Employee Handbook

India
Table of Contents
I. Introduction ............................................................................................................... 9
I.A About Capgemini FS GBU ................................................................................................ 9
History ............................................................................................................................... 9
I.B About This Handbook ..................................................................................................... 10

II. India – Workplace Policies ......................................................................................12

II.A Conducting When Obtaining Business ........................................................................... 12
Overview ......................................................................................................................... 12
Scope .............................................................................................................................. 12
Business Gifts and Entertainment .................................................................................. 12
Employees are expected to understand ......................................................................... 12
Employee should avoid................................................................................................... 12
Political Contribution ....................................................................................................... 12
Violation and Redressal Mechanism .............................................................................. 13
II.B Confidentiality of Information .......................................................................................... 13
Overview ......................................................................................................................... 13
Scope .............................................................................................................................. 13
Policy Statement ............................................................................................................. 13
Violation and Redressal Mechanism .............................................................................. 14
II.C Conflict of Interest and Business Ethics ......................................................................... 14
Overview ......................................................................................................................... 14
Scope .............................................................................................................................. 14
Policy Statement ............................................................................................................. 14
Outside Employment ...................................................................................................... 14
Conduct when Obtaining Business ................................................................................. 15
Confidential Information .................................................................................................. 15
Borrowings ...................................................................................................................... 15
Selling ............................................................................................................................. 15
Violation .......................................................................................................................... 15
Redressal Mechanism .................................................................................................... 15
II.D Diversity Policy ............................................................................................................... 16
Overview ......................................................................................................................... 16
Scope .............................................................................................................................. 16
Policy Statement ............................................................................................................. 16
Employee Handbook, India, July 2012 1
 Diversity at work also makes good business sense and enables us to: ........................ 16
What Diversity means in Practice ................................................................................... 16
Working Environment: .................................................................................................... 17
Discrimination ................................................................................................................. 17
Harassment/Bullying ....................................................................................................... 17
Reasonable Adjustment.................................................................................................. 18
HIV/AIDS......................................................................................................................... 18
Violation Redressal Mechanism ..................................................................................... 18
Retaliation ....................................................................................................................... 19
II.E Dress Code Policy .......................................................................................................... 19
Overview ......................................................................................................................... 19
Scope .............................................................................................................................. 19
Violation and Redressal Mechanism .............................................................................. 21
II.F Drug and Alcohol-free Work Place Policy....................................................................... 21
Overview ......................................................................................................................... 21
Scope .............................................................................................................................. 21
Policy Statement ............................................................................................................. 21
Violation and Redressal Mechanism .............................................................................. 21
II.G Inside Trading Policy ...................................................................................................... 22
Overview ......................................................................................................................... 22
Scope .............................................................................................................................. 22
Policy Statement ............................................................................................................. 22
Violation Redressal Mechanism ..................................................................................... 22
II.H Ethical Charter ................................................................................................................ 23
Overview ......................................................................................................................... 23
Scope .............................................................................................................................. 23
Policy Statement ............................................................................................................. 23
Violation Redressal Mechanism ..................................................................................... 23
II.I Equal Employment Opportunity ...................................................................................... 23
II.J Personnel Information Security....................................................................................... 24
Overview ......................................................................................................................... 24
Scope .............................................................................................................................. 24
Policy Statement ............................................................................................................. 24
Violation Redressal Mechanism ..................................................................................... 25
II.K Prevention of Sexual Harassment .................................................................................. 25

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 Overview ......................................................................................................................... 25
Scope .............................................................................................................................. 25
Policy Statement ............................................................................................................. 25
Violation .......................................................................................................................... 26
Redressal Authority ........................................................................................................ 26
II.L Violence at Workplace Policy ......................................................................................... 26
Overview ......................................................................................................................... 26
Scope .............................................................................................................................. 27
Policy Statement ............................................................................................................. 27
Violation and Redressal Mechanism .............................................................................. 27
II.M Disciplinary Process ....................................................................................................... 27
Overview & Objective ..................................................................................................... 27
Scope .............................................................................................................................. 27
Disciplinary Process ....................................................................................................... 27
Process ........................................................................................................................... 28
Other Sanctions .............................................................................................................. 29
II.N Missing Time Policy ........................................................................................................ 29
Objective ......................................................................................................................... 29
Scope .............................................................................................................................. 29
Features .......................................................................................................................... 29
Exceptions ...................................................................................................................... 29
Policy Details .................................................................................................................. 30

III. India – Relocation Policy .........................................................................................31

III.A Deputation and Domestic Transfer Policy ...................................................................... 31
Type of Transfer ............................................................................................................. 31
Applicability of Policies ................................................................................................... 31
Temporary Duty .............................................................................................................. 31
Short Term Transfer ....................................................................................................... 31
Long Term Transfer ........................................................................................................ 32
III.B Relocation Policy — Locations Outside India ................................................................. 34
III.C Winter Clothing Reimbursement ..................................................................................... 34

IV. Benefits .....................................................................................................................36

IV.A Group Personal Accident Policy ..................................................................................... 36
General Information ........................................................................................................ 36

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 Covered Medical Expenses ............................................................................................ 36
Sum Insured.................................................................................................................... 36
Sub Limits ....................................................................................................................... 36
Benefits Available under Wider Cover ............................................................................ 36
Benefits Available under Comprehensive Cover ............................................................ 37
General Policy Exclusions .............................................................................................. 38
Conditions of Membership .............................................................................................. 38
IV.B Hospitalization Insurance (Mediclaim) ............................................................................ 38
General Information ........................................................................................................ 39
Coverage Extended ........................................................................................................ 39
24 Hours Hospitalization ................................................................................................. 39
Pre and Post Hospitalization Clause .............................................................................. 40
Pre-Existing Condition Benefit ........................................................................................ 40
Maternity Benefit ............................................................................................................. 40
Infertility Treatment Benefit ............................................................................................. 40
Ayurvedic Treatment Benefit .......................................................................................... 40
Ambulance charges Benefit ............................................................................................ 40
Infant Insurance .............................................................................................................. 40
Room Rent ...................................................................................................................... 40
Policy Exclusions ............................................................................................................ 41
Cashless Transaction ..................................................................................................... 41
Insurance Company and Third Party Administrator (TPA) ............................................. 42
Conditions of Membership .............................................................................................. 42
Claims ............................................................................................................................. 42
Exclusions ....................................................................................................................... 42
Queries ........................................................................................................................... 42
Process ........................................................................................................................... 43
IV.C Group Term Life Policy ................................................................................................... 44
General Information ........................................................................................................ 44
Coverage Extended ........................................................................................................ 44
Condition of Coverage .................................................................................................... 44
Exceptions under the Policy ........................................................................................... 45
Process ........................................................................................................................... 45
IV.D Dependent Parent Mediclaim Policy ............................................................................... 45
General Information ........................................................................................................ 45

