CTS Flexible Benefit Plan
CTS 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 employees may result in disciplinary action on
the employees and the employees are required to compensate the company for any actions / claims
from Income Tax department.
i
Table of Contents
Flexible Benefit Plan ................................................................................................................4
Salient Features of FBP .......................................................................................................................... 4
FBP Amount ............................................................................................................................................ 5
FBP working mechanism ....................................................................................................................... 6
Coverage and Eligibility ...........................................................................................................7
Definition of Benefits Structure ...............................................................................................7
FBP Components .....................................................................................................................9
House Rent Allowance (HRA) ................................................................................................................ 9
Taxability on HRA .................................................................................................................................. 9
Claim process and policy details ......................................................................................................... 10
Documentary Requirements................................................................................................................ 11
Medical Reimbursement ....................................................................................................................... 12
Taxability ............................................................................................................................................. 12
Claim process and policy details ......................................................................................................... 12
Apollo medical card offer ..................................................................................................................... 15
Apollo Pharmacy Card ........................................................................................................................ 16
Leave Travel Allowance (LTA) ............................................................................................................. 17
Coverage ............................................................................................................................................. 17
Limit ..................................................................................................................................................... 17
Claim process and policy details ......................................................................................................... 18
Food Reimbursement ........................................................................................................................... 22
Coverage ............................................................................................................................................. 22
Limit ..................................................................................................................................................... 22
Claim process and policy details ......................................................................................................... 22
Food Card - Bank Contact point .......................................................................................................... 27
Superannuation Fund Contribution .................................................................................................... 27
Coverage ............................................................................................................................................. 27
Limit ..................................................................................................................................................... 28
Taxability ............................................................................................................................................. 28
Process and policy details ................................................................................................................... 28
Superannuation Transfer/Closure ....................................................................................................... 33
National Pension System (NPS ........................................................................................................... 33
Coverage ............................................................................................................................................. 34
Limit ..................................................................................................................................................... 34
Taxability ............................................................................................................................................. 34
Eligibility............................................................................................................................................... 34
Claim process and policy details ......................................................................................................... 34
ICICI POC details ................................................................................................................................ 34
ii
Mobile Reimbursement......................................................................................................................... 35
Coverage ............................................................................................................................................. 35
Limit ..................................................................................................................................................... 35
Taxability ............................................................................................................................................. 35
Claim process and policy details ......................................................................................................... 36
Credit Card ............................................................................................................................................. 36
Process of Mapping Credit Card ......................................................................................................... 36
Credit Card Transactions Confirmation ............................................................................................... 41
Credit Card - Bank Contact point ........................................................................................................ 42
Conveyance Allowance ........................................................................................................................ 44
Car Running Expenses ......................................................................................................................... 44
Coverage ............................................................................................................................................. 44
Limit ..................................................................................................................................................... 44
Taxability ............................................................................................................................................. 45
Claim process and policy details ......................................................................................................... 45
Car ownership Details ......................................................................................................................... 49
Points to remember for FBP benefit. .................................................................................................. 50
Reimbursement dates ........................................................................................................................... 50
Only for Policy Related Clarifications ................................................................................................. 51
Salary / Reimbursement Credit/ Tax Related Queries / Approval of FBP bills / Credit card
transactions confirmation .................................................................................................................... 51
Proof of Car Ownership – Submission and Approval ....................................................................... 52
Finance Point of Contacts for Claims Submission............................................................................ 52
ii
Controlled Copy Flexible Benefit Plan
This document introduces you to the salient features of the plan, provides detailed information on each of
FBP’s components, and summarizes important dates for quick reference.
Selection of Components
Option to redefine
Associates can define their components between the 5th and 24th of every month
Associates can only use the amount allocated for FBP to define their set of
components
FBP Amount
− The amount available for definition under FBP is dependent on the grade / level of the
associate. Associates can only use the amount allocated for FBP to define their components.
The balance available after allocating for any or all of the given FBP components will be paid
as Special allowance.
Up to Associate Level
Fixed components
The following are fixed components and cannot be used in FBP:
Basic
Provident Fund
Night shift Allowance
Employee State Insurance (ESI)
Contribution Pay
Special Bonus
Night shift allowance, Employee State Insurance, Contribution Pay and Special Bonus are
applicable only to a select set of associates.
