FFS Guidelines

FULL & FINAL SETTLEMENT PROCESS – GUIDELINES 29 August 2012

As part of the full and final settlement process, please adhere to the below guidelines:

Scope: All offshore full and final settlement. This does not cover the scope of onsite full and final settlement

Pre separation initiated by reporting manager. Reporting manager should select proper separation reason code, rehire flag, last working day in People soft.

Employee’s to ensure that inputs provided by reporting manager should be correct in No Dues Clearance. Especially please ensure correct inputs on the following fields:

Last working day. Incentive amount and Incentive Rating/Allowances or any one time payout to

be paid as part of full and final settlement for previous month & last month of working.

Notice period recovery or waiver. Seven days before employee’s last working day, No due clearance will be initiated

automatically in SSP Tool and trigger sent to all respective stakeholders for no due clearance.

Employee’s to follow up with respective department’s to close their No due clearance on or before last working day.

Employee’s to go through each respective department’s no due clearance and provide the signoff in SSP Tool. On last working day employee should update their personal email id, contact number, full communication address with pin code in SSP Tool.

In case employee’s do not complete their No due clearance from respective department’s on last working day their relieving letter and full and final settlement will be kept on hold.

Employee’s full and final settlement will be processed within 45 days from their last working day provided they have closed all departments’ no due clearance.

Employee’s full and final settlement amount will be credited to their salary account only.

Letters:o Relieving letter is given only if no due clearance is completed by all stake

holders in SSP tool & sign off is completed by employee on last working day. Relieving letter will be given only if there is no recovery due. Relieving letter will be sent to employee’s personal email id through SSP tool, as provided by employee during No Due sign off. Relieving letter will be issued within 3working days from the last working day.

o For Invol-BV Failure cases, only revocation letter of appointment are issued and no relieving and service letters are issued.

o For Invol-Viol of Policy/Property cases no relieving letter will be issued, only service letter will be issued once the Full & Final settlement is completed.

o Full and Final settlement working file and service letter will be issued once the full and final settlement is completed. (the reason for leaving is not AWOI)It will be sent to employee’s personal email id through SSP tool, as provided by employee during No Due sign off.

o In case of a recovery, the hard copy of recovery letter and full and final settlement workings will be sent to the employee’s mailing address, as provided by employee during No Due sign off.

FnF Guidelines Mphasis Ltd an HP Company


o For AWOI cases once employee pay the recovery amount, employee will get only AWOI Service letters.

Admin:o Employee’s are requested to hand over ID Card and Access Card, Drawer

Keys, Data Card to the Admin SPOC Only, one day before employee’s the last working day.(Admin SPOC list attached) If not handed over or if handed over to the security/anyone else an amount of Rs 425 (for ID and access card) and Rs 50 (for drawer keys) will be recovered in the full and final settlement.

System Support:

o Employee’s are requested to hand over/surrender the Laptop or Desktop, HP Manual, OATH token / Active Key / RSA Token to the respective location SPOC one day before employee’s last working day. (System Support SPOC list attached) If not handed over /surrendered, the due amount will be recovered in the full and final settlement.

o IDMS (http://idms.corp.mphasis.com) release request to be raised by the user to release the asset (desktop/laptop) allotted to him/her.

o Un-install all licensed software(s) from desktop/laptop.o Laptop has to be released to the Workplace Team

Reporting Manager:o Employee’s have to ensure that inputs provided by reporting manager should

be correct in the No Dues Clearance. Especially please ensure on the following fields;

Last working day. Incentive amount and Incentive Rating/Allowances or any one time payout to

be paid as part of full and final settlement. Notice period recovery or waiver.

