TCS India Policy – Leave Without Pay VERSION 9.0
2008
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 TCS India policy on Leave Without Pay (LWP), Version 9.0, is published for use in TATA Consultancy Services (TCS) with effect from 01 Feb 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 reviewed on 31 Jan 2018.
Approved By: Dr.Ritu Anand (Deputy Head – Head – Global Global HR) Authorised By: Ajoy By: Ajoy Mukherjee (Head – (Head – Global Global HR)
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Contents A pplicability ................................................................................................................................................. 4 Introduction ................................................................................................................................................. 4 Purpose ................................. .................. ................. .................. ................. .................. ................. ............ 4 Provisions .................................................................................................................................................... 4
LWP Reasons and Approval ......................................................................................................... 4
Duration of LWP ............................................................................................................................ 5
Exhaustion of Other Leave Types ................................................................................................. 7
Clearances .................................................................................................................................... 8
LWP Undertaking .......................................................................................................................... 8
Compensation and Benefits during LWP ...................................................................................... 8
Academic internships while on LW P for Educational Purposes ............. .................. ................. ... 9
Return at the end of LWP ................. ................. .................. ................. .................. ................. ...... 9
S pecial S cenarios ..................................................................................................................................... 11 Terms and Conditions .............................................................................................................................. 13 Procedure................................................................................................................................................... 14 A ppendix A ................................................................................................................................................ 18 A ppendix B ................................................................................................................................................ 20 R evision List .............................................................................................................................................. 23
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A pplicability This policy is applicable to all Full Time Employees of TCS India who are working in India and who have completed at least two years of continuous service in TCS. This policy is not applicable to:
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Business Associates, ACE Associates, Academic Interns and Contract Consultants (Retainers).
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Employees recruited outside India, who are governed by the local policies of their respective countries.
Introduction TCS employees are eligible for paid leave for a fixed number of days as defined by TCS’ internal policy and statutory requirements. However, there may be personal reasons, for example, prolonged illness of the employee, child care, higher education and so on, wherein an employee may need additional time away from work. TCS provides Leave Without Pay (LWP) for specific reasons and subject to approvals as defined in this policy.
Purpose The purpose of the LWP policy is as follows: 1.
To extend support to employees during various life stages or during personal emergencies.
2.
To encourage employees to focus on continuous learning throughout their tenure in TCS by providing time away from work for further education.
Provisions 1.
LWP Reasons and Approval i.
LWP is event driven and an employee may avail LWP for the following reasons: a.
Educational purposes - To pursue courses relevant to further career options in TCS
b.
Medical reasons (Own illness)
c.
Joining spouse (who is also a TCS employee) on an International Assignment.
d.
Child Care reasons.
Note: i. LWP for Child Care is applicable to women employees as well as to men employees who are single parents.
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ii. LWP for Child Care may be availed for up to two children including legally adopted children, and provided the child is less than six years of age as on LWP start date. e.
Child’s board exams
Note: LWP for child’s board exams may be availed in the year of the child’s board exams. f.
Caring for Major Illness of an Immediate Family Member - Immediate family includes children, spouse, parents, and parents-in-law.
ii.
Employees may apply for LWP multiple times during his or her tenure in TCS, unless specifically limited in this policy based on the reasons for LWP.
iii.
All LWP requests are subject to due approvals from the immediate Supervisor and Regional HR Head.
iv.
The Regional HR head, after receiving inputs from the supervisor, will evaluate the LWP request taking into consideration various parameters, including but not limited to: Reason for the LWP request, relevance of the course for which the request is being made (in case of LWP for Educational Purposes), current and past performance, employee ’s overall record, existing commitments to the role, any existing agreements, past utilisation records, allocation prospects at the time of returning from LWP, and so on.
v.
Regional HR head may reject a LWP request if they find that it is not in line with the policy provisions or not meeting the objectives under which this benefit is applicable.
2.
Duration of LWP
Based on the reason for LWP, there is a maximum limit on the number of days that an employee may avail as LWP during his or her tenure in TCS. The details of the limit are given in the following table. Reason
Up to a Maximum Period of
Educational purpose
730 calendar days during an employee’s tenure in TC S or the number of days mentioned in the admission letter, whichever is less
Medical Reasons (Own Illness)
365 calendar days during an employee’s tenure in TCS
Joining spouse (who is also a TCS employee) on an International Assignment
365 calendar days during an employee’s tenure in TCS
Child Care / Post
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If employee, who is availing under this category, has one child below 6 years of age: 365 calendar days during an employee’s tenure in
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maternity Reasons
TCS.
