FBP - Policy Document

Flexible Benefit Plan (FBP) Policy Document
Disclaimer The FBP policy reflects the current tax provisions. Any change in the tax provisions, will necessitate a change in the FBP policy. Any inappropriate claim for reimbursement made by the employee may result in disciplinary action against the employee and the employees are required to compensate the company for any actions / claims from Income Tax department.
Table of Contents
Flexible Benefit Plan
Salient Features of FBP FBP Amount FBP working mechanism
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Coverage and Eligibility Definition of Benefits Structure FBP Components

House Rent Allowance (HRA) Taxability on HRA Claim process and policy details Proofs required: Medical Reimbursement Taxability Claim process and policy details Apollo medical card offer: Leave Travel Allowance (LTA) Coverage Limit Claim process and policy details Food Reimbursement Superannuation Fund Contribution Taxability Process and policy details LIC Step by step Login Procedure for tracking your Superannuation Fund National Pension System (NPS) Taxability Eligibility Claim process and policy details Mobile Reimbursement Taxability Claim process and policy details Conveyance Allowance Claim process and policy details Car Running Expenses Taxability Claim process and policy details
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10 10 11 13 14 14 14 17 18 18 18 18 21 22 22 23 24 31 32 32 32 33 34 34 35 35 36 36 36
FBP Cards
Meal Card Credit Card
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Credit Card Transactions Confirmation ESA Claim Process

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Points to Remember
Reimbursement dates Only for Policy Related Clarifications Salary / Reimbursement Credit / Tax Related Queries / Approval of FBP bills / Credit card transactions confirmation Proof of Car Ownership Submission and Approval Finance Point of Contacts for Claims Submission Superannuation Transfer/Closure: Food Card Bank Contact points
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Flexible Benefit Plan (FBP) allows associates to structure their benefits to suit their individual needs. With FBP associates can choose from a bouquet of components that comprise their benefits structure. A desired value can be assigned to each benefit component chosen. The assignable value is subject to allowed limits as per FBP policy. The components can be redefined any number of times within the window period, every month. This document introduces you to the salient features of the plan, provides detailed information on each of FBPs components, and summarizes important dates for quick reference.
Salient Features of FBP

Bouquet of allowances
Introduces a new set of allowances and benefits as components, in addition to the existing ones.
Lets associates choose from a bouquet of components.
Selection of Components
Associates can select any combination of components.
Option to redefine
Associates can define their components between the 5 month.
th
and 25
th
of every
Definitions can be made for current and future months only.
Level based entitlements
Entitlements vary with each level (grade).
Criteria per elected benefit
Each component has a minimum and maximum criterion.
Optimize earning structure
Associates can optimize their earnings through a suitable choice of components.
Portion of salary allocated for FBP FBP Amount
Associates can only use the amount allocated for FBP to define their set of components.
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FBP Amount
The amount available for definition under FBP is dependent on the grade / level of the associate. Associates can only use the amount allocated for FBP to define their components. Any unutilized FBP amount would be paid out as Special Allowance. Up to Associate Level
Salary Structure (as in Offer Letter) Basic Contribution to PF Basic House Rent Allowance Medical Reimbursement Conveyance Allowance Food Reimbursement Mobile Reimbursement Leave Travel Allowance
Superannuation Fund Contribution Special Allowance
Components available under FBP
Amount available under FBP
Contribution to PF
House Rent Allowance Medical Reimbursement Conveyance Allowance Special Allowance Special Bonus Annual Gross Compensation Indicative Incentive Annual Total Compensation
Special Bonus Annual Gross Compensation Indicative Incentive Annual Total Compensation
Senior Associate and Manager Levels

Salary Structure (as in Offer Letter) Basic Contribution to PF Basic House Rent Allowance Medical Reimbursement Food Reimbursement House Rent Allowance Mobile Reimbursement Medical Reimbursement Special Allowance
Special Bonus
Contribution to PF
Leave Travel Allowance Superannuation Fund Contribution

Car Running Expense Special Allowance Special Bonus
Annual Gross Compensation Indicative Incentive Annual Total Compensation
Annual Gross Compensation Indicative Incentive Annual Total Compensation
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Senior Manager & Above Levels

Salary Structure (as in Offer Letter) Basic Contribution to PF
Basic
House Rent Allowance
Contribution to PF House Rent Allowance

Medical Reimbursement
Medical Reimbursement Food Reimbursement Leave Travel Allowance Superannuation Fund Contribution Car Running Expense Special Allowance Special Bonus Annual Gross Compensation Indicative Incentive Annual Total Compensation
Special Allowance Special Bonus Annual Gross Compensation Indicative Incentive Annual Total Compensation
Fixed components
The following are fixed components and cannot be used in FBP:

Basic Provident Fund Night shift Allowance Employee State Insurance (ESI) Contribution Pay Special Bonus
Night shift allowance, Employee State Insurance, Contribution Pay and Special Bonus are applicable only to a select set of associates. All reimbursable components do not form part of salary and would be paid out as a part of prescribed reimbursement cycles.
FBP working mechanism