Payroll:o Employee’s are requested to hand over/ submit their proof of investment

(hard copy) 7days in advance to Payroll Department. (Proofs submitted at later date will not be considered)

o Employees at Bangalore, ORR location may drop their POI envelope at Resigned Employee’s Proof of Investment drop box placed near security, B-Wing, 1st Floor, Bagmane World Technology Center, K R Puram, Marathahalli Ring Road, Mahadevapura, Bangalore 560048.

o Employee’s at other locations, should courier the POI to PAYROLL ( F&F - POI ), MphasiS an HP company, B-Wing, 1st Floor, Bagmane World Technology



Center, K.R.Puram, Marathalli Ring Road, Mahadevapura, Bangalore 560 048. India.

o Find attached forms that need to be used while submitting POI’s. POI’s will not be considered if it is not submitted in the required format.

o Employee’s have to keep their salary bank account active till 60days from last working day.

o No Objection Certificate: Employee’s who have availed loan from Citi/SBI/HDFC Bank that is deducted from your salary account, you to produce a ‘No Objection Certificate’ from respective bank.(Citi/SBI/HDFC) Please note that bank requires minimum one week to issue this certificate. Hence, initiate your request in advance the bank.

o From 16 will be emailed to employees personal email id provided by you at the time of sign off on SSP Tool.

Finance:o Employee’s to ensure that all pending I expenses raised in the Oracle system

are cleared before the last working day, employees can check with Finance reimbursement team for any queries or clarification. Full and final settlement will not take care of I expense claim reimbursement.

Fixed Assets:o If the employee has availed the benefit of the car policy, the clearance will

have to be given by the Fixed Assets (FA) team. The employee has to find the amount outstanding from the FA team and either (a) pay the amount either through DD or Bank transfer to the FA team OR (b) pay the amount to the Payroll department after adjustment of the amount due to him.

o If opting for the first option, he will be able to take the car transfer documents from the FA team once the money gets credited to the account of the company.

o If opting for the 2nd option, the employee will get the documents once the valid evidence of settlement with the payroll department has been provided.

Provident Fund:o Application for withdrawal of PF can be submitted after 60 days from the last

working day. o For PF form and withdrawal procedure please write to Hr helpdesk.o The PF amount will be credited to the bank account within 90days from the

date of submission of the complete forms to the PF office. For any queries, please contact the PF office. Address attached as per entity.

o You can transfer your PF account. However, this should be initiated by the organization which you will join, by filling form 13.

o Please write your employee number on the form and also mention your contact detail (contact number & email ID) on the form, so that any sort of intimations can be sent.



o Currently there is a restriction from the PF office for submitting the applications by the employer. According to the current scenario the submission will take approximately 3-4 months, however you have an option of self submission and for this you can contact HR Helpdesk for further assistance.

o Address for correspondence:Provident Fund Team,MphasiS an HP Company,Bagmane World Technology center WTC 3, 1st Floor B Block, Outer Ring road, Mahadevapura, Doddanekundi Village, Bangalore - 560048Contact Number: Toll free 1800 200 3273/Charge number 080 3046 3273

Gratuity:o If you have completed continuous service of 4.8 years in the organization your

gratuity will be automatically processed and the gratuity amount will be transferred to your bank account by direct deport with in 45 days from Last working date. Please ensure your bank account no is updated in PeopleSoft . For support https://pshrms.corp.mphasis.com/psp/PTL91PR/?cmd=login&languageCd=ENG&) or call toll free 1800 200 3273 / Charge number 080 3046 3273 (India) I888-262-0687 (USA) I800-032-2836 (UK) I 1800-268-746 (Australia)

o After 60 working days from your last working day settlement amount will be transferred to your salary bank account.

Superannuation:o If you are eligible for the same, please fill and send the attached form along

with a cancelled cheque of the account mentioned in the form to https://pshrms.corp.mphasis.com/psp/PTL91PR/?cmd=login&languageCd=ENG&) or call toll free 1800 200 3273 / Charge number 080 3046 3273 (India) I888-262-0687 (USA) I800-032-2836 (UK) I 1800-268-746 (Australia). This form should be submitted on your last working day. Once it is processed, vendor will send a cheque to the address mentioned in the form within 30 working days from the date of submission.


https://pshrms.corp.mphasis.com/psp/PTL91PR/?cmd=login&languageCd=ENG&




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