
 Employees getting salary by cheque will get the same by 3rd working day of the
following month

1.3 Salary information

 Employees can see their pay-slip and tax computation on Paysquare Web portal
on 1st working day of the next month
 New Joinees will get their Paysquare portal user id and password only after
salary processing of first month.
 Tax declarations can be made online on the web portal
 Employees can change the declaration anytime. Their last saved declaration as
on 20th will be considered for that month’s salary
 Differential tax will be deducted in case actual proofs of investment are not
submitted in January / are lower than the declared amount.

1.4 Tax related information

 For all employee taxation related information, you may check the Income Tax
handbook attached herewith

1.5 Full and Final Settlements

 Resigned employee should fill up clearance form and obtain clearances from all
concerned departments. The clearance form has to be then handed over to HR
 At the time of final settlement actual proofs of investments have to be submitted
before last working day.
 Payment due to employee on settlement will be credited within 30 days of
leaving.
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1.6 Queries related to payroll

 All queries related to salary (Except for PF related queries. For PF related
queries refer PF section) should be addressed to Paysquare
 Queries should be logged on web portal in issue tab
 Mail should be sent to payroll.atosorigin@paysquare.com in case issue can not
be logged

Contact point for payroll related issues Login to https://payroll.paysquare.com/AOI

First level of escalation
Unresolved issues can be addressed to
SLA for Salary credit
SLA for reply to employee query
And register in issues Tab
Ritesh Shenoy @Vikhroli extn 3649
Ritesh.Shenoy@atos.net
Bhushan Raje @ Vikhroli extn 3649
Bhushan.Raje@atos.net
Last working day of the month
48 hours
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2. Expense reimbursement

2.1 Expenses eligible for reimbursement

2.1.1 Car related expenses

 Applicable to all employees who have opted for the scheme

 All reimbursements will be on actuals and on production of valid
bills
 Bills for maintenance should be from a registered dealer and
invoice should mention his VAT registration number
 Claims for expenses should be submitted within the financial
year in which they are incurred
 Employees above Grade 6 can claim driver wages of 6000 p.m.
by submitting payment receipt.
 Decision of Head Of Finance on validity of bills will be final
 Car related expenses not claimed fully as per individual
entitlements will be paid thru’ March payroll every year, subject
to income tax.
 For further details of car related expenses, pl refer car hire /
policy attached herewith

2.1.2 Telephone / Mobile Expenses

 Reimbursement will be applicable only with prior specific

approval from Service Centre Head/Support Group Head
 Claim for reimbursement should be made on the basis of
copy of paid telephone bill
 Reimbursement will be for local calls and the monthly rentals
 STD / ISD calls will have to be marked and approved by
Service Centre Head/Support Group Head / PM

2.1.3 Advance for local travel

 Request for advance should be given two days in advance by

submission of appropriate voucher and should have proper
approval

2.1.4 Conveyance, Lunch / refreshments for late / holiday working

 Claims should be supported by bills and should be properly

authorized

2.1.5 Foreign/Local travel settlement

Pl also refer to travel policy on source site

 Travel settlements should be submitted within 7 days of actual

travel
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 Claims should be supported by bills and should be properly
authorized

2.1.6 Any other business expense

 All claims for reimbursement should be supported by appropriate

cash memo / bill and should be properly authorized

2.2 Disbursement of money against claims submitted

 For all expenses reimbursements, all claims need to be entered

in dispatch register at respective locations and submitted.
 Processing of these claims will be done by Paysquare
 Reimbursement will happen twice in the month by way of direct
credit to employee bank account
 Vouchers submitted on or before 15th of the month will be paid
out by 25th of the same month and vouchers submitted between
16th and 30th of the month will be paid out by 10th of the next
month.

2.3 Medical expenses

 Medical reimbursement entitlement will be paid monthly in salary

irrespective of submission of bills
 Bills should be submitted periodically to avail tax exemption
 Till the time bills are not submitted to accounts, the payment
made in monthly salary will be treated as taxable allowance

Contact person for reimbursements Ritesh Shenoy @Vikhroli extn 3649

Ritesh.Shenoy@atos.net

SLA for reimbursement processing
Required vouchers
All claims submitted from 1 – 15 by 25th of the
month
Claims summitted from 16 – 31 by 10th of the
month
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3. Provident Fund

3.1 New Joinees

 Employees who are joining in ATOS have to fill up Nomination form and Form
no. 11 in the joining formalities
 Fill up Form-13 to transfer their previous PF Account to ATOS PF Account.
Following information is required for the same
o Name and address of previous company
o PF number of the previous company
o Name and address of previous company’s PF office
o Date of leaving previous company
 In case of PF has to be transferred from more than one company employee
needs to fill separate Form-13 for each company separately

3.2 Procedure at the time of leaving Atos

 Resigned employees can opt for Withdrawal of PF Money from ATOS PF

Account. In such case they can fill Form-19 and Form-10C with SSN form.
 Forms to be submitted to Finance department for further processing
 Information required for withdrawal form:
o Date of joining and date of leaving
o PF number
o Bank account details
o Revenue stamp
o One ID card size photograph

 In case employee wants to transfer his ATOS PF Money to next organization he

needs to fill up Form -13 at his new employer and forward directly to R.P.F.C. –
Kandivali.

 Information required for transfer form:

o Date of leaving Atos
o PF number

 Company does not have any control on the processing once forms are submitted
to Provident Fund office and employees will have to contact PF office directly.

3.3 Time required for transfer in and transfer out of PF money with RPFC:

 It takes 6-8 months in normal course to get the funds transferred

Contact person for PF related issues PF Helpdesk @ Vikroli extn 3949

Address of Atos’ PF office
pf.helpdesk@atos.net
Regional Provident Fund Commissioner Office
Sector-3, Plot No. 222, Charkop Market
Charkop Poaiser Road, Charkop
Kandivali-West, Mumbai- 400 067

Requisite Forms Form 11

Form 13
Form 19
Form 10C
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Version 2.0, June 1, 2010