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If employee, who is availing under this category, has two children and both the children are below 6 years of age: 545 calendar days (365 + 180) during an employee’s tenure in TCS.
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If employee, who is availing under this category, has two children wherein one of the children is below 6 years of age and the other is above 6 years of age: 365 calendar days during an employee’s tenure in TCS.
Note:
Child’s Board Exams
1.
The duration mentioned above is inclusive of any LWP that may have already been availed earlier in TCS as Post Maternity LWP.
2.
The age of the child should be below 6 years of age as on LWP start date.
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LWP for Child Care may be availed in continuation with maternity leave.
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LWP for Child Care is permitted for a minimum duration of three months per request. Total number of requests under this reason (including extensions) should not exceed four times in the entire tenure with TCS. This rule is applicable irrespective of whether LWP is availed for one or two children.
Three months per child and up to two children. The leave should be approved at least 6 months in advance. The leave should be availed in one continuous block.
Note: This leave will count towards the maximum duration of LWP one may avail for non-education purposes and also towards the permitted total of four requests for Child Car e leave during an employee’s tenure in TCS. Caring for Major Illness of an Immediate Family Member
Three months; and the leave should be availed in one continuous block:
Note: This leave will count towards the maximum duration of LWP one may avail for non-education purposes and may not exceed three times in the entire tenure with TCS.
Irrespective of the number of times an employee avails LWP for the same or varying reasons, the total number of LWP days may not exceed 730 calendar days during his or her tenure in TCS. Moreover if the reason for which LWP is applied is other than educational purpose, the total number of LWP days may not exceed 365 calendar days during his or her tenure in TCS, the only exception being LWP for Child Care in case of two children in which case the limit is 545 calendar days.
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The maximum limit on the number of days that an employee may avail LWP for various reasons are explained through the examples below:
Example 1: An employee avails LWP twice during his or her tenure, once for medical
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reasons and the second time to join TCSer spouse on an International Assignment. In this case, the total duration of LWP including both requests cannot exceed 365 calendar days.
Example 2: An employee avails LWP twice during his or her tenure, once for educational
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purpose and the second time to join TCSer spouse on an International Assignment. In this case, the total duration of LWP including both requests cannot exceed 730 calendar days with the second request to join TCSer spouse not exceeding 365 calendar days. In this case, if the LWP duration for the first instance is 300 calendar days, the second request to join TCSer spouse may be up to a maximum of 365 calendar days only.
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Example 3: An employee avails LWP twice during her tenure, first time for Child Care and the second time for educational purpose. In this case, the total duration of LWP including both requests may not exceed 730 calendar days, that is, if the LWP duration for the first instance is 300 calendar days, the second request for educational purpose may be up to a maximum of 430 calendar days only.
3.
Exhaustion of Other Leave Types
An employee is required to exhaust the following leave types before availin g LWP: Reason
Type of Leave Balance to be exhausted prior to applying for LWP
Educational Purpose
Earned Vacation
Medical Reasons (Own Illness)
Sick Leave and then Earned Vacation
Child Care
Earned Vacation
Joining spouse (who is a TCS employee) on International Assignment
Earned Vacation
Child’s
Earned Vacation
Board Exam
Major Illness of Immediate Family
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Earned Vacation
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4.
Clearances
In case the duration of the LWP is more than 90 days, it is mandatory for an employee to get a clearance from various teams before he or she proceeds on LWP. This is to ensure that no outstanding assets or dues are recoverable from the employee. Clearances are required from:
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Location Admin Team, Location IS/ISM, Location Finance Team and the Location Library.
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Client clearance: For some projects, the client may mandate specific clearances for client supplied assets before the employee proceeds on a long leave. It is the responsibility of the Supervisor of that project to ensure that the client supplied assets are returned before the employee proceeds on LWP.
Note: Approval of the LWP request is subject to completion of the clearance process. In case the employee proceeds on LWP without completing the clearance, the LWP is considered as unauthorised absence, on account of which the employee is liable to face disciplinary action. 5.
LWP Undertaking
Prior to proceeding on LWP, the employee is required to accept the terms and conditions of the LWP policy by signing the LWP Undertaking. Note: LWP Undertaking is required to be signed in case LWP duration is more than 30 days. The LWP undertaking is available on GESS Leave application page. The employee is required to take a print and submit it to t heir Regional HR. 6.