All reimbursable components do not form part of salary and would be paid out as per
reimbursement cycles.
the associate’s offer letter/E-letter. 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.
*Associates at SA & Above level can avail either Conveyance Allowance or Car Running Expenses
and cannot avail both simultaneously.
Step 3: Define the desired components and click the Submit button
Things to Remember
Allocation/ Reallocation 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. Exceptions to this, if any, would depend on the salary payout day for a
particular month
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, personal details, travel, compensation and inter-company transfers
FBP Components
The flexible benefits plan would consist of the following components which can be chosen by associates
based on their eligibility.
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, Kolkata or
Delhi and 40%, for others
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)
Only the amount paid towards rent is eligible for exemption. Amount paid towards maintenance charges,
electricity bill and food in case of paying guest accommodation are not eligible for exemption.
Step 2: Fill in the ‘Rent paid details’ and ‘Monthly rent paid’ information and click the Save &
Submit button. (Approval status can be viewed by clicking the Approval Status button after the
Finance Team validates your submission)
*Please ensure that you click the Submit button failing which the details and the documents uploaded
by you will not flow to the approval queue
Step 4: For further details regarding the required documents click on My Forms
Documentary Requirements:
If the monthly HRA defined under MyPay > MyDefinitions is less than or equal to INR 3,000, there
is no need to submit any documents for the rent paid. It is enough if rent values are updated and
submitted in MyPay > MyInvestments.
If the monthly HRA is in the range of Rs.3000/- to Rs.8,333/- and the rent also belongs to the
same range specified here, then the documents required are:
Copy of Lease Agreement
Original Rent Receipt
In the absence of Lease Agreement/Rent Receipt, bank statement containing the
rent payment via EFT/Cheque needs to be provided
If the monthly HRA is higher than Rs.8,333/- and the rent is lower than Rs.8,333/- then the
documents required are as per the point mentioned above
If the monthly HRA is higher than Rs.8,333/- and the rent also is higher than Rs.8,333/- then the
documents required are:
Copy of Lease Agreement
Original Rent Receipt
In the absence of Lease Agreement/Rent Receipt, bank statement containing the
rent payment via EFT/Cheque needs to be provided
PAN Number of the Landlord
In Case the Landlord does not have PAN Number, then, No PAN Declaration from
the landlord
Proof of ownership from the landlord for the house that is being rented out
( Electricity Consumption Card, Municipal Tax/Property Tax Receipt etc.,)
In Case of Hostel/Paying Guest Accommodation, rent receipt in the Hostel’s
printed letterhead or pre-printed receipt book is required. PG’s accommodation
PAN number is mandatory. Only accommodation expenses are considered
and not the food/maintenance charges
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 Rs 15,000 per annum
Taxability
Claims supported by valid medical bills (only pertaining to current Financial Year) are
reimbursed up to an amount of Rs. 15,000 per annum
https://mypay.cognizant.com
Step 1: Click the Medical Bills link under the MyUpdates tab
Step 2: Update the bill details in the columns as shown below. Click the “+” sign to
add more rows. After entering details of all the bills, click the Submit button. Please
ensure that you click the Submit button failing which the details of the documents
entered by you will not flow to the approval queue. Please enter count of receipts
under proof column.
Step 3: In case the bills are more than 10 in number, click on the Download Template
button shown above. An excel template will be opened. Save the template in your
Desktop without changing the name of the file. Update all the bill details and upload
the same and submit.
Step 4: If you have updated the details on the portal then you need not fill in the
template and if you have used the template, need not update the details in the portal.
Print and sign the declaration cover sheet
Step 5: Send the original bills along with the summary sheet duly signed, by
internal courier to respective location Point of Contact. Please refer to the table on
‘Point of Contacts for claims submission’ for submitting the bills in the respective
locations. Kindly note that the claims without the signed declaration cover sheet will
not be eligible for payment processing
Remember to mention the Associate ID and the period in respect of which the reimbursement
is being applied for on the envelope
The amount would be reimbursed only to the extent of valid claims submitted by the
associates and approved, and not as an allowance on a monthly basis. Also, the amount so
reimbursed would be restricted to the amount accumulated as of that period.
