Welcome to Americas Engineering Services

ENG Deputee Induction

Sep 2014

ENG Americas Deputee Onboarding Program

Things to Remember before Travel

Check on Per Diem limit - Sparsh > Policy Portal > Browse Policies > Policy Library > Per Diem
Collect Forex card
Have Onsite POC contact details handy.

For all internal communications within Americas, connect to Americas Portal: http://usahrapp01/americas/

Week 1 Checklist

Complete I9 certification within 3 business days of arriving in the US - http://www.newi9.com/

o

FAQ section on I9 -

Apply for a SSN card* - http://www.socialsecurity.gov/online/ss-5.pdf

Submit trip in Pay World and get manager approval

Update emergency contact information in telephone directory

Complete all the required personal details in Payworld/Harmony+

Enroll in Benefits Plan https://infosysbenefits.hrintouch.com

Establish a local bank account and update the bank account details in Pay World

Submit claim for iTravel trip expenses including Initial stay / Transit expenses **

Create iTime log in account

* Suggestion: Apply for SSN after 10 working days from your landing date. You will receive your SSN within 7 -14 days ** Please review the policy for your eligibility at your location

Week 2 Actions to be completed

Read and understand US Handbook*. It is mandatory to acknowledge the Employee Handbook as well as the Drug-Free Workplace
and FMLA policies, in addition to the ASHI Fact sheet already required to be acknowledged.
o Sparsh > Web Apps > PayWorld > Onsite > Compliance Documents

Update SSN on ADP website / Benefits websites / Payworld

Complete and submit W4 form online in PayWorld for Tax purposes.

Read and understand US Policies*

Complete ASHI training

*Relevant Links are in Slide 17

Salary Information

Infosys Limited has bi-weekly pay periods in the U.S. for Exempt employees from May 2013.
This means employees in the US are paid every two weeks (alternating Fridays). You will receive
26 pay checks during a full calendar year** instead of 12 under the earlier structure.
IN CASE YOU MISS THE SALARY CUTOFF DATE, CONSIDER SALARY ADVANCE

Salary Advance Eligibility

All employees are eligible for Advance on salary and is restricted to no more than 50% of your gross monthly income or 75%
of your net monthly income.

Terms & Conditions: Employees will repay loans and advances directly to Infosys through a single direct debit from employee
bank accounts on the second to last business day of the month that the loan funds were disbursed to employee.

Other Details: Email approval from manager is required for processing salary advance. Also, please either fax the completed
form to 510-248-2185, or email a scanned copy (along with managers approval) to [email protected]. The funds are
typically deposited within 48 hours, provided that the bank details are complete in Payworld.

Path to locate Pay Advance Form: Payworld > Onsite > Letters & downloads > Car loan/Salary advance application form.

Submitting Your W4

Please ensure that your W4 is submitted in the system prior to the salary cutoff date. Otherwise, your allowances will
automatically be set to 0.

Please note that if you do not have a SSN you will need to apply for it and then fax the confirmation received to the
payroll team before you submit W4.

To submit W4, Go to Sparsh > Payworld > Onsite > Salary (the page will display a message temporarily disabled,
but you should be able to get to the W4 form by clicking on the W4 link in the left hand column).

AIMS Updates

All EEs must ensure that their passport details should be latest and correct in Harmony.

All visa dependent EEs will need to update all new information, including Passport, I-94 card, Visa Stamp and/or I-797 approval
notice(s) in AIMS under the my visa tab.

All visa dependent EEs must record all of their entries and exits to and from the US in AIMS under prior stays tab.

EEs must update their personal, professional and passport information in Edocket (part of Harmony), including resume,
education degrees and transcripts, education evaluation, employment verification letters, etc. and this will flow to AIMS. These
documents will not change from one process to the next.

All visa dependent EEs should acknowledge receipt of documents shared with them.

All visa dependent EEs should store all the immigration related documents safely.

All visa dependent EEs should apply for extension within 60 to 120 days of visa expiry.

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Key US Policies

Reimbursements (Driving Lessons and Mileage)

Job Abandonment

Leave

Overtime, Time Reporting and Working Hours

Relocation within US

Per Diem

Unpaid Leave

Salary Advance

Unpaid Leave under the Family and Medical Leave

Act

Car Advance

Employment Separation

Drug-free Workplace Policy

Wage & Hour Policy

Initial Settlement Advance and Initial Settlement

Expense
Browse through the link Geo Specific and Global policies to learn and know more on the policies.

Sparsh > My Infy > Policy Portal > Browse Policies > Global & Geo Specific.

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EEO/Affirmative Action

In order to comply with Federal, State and Local regulations in the United States (US), all employees working in the US are
required to complete the training courses assigned to them based on job level.
o All JL 5: Preventing Harassment
o All JL6 and above: Preventing Harassment, Creating a Level Playing Field and Hiring Skills & Restrictions
o All HRD: All three course no matter the job level

Training courses will be assigned within 30 days of joining Infosys in the US.
All courses must be completed within 30 days of receiving the email notification from Emtrain stating the course has been assigned

o Email will be sent to your Infosys email ID

Website is https://lms.emtrain.com/infosys/
o Do not log in to Infosys Network do not log on using VPN
o Only an internet connection is needed

For any questions or concerns contact [email protected]

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Benefits Overview

Benefit eligibility starts on date of landing provided your enrollment is completed within 31 days. NO EXCEPTIONS! Even if you do not
have your Social Security Number (SSN), you must still enter your personal details and choose your benefit plans.