Compensation and Benefits during LWP
i.
Compensation The employee is not eligible for any component of Compensation and Benefits for the duration of LWP.
ii.
Health Insurance Scheme a.
Health Insurance Scheme (HIS) benefits for self and beneficiaries who are covered (as of LWP start date) will continue to be covered for the entire duration of the LWP. The applicable premium for LWP period will be deducted after the employee reports back to work and the payroll processing starts. In case the employee fails to report back to work, the applicable premium will be recovered through their full and final settlement.
b. In case the employee resigns during LWP or on completion of LWP, prior to reporting back, HIS coverage will continue till the date of resignation. Outstanding premium if any, will be recovered during their full and final settlement
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c.
In case any modification required under the dependants category, the employee needs to update the same during the HIS Permitted window period.
R efer to TCS India Policy - Health Ins urance on MyHR for more details on HIS S cheme and the applicable premium iii.
Retirals a. All contributions towards retirals such as Provident Fund and Superannuation are suspended for the duration of the LWP. b. Continuity of Service for Gratuity calculation:
- The LWP period will be counted as continuous service for the purpose of Gratuity calculation. - However if an employee does not return from LWP or resigns while on LWP then the LWP period will not be counted as continuous service for the purpose of Gratuity calculation. In such cases, the last date of work, that is, prior to proceeding on LWP, shall be treated as the cut of date for the purpose of counting continuous service.
- In case of Leave Without Pay for medical reason; the period of LWP will be counted as period of continuous service for the purpose of Gratuity, even if employee does not return from LWP or resigns while on LWP. In such cases, the LWP end date or date of resignation, whichever is earlier, will be treated as the cut-off date for the purpose of calculating continuous service. 7.
Academic internships while on LWP for Educational Purposes a.
The employee may connect with Regional HR and request for project internship roles in TCS.
b. Regional HR may in turn connect with the Branch Academic Relationship Manager (ARM) / RMG to determine possible assignments in the base branch or in other locations within TCS. c.
In case an employee who is studying abroad intends to complete academic internship in TCS, Regional HR may connect with the Geography HR to facilitate accommodation of the request.
d. All such requests (India or Onsite) will be evaluated by the Regional HR / Geography HR Heads based on available requirements for project interns. e. 8.
In case there is no project requirement within TCS, an employee may take up internship outside TCS.
Return at the end of LWP a.
An employee should report back at the Home Location (Base Location), irrespective of where he or she is during the LWP period.
b.
On reporting back from LWP, the employee is required to complete the Leave End Reporting Form (LERF) and the same should be approved. LERF is a formal notification from the
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employee to TCS about his or her reporting back after LWP; it captures the date of reporting. An approved LERF is the only trigger for starting the employee’s payroll and benefits which are stopped during the LWP period. c.
On reporting back, the treatment with respect to re-fitment, calculation of relevant experience, continuity of service, compensation, and so on varies depending on the reason for LWP as provided in the following table:
On reporting back Reintegration Guidelines
Educational Purpose
For reasons other than Educational Purpose
These are a generic set of guidelines, in the form of a ready reckoner, which facilitates a seamless integration to the organisation on return from LWP. Refer
A ppendix B within this document to find the Reinteg ration G uidelines
Re-fitment of Grade
A re-fitment may be done to make adjustments (wherever appropriate) to the grade, compensation and benefits based on the enhanced educational qualifications, as per the policy applicable at that point of time. Any re-fitment is subject to:
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Type of course and relevance of the course to TCS’ business requirements at that point of time
2.
Successful completion of the course with the required grades and qualification updated on Ultimatix
3.
Allocation to a role which in line with the enhanced qualification
4.
Compensation re-fitment, if applicable, will be initiated, after the steps 2 & 3, above are completed and will be effective after the date of above mentioned role allocation
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No re-fitment is done
Compensation and Benefits
May change based on the re-fitment As per TCS Compensation and the TCS Compensation Policy applicable for the financial year. applicable at the time of reporting back.
Performance Pay
When the employee reports back after LWP, the performance pay component of the compensation is based on the Rank in SPEED for the period prior to going on LWP. Hence it is important that the employee completes the appraisal before going on LWP.