Any amount accumulated and not claimed would be carried forward to the subsequent month
within the current financial year
Expenses incurred through Apollo card shall not be allowed to be submitted through manual
options
Associates need to submit original copies of bills to Payroll Shared Services. Please note
that bills submitted should reach Payroll Shared Services on or before the last business day
of the month in order to be processed as part of that month’s reimbursement
Multiple bills with the same date, the sum of which exceeds Rs.1000
Bills for cosmetics and provisions should not be submitted for Medical Reimbursement claim
Bills exceeding the eligibility limit will not be considered for exemption
Original bills once submitted will be retained and would not be given back to the associate at
any circumstance
Claims would be reimbursed as part of the reimbursement cycle. Please refer to the table on
“Reimbursement Dates” for further details
Vaccination bills can be reimbursed by submitting photo copy of the vaccination chart along
with the original bills
Vitamin tablets and non-pharma items (Revital, Seacod etc.,) are not eligible for
reimbursement
Hair treatment bills should not be submitted for medical reimbursement claim.
Bills for baby products should not be submitted for medical reimbursement claim.
If bills are getting rejected for supporting documents, associate should send supporting documents along
with summary sheet duly signed.
If the bills are rejected with the reason as “Inappropriate bills” (Fraudulent bills/alteration of bill
number/date etc.) then the associate cannot avail the medical reimbursement facility throughout
the Financial Year however purchases done through your Apollo card for the rest of the period
in the current financial year will be considered
Any unutilized accumulation would be added to Special Allowance as taxable component and
paid on completion of the year end process
In line with its philosophy of “Go Green”, Cognizant has entered into a direct tie up with
Apollo pharmacy for a unique and hassle free process of claiming medical reimbursements
online, under FBP.
***10% discount on medicines and 5% discount on FMCG products. 15% discount on Apollo
private label products
The discounts will be offered to the Associates in the purchase Bill itself
Associates can avail free ‘Apollo Doctor Consultations’ and a 10% discount on MHC (Master
Health Check Up) at specified Apollo hospitals once in a Financial Year
Associates need to procure an Apollo medical card from Cognizant facilities by applying new card. Apollo
Pharmacy medical cards are available at all Cognizant facilities. To know the exact details for your
location, contact your location admin help desk.
After you get the card, log on to the http://124.124.88.109/ and enroll yourself as a member by
providing the details requested on the website. Your membership will be activated only after the enrollment
process in completed.
Update the membership card number in MyPay > MyUpdates > Personal Information > Medical Card
Details
Associate can start the purchase in Apollo Pharmacy and it will be shared to Cognizant on a monthly
basis. The purchase made by the associate will be classified as pharmaceutical and non‐pharmaceutical.
Pharmaceutical entries alone will be loaded into MyPay on 5th of every month. Incase, 5th fall on a
weekend, uploading will be done on the next working day of that month.
Associate need to confirm whether the transactions to be reimbursed by selecting ‘Yes’ or ‘No’
For more information on Apollo offer, please refer to the Apollo offer document and FAQ in
https://mypay.cognizant.com home page. ***The Apollo pharmacy has withdrawn discount on DPCO
(Drugs Price Control Order) drugs as per Govt of India notification, please go through the pages from 24 to
62 in the attachment.
DPCO2013.pdf
Note – discounts on rest of the products apart from DPCO products remains unchanged
Limit: LTA limit has been increased to Rs 1,00,000/- across all levels with effect from 1st January 2017.
The limits applicable for the travel performed on or before 31st December 2016 are as below:
Associates should declare the desired LTA amount in the MyDefinitions tab in
https://mypay.cognizant.com
C3: Protected Last Updated on 13/01/2017 Page 18 of 54
Controlled Copy Flexible Benefit Plan
Step 4 : For claiming LTA as a non-taxable component, select the claim type as Non-Taxable
and update the leave period.
Step 5 : Fill in the travel date, destination details, amount spent, travel type and number of
proofs attached for each travel as shown below:
Step 6: Add rows as required to update the details of travel and click on the “Submit” button at
the end of the page to complete the process. Print the Summary sheet and submit along with the
hard copy of the original documents
Step 7: Mandatory Documents to be sent by internal courier to respective location POCs.