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

All associates tagged to IT services (India) and BPO services (India) including MarketRX associates will be eligible to FBP. Refer the benefits eligibility table to know about the grade based availability of the components.
Component
1. House Rent Allowance (HRA) 2. Medical Reimbursement 3. Conveyance Allowance 4. Food Reimbursement 5. Mobile Reimbursement 6. Leave Travel Allowance (LTA) 7. Superannuation Fund Contribution 8. Car Running Expenses 9. NPS
Up to A Level
Yes Yes Yes Yes Yes Yes Yes
SA and M
Yes Yes No Yes Yes Yes Yes
SM and above
Yes Yes No Yes No Yes Yes
No Yes
Yes Yes
Yes Yes
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Definition of Benefits Structure
Step 1: Login to https://mypay.cognizant.com
Step 2: Click the Earnings Definition link under Flexible Benefit Plan tab
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Step 3: Define the desired components and click the Submit button
Things to Remember
Election of the components for the Flexible Benefit Plan can be made only between 5th and 25th of every month:
If 5th falls on a weekend or holiday, the system would be available from the next working day.
If 25th falls on a weekend or holiday, the system would be available till the previous working day.
All FBP components are available for redefinition on a monthly basis Definitions can be made only for the current and future months Defined amount is accrued based on the actual number of days the associate works in the India Payroll (Proration would be done wherever applicable)
Definition available on the cut-off date would be taken for payroll processing Associates are required to review the changes to the definition whenever there is a change in location, person details, travel or compensation
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FBP Components
The flexible benefits plan would consist of the following components which can be chosen by associates based on their eligibility.
House Rent Allowance (HRA)

House Rent Allowance is an allowance extended to the employee towards monthly payment for a rented accommodation. Coverage: Associates at all levels. Limit: Ranges from 0 to 60% of the basic salary. Taxability on HRA In accordance to the Income Tax Act, the amount exempted from the taxable income would be the least of the following:
Amount equal to 50% of basic salary, for persons staying in Mumbai, Chennai, Calcutta
or Delhi and 40%, for others.
The actual amount of house rent allowance received. The amount of rent actually paid in excess of 10% of basic salary (which is amount of
rent actually paid minus 10% of basic salary).
Associates are advised to go through the below link : https://ch1blogs.cognizant.com/blogs/140420/2011/09/13/documentation-for-hra/

Only the amount paid towards rent is eligible for exemption. Amount paid towards maintenance charges, electricity bill and so on; food in case of paying guest accommodation is not eligible for exemption.
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Claim process and policy details
Step 1: Click the HRA, Int. on Housing loan, Higher Edu. Loan link under the
My Update tab.
Step 2: Click the Total Rend Paid during 2009-10 link
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Step 3: Fill in the Rent paid details and Monthly rent paid information and click the Save button. (Approval status can be viewed by clicking the Approval Status button after the Finance Team validates your submission)
Associates should declare the desired amount in the FBP definition system Associates need to submit the rent receipt / bank statement for one month and the lease
agreement covering the financial year from the landlord.
In case the lease agreement does not cover the entire financial year ; a copy of the
new/renewed rental agreement has to be submitted before 22nd of the month following the month in which the new accommodation or renewal of the existing accommodation is taken up.
In absence of lease agreement, rent receipt should have cheque details substantiated
with bank statement providing proof of payment and PAN number of the Land Lord.
In case of hostel accommodation, rent receipt in the hostels letter head or pre-printed
receipt book must be submitted.
Associates can handover the above documents to the location Finance team for
approval.
Exemption will be provided subject to the income tax regulations.
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Proofs required:
Monthly Rent is Rs 3000 or less Monthly Rent is more than Rs 3000
1 months original rent receipt
1 months original rent receipt Copy of Lease Agreement In absence of lease agreement, rent receipt should have cheque details (substantiated with proper bank statement) of the payment and PAN number of the Landlord.
Associates must ensure that their receipt includes all the information mentioned in the format present in the following link https://mypay.cognizant.com/INCLUDE/RequiredDocuments.pdf
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Medical Reimbursement
Medical Reimbursement aims towards defraying cost of day-to-day medical expenses (consultation fee, diagnostic tests, cost of medicines etc). It does not cover hospitalization expenses. Coverage: Associates at all levels. Limit: Up to Rs15000 per annum. Taxability
Claims supported by valid medical bills (only pertaining to current Financial Year) are
reimbursed up to an amount of Rs. 15000 per annum. Claim process and policy details
Associates should declare the desired amount in the FBP definition system Associates have to make a reimbursement claim through https://mypay.cognizant.com
as mentioned below:
Step 1: Click the Medical Bills link under the My Update tab
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Step 2: Choose the link for the current month to update claim details.
Step 3: Click the Add button; Furnish the bill details and click the Save button. After entering details of all the bills click the Submit button.
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Step 3: Print out and sign the Summary Sheet Step 4:Send the original bills along with the summary sheet duly signed, by internal courier to respective location Finance team
Remember to mention the Associate ID and the period in respect of which the reimbursement is being applied for on the envelope
Associates can accumulate up to an amount of Rs. 1250 per month as medical

reimbursement.
Associates cannot claim more than the accumulated amount at any point. The amount would be reimbursed only to the extent of valid claims by the associates
and not as an allowance on a monthly basis.
Any amount accrued and not claimed would be carried forward to the subsequent month Associates need to submit original copies of bills to the payroll team. Please note that
bills should be submitted on or before the last day of the month in order to be processed as part of the months reimbursement.
Prescriptions to be provided for

Bill amounting to Rs. 500 and above Multiple bills with the same date, the sum of which exceeds Rs. 500 Ayurvedic / Homeopathic / Unani / Naturopathy medicines (irrespective of the bill amounts)
Registration charges/annual fee etc. for clinics / health club cannot be claimed. Bill amount for spectacles / lens is restricted to Rs. 1500 p.a. Bills for dental treatment need to be supported with prescriptions. Bills for cosmetics and provisions should not be submitted for Medical Reimbursement
claim.
Bills amounting to the allowance eligible will alone be considered for exemption. Original bills once submitted will be retained and would not be given back to the
associate at any circumstance
Submission of genuine bills would be prime responsibility of associates. Bills with any overwriting would not be considered for reimbursements.
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Claims would be reimbursed as a part of the reimbursement cycle. Please refer to the
table on Reimbursement Dates for further details. Apollo medical card offer:
Cognizant has always ensured to be an eco-friendly organization. In line with the

philosophy of Go Green, Cognizant has entered into a direct tie up with Apollo pharmacy for a unique and hassle free means of claiming medical reimbursements online, under FBP.
This presents associates with multiple benefits including time saving:

Free membership with the Apollo pharmacy group with attractive discounts No need to collect, preserve and submit the hard copy bills anymore An eco-friendly green solution which will collectively help eliminate tens of thousands of paper bills each year and Time taken to manually verify and approve the bills is reduced.
Offers and Benefits for Cognizant Employees:
10% discount on medicines and 5% discount on FMCG products. 15% discount on Apollo private label products The discounts will be offered to the Employees outright in the purchase Bill itself. In any one financial year, associates can avail free Apollo Doctor Consultations and a
10% discount on MHC (Master Health Check Up) at specified Apollo hospitals in the form of :
One coupon after the completing the purchase of Medicines (excluding FMCG Products) for a value of Rs. 8000/-
Second coupon after completing the purchase of Medicines (excluding FMCG Products) for a value of Rs. 12,000/- and
Third coupon after completing the purchase of Medicines (excluding FMCG Products) for a value of Rs. 15,000/-
For more information on Apollo offer, please refer to the Apollo offer document and FAQ in https://mypay.cognizant.com home page.
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Leave Travel Allowance (LTA)

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

Limit
LTA benefits are subject to the following limits. Component

Eligibility (Per Annum)
Up to A Level
20000
SA and M
40000
SM and Above
60000
Associates should declare the desired amount in the FBP definition system Associates have to make an LTA reimbursement claim through ESA as mentioned
below (Refer ESA Claim Process section of this document for detailed explanation with screenshots):

Step 1: Login to https://compass.esa.cognizant.com Step 2: Click on Employee Self-Service link Step 3: Select Expense Report and click on Create Step 4: Select the INPREIMB Indian Payroll Reimbursement template. Select Indian Payroll Reimbursement for category and India as default location (Workflow available at Quick Reference Guide / Expense Report Creation User Guide in the ESA site for further reference)
Step 5: Select India Payroll Reimbursement (Code : 1000029779) in the Project expense details
Step 6: Claim your reimbursements under the LTA expense type (Code CI00100) (please note No need to fax / scan expense report with supporting)
Step 7: Documents to be sent by internal courier to respective location finance.

Original bills Print out of expense report from ESA
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Claim Form duly filled and signed (LTA Claim Form available under the Forms link at https://mypay.cognizant.com)
Associates accumulate a monthly amount as per their definition for LTA under FBP. Associates cannot claim more than the accumulated amount at any point. The amount defined under LTA accumulates on a monthly basis and associates have
the flexibility of changing this definition every month. For example-If you declare 20000/in FBP definition system, you will accumulate 20000/12 i.e. 1667/- per month.
Original bills of travel are required to claim this allowance. Only bills pertaining to travel from the location of employment to the destination would be
considered. Accommodation, recreation and sightseeing expenses cannot be claimed as part of LTA.
Bills for the associate and the associates family pertaining to a travel to any place in
India can be claimed. Family includes spouse, children, parents, brothers and sisters wholly dependent on the associate.
The associate must have accompanied the dependant(s) during the travel / vacation to
claim for the dependants travel.
A minimum of five working days of vacation leave is mandatory (vacation leave does not
include weekends and national holidays). The leave records should be updated with vacation leave for the period on the leave system.
Bills can be submitted any time during the year. Proofs required: Claims need to be supported by proper documents as stated below.

By Air: Original air tickets and boarding passes. By Rail: Original train tickets signed by the TTE. By Road: Original bus tickets, if the travel is by bus. Payment receipt and trip sheet for rented cab; Toll tax paid and petrol bills for own cab.
table on Reimbursement Dates for further details.
LTA can be claimed in a block of 4 years with two bills and can be carried forward from
one year to the next year within the block of 4 years.
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LTA can be claimed as taxable income at any part of the year by raising expense report
under India Reimbursement template in ESA. (Refer ESA claim process)
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Food Reimbursement
Food Reimbursement aims at providing an allowance for food items that an associate requires at the office premises. Food allowance would be provided through a meal card. Coverage: Associates at all levels. Limit: Up to a maximum of Rs.3000 per month. Claim process and policy details:
Associates must declare the amount in the FBP definition system. The reimbursement would be proportionate to the number of days worked in India. Associates are required to procure Meal Card from HDFC Bank through the following
website: https://leads.hdfcbank.com/applications/webforms/apply/foodplus.asp (Refer the FBP Cards section for detailed explanation)
The card would be delivered within 3 to 4 weeks from the time of furnishing the details On receipt of the meal card, associates have to update the meal card number in
https://Mypay.cognizant.com (Refer the FBP Cards section for detailed explanation)
Associates can reach the customer care center of HDFC Bank for any support at
PrepaidCards.Chennai@hdfcbank.com
The amount will be credited as reimbursement to the Meal Card at the end of every
month.
The maximum amount that can be maintained in the Meal Card is Rs. 20000 (According
to RBI Regulations).
According to Governmental regulations, the Meal Card can be used only to buy readyto-eat cooked food and the card cannot be used to purchase items for more than Rs. 100 per day
Amount once credited by Cognizant into the meal card based on associate definition
cannot be reversed or credited into the salary account
The meal card shall be used by the associates only for the reimbursement of food items
at outlets specified by HDFC Bank. (Onecognizant.cognizant.com My App Cworld FBP)
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Associates can write to PrepaidCards.Chennai@hdfcbank.com and Srinivasan.Annamalai@hdfcbank.com for the following queries/clarifications: 1. Balance Transfer from old food card to new food card 2. Office Address (Pin Code) and mobile no update in HDFC records 3. Per Day amount limit (if any) in your card 4. Food card damage 5. Food card applied and not received after 7 working days 6. Loss of HDFC Food card and application for a new card
Superannuation Fund Contribution