If the employee has completed the LWP period in the same financial year and has a Rank for this period, then the performance pay would be based on this Rank. . If the Rank is not available; the employee is expected to connect with his or her Unit HR, who in turn facilitates the employees Rank release in SPEED.
Note: If the employee has been on
If there was no appraisal done during the entire FY on account of employee being on leave, no Rank is released. In such cases, TCS Compensation Policy at the time of reporting back will be applicable.
LWP for other reasons just prior to LWP for Education and no performance rank was released, the performance pay will be as per the grade minimum performance pay defined.
Policy
Relevant Experience
LWP period may be counted as relevant experience during re-fitment and during subsequent promotions.
LWP period greater than 90 days is not counted as relevant experience during subsequent promotions
Continuity Service
LWP period is excluded from continuous service for the purpose of ‘Service and Commitment Awards’.
LWP period is excluded from continuous service for the pur pose of ‘Service and Commitment Awards’.
of for and ‘Service Commitment Awards’
Note: i.
On reporting back to the Home Location, the re-fitment process (if applicable) and other HR related processes will be facilitated by the IO U/Regional HR and the employee can get i n touch with them.
ii.
Another important aspect of reporting back is that the employee should immediately connect with the IOU RMG/ Location RMG to find suitable assignments/roles which commensurate with the qualification attained (if any).
S peci al S cenari os a.
LWP for employees with less than two years of continuous service in TCS
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Employees with less than two years of service may be granted LWP for a maximum period of one month for the reasons cited below, based on the approval from the immediate Supervisor and the Regional HR Head. Earned leave must be exhausted before availing LWP. In case the employee suffers from any illness, sick leave and earned leave must be exhausted before availing LWP. Reasons for Leave Without Pay : i.
Medical Reasons (own illness)
ii.
Marriage of self
iii.
Hospitalisation of self or dependants
iv.
Maternity purpose
v.
Preparation for an examination
In case of Trainees, the LWP period is not considered as valid service towards the Service Agreement Commitment. Any LWP availed prior to two years of service in TCS also counts towards the maximum LWP one may avail during his or her tenure in TCS.
R efer TCS India Training Period Policy or TC S India Probation Policy for more details on the action in case the employee avails LWP during the Training or Probation period respectively. b.
Employee wants to reduce or extend the LWP period The employee may reduce or extend the LWP duration, subject to necessary approvals. (Refer
Pr ocedure s ection within this document). c.
Employee is on a Long Term International Assignment and wants to avail LWP An employee is not entitled to LWP when he or she is on an International Assignment. However, on completion of the assignment, the employee may avail of LWP subject to approval from Host Country HR and Regional HR Head. Host country policy and procedures regarding visa/work permit, insurance, final settlement and other aspects impacting the international assignment may also be applicable.
d.
Employee is serving the International Assignment Agreement and wants to avail LWP An employee is not entitled to LWP when he or she is serving the International Assignment Agreement. In case of an emergency and based on approval from Regional HR Head, the employee may avail of LWP; however the LWP period is not considered as valid service towards the International Assignment Agreement.
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e.
Employee directly reporting at the Host country at the end of LWP An employee, who is at a location other than India when on LWP, may be permitted to report directly at the Host country where the spouse is deputed only if the Home Location/IOU RMG has already identified a project for the employee and the Home Location/IOU RMG Head has approved direct reporting at the Host Country without reporting to the Home Location. In this case the employee may join a project at the Host Country; however, it is mandatory for him or her to fill the LERF immediately on reporting back. Host country policy and procedures regarding visa/work permit, insurance and other aspects impacting the international assignment will be applicable and the employee must ensure that he or she completes all the overseas deputation formalities that are applicable.
f.
Employee is serving the Notice Period and wants to avail LWP An employee who is serving notice period is not entitled to LWP .
Terms and C onditions 1.
It is mandatory for an employee to apply for LWP in the system and the same should be approved at all levels before he or she proceeds on LWP. An employee must not proceed on LWP unless the request has been approved by the Regional HR head.
2.
During the LWP period, the employee should not take up any part time or full time employment for remuneration or otherwise, for any reason whatsoever.
3.
An employee whose spouse is also a TCSer should ensure that there are no duplicate leave applications of LWP for “Board Exams” or “Major illness of Immediate Family” for the same individual (that is, child/spouse/parent/parent in law).
4.
TCS reserves the right to initiate exit procedures in case of the following: a.
The employee does not report back by the approved LWP end date.
b.