Please refer the table “Point of Contact for claims submission”. Claims need to be supported
by proper documents as stated below:
Claim Form duly filled and signed (LTA Claim Form available under the Forms
link at https://mypay.cognizant.com
A minimum of three continuous days of vacation leave is mandatory (vacation leave does
not include weekends and national holidays) effective 1st January 2017. The leave records should be
updated with vacation leave for the period on the leave system. It is applicable for all travels happening
from January 2017. A minimum of five continuous days of vacation leave is mandatory incase the
travel has happened on or before 31st December 2016
Associates accumulate a monthly amount as per their definition for LTA under FBP
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 30,000/- in FBP
definition system, you will accumulate 30,000/12 i.e. 2,500/- per month
In case the value of the bills submitted in Non-taxable claim is higher than the amount
accumulated as of that date, the reimbursement will be made to the extent of the amount accumulated
as of that date and the balance will be paid on a monthly basis as and when the accumulation occurs
within the current block (current block period starts from 1st January 2014 and ends by 31st December
2017)
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 associate’s family pertaining to a travel to any place in India can be
claimed. Family includes spouse, children, parents, brothers and sisters wholly dependent on the
associate.
The associate must have accompanied the dependent(s) during the travel / vacation to claim for the
dependents’ travel.
Bills can be submitted any time during the block period.
Local conveyance (i.e. Residence to Airport and Airport to hotel and vice versa) cannot be
considered
Claims would be reimbursed as a part of the reimbursement cycle. Please refer to the table on
“Reimbursement Dates” for further details
LTA can be claimed twice in a block of four years. i.e. two journeys can be performed in a block
(current block period starts from 1st January 2014 and ends by 31st December 2017). Accumulation can
also be carried forward to the next year within the block of four years. However, associates can claim
only one travel in a calendar year.
LTA can be claimed as non-taxable income only twice in a block of four years. After the associate
has claimed it as non-taxable income twice, the LTA component will be frozen for further definition
under the MyDefinitions page in MyPay.
Any unspent accumulation after the first non-taxable claim will be carried forward to the subsequent
trip during the same block. However, if the associate wishes to claim it as taxable claim instead of
carrying it forward, he/she can do so through MyPay as per the process mentioned above
The associate can avail LTA only when he or she is in India Payroll and not after moving into any
onsite payroll
Step 8 : For claiming LTA as taxable component, select the claim type as Taxable, fill in the amount
you wish to claim as taxable claim and click on “Submit” button at the bottom of the page
Step 9 : The mandatory requirement of 3 days of vacation leave is not applicable for claiming
LTA as a Taxable Allowance and also no document is required for submission. The entire
eligibility amount can be claimed as a taxable allowance or you can also claim a portion of LTA
as taxable and the remaining as non-taxable.
LTA can be claimed as taxable income anytime during the block of four years. The maximum
number of taxable claims permitted is three times in a block of four years. After claiming LTA as
taxable for three times in a block of four years, the LTA component will be frozen for further definition
under the MyDefinitions page in MyPay.
Food Reimbursement
Food Reimbursement aims at providing an allowance for food items that an associate may require at the
Office premises. Food allowance would be provided through a “Food Card”.
Associate must apply for a Food card and need to update the Food Card number and declare the definition amount
under the My Definitions tab in https://mypay.cognizant.com.
Associates are required to procure Food Card from HDFC Bank / Axis Bank through MyPay under
MyUpdates > Personal Information > Food Card Details > Apply New Card (Select HDFC/Axis).
Associates can procure a HDFC Food Card by following the process mentioned below:
Step 1: Furnish all necessary details and click “Submit” button
Step 2 : Associate need to update the food card details soon after receiving the same under
MyPay > MyUpdates > Personal Information > Food Card Details
Step 3 : Update the Bank name and Food Card number under the Food Card Details and click
The Submit button. Now, associate will be able to define the Food card reimbursement amount.
Step 4 : Upon clicking submit you will be asked for the confirmation on the availability of the existing
card details if any. Please confirm accordingly so that the details are updated in MyPay
Associates can procure an Axis Food Card by following the process mentioned below:
Step 2: Fill in all the required details and click on the Submit button.
Step 3 : Associate need to update the food card details soon after receiving the same under
MyPay > MyUpdates > Personal Information > Food Card Details
Step 4 : Update the Bank name and Food Card number under the Food Card Details and click the
Submit button. Now, associate will be able to define the Food card reimbursement amount.
