welcome to the uk-dec 2013

1Copyright © 2011 Tata Consultancy Services Limited

Welcome to the UK

Note: This document provides as a ready reckoner for expatriate associates travelling into UK. This document will be updated every month in line with the change in policies. For clarification on any changes in policies defined in this document, you can check with your ISU HR Officer.

Welcome to the UK!

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Agenda

TCS in the UK

On boarding formalities– Ultimatix processes, Bank account , NI, Insurance & NHS

Things to know– HMRC requirements; Expats compensation & pay model– Leave policy & House Rent Allowance policy– Employee Discount Scheme, Employee Assistance Programme– HR initiatives

Key contacts

Health & Safety in the UK

Workplace behaviours

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TCS in UK&I

Diverse workforce sharing a common vision and core values to sustaining our competitive edge

39 Nationalities

21.4% of the total UK workforce are women

Diversity

Over 9000 associates across UK&I

Over 65 locations

Supporting 200 customers

Employee Base

Started in the UK in 1975


On boarding formalities

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Update your Personal Details in associate services > HR Management > My Profile

•Address & Telephone •Bank Account Details (Overseas Bank Details)•Dependant Details •Update NI Number

GESS for Onsite Reporting Form (check your work list)

See Knowmax > MyHR> United Kingdom > UK >Expatriate Associates

•Policies•Deputation Manuals

What’s where on Ultimatix

*Please ensure that you check your TCS mails (webmail) on a regular basis for all communication and information!

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Onsite reporting – Steps

•Update your work location, address & telephone number

•Submit and track notification till completion

•Go to Ultimatix >> GESS >> FYA tab and open the notification•Give date of arrival in UK (not allocation start date or reporting to project), email ID & location

•Ensure your work permit and visa document is uploaded on the system(cover page, first and last page of passport, visa must be validated by manager and have the following mandatory details ‐Manager’s name, employee number, signature, designation and date of validation)

Step 3

Step 2

Step 1

Step 4

*After completing your reporting the notification goes to the Onsite BRM for approval. Post approval allow 24/ 48 hrs for this data to get reflected

If Onsite Arrival form is not found in the worklist:• Check status of your Overseas Deputation process through the link Ultimatix GESS Travel module

Track My Workflows Item Type (Overseas Deputation) to see if any notification is pending with base branch Travel Admin/FDFU

• Kindly send an email to the stakeholder to clear the notification• Reporting form will flow into your work list once these notifications are cleared

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Opening a Bank Account

You can open an account in the UK with any bank for allowance payments and to claim reimbursements

Opening your Bank Account in the UK

It is simple and easy to open an account at the nearest or preferred bank once you are in the UK. Please drop an e‐mail to [email protected], who will share a template with you which will include all the details required

Fill up all the details and e‐mail the template back to the Helpdesk, who will issue you a TCS cover letter

Arrange an appointment with the bank and visit them at the scheduled time with required documents

Please note that you would be required to provide a UK address and a contact number. In case you haven’t finalised your accommodation arrangements, you may provide your manager’s/colleague’s details and change this at a later date

You may choose to deposit your unused travellers cheques into your bank account

Note: As per the credit brokerage & licensing act, employers in the UK are not allowed to influence or advise associates of any recommended banks for them to open a bank account.

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UK Helpdesk for you…

You may contact [email protected] for any reference/bonafied letters for:

‐ Visitor/business visa

‐ Tenancy agreements

‐ Employment confirmation

‐ NHS

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Updating bank account details in Ultimatix

Where

• Logon to Ultimatix • Go to HR Management TCS associate Self Service Employee information ( Direct Update ) Overseas Bank Details

What

• Click on “add new row” and fill in the following details:• Country : United Kingdom• Bank Name : Your Bank Name • Account Type : must be <CURRENT ACCOUNT> only• Account Number – Enter only the account number. Do not enter sort code here. (Ensure that you do not enter any other characters or spaces in between)

• Sort Code :Enter 6 digit sort code• Present Account : Yes• Start Date : Date of opening Bank Account; Please do not End Date your account

How

• Click ‘OK’.• Verify all details are correct on the next screen. If not, click on ‘Back’ and correct the details.• If all details are correct, click ‘Next’• Click ‘Submit ‘on next screen• This completes the bank update process in Ultimatix

UK allowance will be processed only after the onsite reporting form is completed

and your overseas bank account details are updated!