Superannuation Fund is a retirement benefit provided to employees. The amount defined by the associates under FBP will be deducted from their monthly salaries and contributed towards superannuation fund under the Group superannuation scheme administered by LIC. There would be no contribution from the company towards the same. Coverage: Associates at all levels Limit: Minimum contribution of Rs. 500 per month and subject to a ceiling of 15% of basic salary or Rs. 100,000 per annum, whichever is lesser. Taxability The contribution made to the fund is totally exempt from income tax. Enrollment Period
All associates who were in active India payroll as of Jun 30th 2011, as one time
measure can enroll before August 31, 2011.
New Joinees / On-site returnees including associates hired Onsite and deputed to
Cognizant India can enroll for this benefit through their FBP earnings definition in Mypay on or before the third months Payroll after their joining / return or Travel to Cognizant, India. Failure to define this benefit as a part of the first FBP definition would make the Associate ineligible for enrolling for this benefit thereafter.
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Process and policy details
Associates can opt for the superannuation fund contribution benefit under FBP and
define the contribution amount in the FBP earnings definition system in https://mypay.cognizant.com, subject to the limits as mentioned above
Once the associate opts for the benefit with the required amount, the company
contributes the same to the superannuation fund on behalf of the associate and the same is recovered from the associates monthly salary.
Associate who opt for this benefit cannot come out of it till he or she is employed with
Cognizant.
The contributions would be maintained by L.I.C of India and the interest rate is decided
by L.I.C on a yearly basis.
Associates cannot withdraw any amount from the fund during their tenure in Cognizant. On separation, the associate can transfer the fund to the Superannuation fund
maintained by his / her future employer or request the amount to be paid back in the form of monthly pension.
Transfer of superannuation fund is a responsibility of the previous employer and the

associate need to request for the same through Form A to his / her previous employer. (Form A available under the Forms link at https://mypay.cognizant.com
In order to receive the superannuation fund contributions as monthly pension, the

Associate need to request for the same through form for Employees Group Superannuation Scheme (Form available under the Forms link at https://mypay.cognizant.com. Please contact HR Shared Services - Benefits Team by writing an e-mail to hrss@cognizant.com for assistance in the claim process at time of separation.
Associates may change the definition of the superannuation fund on a monthly basis,
but the contributions must be within the monetary limits of Rs.500 to Rs.100000. However the contribution cannot exceed 15% of the basic.
The contributions made towards superannuation fund for the current Financial Year can
be viewed at https://mypay.cognizant.com in the Superannuation Slip page under My Slips
Associates can track the amount available in the superannuation fund by registering
themselves at the website of L.I.C India (www.licindia.com) using their LIC ID (Available in the Superannuation Slip under My Statements at https://mypay.cognizant.com
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https://gsd.cognizant.com Finance India Payroll

Category* FBP /Reimbursements FBP /Reimbursements FBP /Reimbursements FBP /Reimbursements Type* Superannuation Fund Superannuation Fund Superannuation Fund Superannuation Fund Item* Enrolling and login Policy Related Superannuation closure Superannuation transfer
LIC Step by step Login Procedure for tracking your Superannuation Fund Log on to LIC Home page using URL www.licindia.in
Click here
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Click here
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Enter the policy number that has been displayed in MyPay > MyStatements > Superannuation Slip
Select member from the option
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Enter the LIC ID that has been displayed in MyPay > MyStatements > Superannuation Slip
Enter your date of birth
Click proceed
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Create your own user ID and password
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Click on group schemes details
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Policy details are displayed here
Click on contribution history to view all consolidated contributions
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View all contributions in this page
National Pension System (NPS)

National Pension System or new pension system (NPS) is a scheme introduced originally in 2003 by the Government of India to enable individuals to save for their retirement, and was extended in 2009 to cover employees of private sector as well. Effective April 1st, 2011, the Government has exempted from Income tax the contribution through the employer. The scheme is administered and controlled by the Pension Fund Regulatory & Development Authority PFRDA (www.pfrda.org.in) In NPS, a subscriber contributes every year till retirement and the contribution is invested as per the Investment pattern selected by the subscriber. On retirement, part of the investment corpus (Pension Wealth) accumulated is paid in lump sum while the remaining goes in purchasing a life annuity which Will ensure stable monthly income to the subscriber till death. Subscriptions to NPS are towards Retirement contribution. You are required to properly assess your requirements for retirement before enrolling for the scheme. Tax savings should not be the only criteria for enrolling into retirement schemes.
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Coverage
Associates at all levels.

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

Taxability
The contribution made to the fund is totally exempt from income tax.
Eligibility
Any Indian citizen, whether resident or non resident, can invest in this scheme provided he is between 18 to 60 years of age as on the date of submission of application. The applicant would also be expected to complete the regular KYC (Know your customer) formalities before opening the account.
Contact ICICI bank and complete the documentation formalities. Application form given
below.
Application form.pdf
Establish the PRAN account and share the PRAN details to finance. If you are already holding PRAN a/c with Points of presence other than ICICI Bank
submit the Change of POP form to the ICICI bank.
Format for change of POP.PDF
Associates to declare the desired NPS Contribution amount in the FBP definition system
after obtaining the PRAN a/c. This can be done through FBP definition, available on https://MyPay.Cognizant.com
You have an option of setting up your NPS Contribution by reallocating the amounts that
are currently available under the FBP scheme like Car Running, Medical, Special allowance etc.
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The amount so allocated will be fully tax exempt. You can allocate a minimum of Rs.500
subject to a maximum of 10% of your basic salary.
After the monthly payroll process, Cognizant will deposit the contribution amount to the
Fund Manager of your choice. The details of amount deposited will also be made available on the MyPay portal.
This entire proposal is based on the current tax laws. Any changes, if done by the
government, will require this to be modified.
Please Contact the below POCs for your location.