Step 5 : Upon clicking submit you will be asked for the confirmation on the availability of the existing
card details if any. Please confirm accordingly so that the details are updated in MyPay
The card would be delivered within 2 to 3 weeks from the time of furnishing the details
The amount will be credited as reimbursement to the Food Card at the end of every month
In case the amount defined under Food reimbursements could not be loaded into your food card due
to reasons like
Invalid card number entered in MyPay
Food card hot listed by associate due to loss or damage
HDFC account holders - HDFC Account holders need to share their Customer Id or Account number
for KYC updation.
Non HDFC Account Holders - Self-attested any one of the following documents (Photocopy) by
mentioning the Card number, Employee ID and send it to the below mentioned address.
Passport
Aadhar Card
Election / Voter ID Card
Valid Driving License
The associate need to submit the KYC documents while applying for food card.
Any queries related to HDFC prepaid food card, please write to [email protected] .
TAT for reply is one working day, i.e. Mails received on Day "0" will be replied by Day "1" EOD.
Please follow the escalation matrix, in case you did not receive a response within specified TAT.
Escalation Matrix
In case of no response, you may escalate to the following IDs with the relevant query id (the query id
will be useful to track and trace the query faster)
Associates need to contact HDFC phone banking (your local std code- 61606161 option 1, 3) for:
1. I-Pin Generation
2. Loss of HDFC Food card and application for a new card
Axis Bank
Escalation leavel Name email id
Level 1 M.Ramaguruparan [email protected]
Level 2 K.Murugesan [email protected]
Limit: Minimum contribution of Rs. 500 per month and subject to a ceiling of 15% of basic salary or Rs.
150,000 per annum, whichever is lesser.
Taxability: The contribution made to the fund is totally exempt from income tax.
Once the associate opts for the benefit with the required amount, the same is recovered from
the associate’s monthly salary and deposited to the superannuation fund on behalf of the
associate
Associates who opt for this benefit cannot discontinue from the scheme 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
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. 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 [email protected] for
assistance in the claim process at time of separation.
For new joinees, transfer-in of superannuation fund should be initiated by the associate
through their previous employer and the associate needs to request for the same by
submitting Form A to his / her previous employer. (Form A available under the Forms link at
https://mypay.cognizant.com
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.150000. 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 MyStatements
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
In case of any queries pertaining to Superannuation, please contact the GSD helpdesk by
raising a ticket at https://gsd.cognizant.com Human Resources India Payroll
Please refer to the Step by step Login Procedure provided by LIC for tracking your
Superannuation Fund by logging on to www.licindia.in
Click Proceed
Click on Contribution
history for consolidated
contributions
Superannuation Transfer/Closure
E-mail: [email protected]
will ensure stable monthly income to the subscriber till death. Subscriptions to NPS are towards Retirement
contribution. You are required to properly assess your requirements for retirement before enrolling for the
scheme. Tax savings should not be the only criteria for enrolling into retirement schemes.
Coverage: Associates at all levels
Taxability: The contribution made to the fund is totally exempt from income tax
Eligibility: Any Associate on India Payroll can invest in this scheme. The Associate should also complete
the regular KYC (Know your customer) formalities before opening the account
Open the PRAN account as required and update the PRAN details under MyUpdates in
https://MyPay.Cognizant.com
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
Associates to declare the desired NPS Contribution amount after obtaining the PRAN a/c. This
can be done through FBP definition, available on https://MyPay.Cognizant.com. Please note
that you will not be able to define NPS in FBP until you have updated your PRAN details in
MyPay.
You have an option of setting up your NPS Contribution by reallocating the amounts that are
currently available under the FBP scheme – like Car Running, Medical, Special allowance etc.
The amount so allocated will be fully tax exempt. You can allocate a minimum of Rs.500
subject to a maximum of 10% of your basic salary.
After the monthly payroll process, Cognizant will deposit the contribution amount to the POP
who will in turn credit it to the Fund Manager of your choice. The details of amount deposited
will be made available on the MyPay portal immediately. The details can also be viewed in the
NSDL portal after 3 weeks of deposit ( Please note that the timelines for viewing in NSDL site is
indicative only and may depend upon the actions taken by NSDL)
The current NPS Scheme proposal is based on the prevailing tax laws. Any changes to the
Scheme by the government from time to time will be applicable
ICICI POC details - Please Contact the below ICICI POC’s for your location pertaining to NPS
Mobile Reimbursement
Mobile Reimbursement aims at reimbursing the associates for mobile usage for official purposes.