The employee does not have an approved LERF record within five working days of LWP end date.
R efer TC S India Separation P olicy (S ection: S topped Attending Without Authoris ation) 5.
If an employee resigns while on LWP or does not report for duty after exhausting the LWP, then the last working day prior to proceeding on LWP would be treated as date of separation for all purposes.
R efer T C S India S eparation Policy for more details on s eparation when on leave. 6.
LWP availed for more than ninety days by an employee during his or her tenure in TCS is mentioned on the Service Certificate.
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7.
TCS reserves the right to initiate disciplinary action (including termination of employment) against the employee, wherever it is found that any duration of the LWP was utilised for a reason other than the approved reason OR in case of any violation of terms and conditions of the LWP Policy.
8.
TCS reserves the right to change or discontinue any/all provision(s) of this policy including but not limited to the entitlement and procedure, at any point of time.
Procedure A. Apply for LWP 1.
Any LWP should be planned well in advance (except in situations of a personal emergency wherein prior planning may not be possible). In case the duration of LWP is more than two weeks, the same should be applied at least four weeks before availing.
2.
The employee can apply for LWP through Ultimatix as follows:
Log in to Ultimatix A pply Leave
E mployee S ervic es
E mployee S elf S ervice
G lobal E S S
Leave
The employee completes the leave application form and submits the same for approval along with the supporting documents as proof to support the reason for LWP.
Note: In case of LWP for educational purposes the details of degree/diploma, course name and university / institute name that are entered in the GESS form should be same as mentioned in the admission letter. 3.
The following supporting documents are required to be submitted:
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Educational Purpose: Admission letter, fee receipt or acceptance letter.
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Medical Reasons (Own Illness): Certificate from an authorised medical practitioner and medical reports.
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Child Care Reasons: Birth Certificate of the child; In case of adopted children, Adoption Certificate should be submitted.
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Joining Spouse (who is a TCS employee) on an International Assignment: Letter for the spouse and an email confirmation from the Location/IOU RMG Head stating that there are currently no projects available for the employee in the same location as that of the spouse.
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Board Exam of the Child: Admit card of the child or any other proof intimating the academic year and date of the exam.
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Major Illness of Immediate Family: Certificate from an authorised medical practitioner and medical reports.
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B. LWP Undertaking 1.
While raising the LWP request, the employee accepts the LWP Undertaking in GESS. The employee then takes a print which he or she signs accepting terms and conditions of the LWP policy and submits the same to Regional HR before proceeding on LWP.
2.
The Regional HR updates and maintains the LWP Undertaking duly signed by the employee in the employee’s Personal file
C. Approval of the Request An LWP request requires approval as follows: 1.
The first level of approval goes to the immediate Supervisor to evaluate the employee’s current work commitments.
2.
After the Supervisor’s approval the request is forwarded to the Regional HR Head for a due diligence on the appropriateness of the reason for LWP, eligibility of the employee requesting LWP and so on. In case of LWP for educational purpose, Regional HR should ensure that details of degree/diploma, course name and university/ institute name is the same as mentioned in the admission letter, before approving any request.
3.
Finally the employee is notified of the approval or rejection of the request.
D. Clearances
Note: i.
This step is applicable only in case of LWP of more than 90 days.
ii.
It is the employee’s responsibility to ensure that all clearances are completed before he or she proceeds on LWP. 1.
The employee approaches the Regional HR to initiate clearance.
2.
The Regional HR hands over a C learance For m to the employee which has a checklist of outstanding dues / assets which need to be cleared / returned to the various teams, as applicable.
R efer A ppendix A for the lis t of A s s ets pertaining to each team for which clearances s hould be s oug ht. 3.
In case there are pending assets, the employee contacts the different teams to return the pending assets, after which the respective team provides the clearance. If there are no pending assets, the respective team provides the clearance.
4.
In case the employee is unable to return the assets:
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i.
The respective team notifies the Location Finance Team through the Regional HR of the assets which have not been returned and the monetary damages applicable.
ii.
The Regional HR informs the employee about the damages in lieu of the asset(s) which he or she is required to pay back to TCS.
5.
The employee may settle this amount directly with the Location Finance Team by Demand Draft or Online Funds transfer.
6.
After the dues are settled, the respective team provides the clearance based on a confirmation from the Location Finance Team.
E. Reporting after LWP
E mployee reports back on time 1.