Location CHENNAI HYDERABAD COIMBATORE COCHIN BANGALORE KOLKATA PUNE DELHI MUMBAI Name N.ASHOK RAVI SAKINALA KARTHIKEYAN SHANIL KRISHNAN CHENGAPPA ANUPAM DEY HARDEEP WALIA RAJANI JHA RAJESWARI Mobile Number 9566088400 9959020741 9566094094 8129600701 9731099446 9051095894 9561087492 9650748777 9004314400 Email ID n.ashok@icicibank.com ravi.saki@icicibank.com karthikeyan.janarthanan@icicibank.com shanil.krishnan@icicibank.com chengappa.ks@icicibank.com anupam.k@icicibank.com hardeep.walia@icicibank.com rajani.jha@icicibank.com rajeshwari.bhosle@icicibank.com
Mobile Reimbursement
Mobile Reimbursement aims at reimbursing the associates for mobile usage for official purposes. Coverage: Up to M (Manager) grade only. Limit:
Component
Eligibility (Per Month)
Up to A Level
500
SA and M
1000
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Taxability
Claims up to the eligible amount are exempted from taxable income

Associate must define the amount in the FBP definition system. Associates should follow the below steps for claiming their Mobile Reimbursements
Step 1: Procure an ICICI / Citibank / HDFC* credit card and use it to pay mobile phone bills, Fuel and Maintenance bills. Associates who already possess an ICICI / Citibank / HDFC credit card may use the same for payment of the above mentioned bills. (Click here for more details - FBP Cards section)
Step 2: On receipt of the card associates have to:
Provide consent to the bank for sharing the reimbursable spend details with Cognizant (Click here for more details - Mapping the Credit Card)
Update the credit card number in https://mypay.cognizant.com (Click here for more details - FBP Cards section)
Step 2: Bank would share the information on the reimbursable spends which would be updated in https://mypay.cognizant.com
Step 3: Confirm the spends on mobile bill as Official, Personal or Next Month in order mark your expenses as claimed, not claimed or carried forward respectively (Click here for more details - Credit Card Transactions Confirmation)
Associates are responsible for paying their credit card dues, Cognizant will credit
reimbursements only to the salary accounts specified by the Associates.
The card has to be in the name of the associate If the claimed amount is less than the amount defined, the excess would be carried
forward for the next month.
Reimbursement will be provided only in respect of one mobile connection, which should
be a Post Paid connection registered in the name of Associate.
table on Reimbursement Dates for further details. * All new joiners are recommended to avail of the services only from HDFC / ICICI Bank (Despite holding an ICICI Bank credit card already). Associates who are currently
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availing the reimbursements through an ICICI credit card can continue to do so by using the same card. Note: For SM and above there is a separate telecommunication policy, details of which can be obtained at https://groups.cognizant.com/corporate/HR/India/Pages/HrPolicyTotalRewards.aspx
Conveyance Allowance
The conveyance allowance is a monthly benefit given to the associates. Coverage: Up to Associate grade only. Limit: Employees up to the grade of Associate will get an amount of Rs.800 as a conveyance allowance. Claim process and policy details
Associates need to define in FBP definition system. Proof is not required to claim Conveyance Allowance.
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Car Running Expenses

The Car Running Expense is a benefit extended to the associates towards fuel, chauffeur and maintenance of an employee owned car which is used for official purposes. Coverage: For SA and above grade only. Limit: Car running expense can be claimed under the following heads, subject to a maximum amount as prescribed below.
Component Only Fuel & Maintenance Fuel & maintenance with Driver Salary Engine capacity < = 1.6 litres Rs. 1800 (per month) Rs. 2700 (per month) Engine capacity > 1.6 litres Rs. 2400 (per month) Rs. 3300 (per month)
You are entitled to claim either Conveyance Allowance (up to a maximum of Rs. 800) or Car Running Expense and you cannot claim both.
Taxability
Not taxable in the hands of the associate.

Associates must declare the amount in the FBP definition system. Associates should reimburse their fuel bills by making payments through the
prescribed credit card.
Associates can reimburse their Car Maintenance Expense either through the prescribed
credit card or through ESA claim by producing original bills.
Associates should reimburse Drivers Salary expense only through ESA by producing
the Driver Salary Claim Form duly filled and signed (Driver Salary Claim Form available under the Forms link at https://mypay.cognizant.com)
Associates should follow the below steps for claiming their credit card based Car
Running Expense Reimbursements
Step 1: Procure an ICICI / Citibank / HDFC* credit card and use it to pay mobile phone bills, Fuel and Maintenance bills (Refer the FBP Cards section for detailed explanation on process of procuring and updating a Credit Card).
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Associates who already possess an HDFC credit card may use the same for payment of the above mentioned bills. https://www.hdfcbank.com/applications/webforms/apply/cognizant_cc.asp
Step 2: Bank would share the information on the reimbursable spends which would be updated in https://mypay.cognizant.com
Step 3: Confirm the spends on mobile bill as Official, Personal or Next Month in order mark your expenses as claimed, not claimed or carried forward respectively (Refer the Credit Card Transactions Confirmation section for detailed explanation on claiming credit card based spends).
* All new joiners are recommended to avail of the services only from HDFC / Citibank (Despite holding an ICICI Bank credit card already). Associates who are currently availing the reimbursements through an ICICI credit card can continue to do so by using the same card.
Associates need to make the Driver Salary / Car Maintenance reimbursement claim
through ESA as mentioned below (Refer ESA Claim Process section of this document for detailed explanation with screenshots):