Coverage: Up to M (Manager) grade only
Limit:
Component Up to A Level SA and M
Eligibility (Per Annum) 500 100
Taxability: Claims up to the eligible amount are exempted from taxable income
Associates should follow the below steps for claiming their Mobile Reimbursements
Step 1: Procure an ICICI / HDFC/ Axis credit card and use it to pay mobile phone
bills, Fuel and Maintenance bills. Associates who already possess an ICICI / HDFC/
AXIS credit card may use the same for payment of the above mentioned bills
Step 2: On receipt of the card associates have to:
Provide consent to the bank for sharing the reimbursable spend details with
Cognizant (Please refer the Card Mapping Process given below)
Step 3: Bank would share the information on the reimbursable spends which would
loaded in Mypay. Bank will be sharing the data based on the posting date and not on
transaction date.
Step 4: 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.
Please note that reimbursements would not be effected if the transactions are
not confirmed as Official by the Associates (Please refer below “Credit Card
Transaction Confirmation Process”)
Credit Card
Associates who currently do not possess a credit card for FBP reimbursement purposes can procure
an HDFC / ICICI / Axis Bank Credit Card
Associates who wish to use an existing ICICI / HDFC / Axis 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
In the event of getting a new card owing to reasons like expiry/card loss, the associate has to do the
credit card mapping procedure once again in myPay to avail the benefit
HDFC Bank
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.
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.
Axis Bank
Axis Bank credit card can be applied online by using the link mentioned below:
https://creditcards.axisbank.com/credit-card.html?WT.mc_id=HmePage_apply
Upon completion of the application procedure, the credit card will be delivered by the bank to your
work location in 3 business weeks
ICICI Bank
The associate has to send a mail (format given below) to customer care for mapping their cards under
COG promo code.
Mail Format:
----------------------------------------------------------------------------------------------------------------------------- ------------
*Subject:* Cognizant Technology Solutions
Hi,
Regards
(Associate Name)
HDFC Bank
Step1: The Credit Card details have to be updated soon after receiving the card from the bank. Click
the Personal Information link under the MyUpdates tab in https://mypay.cognizant.com
Step 2: Furnish the necessary details and click the Submit button. The spends will now be available
for your confirmation in MyPay for reimbursement
Step 3: Upon clicking submit you will be asked for the confirmation on the availability of the existing
card details if any. Please confirm accordingly so that the details are updated in MyPay
Axis Bank
Step 2: Request by the associate has to be placed from their Cognizant e-mail ID and mention their
Axis Bank Customer ID with Credit Card details and full name in the e-mail request. Format of the mail is
given below:
Regards,
(Name of the Associate)
Step 3: The Credit Card details have to be updated soon after receiving the card from the bank.
Click the Personal Information link under MyUpdates tab in https://mypay.cognizant.com
C3: Protected Last Updated on 13/01/2017 Page 39 of 54
Controlled Copy Flexible Benefit Plan
Step 4: Furnish the necessary details and click the Submit button. The spends will now be
available for your confirmation in Mypay for reimbursement
Step 5: Upon clicking submit you will be asked for the confirmation on the availability of the
existing card details if any. Please confirm accordingly so that the details are updated in MyPay
The validation of credit card details and its inclusion in the MIS database is usually
done within 2-3 business days. An acknowledgement will be sent to the associate
once the said credit card is included in the master data for MIS from the next cycle
In case of a failure in validation, an e-mail would be sent to the associate detailing the
reason for rejection.
Data for the spends would be shared for the previous calendar month by the 5th of
every month. Cut-off date for inclusion of new card numbers to the database would
be 25th of every month, post which it would be included in the next month’s MIS.
All regular credit card queries can be addressed by the customer service desk of the
bank at 1800 209 5577 or 1800 103 5577. E-mail support will be available by writing to
[email protected]
In the event of changing the credit card/switching over from one bank to the other during the
month, the transactions from the previous card will not be shared by the banker. Only
transactions pertaining to the current card will be considered and shared with us for further
processing.
The bank will start sharing the transaction details only after the card mapping process is
completed. Transactions prior to card mapping date will not be shared by the bank.
Associates need to procure a credit card, get it mapped and update the credit card information
at https://mypay.cognizant.combefore proceeding to this step (Refer FBP Cards section for
assistance on procuring, mapping and updating credit card details).