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National Insurance

• It is mandatory for all expats on long term deputation to the UK to have a National Insurance (NI) number to comply with HMRC regulations (UK Inland Revenue Department)

• The NI number is your personal account number similar to the PAN card in India. The numbermakes sure that the NI contributions paid are recorded with HMRC

• You need to apply for the NI number within one month of your arrival. If you have not applied yet, please do so immediately by emailing [email protected] with the details below:

1. Full name as per passport2. Associate Number3. Contact number in UK4. Full UK residence address

• Forms will be sent out to you within 3‐5 days, when received all forms need to be back within the week

• After applying, the NI card with the number reaches you in a month's time

• Please ensure you upload the NI number on Ultimatix associate Services HR Management TCS associate Self Service Overseas Identification Details

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NHS & Mayfair Insurance

National Health Scheme

Register yourself and your dependants under NHS by connecting with any local GP in your zone

Refer to the NHS website <www.nhs.uk> for any further information

Mayfair Insurance

Your Mayfair Id is sent to your TCS email after 7 to 8 days of your arrival to the UK

Log on to <www.mayfairworldwide.com> using this ID & download the coverage document for self and family

(spouse and children).

Directly contact Mayfair for any queries relating to Claims

In case you do not receive the email with insurance details within 15 days of your arrival to the UK, kindly contact

[email protected]

For more details on insurance you can log onto Ultimatix Knowmax My HR United Kingdom UK &

Ireland My Benefits Insurance

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* MEDICAL COVER * DENTAL COVER * TRAVEL COVER

You will receive your insurance Idin your TCS email from Mayfair.

Log on towww.mayfairworldwide.com

Click on “Rosters” in the header

Click on “Insured’s”If you are a new user Click on “New User”

Enter Your Mayfair ID and associate ID

The system will request that youreset your password and lead you to a page where you should enter your Address & DOB

You will be directed to insured’s Home page

You can access all your relevant documents like Summary of Cover, Advisories, Claim forms, Coverage document, etc.,

Mayfair Medical Insurance – GOLD Cover


Things to know

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HMRC Requirements – Ongoing formality

Statutory review undergone by TCS yearly with HMRC

Audit of personal accommodation & travel expenses incurred by TCS associates in the UK on work permit

Associates need to record the following expenses on a regular basis and send copies of his/her tenancy

agreement & the council tax bill to the UK Finance

Rent , Council Tax, Utilities Bills, Travel expenses (Home to/from Work), One Time settling cost (Applicable to

only fresh arrivals)

Details to be submitted on Ultimatix GlobalNet Allowance Agreement Details

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TCS India Expat Pay Model – UK

The model applies to only TCS India expats on long term deputation to the UK

You must ensure that the Residency Status is correct in Globalnet (Globalnet Residency Status OverseasTravel Details) and you record all travels to/from India – whether personal or business related. This is to ensurecorrect tax calculations for India salary

Prevailing market exchange rate from the Bloomberg website (between 20th to 25th of each month) is used

In the month of travel (to/from India), India tax will be deducted

Form 16 will be generated in India only if– There is any annual taxable income in India during the financial year or,– TDS (Tax Deducted at Source) on India salary has been deducted during the financial year

TCS UK Policy and TCS UK FAQs uploaded on Knowmax My HR UK & Ireland Expatriate AssociatesExpats Corner Benefits for further details

UKHR Helpline ([email protected]/0808 234 6486) is well equipped to handle any queries you may have onthe new model

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Onsite payroll eligibility

Ultimatix HR Management TCS Employee Payroll International Payroll eligibility

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Leave policy ‐ Expats

Long term deputation only

Financial year i.e. April 1st to March 31st

Leave days will be prorated depending on the date of arrival in the geography

Personal Leave (Sick Leave): To be used in specific circumstances such as sickness

10 calendar days in a year. Under no circumstance is this to be treated as an additional leave entitlement

For three or more consecutive calendar days leave due to sickness or injury, associate must obtain a doctor’s

certificate in respect of the absence and submit it to the immediate manager/supervisor

At the end of the financial year, any unused Personal Leave will lapse

At the end of deputation, the Personal Leave balance will be recalculated. Balance, if any, will be credited to the

home country Sick Leave balance. In case extra Personal Leave has been availed, a negative balance will be sent

to the home country Sick Leave balance

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Leave policy – Expats contd…

Annual Leave (Earned Vacation)

22 working days in a year

Entitlement accrues pro rata through the leave year

Holidays must be planned and applied in Ultimatix for approval in advance

On arrival in the UK, the home country Earned Leave balance will be suspended & Annual Leave balance will be

credited in advance for the remaining financial year

5 days can be carried over for the next financial year. Any balance over and above 5 days will be transferred to

the home country Earned Leave balance

During Annual Leave full allowance will be paid

At the end of deputation the Annual Leave balance will be recalculated. Balance, if any, will be credited to the

home country Earned Leave balance. In case of excess leave availed, the associate will be liable to return the

excess leave taken and it will be adjusted during the UK settlement.

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Additional Housing (Rental & Council Tax) Allowance

Every associate on long term deputation to the UK is eligible for monthly allowance to cover their stay in the UK.