Step 1: Login to https://compass.esa.cognizant.com Step 2: Click on Employee Self-Service link Step 3: Select Expense Report and click on Create Step 4: Select the INPREIMB Indian Payroll Reimbursement template. Description should be Driver Salary / Car Maintenance Reimbursement, select Indian Payroll Reimbursement for category and India as default location (Workflow available at Quick Reference Guide / Expense Report Creation User Guide in the ESA site for further reference)
Step 5: Select India Payroll Reimbursement (Code : 1000029779) in the Project expense details
Step 6: Claim your reimbursements under the Car Driver Salary / Car Maintenance expense type (Code C100101 for Driver Salary and C100102 for maintenance) (please note No need to fax / scan expense report with supporting)
Original bills ( for Car Maintenance)
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Print out of expense report from ESA Driver Salary Claim Form duly filled and signed (Driver Salary Claim Form available under the Forms link at https://mypay.cognizant.com)
Car must be registered only in the name of the associate and not any other name Car should be currently registered in the State of the associates current location. If the
car is registered in any other state; the associate has to submit an NOC and Road Tax receipt from the State of the associates current location (office).
Proof of ownership (RC book) needs to be submitted. The associate is required to disclose any transfer of ownership of the vehicle, to the
company.
Associates are required to obtain an ICICI / Citibank / HDFC credit card and use it to
pay for expenses towards fuel and car maintenance. Remember, this card will also be used to pay for expenses under the Mobile Reimbursement process.
For associates at SA and above grades who are not availing Car Running Expense for
reasons whatsoever but still would like to be provided for their conveyance, can avail of Conveyance Allowance (Refer conveyance Allowance policy).
Associates cannot avail of Car running expense and Conveyance Allowance both at the
same time.
table on Reimbursement Dates for further details.
Associates should follow the steps mentioned below to submit their documents
of proof for car ownership:
Step 1: Login to https://mypay.cognizant.com and navigate to My Updates then to Proof of Car Ownership page
Step 2: Fill in the necessary details in the cover sheet and print the same Step 3: Raise a GSD in https://gsd.cognizant.com under India Payroll Link.
CTI for Car ownership: Category* FBP /Reimbursements Type* Car Running Expense Item* Car Ownership Proof & Registration
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Attach the following documents Scanned copy of filled forms (Cover Sheet) Scanned copy of Car Registration Certificate (in associates name) Scanned copy of Road tax certificate (if car is registered in different state) Scanned copy of NOC (if car is registered in different state)
Associates have to bear in mind the following while availing of this benefit:
The submission of proof of ownership is mandatory, failing which no further reimbursements would be entertained under this benefit for the future months and appropriate tax deduction would be made from the March months salary for the reimbursement already paid out
In case of a new vehicle the RC book of which is not yet delivered, the booking form which has the proof of payment and name of owner can be used as a provisional document for proof of ownership. However, the associate needs to submit a copy of the RC book as soon as it is received. The provisional proof would be accepted only for 3 months from the date of purchase of the vehicle
Fuel expenses Can only be claimed by Credit card Drivers salary Only by Cash (Driver Salary receipt and ESA claim process mentioned in the
FBP Policy document)
Car maintenance expenses Credit card or cash (ESA claim process mentioned in the FBP
Policy doc if paid by Cash)
For queries on Car Ownership registration, Submission and approval of proof of Car Ownership, associates can raise a GSD
GSD Navigation: Log-on to https://gsd.cognizant.com with your network id and password Click on India Payroll under Finance and chose the respective category, type and item given above Associates can call 469181 / 469178 for any queries
Other Queries on the Car Running expenses policy or Reimbursement related queries should be raised against the contact points mentioned in the last page of this document.
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FBP Cards Meal Card

Associates can procure an HDFC Meal Card by following the process mentioned below:
Step 1: Logon to https://leads.hdfcbank.com/applications/webforms/apply/foodplus.asp and click the banner highlighted by the red box.
Step 2: Furnish all necessary details and click the Submit button. The meal card would be delivered at your work location within 10 business days.
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Step 3: The Meal Card details have to be updated soon after receiving the same. Click the Bank Information link under the My Update tab in https://mypay.cognizant.com
Step 4: Update the Bank name and Meal Card number under the Food Card
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Details and click the Submit button. Your Food Reimbursement definitions will now start getting credited into your Meal Card.
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Credit Card
Associates who currently do not possess a credit card for FBP reimbursement purposes can procure an HDFC / ICICI / Citibank Credit Card. Application/Procedure for mapping HDFC credit card to Cognizant can be done online by following the process mentioned below:
Step 1: Logon to https://leads.hdfcbank.com/applications/webforms/apply/cognizant_cc.asp
Step 2: Click the Yes button if you already possess an HDFC Bank credit card; Furnish the necessary details and click the Submit button to map your existing credit card. Once the card gets mapped, HDFC Bank will share your reimbursable credit card spends to Cognizant for an upload in Mypay.
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Step 3: Click the No button (for the first question) if you want to procure a new card and click the Yes button (for the second question) if you have your salary account with HDFC Bank. Follow the instructions provided in the webpage to make an application for a new HDFC Bank credit card within 3 business weeks.
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Step 4: Click the No button (for the first question) if you want to procure a new card; Click the No button (for the second question) if you do not have your salary account with HDFC Bank and click the Yes button (for the third question). Follow the instructions provided in the webpage to make an application for a new HDFC Bank credit card within 3 business weeks.
Associates can write to branchchannelsupport@hdfcbank.com for any queries on HDFC Credit card.
Associates who wish to use an existing ICICI / Citibank credit card or would like to procure one for the purpose of FBP reimbursement can follow the normal process of procuring a personal credit card with these banks. Once the card is delivered, associates need to provide a letter of consent (in the format mentioned below) to the Bank for sharing the details of reimbursable spends with Cognizant. This process is referred to as the process of mapping the credit card for reimbursement purposes.
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Process of Mapping Cards ICICI Bank

Please find below the mail format which need to be used by associates for sending the mail to customer care for mapping their cards under COG promo code. Associates can write from their registered mail id to gajanan.chaugule@ext.icicibank.com with a cc to
customer.care@icicibank.com and Sudarsan.ts@icicibank.com