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 24 Hours Hospitalization ................................................................................................. 45
Hospital/Nursing Home ................................................................................................... 45
Pre and Post Hospitalization Cover ................................................................................ 46
Pre-existing Conditions ................................................................................................... 46
Coverage Commencement ............................................................................................. 46
Age Limit ......................................................................................................................... 46
Cashless Benefit ............................................................................................................. 46
Insurance Company and Third Party Administrator (TPA) ............................................. 46
Premium Rate Card ........................................................................................................ 46
Enrolment Process ......................................................................................................... 47
Enrolment Dates ............................................................................................................. 47
Premium Payment for Employees .................................................................................. 47
General Policy Exclusions .............................................................................................. 47
IV.E Leave Policy ................................................................................................................... 48
Types of Leaves ............................................................................................................. 48
Leave without Pay .......................................................................................................... 50
Unutilized Leave ............................................................................................................. 50
Extension of Leave ......................................................................................................... 51
Leave during notice period ............................................................................................. 51
Leave Encashment ......................................................................................................... 51
Transferees ..................................................................................................................... 51
Responsibility of the Employee....................................................................................... 52
Responsibility of the Supervisor ..................................................................................... 52
Additional Leave Details ................................................................................................. 52
IV.F Shift Policy ...................................................................................................................... 52
Overview ......................................................................................................................... 52
Eligibility .......................................................................................................................... 52
Transportation ................................................................................................................. 53
Cafeteria ......................................................................................................................... 53
Dormitory Facilities ......................................................................................................... 53
Security ........................................................................................................................... 53
Responsibility of the Supervisor / Project Manager ........................................................ 54
Responsibility of the Employee....................................................................................... 54
Compensation ................................................................................................................. 55
Designation Software Associates and above and Contractors in similar positions: ....... 55

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 Calculations .................................................................................................................... 55
Tax 55
IV.G Interest Subsidy / Processing Fees Policy ..................................................................... 55
Eligibility .......................................................................................................................... 55
Interest Subsidy .............................................................................................................. 55
Interest Subsidy Claim Process ...................................................................................... 56
Processing Fee ............................................................................................................... 56
IV.H Out of Hours Policy ......................................................................................................... 57
Introduction ..................................................................................................................... 57
Scope .............................................................................................................................. 57
Types of Allowances ....................................................................................................... 57
On-call............................................................................................................................. 57
Qualification .................................................................................................................... 58
Calculation ...................................................................................................................... 58
Public Holidays ............................................................................................................... 58
Transport Arrangements ................................................................................................. 58
Authorization of Allowances............................................................................................ 58
Mode of Payment ............................................................................................................ 58
IV.I Picnic Policy .................................................................................................................... 58
Procedure ....................................................................................................................... 59
Process ........................................................................................................................... 59
Time Line ........................................................................................................................ 59
Attendance ...................................................................................................................... 59
General ........................................................................................................................... 59

V. Recruitment ..............................................................................................................60
V.A Employee Referral Policy ............................................................................................... 60
RECRUIT – REFER – Earn a REWARD ........................................................................ 60
Intent of the Program ...................................................................................................... 60
Scope of the Program ..................................................................................................... 60
Referral Process Overview ............................................................................................. 60
Participant Eligibility ........................................................................................................ 60
Cash Awards – Based on Level of Hire .......................................................................... 61
V.B Relocation Policy - New Hires ........................................................................................ 62
Objective ......................................................................................................................... 62
Applicability ..................................................................................................................... 62
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 Eligibility .......................................................................................................................... 62
Entitlements .................................................................................................................... 62
Payment Procedure ........................................................................................................ 63
Recovery of Relocation Expenses .................................................................................. 64
Ownership of the Policy .................................................................................................. 64
Effective Date ................................................................................................................. 64
Categorization of Expenses ............................................................................................ 64
Business Rules ............................................................................................................... 65

VI. Other Policies ...........................................................................................................66

VI.A Certification Fee Reimbursement Policy ........................................................................ 66
Intent ............................................................................................................................... 66
Purpose........................................................................................................................... 66
Scope .............................................................................................................................. 66
The Process .................................................................................................................... 66
Eligibility for Reimbursements ........................................................................................ 66
Process for Reimbursements ......................................................................................... 67
VI.B Resignation Policy .......................................................................................................... 68
Overview ......................................................................................................................... 68
Resignation Process ....................................................................................................... 69
Notice Period .................................................................................................................. 69
Leaves during Notice Period........................................................................................... 69
Last Working Date .......................................................................................................... 69

VII. Finance Policy ..........................................................................................................70

VII.A Capgemini FS GBU Travel and Expense Policy ............................................................ 70
Introduction ..................................................................................................................... 70
Non Compliance ............................................................................................................. 70
Policy .............................................................................................................................. 70
Guidelines ....................................................................................................................... 71
Exceptions ...................................................................................................................... 72
Review Procedures ......................................................................................................... 72
What constitutes a claimable business travel ................................................................. 73
Steps to submit an Expense Report via the Expense Application.................................. 73
Approval Matrix ............................................................................................................... 74
Travel Expenses ............................................................................................................. 74

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 Employees Traveling Together ....................................................................................... 75
Mode of Travel (Domestic) ............................................................................................. 75
Air Travel......................................................................................................................... 76
Accommodation .............................................................................................................. 80
Meals .............................................................................................................................. 81
Telephone Expenses ...................................................................................................... 82
Entertainment Expenses ................................................................................................. 84
Other Policies ................................................................................................................. 85
Non Reimbursable Expenses/ Other Exclusions ............................................................ 85
Annexure......................................................................................................................... 86

VIII. Global Facilities Policies .........................................................................................92

VIII.A Housing Advance Policy ................................................................................................. 92
Objective ......................................................................................................................... 92
Policy Usage ................................................................................................................... 92
Scope .............................................................................................................................. 92
Policy Details .................................................................................................................. 92
Process ........................................................................................................................... 92
Role and Responsibility of GFM ..................................................................................... 93
VIII.B Cafeteria Policy ............................................................................................................... 93

IX. FS GBU Information Security Policies, Procedures and Templates .....................94

X. FS GBU IT Policies and Procedures .......................................................................95

XI. Contact Details .........................................................................................................96

XII. Amendment Log .......................................................................................................98

XIII. Approvals .................................................................................................................99

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I. Introduction

I.A About Capgemini FS GBU

Capgemini FS GBU is a global IT consulting company which helps financial services firms transform
their business today to meet the challenges of tomorrow. We help our clients meet industry
challenges, streamline operations and remain competitive by making their core business systems
more efficient and effective.
Balancing deep industry and business process expertise, a single global culture and strong
governance, Capgemini FS GBU mobilizes highly talented global resources to collaborate seamlessly
across the world. We put together the right people, skills and technologies to help clients transform
their enterprises.
Capgemini FS GBU focuses on strategic solutions in the banking, securities and insurance industries
and provides consulting, development, testing and maintenance services.
Our seven values are:
■ Honesty
■ Boldness
■ Trust
■ Freedom
■ Team Spirit
■ Modesty
■ Fun

History
Our 40 years of History

1967 SoGETI founded by Serge Kampf in Grenoble, France on October 1. ‘60s

1973 Sogeti, Gemini Computer Systems and CAP merged as Cap Gemini Sogeti. ‘70s
1975 First Annual Report published.
1985 Cap Gemini Sogeti listed on the Paris stock exchange. ‘80s\\
1989 Opening of the Group University in France (Béhoust)
1991 Creation of Gemini Consulting resulting from the merger of five ‘90s
management consulting firms.
1993 First transformation of the Group‘s organization, sales approach, methods
and culture, called ―Genesis.‖
1996 The Group reorganized its shareholding and management structure and
adopts a new name and a new logo: Cap Gemini.