Please note that all reimbursable expenses will be credited into the salary account of the
associate and no payment will be directly made by Cognizant towards the credit bills.
Associates need to confirm specific credit card expenses which are reimbursable in
accordance with the FBP policy for the Payroll Team to credit the same.
After completing the pre-requisite steps associates can follow the process mentioned below to
confirm their credit card transactions.
Step 1: Click the Credit Card Transaction Confirmation link under the MyUpdates tab
Step 2: Mark as Official or Personal or Move to Next Month against each of the specific
expense to be claimed and click on Submit
Associates are responsible for paying their credit card dues, Cognizant will credit
reimbursements only to the salary accounts specified by the Associates.
If the claimed amount is less than the amount defined, the excess would be carried forward to
the next month.
Expenses swiped will be paid only to the extent of accumulations and cannot be carried
forward partially to next month.
Reimbursement will be provided only in respect of one mobile connection, which should be a
“Post Paid” connection registered in the name of Associate.
Claims would be reimbursed as a part of the reimbursement cycle. Please refer to the table on
“Reimbursement Dates” for further details.
HDFC Bank
Level of contact Location Name email id
1st Level For All Locations Priya Sinha [email protected]
2nd Level For All Locations Srinivasan Ramamurthi [email protected]
Axis Bank
ICICI Bank
Conveyance Allowance
Conveyance allowance is a monthly benefit given to the associates.
Coverage: All Associates
Limit: Associates will get an amount of Rs.1600 as conveyance allowance.
Limit: Car running expense can be claimed under the following heads, subject to a maximum amount as
prescribed below.
Note: You are entitled to claim either Conveyance Allowance (up to a maximum of Rs.1600) or Car
Running Expense and you cannot claim both.
Taxability
Not taxable in the hands of the associate
Associates should reimburse their fuel bills by making payments only through the prescribed
credit card (currently ICICI, HDFC and Axis bank credit cards)
Expenses swiped will be paid only to the extent of accumulations and cannot be carried
forward partially to next month
Associates can reimburse their Car Maintenance expense either through the prescribed credit
card or through MyPay claim by producing original bills
Associates should reimburse Driver’s Salary expense only through MyPay by producing the
Driver Salary receipt duly filled and signed (Driver Signature on revenue stamp)
Driver Salary receipt template available under the MyForms 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 / HDFC / Axis credit card and use it to pay mobile phone
bills, Fuel and Maintenance bills (Refer the Credit Card section given under Mobile
Reimbursement for detailed explanation on process of procuring and updating a Credit
Card). Associates who already possess an HDFC credit card may use the same for
payment of bills by mapping the card as per process.
Please use the below link to obtain a new HDFC Credit Card:
https://www.hdfcbank.com/applications/webforms/apply/cognizant_cc.asp
Step 2:Bank would share the information on the reimbursable spends which would be
updated in https://mypay.cognizant.com
Step 3: Confirm the spends on mobile bill as “Official”, “Personal” or “Next Month” in
order mark your expenses as claimed, not claimed or carried forward respectively
(Refer the Credit Card Transactions Confirmation section for detailed explanation
on claiming credit card based spends).
Associates need to make the Driver Salary /Car Maintenance reimbursement claim through
MyPay as mentioned below
Step 3 : Click on Claims > Click on Car Maintenance / Driver Salary > Current Claim
Step 4: Select “ Driver Salary / Car Maintenance” option under Reimbursement Type
and update the required details as given below.
Type Driver Salary Car Maintenance
Expense Date Receipt Date Receipt Date
Invoice Number Month of Salary Paid Bill Number
Invoice Amount Maximum Rs 900/- Per month Bill Amount
Current accumulation not
Claim Amount Maximum Rs 900/- Per month more than bill amount
Merchant / Driver Name Driver Name Vendor Name
Step 5: After updating all the above details click on “Save Icon” and Submit.
Step 6 : Associate can upload only scanned copy of Car Insurance Policy document
for Car Maintenance claim and for all the other maintenance claim, original documents
should be sent via internal courier.