Employee must formally communicate, 1 month in advance (in person, email or over the phone) to the Location / IOU RMG and Regional HR about his or her expected reporting date.
2.
The employee reports to the base Location to which he or she was tagged at the time of proceeding on LWP and submits the Leave End Reporting Form (LERF) on the day of reporting. i. For LWP up to 30 days: The first level of approval goes to the immediate Supervisor to validate the date of reporting. The request is then sent for approval to the Regional HR. ii. For LWP of more than 30 days: The first level of approval goes to the Regional HR to validate the date of reporting. The request is then sent for approval to the Location / IOU RMG to intimate them about the employee’s availability and plan for further allocation.
Note: In case of LWP for Educational Purposes, the proof of completing the course should also be furnished along with the LERF. 3.
The employee is notified of the approval or rejection of the LERF.
4.
After the approval of the request, the compensation and benefits of the employee are restarted from the date of reporting as per the approved LERF. This is a digitised process and it is the onus of the employee to verify that this has been completed.
Note: i.
In case any salary or pending dues have been paid which are pertaining to the LWP period (due to payroll processing before the LWP request has been approved), the surplus amount is recovered in the very first payroll as soon as the employee reports back.
ii.
In case the employee reports back but does not submit the LERF or the LERF is not approved within five working days of end date of LWP, the employee is no longer considered to be on LWP and the Regional HR initiates the necessary action including change of employment status and exit procedures.
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iii.
The employee’s next assignment after reporting back from LWP is decided by the Home Location or IOU RMG.
iv.
In case of LWP for Educational Purposes, RMG will allocate the employee to a role which is in line with his/her education qualification (if available) against open requirements across TCS .
R eduction in LWP Period 1.
If the employee wishes to report back earlier than the approved end date of LWP, then the employee is advised to intimate IOU RMG or the immediate supervisor at least one month before the proposed date of reporting to ensure that a suitable role and work allocation can be planned. It is mandatory for him or her to fill the LERF immediately on reporting back.
2.
The approval process and initiation of payroll is the same as in case of reporting at the end of the LWP period. The only difference is that once the LERF has been approved, the remaining days of LWP are automatically cancelled.
E xtension in LWP Period 1.
In case the employee who is currently on LWP wants to extend the LWP for the same reason, then it may be considered on request, subject to that provided it does not exceed the maximum limit permitted during the tenure, based on reason for LWP. (Refer procedure to ‘Apply for LWP’ and ‘Approve the request’ above).
2.
In case the employee wants to avail LWP for a different reason than what he or she had already taken, then the employee should report back to work and submit the LERF for approval. Once the LERF is approved, the employee needs to fill a new request for LWP, provided the total number of LWP days does not exceed the maximum limit permitted during the tenure, based on reason for LWP.
E mployee does not report back In case the employee does not report to work within five working days of end date of LWP, the Regional HR initiates exit procedures.
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Appendix A Clearance Checklist Name:
Supervisor:
Employee Number:
LWP Start Date: IOU HR / Regional HR Officer:
Current Project:
Branch Finance Officer: Branch Clearance
Department
Remarks
Administration Mobile with SIM Card / Calling Card / Home Phone Company Car ID card* / Pass / Car Sticker / Bus Pass (*ID card is to be submitted only if the LWP duration is more than 365 days) Drawer / Cupboard Keys
IS / ISM Laptop / BlackBerry CD / Floppy / Software / Other Media
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Amount (in Rs.)
Clearance Authority
Name
Sign ature
Date
Air Card / Internet I D Deactivation Finance (Home Branch) Loans Advances (Sundry, Travel, and so on) Finance (Host Branch) – pertaining to previous International Assignments (if applicable) Forex / Onsite settlement dues Outstanding Advances Library Books / Journals / CDs or DVDs Client Clearance Client Assets / Clearance Client Email Deactivation Client Network access Deactivation Client ID / Access Card Employee Signature:
HR Approval:
Date:
Date :
Communication Address / Email (for contacting the employee during LWP):
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Appendix B Re-Integration Guidelines A. Things to do once you return from Long Leave: (Leave Without Pay, Maternity Leave or any other type of leave longer than 3 months) 1.
Get in touch with the Regional HR at your branch and complete your online reporting process (LERF in case of LWP) and ensure it is fully approved within 15 days of you reporting back so your status changes to 'Active’.
2.