Opening of a flagship office in Singapore, marking the first steps into Asia.
2000 Acquisition and merger with Ernst & Young to form Cap Gemini Ernst & ‘00s
Young.

Employee Handbook, India, July 2012 9

2002 Sogeti name revived in some countries and expanded to others for local
professional services.

The Board of Directors name Paul Hermelin CEO.

The second major transformation of the Group‘s organization and a move to

a simpler model built around CS, TS, OS and LPS.

Opening of a new international training and conference center in France at

Les Fontaines.
2004 Name and logo changed to Capgemini coinciding with global ad campaign
to position ―The Collaborative Business Experience.‖
2007 Capgemini acquires Kanbay and Indigo (Financial Services), expanding its
offshore capabilities in India

I.B About This Handbook

This Employee Handbook (the "Handbook") has been prepared to inform you of Capgemini FS GBU's
history, philosophy, employment practices, and policies, as well as the benefits provided to you as a
valued Employee. It is a summary document and is not intended to be all-inclusive. We anticipate that
this Handbook will provide you with general information concerning your employment at Capgemini
FS GBU. This Handbook is not a contract, and should not be viewed as such.
We urge you to consult this Handbook whenever you have a question. The Handbook and other
information can be accessed through KM 20, Capgemini FS GBU‘s intranet, at
http://km20.capgemini.com/book/312103. If you need further clarification on any topic please contact
your manager, and if necessary a representative of People Process.
AS CAPGEMINI FS GBU CONSIDERS IT APPROPRIATE, CHANGES OR EXCEPTIONS MAY BE
MADE TO THE PROVISIONS OF THIS HANDBOOK, AT ANY TIME, WITH OR WITHOUT PRIOR
NOTICE. THEREFORE, PLEASE REFERENCE KM 20 FOR THE MOST UP-TO-DATE VERSION
OF THE HANDBOOK ANY TIME YOU HAVE A QUESTION CONCERNING CAPGEMINI FS GBU
POLICY. IT IS TO BE EXPECTED THAT THERE WILL BE VARIATIONS IN THE INTERPRETATION
AND APPLICATION OF THESE PROVISIONS BY MANAGEMENT IN INDIVIDUAL
CIRCUMSTANCES. CAPGEMINI FS GBU REMAINS THE FINAL AUTHORITY AS TO THE
PROPER INTERPRETATION AND APPLICATION OF THE PROVISIONS OF THIS HANDBOOK.
DEVIATIONS FROM ITS PROVISIONS BY MANAGEMENT PERSONNEL MAY BE AUTHORIZED,
OR SUBSEQUENTLY RATIFIED, BY CAPGEMINI FS GBU AS IT DEEMS APPROPRIATE.
THIS HANDBOOK IS NOT INTENDED TO, NOR DOES IT, CONSTITUTE A CONTRACT OF
EMPLOYMENT OR A PROMISE OR GUARANTEE OF BENEFITS OR POLICIES STATED IN IT.
CAPGEMINI FS GBU, AT ITS OPTION, MAY ADD, CHANGE, DELETE, SUSPEND OR
DISCONTINUE ANY PART OR PARTS IN THIS HANDBOOK AT ANY TIME WITHOUT PRIOR
NOTICE AS BUSINESS, EMPLOYMENT LEGISLATION, AND ECONOMIC CONDITIONS DICTATE.
NOT ALL REVISIONS WILL BE COMMUNICATED TO ALL EMPLOYEES VIA MEMO; HOWEVER,
CHANGES WILL BE POSTED ON KM 20. NO STATEMENT OR PROMISE BY MANAGEMENT OR
ANY OTHER REPRESENTATIVE OF CAPGEMINI FS GBU, PAST OR PRESENT, MAY BE
INTERPRETED AS A CHANGE IN POLICY, NOR WILL IT CONSTITUTE AN AGREEMENT WITH
AN EMPLOYEE.
This Handbook replaces and supersedes any and all other Capgemini FS GBU Employee
Handbooks, as well as all other Capgemini FS GBU policies, rules and provisions in conflict with this
Handbook, whether written or oral. However, Capgemini FS GBU recognizes that internal Capgemini
Employee Handbook, India, July 2012 10
FS GBU business units may periodically publish rules and guidelines regarding the use of internal
equipment and service offerings, to name a few examples. These rules and guidelines are intended
to provide supplemental information to all Capgemini FS GBU Employees. Capgemini FS GBU will
enforce all business unit rules and guidelines to the extent that they are not inconsistent with the
policies stated in this Handbook or applicable law. No rule or guideline published by an internal
business unit shall amend, supersede, or replace any of the policies stated herein. Capgemini FS
GBU reserves the right to interpret, reinterpret, modify, amend, or terminate the application of any
business unit rule in conflict with the policies stated in this Handbook or any policies in conflict with
applicable law.

Employee Handbook, India, July 2012 11

II. India – Workplace Policies

II.A Conducting When Obtaining Business

Overview
This policy aims to set certain standards of behavior for all employees of Capgemini, to be strictly
followed while obtaining business or dealing with new clients, suppliers or Capgemini business
partners.

Scope
This policy applies to all full-time, part-time and temporary employees of Capgemini.

Business Gifts and Entertainment

■ All employees of Capgemini are forbidden to accept any commission from third parties
■ Any payment of commission to third parties is prohibited
■ Capgemini employees may give and receive appropriate, lawful business gifts in connection with
their work to clients, suppliers, business partners. Gifts should be of nominal value
■ Any commissions paid or other payments made, or favorable terms conceded, or other
advantages given by any employee in the conduct of the business shall be in accordance with the
company‘s policies in such matters as notified from time to time and shall be promptly recorded in
writing

Employees are expected to understand

■ When deciding the gift, consider how the gift might look to an outsider
■ When gift is more than nominal value, proper authorization to be taken
■ While receiving gift of more than nominal value, inform your reporting manager
■ Gifts such as pens, mugs, calendar and wine bottle are acceptable

Employee should avoid

■ Giving and/or receiving gifts that violate Capgemini policy
■ Giving and/or receiving money/cheque/shares/options
■ Giving and/or receiving gifts that influence business judgment
■ Giving and/or receiving entertainment ticketing/sports events
■ Being insensitive to personal and cultural beliefs while giving gifts

Political Contribution
■ Financing to political parties is strictly prohibited
■ Confidentiality to be maintained with respect to any financial information
■ Strict confidentiality to be maintained for sharing any financial information
■ Buying and/or selling of company shares before the publication of results

Employee Handbook, India, July 2012 12

Violation and Redressal Mechanism
Questions regarding the compliance to the stated policy should be directed to your People Partner.
Employees are encouraged to report violation or any issues that are related to the policy with the
respective BU/Practice head or with the People Partner. There would be a formal disciplinary process
for employees who violate Capgemini policy and procedures. Action taken would include, but not
limited to:
■ Verbal or written reprimand
■ Referral to appropriate counseling
■ Withholding of a promotion based on behavioral issues
■ Termination of employment

II.B Confidentiality of Information

Overview
Business information relating to its clients, subsidiaries and affiliates must be kept secure, must be
used solely as authorized by the company and must not be used for personal interests nor given to
unauthorized persons inside or outside Capgemini. Information related to the operations, planning
and financial status of Capgemini shall be kept confidential.

