ACCENTURE SERVICES PRIVATE LTD, INDIA ACN/Payroll/01

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Exit Formalities Mailer - Checklist – Finance 20 June, 2012

Dear Colleague,

In the next few sections of this document, we will be covering various important aspects of Exit Formalities which
will ease the entire exit process without any apprehensions.
apprehensions. Therefore, we request you to go through
through all the
sections that are applicable for you; “right action at right time” will always ease the process and will prevent
unnecessary iterations when any issue arises.

A. Reaching Key Stakeholder

Query of Type Employee Status Reachable at
Finance Voice Helpline Resigned – Notice Period Concall – details provided around LWD
Finance myrequest Resigned – Notice Period https://myrequests.accenture.com
Finance Email Left india.finance.center@accenture.com
Relieving Letter Email Left India.hrssc.exits@accenture.com
Amex Card Email Resigned – Notice Period Manjunath.shetty@accenture.com
HR Email Resigned or Left Your HR Advisor
“Reach to right point for quicker and better response / turnaround”

Exit Formalities – Index B. Key Dates & Forms

Ctrl + Click on respective topic
Finance Checklist Closure LWD minus 2 Working Days
1. Provisional Recoveries
Recovery payment – DD Only LWD minus 5 Working Days
2. Payroll Proofs Submission
2a. Tax Proofs Full & Final Settlement RAL + 21 Calendar days

2b. R539 Proofs Gratuity Payment LWD + 30 Calendar days

3. Time & Expense (T&E) Escalation on Calculations F&F + 15 Calendar days
4. Car Lease
Form 16 After April
5. Sodexho Coupons
6. Full & Final Settlement Proofs Submission (Tax, R539, myTE…) LWD minus 7 working days
6a. General
Tax & R539 Proof Submission Form–
Form– This
6b. F&F Components Form is MANDATORY Tax.xlsx

7. Gratuity
8. Form 16 Car Lease Foreclosure LWD minus 10 working days
9. Provident Fund PF Transfer / withdrawal No commit; Govt Rules
9a. Withdrawal
Tax Free Leave Enc Declrn
9b Transfer
9c. General
Declaration
10. Amex Card Tax Free Gratuity Declrn LE-Gratuity.doc
11. Tools Accessibility

1. Provisional Recoveries

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Exit Formalities Mailer - Checklist – Finance 20 June, 2012

Finance calculates recovery amount towards Shortfall in Notice Period, relocation, Joining Bonus, FBLN,
Excess Leave etc. and the same is uploaded in Allsec Tool.

https://smartpay.allsectech.com/accenturelogin/ -> Utilities -> Fin exit approval

Note: Recovery amount, if any, posted in the above link must be paid by Demand Draft favoring Accenture
Services Private Limited, payable at Bangalore and the DD must reach to Finance before five working days
to the Last Working Day.

Accenture Services Private Limited

 In case of Recovery – Finance will approve the checklist in
Finance Department (Controllership)
st Atlas (AST) after receipt of Demand Draft
Tower B, 1 Floor, Finance Bay
No. 4/1, IBC Knowledge Park  In case of no recovery – Finance will approve the checklist
Bannerghatta Main Road, in Atlas (AST) “LWD minus 2 working days”
Bangalore-560029, Karnataka

2. Payroll Proofs Submission

2a Tax Proofs

 Investment proofs, if any, for the Financial year 2013-14 should be declared on Allsec Tool &
the supporting documents should be attached with the “Tax & R539 Proof Submission Form”
and the same should reach Finance at the above Address (as mentioned in Point 1) three days
before Last Working Day. Please do submit correct proofs – read tax proof guidelines available
in Allsec Tool.

 As per Income Tax Act, 1961; in case of HRA, if annual rent paid by the employee is equal to or
exceeds Rs 20,0000 (Rs.16,666 per month), it is mandatory for the employee to provide PAN of
the landlord to the employer. In case the landlord does not have the PAN, a declaration to this
effect from the landlord along with the name and address of the landlord should be provided
to Accenture.

 Please note that Rent receipts must be provided till LWD of employee and HRA exemption will
not be given based on any declarations. For that matter, no tax exemption will be extended for
any tax benefit based on declarations.

2b R539 Proofs (Salary Reimbursement)

After receiving “Exit Formalities Mailer - Checklist – Finance” from Finance, if employee has any
R539 claims, the same must be submitted along with Reimbursement Declaration Page and it
should reach Finance at the above Address (as mentioned in Point 1) three days before Last
Working Day.

