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TCS Global Process Note – Expense

Claims Workflows
VERSION 6.0
 2014

This is a controlled document. Unauthorised access, copying and replication are


prohibited.

This document must not be copied in whole or in parts by any means, without
the written authorisation of the Head - Global HR, TCS or Deputy Head -
Global HR, TCS.

Document Release Notice


This Global Process Note on Expense Claims, Version 6.0, is published for use in TATA Consultancy
Services (TCS) with effect from 01 August 2018.

This document is subject to TCS Document Control Procedure.

Soft copy of the latest version of this document is available in MyHR in Knowmax.

This document was last updated / reviewed on 30 July 2018.

Approved By: Samir Seksaria (Corporate Finance)

Approved By: Dr. Ritu Anand (Deputy Head – Global HR)

Authorised By: Ajoy Mukherjee (Head – Global HR)

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Applicability

This process note is applicable to all Employees, Business Associates, Contract Consultants, ACE
Interns and Academic Interns of TCS globally.

Certain countries may be excluded from the scope of this process due to local statutory regulations.

Introduction

TCS recognises that it needs to reimburse employees for various business related expenses that they
may incur on behalf of the company. Claims are payable based on locally established TCS policies
that largely describe the entitlements, and reimbursements relating to one’s employment with TCS.
This document provides information on the claims process workflows through Global Employee Self
Services (GESS). Access to GESS modules may vary based on employment types.

Provisions

The concept of ‘Straight Through Employee Reimbursement Processing’ (STERP) has been
introduced to improve organisational efficiencies and contribute to employee satisfaction.

Claims Workflows in TCS are designed to:

- Simplify and expedite the claim reimbursement process through reduced layers of approvals

- Promote a culture of trust and respect for individuals

- Empower projects and employees, thereby broadening decision rights and accountability

1. Straight Through Employee Reimbursement Process

To ensure that an employee is reimbursed immediately, approvals and verification of supporting


documents will be undertaken either simultaneously or after the employee has been paid.

Claim requests are validated for the following parameters, based on which the employee will be given
an option to select between STERP and the conventional approval workflow.

i. Soft copies of supporting documents uploaded

ii. Automated Sampling and Review

iii. Rollover Credit Limit

iv. Daily Limit

v. Transactional Limit

On selection of STERP, either one of the following takes place:

- The Request is system-approved and payment is processed immediately

- The payment is processed immediately for the Employee and the workflow process continues

subsequently.

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The Project Supervisor will receive a summary of all STERP claims raised against their S/WON on a
daily basis. Details of claims will be available through GESS and one may write to
gess.claim@tcs.com in case of any discrepancies or clarifications.

Note:

i. The option for STERP may not be available for all employees as it is determined based on the
five parameters listed above.
ii. STERP is not applicable to Professional Membership and Reimbursement of Certification
Fees.

2. Submission of Supporting Documents

All claims including STERP will be reimbursed based on soft copies of supporting documents.
Employees are expected to retain hard copies of the original bills/receipts, for re-submission in future,
if required.

Note: For all claim requests which mandatorily require submission of proof of expense, self-attested
scanned proofs must be submitted in GESS, irrespective of the amount being claimed.

3. Treatment of Pre-advance

Claims that have been paid may be cancelled, rejected, or partially approved, at a later stage. In such
a case, the amount paid will be treated as ‘Pre-advance’ against the employee and will have to be
returned to the company through one of the following methods:

i. Adjustment against a new claim.

ii. Reimbursement by employee to local Finance.

iii. Adjustment on authorisation in the Full and Final settlement in case the employee separates.

Employee Responsibilities

Employees are encouraged to:

i. Be aware of the policy, eligibility and amount they are entitled to claim; and comply with the
policy.

ii. Have their supervisor's consent for incurring the expense

iii. Raise expense claims under the correct expense head and project S/WONs for accounting
purposes, within the given timelines.

iv. To ensure compliance with Goods and Service Tax (GST) in India, norms certain mandatory
requirements will require to be provided at the time of submission of reimbursement requests.
These may include confirmation on availability of Vendor GST registration number and the
details of such number where it exists; details on whether the reimbursement pertains to
goods or services; details of invoice and so on. Employees are expected to cooperate with
the same.

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Compliance and Checks

Reports will be available online to enable regular reviews of claims. Past history of claims may be
studied basis which a claim may be rejected or escalated for investigation and action. Any
investigation will follow the Principles of Natural Justice.

Disciplinary Action

Employees who make an erroneous claim, or are paid for a claim that is not subsequently considered
valid, must ensure that any amount already paid to them, is duly returned to TCS. Employees found
not complying with or misusing the provisions as per the applicable TCS policy, or involved in any
fraudulent claim, including submission of fraudulent supporting documents will be liable to strict
disciplinary action, including termination as per the locally established TCS policy in the country of
operation.

Terms and Conditions

1. All entitlements apply as per the applicable claims policy, and limits defined within the policy.

2. Tax liability will be calculated based on individual country laws.

3. All expenses related to entitlements are booked against the respective Project (S)WON.

4. All reimbursements are through a direct deposit in the employee's bank or Employee
Reimbursement Account or the locally applicable payment method.

5. TCS reserves the right to change or discontinue any/all provision/s of this process at any point of
time.

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Definitions

Term Definition

Automated Employees may be considered for automated sampling and review as per internal
Sampling and guidelines. During such time, only the conventional approval workflow will be
Review Process followed.

Daily Limit A per day limit defined for all type of claims.

Global Employee Self Service (GESS) is TCS’ internal system that addresses
various processes related to employee relocation services such as travel
GESS
management including financial transactions, visa processing, vacation and
expense accounting.

If a claim amount is paid to the employee and cancelled by the initiator or rejected
by the approver or during automated sampling and review process, the amount is
Pre-advance
converted to an advance (i.e. an outstanding payment against the employee) and
is termed as Pre-advance.

Roll Over Credit A limit set for an employee which determines the claim amount reimbursable
Limit through Straight Through Employee Reimbursement Processing (STERP).

A limit defined per transaction based on the applicability of claim types which is
Transactional
common for employees across countries. The limit is dynamic based on certain
Limit
decisive criteria.

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Revision List

Revision Policy Document Revision Section No. Rationale Change Policy /


Version effective Revision Description for Change Type Process /
No. date Date (add/modify Document
/ delete) revision

6.0 01 August 30 July Claim requests Provisions Change in Modify Policy


2018 2018 will be GESS Revision
processed Claims
based on process
scanned copies
of valid
bills/receipts

5.0 No 07 Dec Updated Provisions Documentati Delete Document


change 2017 applicability for  STERP on of Revision
STERP process (Note) existing
practice

4.0 01 July 30 June Updated clause Employee Statutory Add Policy


2017 2017 related to Goods Responsibilit Compliance Revision
and Service Tax ies
(GST)

3.0 20 Feb 27 May Revised Provisions Change in Modify Document


2016 2016 procedure for GESS Revision
submission of Claims
supporting process
documents.

2.0 24 Feb 26 March Document level Throughout Additional Modify Document


2014 2014 changes the clarity revision
document

1.0 24 Feb 24 Feb First Release NA NA NA New


2014 2014 release

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