Mail Format: ----------------------------------------------------------------------------------------------------------------------------- -----------*Subject:* Cognizant Technology Solutions Hi, ICICI Bank Credit Card No.: I *Name of Associate*, employee of Cognizant Technology Solutions employee number *xxxxx* am holding the captioned credit card issued by ICICI Bank Limited. I have no objection in you sharing the details of spends made on the captioned credit card with Cognizant Technology Solutions. Regards (Associate Name)
Process of Mapping Cards Citibank

Please follow the steps below:
Send in a letter of consent Please send a mail from your mail id registered with Citibank to ctshelpdesk@citi.com with the following message: I am an employee of Cognizant Technology Solutions (CTS) employee no ___________ and I hold a Citibank Credit Card no.___________. I hereby authorize Citibank to share with CTS, the transaction data from the credit card statement of my above-mentioned credit card. I understand and hereby acknowledge that Citibank shall disclose my said personal data/information to CTS only on the basis of this authorization provided by me and that Citibank shall not be liable to me for any loss or damage that I may suffer/incur as a consequence of disclosure of the said data/information by Citibank. I shall not, at anytime in future, hold Citibank liable and shall not bring any legal action against it, for any reason whatsoever, for disclosing the said information.
Update your card number As soon as card number is mapped, you will receive a notification from the FBP Team. Once you receive this notification, please update your card number in the appropriate place at https://mypay.cognizant.com. Start using your card Please start using the card for the reimbursable expenses only after the above steps are completed. The bank will not share spends data if the card is not properly mapped.
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Process of Mapping Cards HDFC Bank

Please refer to Step 2 in the card application section for details regarding the same.
Step 5: The Credit Card details have to be updated soon after receiving the same. Click the Bank Information link under the My Update tab in https://mypay.cognizant.com
Step 6: Furnish the necessary details and click the Submit button. The spends will now be available for your confirmation in Mypay for reimbursement
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Credit Card Transactions Confirmation

Associates need to procure a credit card, get it mapped and update the credit card
information at https://mypay.cognizant.com before proceeding to this step (Refer FBP Cards section for assistance on procuring, mapping and updating credit card details).
Please note that all reimbursable expenses will be credited into the salary account of
the associate and no payment will be directly made by Cognizant towards the credit bills.
Associates need to confirm specific credit card expenses which are reimbursable in
accordance with the FBP policy for the Payroll Team to credit the same.
After completing the pre-requisite steps associates can follow the process mentioned
below to confirm their credit card transactions.
Step 1: Click the Credit Card Transaction Confirmation link under the My Update tab
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For Queries on Credit card transactions confirmation, Please reach out to Payroll support @ 56666 Extn: 3 followed by 2.
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Step 2: Click the Edit button available against the specific expense to be claimed
Step 2: Change status to Official to claim reimbursement, Personal to not claim or Next Month to carry forward the expense and claim it later and click the Update link
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ESA Claim Process

The Enterprise Service Automation (ESA) system needs to be used to claim the LTA,
Drivers salary reimbursement and Car Maintenance reimbursement. (Please note Car Maintenance expenses can also be claimed through the prescribed credit card)
Associates can follow the process mentioned below to confirm their credit card
transactions:
Step 1: Login to https://compass.esa.cognizant.com
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Step 2: Click on Employee Self-Service link
Step 3: Select Expense Report
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Step 4: Click the Create link
Step 5: Select the INPREIMB Indian Payroll Reimbursement template.
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Step 6: Description should be Driver Salary / Car Maintenance Reimbursement / Leave Travel Allowance, (as the case may be); select Indian Payroll Reimbursement for category and India as default location (Workflow available at Quick Reference Guide / Expense Report Creation User Guide in the ESA site for further reference)
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Step 7: Claim your reimbursements under the LTA, Car Driver Salary / Car Maintenance expense type (Code C100100 for LTA, C100101 for Driver Salary and C100102 for maintenance). Please click the Look up icon for ease of selecting the expense type. Click the Submit button to complete the process of claim.

Printed Expense Report Original documents (Refer to the specific benefit component for information on original documents required)
Associates can reach out to esa@cognizant.com in case of any technical issue
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Points to Remember
Election of the components for the Flexible Benefit Plan can be made only between 5th
and 25th of every month:
If 5th falls on a weekend or holiday, the system would be available from the next working day.
If 25th falls on a weekend or holiday, the system would be available till the previous working day.
All FBP components are available for redefinition on a monthly basis Kindly note that ICICI / Citibank / HDFC credit card to be used are personal cards and
associate are required to get in touch with the respective bank officials regarding any issues, including procurement.
If your Date of joining falls on or after 20th of every month, you will be able to access
Mypay latest by 10 of the following month.
th
All bills submitted for claim (Medical, Mobile, Car Running Expenses, LTA) will have to
be dated Post the Date of Joining. Any bills date before the Date of Joining of the associate in Cognizant will not be approved and reimbursed.
Reimbursement dates
FBP Component Deadline for claim / Declaration
Leave Travel Allowance (LTA)Non Taxable Bills approved in the current week Paid on the salary day
Date of Reimbursement
Leave Travel Allowance (LTA)Taxable Car Running Expenses (Through ESA) Car Running Expenses (Through Credit Card) Medical Reimbursement
Reports submitted in the current month Bills approved in the current week
Paid as part of salary
Within 10 days after the approval
Bills paid during the month
21 of the following month
st
Bills submitted for the month
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Mobile Reimbursement (Through Credit Card) Food reimbursement
Bills paid during the month
st
Definition made during the current month
Loaded towards the food card on the salary day
For food card, unless the card details are entered in Mypay, the amount will be loaded to the card on the salary day. It will be loaded as arrears amount once the card details are entered in https://mypay.cognizant.com Though the election mode is available on monthly basis, it is recommended that the associate makes an election on a yearly basis to have a better plan of his / her salary.
Contact Points Helpdesks
Only for Policy Related Clarifications