From the total allowance paid , £850 is against housing for category B cities & £900 for category A cities

Housing would include Rent + Council tax (Utilities are not included)

For UK: London zone 1 to zone 4 is considered as Category A and rest of UK is Category B and for Ireland: Dublin

is A and rest of Ireland is B

Role Additional HRA in Cat A Cities

Additional HRA inCat B Cities

Associates in the geography 200 GBP 150 GBP

Limits (as per the policy):‐

How to raise Excess HRA request:‐

• Excess HRA to be raised in Ultimatix GlobalNet Allowance Excess House Allowance Create New request• Tenancy Agreement & Council Tax details should be updated in Ultimatix GlobalNet Allowance Agreement Details

• Post approval of the agreement by the UK Finance, the payout for Excess HRA would start.

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TCS UK Employee Discount Scheme

• The scheme is the online discount shopping website exclusively available to all eligible associates of TCS in the UK

• TCS UK associate Discounts is a Rewards and Loyalty program designed to save you time and money whenever you shop. Providing exclusive retail discounts at top high street brands, premium retailers and VIP in store events, it gives access toa whole array of unique offers.

• The program also offers a “Voucher Shop” where retail vouchers can be purchased at a discount of up to 15%.

Features of the scheme include: • Premium Category Offers: Time limited offers with premium discounts up to 50% • Invite a Friend: Invite up to two friends or family members to share the benefits • My Account: Set up your own shopping profile to target discounts on your favourite brands

Examples of Brands in the Scheme

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Employee Assistance Program (EAP)

24x7 helpline for TCS associates facing any issues/worries/concerns, and seeking expert, free, confidential and impartial advice, provided by AXA PPP, our health and wellness partner:

Consumer issues: – Accommodation, law, rights, travel, insurance, etc

Family Care:– Finances, maternity/paternity, bereavement, childcare, etc

Housing:– Tenant rights, lease, insurance, etc

Legal:– Wills, divorce, neighbourhood disputes, etc

Health:– NHS, counselling, stress, etc

Education: – School admission, bullying, etc

Call: 0800 072 7072

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HR for you

HR Delivery

Learning & Development

Rewards & Recognition: TCS Gems

Performance Management

Maitree & CS

Welcome to UK

Ask HR, employee

Care

Resource managementTalent

management

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Communication

Weekly UK HR mailer with interesting updates in the geography LearnEx and More Scoreboard: See which account leads monthly! Connexions: Quarterly publication in association with TCS Europe @TCS: Quarterly global publication

HR Face2Face Sessions Reaching Out Sessions with our Leadership Team Meetings (Manager) Communication from your Maitree/Learning Champion!

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Ask HR – Monthly Calls

Objective :

The call aims to encourage two way communication between the HR and associates on a monthly basis

On a periodic basis, other corporate Functions are also invited to join the call with associates and take up their queries and suggestions.

Event Key features

HR Update HR to update the joiners on any new development in HR/GEO in that particular month

Any policy/Learning/Maitree Updates

Associate Queries Associates to raise their queries with HR. Associates can also make their suggestions on any aspect of the organisation

Special Invitee On periodic basis other corporate Functions will also be invited to join the call with associates and take up their queries and suggestions

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Fit4Life in UK&I

Form teams of 3/5/ 10/15

And Set a target for the team & yourself

Execute Any Fitness sport (Anything that increases the heart rate !)

Monitor : Log into the portal or download the

Fit4Life app

The logged in km/ hours contributes to donations to charity

To know more, Ultimatix Home > Wellness > TCS Fit4Life

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Knome UK Connect

We have a common platform to network with other associates in UK&I geography

Knome provides us with an opportunity to connect with fellow TCSers virtually, beyond the limitation of time and place

UK Connect Community is for us!

Its our community, don't delay, join today

For more log onto https://knome.ultimatix.net/users/communities/4519

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Quite a few frightening fraud calls have been reported where associates and/or their dependants are being targeted.

Please take assurance from TCS that there is nothing wrong with your visa and no associate is required to pay any money, however persistent the fraudsters are!

Associates should report such matters to the police (non emergency number, call 101 from a land line).

Key contacts within TCS : Anna Reed ([email protected]) is the key contact between TCS for UKBA and Prashant Deshpande ([email protected]) is the Authorising Officer.

We urge you not to entertain any such calls in relation to this subject . You can ask them to connect with Anna Reed or Prashant .