It is advised that you contact the Regional HR two to three weeks prior to your reporting date. It would help in initiating assignment identification through RMG in advance.
3.
It is essential to connect with RMG once the assignment is finalised to get complete details before you proceed to meet the manager.
4.
Discuss your role, expectations and so on with your new manager. Get a clear idea on what is expected of you. Also set your expectations and mention any challenges upfront. It would be good to arrive at a plan at the outset.
5.
Connect with the Regional HR at your branch to find out when the next Re-Integration Session will take place. This would help you get updated on the latest in the policy and process areas and become aware of the happenings in TCS while you have been away.
6.
After the re-integration session, the Regional HR may arrange for you to connect with a Senior Advisor, on request. Make efforts to connect with the advisor frequently to understand learning areas, tips on work-life balance, and so on.
7.
Get updated with the latest in technology and business areas relevant to your role. Ensure you connect on iEVOLVE and also enrol for a few classroom training sessions to take a refresher course.
8.
If you are returning from Maternity / Child Care leave, you may like to get acquainted with the Workplace Parents group at your location through the D&I SPOC at your location. It would help to meet like-minded individuals who have been through similar life-cycle stages like you have.
9.
Ensure that all aspects are taken care from the systems perspective in the week of your return. This includes the following: a. Submit the Leave End Reporting Form (LERF) to get your status back to ‘Active’ b. Update your e-profile (resume) on Ultimatix c. New allocation to WON / SWON
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d. Timesheet entries on IPMS e. Role and Competency tagging in iEVOLVE f. SPEED (Appraisal details, as applicable) g. Update HIS details for child (applicable if you are returning from ML / LWP for child care) in accordance with the HIS policy h. Update your BOB (Food Card and so on) B. Roles and Responsibilities of Key Stakeholders Stakeholder Regional HR
Key Responsibilities
Ensure that employees complete reporting formalities and fill the LERF in case of LWP
Ensure
there is an awareness amongst employees on the availability of guidelines and checklists, tasks to be completed
Assist
in identifying suitable roles for employees who are returning from Long Leave.
Arrange
for a “Re-Integration” Workshop. This can be conducted once a month in each location depending on the numbers. The Regional HR Team must ensure that the attendance is recorded by the Talent Development Team after each session.
Create
a senior advisor pool for employees who have returned from Long Leave. The advisor pool comprises of senior men and women employees (preferably in grade C5 and above), who can counsel the employee on professional matters
Connect
senior advisors to employees post the re-integration process on request basis.
Review
the progress made between the employee and advisor at regular intervals (3-6 month period)
Ensure
that the employee is invited to be a part of the Workplace Parents Group if the employee is returning from ML / Child Care leave.
RMG
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Identify suitable roles for employees who are returning from Long Leave.
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Senior Advisor
Energise the employee and help channelise efforts in a positive and constructive direction.
Respond to specific queries and concerns which the employee may raise.
Guide or advise the person on the professional front and help iron out any project/allocation related issues.
Guide
the employees on how to put their career back in action after the time break.
Engage in meaningful dialogue and sessions which are beneficial from the employee’s perspective.
Suggest
refresher courses or trainings that can be undertaken to get the employee back on track faster
Supervisors
Facilitate and influence connect with the Supervisors / HR for any assistance required
Be sensitised to the employees needs
Ensure
that a discussion takes place with the employee to agree on role, work arrangements and expectations.
Employee
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Provide performance feedback at regular intervals.
Facilitate smooth integration back into a project/work environment.
The
roles played by the Supervisors, Senior Advisor, HR and RMG are facilitative in nature and the employee is responsible to ensure that he or she utilises the opportunities provided optimally for smooth re-orientation into the organisation.
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Revision List Revision No.
Policy Effective date
Document Release / Revision Date
Revision Description
Section No.
Rationale for change
Change type
Policy revision/Docu ment revision
9.0
01 Feb 2018
31 Jan 2018
Specified that LERF process needs to be completed within 15 days of return from LWP.