Note – Please do not drop any proofs in Drop Box post receipt of this communication from
Finance.

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Exit Formalities Mailer - Checklist – Finance 20 June, 2012

3. Time and Expenses (T&E)

T&E is one of the important activities for all Accenture employees. Ignorance of this activity will directly
impact employees‟ Financials. All you need to do is-

 Check any missing time report at below link and submit any pending Time Reports in MyT&E too l

https://smartpay.allsectech.com/accenturelogin/ -> Utilities -> Fin exit approval

 Time report(s), if any, is/ are not submitted will be considered as “Leave without Pay” i.e. the salary for
that particular period will not be paid. Note – Finance checklist will be on hold and you will not be
issued Resignation Acceptance Letter. Because of this, your F&F runs into negative, even Relieving
Letter will not be issued till the recovery amount is settled by you.

 Pending claims (non-payroll), if any, should be claimed before your LWD via “myTE” tool and the proofs
should be submitted to Finance before 7 days from the LWD along with the form duly approved by
Authorized Supervisor at the above address (as mentioned in Point 1). Please ensure proofs are
appropriate as the insufficient proofs may not be paid.

 Please do not enter time report after your last working date by modifying work schedule in myTE tool.
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For example, if your last working day is April 20, then while submitting TR for April 30 time period, the
following steps to be followed

 Launch myTE tool (https://myte.accenture.com/)

 In the April 30 Time screen, click on Work Schedule
 Click on Create Tab against „Custom work schedule for this period only‟
 Remove the standard working hours charged on after April 20, 2013 (here from April 21 to April 30)
 Click on Save
 Enter Time and Expenses (if any) for days that you were active
 Submit the Time Report.

4. Car Lease (applicable to eligible employees only)

This is one of the most important processes to be noted by you (if you have a car lease) as this will have
financial and legal impacts. To make this process smooth, all you need to is-

 Please raise a request on https://myrequests.accenture.com portal for the outstanding amount.

 You will receive a softcopy of the outstanding statement (payable to Leasing Company & Accenture)
within a week‟s time.

 Kindly obtain Demand Draft(s) in favor of Accenture Services Private Limited and/or the leasing
company & the same must reach Finance three day before your LWD at the above Address (as
mentioned in Point 1).

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Exit Formalities Mailer - Checklist – Finance 20 June, 2012

 On receiving a confirmation regarding the car foreclosure, finance checklist would be accordingly
approved. Note - Finance checklist will be on hold if we have not received DD as per above timelines and
this matter will be referred to HR. And, no relieving documents will be issued.

 Without settling Car Lease arrangement, possession / driving of the car will have a legal impact as the
Car is in the name of Accenture.

5. Sodexho Coupons

Employees who have opted for Sodexho must collect the coupons as per the schedule in case if they
receive mail from Finance that they are eligible for collecting coupons.

6. Full & Final settlement (F&F)

This is the last process of your exit; post this process, final settlement amount will be transferred to your
latest designated Salary Account.

6a. General

 Full and Final settlement is the process that settles your final financials with Accenture. Therefore, it is
equally your responsibility to check the calculations and get back to us if you find discrepancies, if any, in
the calculations within 15 days of your settlement. Note – Finance will not be able to work on any
escalations received after 15 days.

 After receipt of Relieving Acceptance Letter from Atlas (AST) team, the F&F settlement will be initiated.

 RAL is issued by AST team only after closure of all the checklist in AST.

 The F&F is completed within 21 calendar days from the date of receipt of RAL.

 The F&F statement along with Tax Computation Sheet will be mailed to your personal email id, if you have
updated in AST. Note – Personal email ID is mandatory as it is the mode of communication between
Finance and you.

 The final settlement amount will be credited to your designated salary account with Accenture. Note –All
settlement disbursements are transferred via Wire Transfer. Please ensure keeping the salary account active
till you receive F&F amount.

 Please ensure submitting your Permanent Account Number (PAN) in Allsec tool if have not yet submitted as
PAN is mandatory requirement of Income Tax Act. If you fail to provide PAN, Section 206AA will be applied
where higher tax as per provisions will be deducted and the Tax credit will not be given to you though
Taxes, if any, have been recovered from your salary. This may lead to notice from Income Tax Department.