Please let the RMG team know if you need any further information and please refer any new cases to [email protected]

Fraud calls ‐ Be alert

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Key contacts

UK HR Helpline ‐ your first one point of contact for policies, processes and queries‐[email protected] OR UK toll free 0808 234 6486

Employee Assistance Programme ‐ 0800 072 70 72

Initial accommodation advice ‐ [email protected]

Your HR Point of Contact in the UK

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Your HR Business Partner

ISU HR Business Partner Email Id Contact detailsLead ‐ Talent Engagement, LSHC, Govt, TTH &Telecom BT

S Naveen Kumar [email protected] Mobile: +44 (0)784 188 7116Landline: +44 20 72458020

UK Parent, Corp Function, GCP & NEST(PADA),Home Office

Andrew Waterman [email protected] Mobile: +44 (0) 7809735518Landline: +44 20 72457534

ER, Insurance 2, Manufacturing, FS and Utilities

Arusha Gupta [email protected] Mobile: +44 (0)7912393956Landline: +44 20 72458032

INS 1, BFS NA, Telecom 2 ,3 & Hi‐Tech

Bradley Lanyon [email protected] Mobile: +44 (0)784 188 7116

Retail Divya Shashidhar [email protected] Mobile: +44 (0)772 0734 657Landline: +44 20 72458025

Ireland Karen Haran [email protected] Mobile: +35 3879936157

Legal & General Marcus Reeves [email protected] Mobile: +44 (0) 7912 394505Landline: +44 1737 775085

BFS EU & MIS Shruthi Uchil [email protected] Mobile: +44 (0) 7725730534Landline: +44 1733 366123

JLR Somrupa N [email protected] Mobile: +44 (0) 7738854088

ISU HR Business Partner Email Id Contact detailsLead ‐ Talent Engagement, LSHC, Govt, TTH &Telecom BT

S Naveen Kumar [email protected] Mobile: +44 (0)784 188 7116Landline: +44 20 72458020

UK Parent, Corp Function, GCP & NEST(PADA),Home Office

Andrew Waterman [email protected] Mobile: +44 (0) 7809735518Landline: +44 20 72457534

ER, Insurance 2, Manufacturing, FS and Utilities

Arusha Gupta [email protected] Mobile: +44 (0)7912393956Landline: +44 20 72458032

INS 1, BFS NA, Telecom 2 ,3 & Hi‐Tech

Bradley Lanyon [email protected] Mobile: +44 (0)784 188 7116

Retail Divya Shashidhar [email protected] Mobile: +44 (0)772 0734 657Landline: +44 20 72458025

Ireland Karen Haran [email protected] Mobile: +35 3879936157

Legal & General Marcus Reeves [email protected] Mobile: +44 (0) 7912 394505Landline: +44 1737 775085

BFS EU & MIS Shruthi Uchil [email protected] Mobile: +44 (0) 7725730534Landline: +44 1733 366123

JLR Somrupa N [email protected] Mobile: +44 (0) 7738854088


Health & Safety in UK

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Tips on Health

Consider ergonomics ‐ ensure that office desks are at the appropriate height, computer screens are not overly close and office chairs confer adequate lower back support

Move every 30 minutes taking the opportunity to stretch, stand up, walk during these breaks and wash your eyes to give them sufficient rest

Have a healthy lunch by incorporating the four basic food groups (grains, vegetables & fruits, milk products, meat & alternatives)

Try to replace coffee/tea breaks with that of water breaks. You can also try something better like skimmed milk or fresh lime juice

Try to take the stairs instead of lift or escalators. This will help in providing you a workout that will keep your system in good shape

Try to cut on smoking. While people have various excuses for smoking, stress being one of which, it is better to replace smoking breaks with that of eating fruit

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Tips on Safety

Be alert of the surroundings and be cautious; do not get distracted talking on the mobile while walking to office or home

Avoid anyone seeing you putting cash into your bag/purse/wallet

Do not keep all your valuables such as mobile, purse, credit cards together in one place

Think about the route you take, avoid walking home late at night, make sure you travel in groups

If your belongings are stolen, make sure to take action immediately by reporting the incident to the police

Cancel all bank cards/phone immediately; it’s a good idea to keep your basic card details separately so that you have them handy to report any such loss

Report all to [email protected] ,the client SPOC and your project HR

Safety is everyone’s responsibility


Workplace behaviours

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Etiquette

Watch what you wear– Professional – Sensible (When in doubt avoid it)– Don’t forget the smile

Office Parties– Alcoholic drinks – Avoid if uncomfortable– Embarrassing behaviours – Do not do or say anything that you might regret– Mind your language

Office Relations – Look confident but approachable and remain attentive and interested– Avoid gossip – Maintain professional distance – Manage any conflicts by talking openly with the right people– Be aware of hierarchy – Think realistically and not emotionally– Don’t use bad language, raise your voice or become too confrontational – Remember office politics is never simple– Maintain a professional, dignified approach at all time

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Keep in mind...

• Involving in incidents that can get you sacked. eg – Bullying, violating company policies,

IPR/confidentiality agreements, Data protection, Internet security

• Taking too much time out from work

• Misuse of company assets

• Lying

• Questionable involvement with your manager or clients at work

• Falling asleep at work


Thank You! Wish you a great stint in the UK…

welcome to the uk-dec 2013

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