Scope
This policy applies to all full-time, part-time and temporary employees of Capgemini.

Policy Statement
All employees of Capgemini are responsible for protecting Capgemini confidential information from
unauthorized disclosure
■ In the course of your employment, you may from time to time obtain non-public information that
belongs to Capgemini or to business partners. (clients, suppliers, etc)
■ Non-public information includes, but is not limited to, any personal information or confidential
information provided by Capgemini business partners, as well as information about Capgemini
clients, executives, finances, product development, marketing strategy, sales prices, non
published financial results and changes to shareholders.
■ It is important that all Capgemini employees meet the following standards of confidentiality:
o Maintain confidentiality over client affairs and information provided by the client.
o When working for clients, who compete with each other, ensure that you take the
necessary steps to protect against transfer of knowledge that would be of a
competitive significance.
o Take all necessary security measures to protect the client business data and
Capgemini business data (e.g. keeping paper documents containing such data in
locked facilities, always protecting your laptop with a user name and password that
are to be entered each time when you log-in, not reading documents containing such
data while traveling in mass transit etc.)
o Report any failures to meet Capgemini required standards of confidentiality to your
manager.
o Maintain a clear desk policy.

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 o More generally, you should avoid disclosing information outside Capgemini other
than for the purposes of your employment with Capgemini.
o This duty of confidentiality continues after you cease to be employed by Capgemini.
o When you leave Capgemini, you must return to Capgemini all manuals, ID card,
correspondence, lists of business contacts and clients, notes, memoranda, plans,
drawings and other documents of whatsoever nature in your possession or under
your control, including computer disks and printouts made or compiled by or
delivered to you during your employment, regarding Capgemini and Capgemini
clients‘ business, finances, clients or affairs.
o Examples of confidential Information include: marketing strategies and/or
assessments of the marketplace; related to software or computer programs created
or designed by the employee acts relating to personnel data, health records or
financial forecasts, compensation policies, recruitment details, recommendations or
plans.

Violation and Redressal Mechanism

Questions regarding the compliance to the stated policy should be directed to your People Partner.
Employees are encouraged to report violation or any issues that are related to the policy with the
respective BU/Practice heads or with the People Processes representative.
There would be a formal disciplinary process for employees who violate Capgemini policy and
procedures. Action taken would include, but not limited to:
■ Verbal or written reprimand
■ Referral to appropriate counseling
■ Withholding of a promotion based on behavioral issues
■ Termination of employment
There will be a formal disciplinary process for employees who violate Capgemini policy and
procedures.

II.C Conflict of Interest and Business Ethics

Overview
This policy is designed to prevent "conflict of interest" situations, including situations in which the
Capgemini employees do nothing which conflicts with interests of Capgemini or anything which could
be construed as possibly being in conflict with such interests.

Scope
This policy applies to all full-time, part-time and temporary employees of Capgemini.

Policy Statement
Capgemini believes that credibility, integrity and trustworthiness are critical components of the current
and future success of its business. Capgemini is committed to upholding high ethical standards in all
of its global operations. Each employee owes a duty to Capgemini to act with integrity and good faith.

Outside Employment
I. Significant ownership interest in any client, supplier or competitor
Employee Handbook, India, July 2012 14
 II. Any independent employment relationship, directly or indirectly, with any client, supplier or
competitor
III. Be engaged, concerned or interested directly or indirectly with any other business or occupation
without the prior written consent (which may be refused) of Capgemini that employs you. If you
would like to become a non-executive director of another company, you must also obtain the prior
written consent and approval of CEO. This may not preclude you from holding or acquiring any
other company's shares or other securities which are publicly listed (subject to the limitations set
forth in item (i) above and subject further to compliance with the rules on insider trading) or deal in
any recognized stock.

Conduct when Obtaining Business

I. The receipt or giving of any money, non-nominal gifts or excessive entertainment from any
company or individual with which Capgemini has current or prospective business dealings (for
more information, please consult the rules on business gifts and entertainment).
II. Being in the position of supervising, reviewing or having any influence on the job evaluation, pay
or benefit of any close relative and/or close friend who is an employee of Capgemini.
III. Being in the position of procuring, for Capgemini, products or services from any company or
physical person, with whom you have a personal or family interest

Confidential Information
Using or disclosing any confidential information about Capgemini clients to any person or entity for
personal gain (except to the extent as may be necessary in carrying out your role) and, more
generally, using your position for personal gain.

Borrowings
No employee (or his/ her immediate family) shall make borrowings or receive credit from third parties
on an abnormally favored basis unless approved by their reporting head. Borrowings between
employees are highly discouraged.

Selling
Capgemini does not allow any other form of solicitation of employees by outside/inside people on the
company‘s premises including the sale of raffle tickets etc. without prior approval from the People
Care department. The sale of such items by employees should be done off the Company‘s premises.
The foregoing list is non-exhaustive

Violation
There would be a formal disciplinary process for employees who violate Capgemini policy and
procedures.

Redressal Mechanism
■ You must notify your manager if you have any relationships which could create, or appear to
create, a conflict of interest. The obligation is upon you to raise such a conflict of interest. If you
are unsure as to whether any activity amounts to a conflict, please raise it with your manager in
any event, who will then decide whether it amounts to a conflict. In certain circumstances, the
■ Group may, at its discretion, provide consent for any such activity.

Employee Handbook, India, July 2012 15

■ If a project assignment may compromise your personal beliefs or values, you must discuss this
with your manager in the first instance to establish what options are available
■ If you become involved in or are otherwise made aware of such a conflict of interest, please
contact your People Partner

II.D Diversity Policy

Overview
Capgemini sets a high value on the contribution of its people and recognizes that they should be
valued as individuals. It recognizes that everyone has a different background and that each one of
them can bring fresh ideas and perceptions, making the workplace more sensitive and efficient.
Diversity enables the company to reflect today‘s multi-cultural society and the changing social and
economic patterns in the workforce.

Scope
This policy applies to all full-time, part-time and temporary employees of Capgemini.

Policy Statement
It is Capgemini policy and practice to provide and promote equal employment opportunities for all
employees and candidates.
■ The company is committed to equality of opportunity and dignity at work for all, irrespective of
caste, religion, race, color, creed, ethnic or national origins, gender, marital status, sexuality,
disability, class or age
■ The company is also committed to an environment that does not tolerate any form of bullying or
harassment on any basis

Diversity at work also makes good business sense and enables us to:
■ Attract people from diverse backgrounds
■ Demonstrate to our clients and suppliers that we have a workforce that crosses cultures and
reflects their market or business sector
■ Enables us to develop business partnerships with companies/organizations which ensure that all
suppliers and contractors have fair employment practices
■ Reinforce our values

What Diversity means in Practice

Diversity in Capgemini India specifically covers:
■ Working Environment
■ Discrimination
■ Harassment/Bullying
■ Reasonable Adjustment
■ HIV/AIDS

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Working Environment:
■ Diversity means having a working environment where employees are encouraged to achieve their
potential and we will do this by:
o Ensuring that employment selection decisions are based on objective, non-
discriminatory job related criteria and are consistently applied
o Continuously reviewing and improving our practices and procedures, including
recruitment, selection, promotion, grievance, discipline, harassment, and dismissal to
ensure equality
o Working positively to identify barriers to progress and taking action to remove those
o Training and continuously educating line Managers and all other employees involved
in people management processes
o Communicating the spirit of our diversity policy to everyone within Capgemini India
and those who are part of it