Reintegration Guidelines
Document Revision
Added
Document Revision
9.0
01 Feb 2018
31 Jan 2018
Replaced OU HR Head with Regional HR Head, since these requests are reviewed and approved by Regional HR Teams
Special Scenarios
Policy Revision
Modify
Policy Revision
9.0
01 Feb 2018
31 Jan 2018
Employees on LWP for Educational purpose, may pursue internship outside TCS if no project requirements are available within TCS
Provisions Academic internships while on LWP for Educational Purposes
Policy Revision
Modify
Policy Revision
9.0
01 Feb 2018
31 Jan 2018
Criteria for age of the child to determine eligibility will be calculated from LWP start date as against the earlier LWP request date
Provisions Duration of LWP
Policy Revision
Modify
Policy Revision
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9.0
01 Feb 2018
31 Jan 2018
Document level changes made to ensure policy relevancy and currency
Throughout the Policy
Document Revision
Modify
Document Revision
8.0
1 Apr 2009
31 Jan 2014
ID card needs to be submitted to Admin only if the LWP duration is more than 365 days.
Appendix A – Clearance Checklist
Documentati on of a process change
Modify
Document Revision
7.0
01-Apr 2009
21-Dec 2012
Additional details provided on the process of leave application and reporting back.
Procedure: Applying for leave.
Documentati on of existing practice
Modify
Document Revision
.
Procedure: Reporting back after
7.0
01-Apr 2009
21-Dec 2012
Clarity provided on re-fitment for employees proceeding for /returning from LWP for education
Provision: Treatment with respect to refitment
Documentati on of existing practice
Modify
Document Revision
6.0
15-Aug2010
Feb-2012
Clarification of continuous service in case of LWP for medical reason for purpose of Gratuity
Impact on Compensation and Benefits during LWP(iv)
To provide clarity
Added
Document Revision
5.0
01 Jan 2008
15 Oct 2011
Modified guideline on initiating exit procedures if the employee does not report back by the approved LWP end date or does have an approved LERF record.
Terms and Conditions
Additional clarity
Modify
Document revision
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4.0
15 Aug 2010
15 Aug 2010
LWP can now be availed for the following reasons
-
-
4.0
15 Aug 2010
15 Aug 2010
Section: Provisions – Entitlement
Child Care
To facilitate the parent to be with the child at the time of need.
Added
Policy Revision
Added
Document Revision
Children may need guidance and support of parents, especially around examination times.
Child’s Board Exams Major illness of child/spouse/pa rents/parents-in laws
Continuity of Service for Gratuity calculation
Terms and Conditions Based on legal
4.0
15 Aug 2010
15 Aug 2010
Guidelines defined for managing project internship requests with TCS which are initiated by employees on LWP
Terms and Conditions
To provide clarity on the process for managing internship requests with TCS and defining the
Added
Document Revision
4.0
01 Apr 2009
15 Aug 2010
Introduced examples on maximum LWP entitlement based on various reasons for availing LWP.
Section: Provisions – Entitlement (point number iv – Notes)
To provide more clarity on the policy
Added
Document revision
4.0
01 Apr 2009
15 Aug 2010
Introduced Reorientation Guidelines for employees joining back from long leave (more than 3
Appendix B
To provide information on the processes to be followed and the various touch
Added
Document revision
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Re-orientation Guidelines
4.0
01 Apr 2009
15 Aug 2010
Introduced a table to clarify re-fitment, calculation of relevant experience, continuity of service and compensation when an employee reports back. This is a documentation of existing policy/practices
Section: Provisions Reporting back from LWP
To provide more clarity on the policy
Added
Document revision
4.0
01 Apr 2009
15 Aug 2010
Introduced section on Special Scenarios for LWP to clarify treatment under various scenarios. This is a documentation of existing policy/practices related to LWP.
Section: Provisions Special Scenarios
To provide more clarity on the policy
Added
Document revision
4.0
01 Apr 2009
15 Aug 2010
Re-structured few sections and points within the document to bring about more clarity
All sections throughout the document
To provide more clarity on the policy
Modified
Document revision
3.0
01 Apr 2009
01 Dec 2009
Included clause on premium payment for LWP period
Provisions (2 – Benefits applicable during LWP)
To ensure employee is covered under HIS
Added
Document revision
2.0
20 Jan 2009
20 Jan 2009
LWP availed for more than 3 months will be mentioned on Service Certificate.
Terms and Conditions
Total TCS experience should indicate the LWP eriod.
Added
Policy Revision
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2.0
20 Jan 2009
20 Jan 2009
Revised Gratuity calculation for LWP cases that do not complete one year of service post LWP.
General Provisions – Continuity of service for gratuity calculation
Process Requirement
Added
Policy Revision
1.0
01 January 2008
01 January 2008
First Release
NA
NA
NA
NA
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