Step 7: Below are the required documents to be sent by internal courier to respective location
finance.
o Driver Salary receipt duly filled and signed (Driver Salary receipt template available
under the MyForms link at https://mypay.cognizant.com. Revenue stamp to be affixed
and Driver signature on the Revenue Stamp is mandatory.
o Print the cover page and duly signed cover page to be sent
o The associate can claim car running only when they are in INDIA
Car must be registered only in the name of the associate and not any other name
Car should be currently registered in the State of the associate’s 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).
The associate is required to disclose any transfer of ownership of the vehicle, to the company.
Associates are required to obtain an ICICI / HDFC/ Axis 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.
Claims would be reimbursed as a part of the reimbursement cycle. Please refer to the table on
“Reimbursement Dates” for further details.
Car maintenance expenses – Credit card or cash (Bills should be in the name of associate)
Associates should follow the steps mentioned below to submit their documents of
proof for car ownership:
Step 2: Fill in the necessary details in the cover sheet and print the same and upload
it in https://mypay.cognizant.com
Scanned copy of filled forms (Cover Sheet) and upload in “Proof of Car Ownership Form”.
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 month’s salary for the reimbursement already paid out
In case of a new vehicle for which the RC book 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
Step 3: Raise a GSD in https://gsd.cognizant.com > Human Resources > India
Payroll in case of any assistance required in the process
FBP /Reimbursements Car Running Expense Car Ownership – Proof & Registration
If 5th falls on a weekend or holiday, the system would be available from the next
working day.
If 24th falls on a weekend or holiday, the system would be available till the previous
working day.
Kindly note that ICICI / HDFC / AX I S 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 20 th of every month, you will be able to access MyPay
latest by 10th of the following month.
All bills submitted for claim (Medical, Mobile, Car Running Expenses, and LTA) will have to be
later than your date of Joining. Any bill, dated prior to the date of Joining of the Associate will
not be considered for payment
Reimbursement dates
Component Deadline for submission of Date of
claim/confirmation of Reimbursement
transactions
Leave Travel Allowance Bills submitted/received on or before Within ten days from the
(LTA)-Non Taxable 20th of every month date of final approval
Leave Travel Allowance Reports submitted on or before 20th Paid on the last working day
(LTA)-Taxable of every month of the same month along
with salary
Car Running Expenses Bills submitted/received in the Within ten days from the
(Through MyPay) current week (Before cut-off date) date of final approval
Car Running Expenses Transactions confirmed as official in 21st of the following month
(Through Credit Card) MyPay during the month on or
before 20th of every month
Medical Reimbursement (through Bills submitted/received on or before 10th of the following month
MyPay Manual submission) last day of the month
Medical Reimbursement (through Apollo swipes incurred during the 10th of the following month
Apollo card confirmation) month and confirmed as YES
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.
Associates can also raise GSD request using the link https://gsd.cognizant.com Human
Resources India Payroll
FBP /Reimbursements Car Running Expense Car Maintenance, Insurance, Driver's Salary
FBP /Reimbursements Car Running Expense Credit status
FBP /Reimbursements Car Running Expense Missing credit card Transactions
FBP /Reimbursements Credit Card mapping Bank POC not responding
FBP /Reimbursements Food Card Amount not credited/loaded in Food card
FBP /Reimbursements Food Card Food Card Issue
FBP /Reimbursements Leave travel allowance Unclaimed amount
FBP /Reimbursements LTA Claiming Process
FBP /Reimbursements LTA Credit Status
FBP /Reimbursements LTA Document Submission / Approval Status
FBP /Reimbursements Medical Reimbursement Apollo medical card
FBP /Reimbursements Medical Reimbursement Claiming Process
FBP /Reimbursements Car Running Expense Car Ownership – Proof & Registration
Coimbatore Mail Room (Drop box available) Payroll department, 6th Floor, CCO, Menon
Eternity, Building, 165, St.Mary’s Road,
Alwarpet, Chennai –600 018.
Kochi Mail Room (Drop box available) Payroll department, 6th Floor, CCO, Menon
Eternity, Building, 165, St.Mary’s Road,
Alwarpet, Chennai –600 018.
Mumbai Mail Room (Drop box available) Payroll department, 6th Floor, CCO, Menon
Eternity, Building, 165, St.Mary’s Road,
Alwarpet, Chennai –600 018.
Gurgaon Admin, Gurgaon (Drop box Payroll department, 6th Floor, CCO, Menon
available) Eternity, Building, 165, St.Mary’s Road,
Alwarpet, Chennai –600 018.