Discrimination
■ Diversity ensures that minority groups are protected and that discrimination does not occur.
Discrimination takes two forms, direct and indirect. Direct is where an employee is treated less
favorably on the grounds of his/her caste, religion, sex, race, disability, sexual orientation or age.
An employee will have been indirectly discriminated against if a condition or rule is applied to
him/her which disqualifies him/her from an activity such as an assignment, on the grounds of
his/her caste, religion, sex, race, disability, sexual orientation or age
■ It is not easy to define exactly what will constitute harassment based on race, color, creed,
religion, gender, marital status, national origin, age, handicap, disability or other protected status.
Here are some examples of behavior which violates this policy such as epithets, slurs, quips, or
negative stereotyping that relate to race, color, creed, religion, gender, national origin, marital
status, age, disability or other protected status

Harassment/Bullying
■ Harassment can be described as unwanted behavior, which an employee, a colleague, a client or
a supplier finds intimidating, upsetting, embarrassing, humiliating or offensive. It is immaterial
whether it is intentional or not. The key in deciding whether harassment has occurred is how the
recipient feels about the behavior. The impact of harassment and bullying on the individual who is
being harassed can be significant and detrimental to their behavior, morale, health and
performance
■ Harassment can take a number of forms. This is by no means an exhaustive list but examples are:
o Non-Verbal: Offensive letters or emails, messages, publications, gestures unwanted
gifts, graffiti, and displays on walls shows hostility or aversion toward an individual or
group because of race, color, creed, religion, gender, national origin, marital status,
age, disability or other protected status
o Verbal: Suggestive or explicit language, unwanted propositions, jokes of a
sexual/racist/offensive nature, insults, ridicule, threats "pranks" or other forms of
"humor"
o Physical: Unnecessary and deliberate bodily contact, touching, indecent exposure,
assault, jostling
■ The type of behavior described above and any such events which causes emotional trauma is
unacceptable not only in the workplace, but also in other work related settings, and not limited to,
such as business trips or business related social events
Employee Handbook, India, July 2012 17
■ Bullying is not dissimilar to harassment; however it usually involves the misuse of power or
intimidation leaving the individual feeling hurt, vulnerable, angry and helpless. Examples of
potentially bullying behavior include:
o Public humiliation, put-downs or ridiculing
o Personal insults and name calling
o Persistent criticism
o Aggressive behavior or threats directed at an employee
o Turning down leave for no discernible reason
o Persistent placing of excessive demands on employees, setting of unrealistic targets
or objectives, or the changing of targets or objectives without good reason
■ Bullying must not be confused with:
o Negative feedback from an employee‘s manager or a client which is intended as
constructive comment
o Reasonable instructions given to an employee by his/her manager or a client
o Performance management and the setting of work related targets and objectives or
action taken under the disciplinary procedure appropriate

Reasonable Adjustment
■ Capgemini, as an organization, would ensure to make reasonable adjustments if an employee has
a disability or become disabled so that he/she can effectively do his/her work
■ The range of conditions can include both physical and mental conditions. For example: mobility,
sight, diabetes, dyslexia, thyroid conditions, schizophrenia, stress and/or depression. The impact
these conditions have on employee‘s ability to do his/her job must be significant and will normally
have already lasted for 12 months or be expected to last for 12 months
■ If there is a risk of an employee becoming disabled he/she must talk to his/her manager at the
earliest opportunity so that the manager can obtain the best advice and guidance to help the
employee. This may involve taking guidance from occupational health or a specialist adviser who
understands employee‘s disability
■ The advice we receive will enable reasonable adjustment to be made which may involve acquiring
special equipment for the employee like a keyboard or special chair, arranging transport or
adjusting his/her working arrangements. These are just examples and reasonable adjustment will
be defined according to one‘s circumstances and business needs

HIV/AIDS
The company will support any of its employees, if he/she is HIV positive or develops AIDS

Violation Redressal Mechanism

Questions regarding the compliance to the stated policy should be directed to your People Partner.
Employees are encouraged to report violation or any issues thereof related to the policy with the
respective BU/Practice head or with the People Partner.
There would be a formal disciplinary process for employees who violate Capgemini policy and
procedures. Action taken would include, but not limited to:
■ Verbal or written reprimand
■ Referral to appropriate counseling
■ Withholding of a promotion based on behavioral issues
Employee Handbook, India, July 2012 18
■ Termination of employment

Retaliation
■ Capgemini will not in any way retaliate against an individual who makes a report of perceived
harassment or discrimination
■ Capgemini will not permit any other employee to do so
■ Retaliation is a serious violation of Capgemini policy, and anyone who feels they have been
subjected to any acts of retaliation should immediately report such conduct to the People Care
Head

II.E Dress Code Policy

Overview
Capgemini has in place a dress code for the office, as well as for company functions during normal
business hours held in an office, hotel and/or a business conference center. The overriding standards
of our dress code are professionalism, appropriateness and good judgment.

Scope
This policy applies to all full-time, part-time and temporary employees of Capgemini India.
The dress code for all employees is ―Business Casuals‖ from Monday to Thursday and ―Smart
Casuals‖ on Friday.
Dress should be clean, neat and have a professional appearance.
Employees working at a client site should adhere to client's dress code policy.
Communications concerning company functions will usually state expectations about appropriate
dress. In the absence of specific guidelines, employees should assume that business casual attire is
appropriate. More specific guidance on acceptable business casual attire will periodically be provided
to you. In any case please note that your attire should be suitable enough for you to appear before
clients / other external visitors.
Please refer to the guidelines below for appropriate and inappropriate clothing. Inappropriate clothing
includes, but is not limited to the details given in the guideline below:

For Women

ATTIRE BUSINESS CASUALS SMART CASUALS NOT OFFICEWEAR

( MONDAY to THURSDAY) (FRIDAY)

INDIAN SALWAR BUSINESS CASUALS -

KAMEEZ,CHURIDAR,KURTA
SARI

TROUSERS FORMAL TROUSERS, BUSINESS BIG CHECKS, CAPRI,

GABERDINES, KHAKIS CASUALS,JEANS BERMUDAS, SHINY
TROUSERS,
HIPSTERS,
SUSPENDERS

Employee Handbook, India, July 2012 19

SKIRTS LONG /SHORT SKIRTS BUSINESS CASUALS, MINI SKIRTS,
WITH PLAIN / FAINT KNITWEAR / FLORAL WRAPAROUND,
STRIPES SKIRTS, DENIM SHINY
PARTYWEAR ,
THREEFOURTHS

SHIRTS SHIRT - FULL SLEEVES, BUSINESS LYCRA

HALF SLEEVES CASUALS,CHECKS/
T - SHIRT - COLLARED STRIPES, SHIRT WITH
ONLY [SLEEVELESS
JACKET], BIG
FLORAL PRINTS, T-
SHIRT Collared
Only