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Exit Formalities Mailer - Checklist – Finance 20 June, 2012

6b. F&F Components

Depending on your eligibility, the following components would be considered while computing the
final settlement amount -

 Salary due
 Leave encashment up to vacation balance of 270 hours for IDC & BPO and 240 hours for EWF
(ICF) & IDB. Note – Leave Encashment can be paid as tax free up to the limits prescribed by the
Income Tax Act, 1961 provided you submit declaration form as attached above.
 Salary reimbursements (R539)
 Unclaimed salary reimbursements (R539) as an Ex-gratia
 Any amount payable/recoverable as per HR input (Note 1)
 Pending myTE expense claims

Note:
 Any specific amount payable / recoverable should be updated by the HR on the AST

 In case of short notice period– please ensure your HR put right comments in the AST. They
are aware of the appropriate comments.

7. Gratuity

Gratuity is a retiral benefit as per the Gratuity Act, 1972. As per provisions of the Act, employees completing
4 years and 240 days continuous service in India are eligible for gratuity payment; GCP periods is considered
for this purpose and reverse GCP is not considered. The gratuity is calculated on the Last Drawn Basic
Salary @ 15 ÷ 26 for every completed year of service. The maximum limit of Gratuity is INR 10 lacs. There
are other terms and conditions which will be shared by Gratuity Team to all the eligible employees. Gratuity
is paid via wire transfer to your designated salary account within 30 days from the Last Working Day. A
covering letter containing the calculation would be couriered to the address mentioned on Allsec finance
exit approval link. Note – Gratuity can be paid as tax free up to the limits prescribed by the Income Tax Act,
1961 provided you submit declaration form as attached .

8. Form-16

Please note the form-16 for the period 2013-14 would be generated after closure of financial year and will
be mailed to your personal email ID during subsequent financial year. Please do not delete the email
received from Finance. We will not be able to send duplicate mailer. For duplicate mailer, you need to
submit Indemnity on stamp paper.

For the current year income / tax details, Tax computation sheet will be mailed to you after the completion
of Full and Final settlement which can be used to submit it to your new employer while declaring previous
employer income details for the purpose of calculating annual tax.

Note – It is advised that it is always right to provide previous employer details in the new employment to
calculate annual taxes to avoid penalties, if any.

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Exit Formalities Mailer - Checklist – Finance 20 June, 2012

Note – It is advised that it is always right to provide previous employer details in the new employment to
calculate annual taxes to avoid penalties, if any.

9. Provident Fund

9a. Withdrawal

You can withdraw your PF after leaving the company - After two months of resignation. In case no
of employment. PF withdrawals forms would be sent along with the relieving letters by the Atlas
team after the settlement is completed. Duly filled PF withdrawal application can be
couriered/submitted to the below mentioned address only after 60 days from the LWD as
mentioned in the relieving letter.

Accenture Services Private Limited As per the provisions of PF Act, the employees whose
India Finance Center-Bay 49 (PF Forms), service is less than 6 months will not be paid the Pension
Accenture Services Pvt. Ltd, Fund amount. However this provision will not apply for
Plant 3, Godrej & Boyce complex, PF Transfer. Note – While withdrawing PF, it is wholly and
Pirojshanagar, LBS Marg, solely your responsibility to adheres to Rules and
Vikhroli (West) Regulations of Provident Fund Scheme
Mumbai - 400 079

9b. Transfer

If you are joining other organization, you can transfer your PF from Accenture to your new
organization. Your new employer will provide to requisite Forms for transferring the PF. to be
filled. Please get in touch with him.

9c. General

 If the PF amount with Accenture‟s PF Office is not withdrawn or is not transferred within 3 years,
the balance in your PF account will not earn any interest.

 Please note that Employees‟ PF is maintained by Regional Provident Fund Commissioner (Govt
of India) and we will not be having any control on their SLAs. Company‟s responsibility will be
of submitting the form to RPFC.

10. Amex (American Express) Credit Card

Outstanding amount, if any, on the card should be cleared before your LWD at Accenture. After clearing the
dues, cancel/hotlist the card by sending an email mail to manjunath.shetty@accenture.com, Note - If you do
not settle the Credit Card, the outstanding amount, if any, will be recovered from your F&F. If the F&F amount
is not sufficient to recover the dues, the F&F will be on hold and there is an i mpact on your relieving letter.

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Exit Formalities Mailer - Checklist – Finance 20 June, 2012

11. Payroll Tools Access

All pa yr oll to ol s ge t blo ck ed on yo ur las t wo rki ng . Th er ef or e, it is su ggest ed to ta ke

pr in t of al l yo ur rel ev ant do cu me nt s

We wish you all the Best….Payroll Team

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