Should your dependents arrive to the US after you:

o

You must ensure their enrollment is completed within 31 days of their arrival date in the US. NO EXCEPTIONS! (Social Security Numbers are not

required for spouse and children).

o

You are responsible for removing your dependents from the insurance plan when they leave the U.S. This must also be done within 31 days from the
date they depart by contacting the Benefits Desk.

Please note that if you DO NOT enroll within 31 days of receiving the enrollment email from the benefits desk, you and your family member will NOT have
any health insurance coverage.

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How to Enroll

When will I be covered?

Your effective date will be your date of landing at US

Important Note:
o Although you are eligible for coverage your first day of employment, you are required to complete the
requested information on this system. You must complete your elections in the insurance plan within 31
days from the date you are hired in a regular full time position.

o If no action is taken within 31 days, you will not be enrolled in any healthcare benefits.
o If you dont need insurance, please go in a WAIVE all choices.

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How to Enroll contd..

After 5 to 10 working days, you should be added to the Benefitfocus platform, our web-based enrollment system.

Please follow the below steps to register your account:

1. Go to https://infosysbenefits.hrintouch.com
2. Click the Create an Account link
3. Select Member under Select the role that best describes you
4. Select I need to create a new account under How can we help you?
5. Enter your personal information in the required fields.
6. Create your username, password, and answer the secret questions.

You will now be able to click on Enroll Now to enroll in your benefits.

If you have any further questions or concerns you should contact the Benefits Helpdesk at 855-838-4072.

IMPORTANT NOTE: If you experience a qualifying Life Event during the plan year, you have 31 days from the date of the event to make the necessary changes with proof of event.

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Eligibility & Enrollment Guidelines

Who is Eligible to be covered?

o

Regular full-time employees working 30 or more hours per week

Legal Spouse or Registered Domestic Partner

Dependent Child(ren) up to age 26 (disabled children up to any age), regardless of student or marital status. Child(ren) include *
Your biological children
Your stepchildren
Your legally adopted children
Your foster children, including any children placed with you for adoption
Any children for whom you are responsible under court order
Your grandchildren in your court-ordered custody
Any other child who lives with you in a parent-child relationship
* Documentation may be requested to support proof of dependent relationship

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Final Reminders
Remember to check your Infosys e-mail you are responsible for reading all communications from the HR/Benefits team and
responding appropriately.
You have 31 days from your date of hire to WAIVE or ENROLL in benefits.
You have 31 days from the date of a qualifying life event to make any changes, along with proof of change.

The Benefits Desk is ready to assist you from 8 am - 8 pm Eastern

1-855-838-4072
[email protected]

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Web Applications
Key Web Applications: Sparsh > Webapps

Assignment Module: Application to

initiate transfer to and within US

Claims system: Submit all claim requests

and documents for reimbursement

AIMS: Application for Visa extensions

and visa status

ConnectInfy: Submitting referral

resumes for open positions at Infosys

IOS: Visa portal for latest

updates/immigration related policies &
documents

Skill Central: To download/update

resume/skills

WithINfy: For internal job opportunities.

Payworld: Application to check trip

details

TRING: To apply for mobile phone

connection, broad band and submit bills

ALCON: Application used for Project

Allocations

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References
Relevant Links

Guidebook for travel to US - http://sparsh-hrd/hrd_website/myInfy/USguidebook/index.html

Important reference information for New Deputees - http://usahrapp01/americas/human-resources/new-deputees

Health Insurance information for New Deputees - http://usahrapp01/americas/human-resources/benefits

Reference to US Policies - http://sparsh/v1/myInfy/Policy_Portal/html/Geo_Specific.htm

Reference to US Handbook

Reference on Geo cluster information - http://usahrapp01/americas/geo-clusters

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Important Contacts
Department

Contact

Help Desk for Travel/Claims/HR

(855) 335 - 4639

[email protected]

CCD Help Desk

[email protected]

US Payroll

(888) 397- 6680

USPay_C&[email protected]

US Loans (Salary Advance)

fax 510-248-2185
[email protected]

Immigration Help Desk

+91(Std code)3355-4639
[email protected]

US Immigration Helpdesk

1-855-335-4639
[email protected]
Raise an AHD>HR>USAVisaHelpDesk

Travel Off-Shore Department

888-359-2444
[email protected]

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Important Contacts contd..

Department

Contact
Benefits

Medical, Dental

(855) 838-4072
[email protected]

Vision Insurance

(800) 877-7195
www.vsp.com

401(K) Enrollment

[email protected]
https://infosysbenefits.hrintouch.com

To enroll in benefits

The benefits site is available via the internet. You do not have
to be logged in to the network, VPN or Xnet to enroll.

In order to enroll, you must first register and create your own
username and password.

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ENG Unit BPHR contact

BPHR Name
Pranav Tripathi

Rashi Misra Dubey

Email Id
[email protected]

[email protected]

Location

Unit

India

ENG

US

ENG
For escalations