TOPS PLAIN , LACE BUSINESS CASUALS, LYCRA, TANK TOPS,

PLAIN FIGURE
SATINS, SMALL HUGS WITHOUT
FLORAL JACKET,SPAGHETTI
PRINTS, BIG FLORAL
PRINTS / SLEEVELESS
FOOTWEAR SLIP-ONS, BUSINESS CASUALS, SLIPPERS , SPORTS
LEATHER/SUEDE COURT SHOES, SANDALS, FLOATERS
BOOTS/SHOES, RUBBER
LEATHER/SUEDE SANDALS SPORT, KEDS, VELVET
BOOTS, SUEDE ,
CANVAS
SHOES

For Men

ATTIRE BUSINESS CASUALS SMART CASUALS NOT ALLOWED

TROUSERS FORMAL TROUSERS, SAME AS BUSINESS CARGOS, COWBOY PANTS,
GABERDINES, KHAKIS CASUALS , JEANS BIG CHECKS PANTS,
THREE
FOURTHS, EXCERSIZE
PANTS, SWEAT PANTS

SHIRT SHIRT - FULL SAME AS BUSINESS SLEEVELESS , T SHIRT

SLEEVES, CASUALS WITH
HALF SLEEVES ( Should be tucked in ) T SLOGANS ( Except
T - SHIRT - COLLARED - Capgemini),
ONLY SHIRT - COLLARED PICTURES, COLLARLESS T
( Should be tucked in ) ONLY SHIRT

FOOTWEAR LEATHER, SUEDE BUSINESS CASUALS, SLIPPERS / CHAPPALS ,

SPORTS SHOES, SANDALS,FLOATERS,OPEN
CANVAS SHOES
SHOES

Employee Handbook, India, July 2012 20

Violation and Redressal Mechanism
Employees are encouraged to report violation or any issues that are related to the policy with the
respective BU/Practice head or with the People Partner
There would be a formal disciplinary process for employees who violate Capgemini policy and
procedures.

II.F Drug and Alcohol-free Work Place Policy

Overview
Capgemini has a standard of conduct that prohibits the unlawful possession, use, or distribution of
drugs or alcohol by employees on company's site and/or its client's sites or as a part of Capgemini
work activities.

Scope
This policy applies to all full-time, part-time and temporary employees of Capgemini.

Policy Statement
Capgemini believes in maintaining an alcohol and drug-free workplace
■ Employees, who pass, possess or sell controlled substances or illegal drugs on the company
premises or while conducting company's business off premises, will be subject to immediate
dismissal without severance pay
■ As an on-going condition of employment, employees are required to abide by this prohibition and
to notify, in writing and within five (5) days of the violation, her/his manager or a People Partner of
any criminal drug statute conviction they receive. On receiving this conviction, Capgemini shall
require the employee to participate satisfactorily in an approved drug-abuse assistance or
treatment program.
Capgemini reserves the right to search and inspect for the maintenance of a safe workplace.

Violation and Redressal Mechanism

Questions regarding the compliance to the stated policy should be directed to your People Partner.
Employees are encouraged to report violation or any issues that are related to the policy with the
respective BU/Practice head or with the People Partner
There would be a formal disciplinary process for employees who violate Capgemini policy and
procedures. Action taken would include, but not limited to:
■ Verbal or written reprimand
■ Referral to appropriate counseling
■ Withholding of a promotion based on behavioral issues
■ Termination of employment

Employee Handbook, India, July 2012 21

II.G Inside Trading Policy
Overview
Capgemini has certain restrictions that apply to trading in publicly listed securities of the company‘s
actual or potential clients, suppliers or business partners that must be adhered to rigorously.
Employees are expected to exercise the utmost caution when considering transactions that involve
the shares of Capgemini‘s clients, suppliers or business partners.

Scope
This policy applies to all full-time, part-time and temporary employees of Capgemini Policy Statement

Policy Statement
Definition: Insider trading generally designates trading in a security (share, bond, note, option, etc.)
of a publicly listed company while in possession of material non-public information about such
company (i.e., information which is not generally available to the investing public and which is
substantially likely to be considered by a reasonable investor to be important in deciding whether to
buy, sell or hold a security).
■ There are certain restrictions that apply to trading in publicly listed securities of the Group's actual
or potential clients, suppliers or business partners that must be adhered to rigorously
■ You are prohibited from dissemination of insider information and from any securities transactions
on the basis of insider information in relation to Capgemini or its clients, suppliers or business
partners
■ If you are assigned to a project which involves a merger, acquisition or joint venture and you hold
stock or shares in the companies concerned you must declare your interest to your manager
■ Being employed in Capgemini Group further requires complying with strict Group policies,
especially the rule of NOT buying or selling company shares during the periods (twice a year)
before our results are published. These periods (called "closed periods") prior to the release of
results (half-year and year-end results) is indisputably delicate, since we could be viewed as
having access to sensitive information. The aim of this rule is to protect you and the Group against
any potential risks (mainly insider trading). All employees will be notified of closed periods
■ Employees are required to obtain prior written approval prior to making any investment in a client,
potential client or other business entity, with which Capgemini has or may have dealings. This
restriction does not apply to investments in a publicly held company if the investment constitutes
less than five percent (5%) of the ownership of the publicly held company

Violation Redressal Mechanism

Questions regarding the compliance to the stated policy should be directed to your People Partner.
Employees are encouraged to report violation or any issues that are related to the policy with the
respective BU/Practice head or with the People Partner.
There would be a formal disciplinary process for employees who violate Capgemini policy and
procedures. Action taken would include, but not limited to:
■ Verbal or written reprimand
■ Referral to appropriate counseling
■ Withholding of a promotion based on behavioral issues
■ Termination of employment

Employee Handbook, India, July 2012 22

II.H Ethical Charter
Overview
Capgemini's Ethical Charter highlights the adherence to the Group values (Boldness, Freedom, Fun,
Honesty, Modesty, Team Spirit and Trust) and strong ethical behavior which are the foundation of the
company's development.

Scope
This policy applies to all full-time, part-time and temporary employees of Capgemini.

Policy Statement
Respecting human rights in dealing with Group stakeholders e.g. team members, clients, suppliers,
shareholders, communities etc.
■ Recognizing that local customs, traditions and practices may differ. As a global organization, we
therefore comply with local laws and customs while supporting international laws and regulations
■ Refusing the usage of forced and compulsory labor
■ Ensuring that none of our practices involve child labor
■ Ensuring there is no unlawful discrimination of any kind in working relations and promoting
diversity in the work place
■ Supporting flexible working conditions to promote a balance of work and life
■ Promoting the training and personal development of our team members
■ Respecting freedom of association
■ Respecting health and safety regulations in our day-to-day work environment and in dealings with
stakeholders
■ Requiring that team members maintain confidentiality with regard to sensitive information to which
they have access, whether it is internal or client information, in accordance with applicable laws

Violation Redressal Mechanism

Questions regarding the compliance to the stated policy should be directed to your People Partner.
Employees are encouraged to report violation or any issues thereof related to the policy with the
respective BU/Practice head or with the People Care representative.
There would be a formal disciplinary process for employees who violate Capgemini policy and
procedures. Action taken would include, but not limited to:
■ Verbal or written reprimand
■ Referral to appropriate counseling
■ Withholding of a promotion based on behavioral issues
■ Termination of employment

II.I Equal Employment Opportunity

Capgemini FS GBU is an equal employment opportunity and affirmative action employer. Capgemini
FS GBU provides equal employment opportunities to all employees and applicant's regardless of
race, religion, national origin, color, sex, age, medical condition, disability, marital status, sexual
orientation, veteran status or any other legally protected status. This policy applies to all conditions of
Employee Handbook, India, July 2012 23
employment including, but not limited to, recruitment, selection, placement, transfer, promotion,
training, compensation, benefits, and termination. All decisions regarding conditions of employment
must be based on the individual's overall qualifications and his or her ability to meet the requirements
of the position.
Capgemini FS GBU management is primarily responsible for seeing that Capgemini FS GBU's equal
employment opportunity policies are implemented, but all employees share the responsibility for
assuring that, by their personal actions, the policies are effective and applied uniformly to everyone.
Any employee, including Managers and Executives, who violate the policies will be subject to
disciplinary action, up to and including termination.
IF YOU BELIEVE THAT SOMEONE HAS DISCRIMINATED AGAINST YOU IN RELATION TO ANY
CONDITION OF EMPLOYMENT, YOU SHOULD REPORT THE MATTER IN ACCORDANCE WITH
CAPGEMINI FS GBU'S ANTI-HARRASSMENT POLICY.