Associates can raise GSD requests in https://gsd.cognizant.com Finance India
Payroll with the below CTIs :
Category* FBP /Reimbursements FBP /Reimbursements FBP /Reimbursements FBP /Reimbursements FBP /Reimbursements FBP /Reimbursements FBP /Reimbursements FBP /Reimbursements FBP /Reimbursements FBP /Reimbursements FBP /Reimbursements Type* Car Running Expense Car Running Expense Car Running Expense Car Running Expense Food Card LTA LTA Medical Reimbursement Mobile Reimbursement Mobile Reimbursement Superannuation Fund Item* Policy Related - Driver's Salary Policy Related - Fuel Policy Related - Maintenance Procedure for Credit card mapping Policy Related Policy Related Reimbursement method Policy Related Policy Related Procedure for Credit card mapping Policy Related
VNET: 445560 / 445559
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Salary / Reimbursement Credit / Tax Related Queries / Approval of FBP bills / Credit card transactions confirmation
Call GSD Helpdesk (VNET 56666, Please dial 3 followed by 2 for Payroll Voice Support)
or
Associates can also raise GSD requests in https://gsd.cognizant.com Finance

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

Associates can raise a GSD with the following CTI in https://gsd.cognizant.com
Finance India Payroll Category* FBP /Reimbursements Type* Car Running Expense Item* Car Ownership Proof & Registration
VNET: 469181 / 469178
Finance Point of Contacts for Claims Submission

(For All Reimbursable FBP Components) Bangalore Kolkata Hyderabad Chennai Pune Coimbatore Kochi Mumbai Gurgaon Girija Damodaran, Finance Team, Baghmane Tech Park, C.V.Raman Nagar Shreya Jain, Finance Team, Saltlake Electronic Complex Mahesh Maturi, Finance Team, The V Park, Auriga Block Payroll department, 6 Floor, CCO, Menon Eternity Building, St.Marys road Alwarpet, Bhagyashri kulkarni, Finance Team, MIDC, Pune Infotech Park, Hinjewadi Subashini Thiagaraj, Finance Team, Mountain View Campus, Coimbatore Ajith Kumar Raveendranadhan Nair, Finance Team, Cochin Vivek Bichkar , Finance Team, Kensington SEZ Prakash chander, Finance Team, Signature towers
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Superannuation Transfer/Closure:
https://gsd.cognizant.com Finance India Payroll
Category* FBP /Reimbursements FBP /Reimbursements Type* Superannuation Fund Superannuation Fund Item* Superannuation closure Superannuation transfer
E-mail: hrss@cognizant.com
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Food Card Bank Contact points

Associates can write to PrepaidCards.Chennai@hdfcbank.com and Srinivasan.Annamalai@hdfcbank.com for the following queries/clarifications: 1. Balance Transfer from old food card to new food card 2. Office Address (Pin Code) and mobile no update in HDFC records 3. Per Day amount limit (if any) in your card 4. Food card damage 5. Food card applied and not received after 7 working days 6. Loss of HDFC Food card and application for a new card Please refer to the documents on FBP Policy and FAQ in the below link to know the Eligibility and claim process for the various FBP Components: https://groups.cognizant.com/corporate/HR/India/Pages/FlexibleBenefitPlan.aspx Associates are also requested to read through all the other FBP Documents on the home page of https://mypay.cognizant.com for better understanding of the FBP Framework.
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FBP - Policy Document

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Flexible Benefit Plan (FBP) Policy Document

Coverage and Eligibility Definition of Benefits Structure FBP Components

Credit Card Transactions Confirmation ESA Claim Process

Flexible Benefit Plan

Flexible Benefit Plan

Salient Features of FBP

Lets associates choose from a bouquet of components.

Associates can select any combination of components.

Associates can define their components between the 5 month.

Definitions can be made for current and future months only.

Level based entitlements

Entitlements vary with each level (grade).

Criteria per elected benefit

Each component has a minimum and maximum criterion.

Optimize earning structure

Associates can optimize their earnings through a suitable choice of components.

Portion of salary allocated for FBP FBP Amount

Last Updated on 10/05/2011

Flexible Benefit Plan

Components available under FBP

Amount available under FBP

Senior Associate and Manager Levels

Components available under FBP

Amount available under FBP

Leave Travel Allowance Superannuation Fund Contribution

Annual Gross Compensation Indicative Incentive Annual Total Compensation

Annual Gross Compensation Indicative Incentive Annual Total Compensation

Last Updated on 10/05/2011

Flexible Benefit Plan

Senior Manager & Above Levels

Components available under FBP

House Rent Allowance

Amount available under FBP

Contribution to PF House Rent Allowance

The following are fixed components and cannot be used in FBP:

FBP working mechanism

Last Updated on 10/05/2011

Flexible Benefit Plan

Coverage and Eligibility

Last Updated on 10/05/2011

Flexible Benefit Plan

Definition of Benefits Structure

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

Last Updated on 10/05/2011

Flexible Benefit Plan

Last Updated on 10/05/2011

Flexible Benefit Plan

House Rent Allowance (HRA)

Associates are advised to go through the below link : https://ch1blogs.cognizant.com/blogs/140420/2011/09/13/documentation-for-hra/

Last Updated on 10/05/2011

Flexible Benefit Plan

Claim process and policy details

Step 2: Click the Total Rend Paid during 2009-10 link

Last Updated on 10/05/2011

Flexible Benefit Plan

Exemption will be provided subject to the income tax regulations.

Last Updated on 10/05/2011

Flexible Benefit Plan

Monthly Rent is Rs 3000 or less Monthly Rent is more than Rs 3000

1 months original rent receipt

Last Updated on 10/05/2011

Flexible Benefit Plan

Last Updated on 10/05/2011