II.J Personnel Information Security

Overview
Capgemini has a responsibility to ensure that employee personal and private data is secured. It is
also every employee‘s individual responsibility to protect organization information.
The objective of this policy is to define, develop, communicate and implement formal methods and
procedures for establishing operational standards and certain procedures for personnel information
security.

Scope
This policy is applicable to all information and data owned or controlled by FS GBU People Care
Team and the hiring/employee information it maintains. All employees (permanent, contractors and
subcontractors) are covered under this policy.

Policy Statement
All employees should adhere to the security responsibilities mentioned in the policy document.
■ Employment information is considered sensitive in nature and must be protected. Hard copy
employment information should be kept under lock and key with only authorized employees
having access. This information should never be left in the open on employees desks unless it is
actively being used at the time. Shredder should be used for disposing off hard copy employment
information. Employees should bring to notice to their People Partner of any violation of this
practice.
■ Electronic employment information must always be stored on protected systems and should never
be transmitted outside of Capgemini in an unsecured manner (such as email). Only those
employees who require access to effectively function in their role should have access to
employment information.
■ Personal information about a prospective employees shall not be gathered unless it is necessary
to make an employment decision and relevant to the job being considered.
■ All employees to be placed in positions of trust must pass a background check that verifies their
history and integrity in a level appropriate with the prospective job description.
■ If a terminated employee had authority to direct contractors, consultants, or temporaries, or if the
same employee had the authority to bind Capgemini in a purchase or another transaction, then

Employee Handbook, India, July 2012 24

 People Partners must promptly notify all relevant third parties that the terminated employee is no
longer employed by Capgemini.
■ In all cases where employees are involuntarily terminated, they must be immediately relieved of all
of their duties, required to return all Capgemini equipment and information, and escorted while
they pack their belongings and walk out of Capgemini facilities.
■ At the time that every employee, consultant, and contractor terminates his or her relationship with
Capgemini, all Capgemini property including, but not limited to, portable computers, library books,
documentation, building keys, magnetic access cards, credit cards, and outstanding loans, must
be returned.
■ At the time of termination, People Partners must ensure that notification is sent to relevant support
groups so that physical, logical, and systems access can be removed. After notification People
Care must collect confirmation that all physical, logical, and systems access has been removed.
These confirmations should be stored as part of the employee‘s termination documentation.
■ Employees, temporaries, contractors, and consultants must not receive their final pay check
unless they have returned all hardware, software, working materials, confidential information, and
other property belonging to Capgemini.

Violation Redressal Mechanism

Questions regarding the compliance to the stated policy should be directed to your People Partner.
Employees are encouraged to report violation or any issues that are related to the policy with the
respective BU/Practice head or with the People Partner.
There would be a formal disciplinary process for employees who violate Capgemini policy and
procedures. Action taken would include, but not limited to:
■ Verbal or written reprimand
■ Referral to appropriate counseling
■ Withholding of a promotion based on behavioral issues
■ Termination of employment

II.K Prevention of Sexual Harassment

Overview
Capgemini is committed to providing a work environment that is free from any kind of sexual
harassment or intimidation, of either a verbal or physical nature. This policy documents the procedure
for redressal of complaints relating to sexual harassment at the workplace.

Scope
This policy applies to all full-time, part-time and temporary employees of Capgemini.

Policy Statement
Definition: Sexual harassment includes unwelcome or unwanted conduct of sexual nature when (1)
an employee's submission to or rejection of this conduct affects decisions regarding hiring,
evaluation, promotion or other aspects of employment, or (2) this conduct substantially interferes with
an individual's employment or creates an intimidating, hostile or offensive work environment.

Employee Handbook, India, July 2012 25

■ Sexual harassment events are exhaustive. However Capgemini has provided below some
examples of behavior which violate this policy and may constitute sexual harassment, including,
but not limited to:
■ Physical contact and advances, for example staring or touching or assaulting an individual's body
■ A demand or request for sexual favors affecting decisions regarding hiring, evaluation, promotion,
or other aspects of employment
■ Sexually colored remarks
■ Display in workplace of graphic and sexually suggestive objects, pictures of graffiti
■ Any other unwelcome physical, verbal or non-verbal conduct of a sexual nature, for example:
o Verbal commentary about an individual's body or sexuality
o Repeated sexual jokes, language, epithets, gossip, comments, flirtations, advances,
propositions or questions
o Repeatedly asking the employee for a date after the employee has clearly indicated
that he/she is not interested
o Retaliation against an employee for complaining about the type of behavior described
above
The type of behavior described above and any such events which causes emotional trauma is
unacceptable not only in the workplace, but also in other work related settings, and not limited to,
such as business trips or business related social events.

Violation
There would be a formal disciplinary process for employees who violate Capgemini policy and
procedures. Any employee found to have violated this policy would be subject to disciplinary action,
up to and including termination of employment.
Employees are encouraged to report violation or any issues that are related to the policy with the
respective BU/Practice head or with the People Partner.

Redressal Authority
If you are a victim of sexual harassment:
■ Confront the individual if you are comfortable doing so
■ Report the situation immediately to your People Partner/Reporting Manager/BU Head
■ If you observe sexual harassment around you:
■ Speak to the offender as an impartial observer and try to counsel him/her
■ Report the situation immediately to your People Partner/Reporting Manager/BU Head

II.L Violence at Workplace Policy

Overview
Capgemini has adopted a policy prohibiting workplace violence. Consistent with this policy, acts or
threats of physical violence, including intimidation, violent arguments, harassment, and/or coercion,
which involve or affect Capgemini, its employees or its clients, or which occur on Capgemini‘s or its
client‘s property, will not be tolerated.

Employee Handbook, India, July 2012 26

Scope
This policy applies to all full-time, part-time and temporary employees of Capgemini.

Policy Statement
Acts or threats of violence include conduct that is sufficiently severe, offensive, or intimidating to alter
the employment conditions at Capgemini, or to create a hostile, abusive, or intimidating work
environment for one or several employees which involve or affect Capgemini or its clients, or which
occur on Capgemini‘s or its client‘s property, will not be tolerated.

Violation and Redressal Mechanism

Questions regarding the compliance to the stated policy should be directed to your People Partner.
Employees are encouraged to report violation or any issues that are related to the policy with the
respective BU/Practice head or with the People Partner.
There would be a formal disciplinary process for employees who violate Capgemini policy and
procedures. Action taken would include, but not limited to:
■ Verbal or written reprimand
■ Referral to appropriate counseling
■ Withholding of a promotion based on behavioral issues
■ Termination of employment

II.M Disciplinary Process

Overview & Objective
The Disciplinary Process reflects Capgemini India (the Company) values by encouraging and
assisting employees to achieve acceptable standards of performance and conduct with the aim of
fulfilling employees‘ potential.
The Disciplinary Procedure is designed to facilitate an improvement in performance or conduct: it is
not intended to punish. It will normally only be applied when informal approaches have been
exhausted or where an informal approach is inappropriate. Where appropriate, managers will deal
with any minor issues on an informal basis as part of normal management practice.
Where the informal procedure has not facilitated the required improvement or is not deemed
appropriate due to the nature of the misconduct or performance issue, the formal procedure will be
applied.

Scope
The disciplinary process is applicable to all employees on the rolls of FS GBU India.

Disciplinary Process
Performance
If an employee receives an unsatisfactory performance review rating or when supervisor raises
concerns about his/her performance and/or behaviors the employee will be placed on a Performance
Improvement Plan (PIP). If the employee does not reach the required standards identified in the PIP

Employee Handbook, India, July 2012 27

the disciplinary process will be invoked. This will include the PIP being reviewed and extended to
enable the employee to achieve the required standard of performance.
The procedure may also be invoked where employee makes a serious mistake which potentially
impacts adversely on the business, a client or on colleagues.

Misconduct
This covers those actions and behavior which are unacceptable to Capgemini and include:
■ Persistent unpunctual behavior
■ Absenteeism without permission
■ Failure to comply with organizational policies (i.e. IT Security Policy/ procedures, dress code)
■ Creating disharmony with colleagues or clients
■ Involvement in incidents which may harm Capgemini branding
■ Theft or unauthorized possession of any property belonging to Capgemini, our clients or any other
employee
■ Dishonesty, falsification of information on purpose
■ Deliberate damage to or misuse of Capgemini property or that belonging to a client or an
employee
■ Fraud or falsification of reports, accounts, expense claims or self-certification forms
■ Falsification of a qualification or experience that is a stated requirement of Employment or \results
in financial gain to the employee
■ Conviction of a criminal offence
■ Sexual misconduct at work
■ Receiving or giving of a bribe
■ Any dishonest or fraudulent dealing with Capgemini or client funds, property or confidential
information including insider dealing and passing of price sensitive information to others.
The above is not an exhaustive list but is given for guidance and illustrative purposes only.

Process
The following process will be followed for potential disciplinary matters:

■ Supervisor of concerned employee needs to inform respective People Partner about the incidence
/ issues.
■ People Partner will interact with appropriate person/s to understand the incidence/issues and to
capture appropriate evidence which might include
o Relevant emails, written notes, reports or statistics
o Appraisal and performance review information
o Attendance records
■ People Partner will invite the employee to a meeting and explain the complaint made against the
employee and go through the evidence that has been gathered. The employee will then have the
opportunity to set out his/her case and answer any allegations that have been made. Employee
can ask questions, present evidence and raise points relating to the investigation report findings.
The purpose of the meeting is to establish the facts.
■ People Partner will keep BU heads / Practice heads / People Partner Head / People Process
Head informed of the findings of the investigation and further recommendation.

Employee Handbook, India, July 2012 28

■ People partner will get approval on the action to be taken from the BU/ Practice Head/Function
Head and the People Partner/People Process Head.
■ People Partner, with the supervisor, will meet the employee and explain the course of action and
the consequences. Action taken would include, but not limited to:
o Verbal or written reprimand
o Referral to appropriate counseling
o Withholding of a promotion based on behavioral issues
o Termination of employment
■ In cases of termination of employment, employee needs to be given suitable notice as per the
terms of the employment contract.

Other Sanctions
■ Capgemini Financial Services may at its discretion and depending on the individual circumstances
of the case, consider imposing a sanction as well as a warning. Sanctions include a reduction in
pay, exclusion from the next pay review round, transfer to a different team, business unit/discipline
or demotion, which may also lead to pay reduction.
■ In certain cases where there is clear evidence of policy violation, the action mentioned above will
be taken post discussion with BU/Practice/Function Head and approval from People
Partner/Process Head.

II.N Missing Time Policy

Objective
Missing Time Policy is a document that shares the importance of on time and accurate reporting of
time, to define ―time- entry violations‖ and implications of non–compliance to the policy.

Scope
Missing Time Policy is applicable to:
■ All permanent employees on Capgemini FS GBU rolls globally
■ All employees on contract or engaged through external sub-contractors working for Capgemini FS
GBU globally

Features
Both, the employee as well as the supervisor is responsible for compliance to this policy.

Exceptions
An employee is not in time entry violation if:
■ Time is stuck in ―Clarity‖ or ―Oracle‖ interface
■ An employee or the supervisor has opened a help-desk ticket that has not been resolved at the
time of issuance of warning

Employee Handbook, India, July 2012 29

Policy Details
Importance
Reporting of on-time and accurate ―Time and Expense‖ is critical for achieving operational excellence
in a professional service firm. The lack of on time and accurate time entry can lead to:
■ Non billing or wrong billing of clients leading to client dissatisfaction
■ Delayed billing leading to delayed cash collection and the organization‘s monthly revenue
■ Wrong categorization of costs leading to poor decision making by the management
■ Inaccurate recognition of revenue and impact on the operating unit profits
■ Wrong KPIs from utilization to average billing rates or daily costs

Responsibilities
■ Employees must enter time accurately and on time
■ Supervisors must ensure that the time entered is accurate and approve/validate the same on time

Definition and Implications of non-compliance

An employee is in time entry violation if:
■ Employee does not enter time for two consecutive weeks
■ Employee does not enter time before the monthly closing date as announced in the monthly time
entry emails sent to all FS GBU employees.
■ Supervisor does not approve time for two consecutive weeks.
■ Supervisor does not approve time before the monthly closing date as announced in the monthly
time entry emails sent to all FS GBU employees.
The above implications are applicable to supervisors as well in case the time entry is not approved
within the given timeframe.

Violation and Redressal Mechanism

There would be a formal disciplinary process for employees who violate Capgemini policy and
procedures.

Important note
■ Employees must raise a concern with ―Time Helpdesk‖ in case they are unable to enter time and
expense or are requested to do so even after completing the task
■ Employees must raise a concern with ―Time Helpdesk‖ in case the supervisor is unable to validate
or approve time and expense or is requested to do so even after completing the task
■ Employees must enter time in advance if they plan a vacation or leave
■ Supervisors must ensure that approvals are routed to their ―stand–ins‖ in their absence
■ All time violations will be tracked on Share point Portal with effect from May 2008. All Employees
and Supervisors can review the violation details on Share point portal and officially record any
disputes that will be sent automatically to the ―Time Helpdesk‖ for response.

Employee Handbook, India, July 2012 30

III. India – Relocation Policy

III.A Deputation and Domestic Transfer Policy

Type of Transfer
■ Temporary Duty – any travel for duration of 1- 15 days
■ Short term transfer (STT) – any transfer beyond 15days and up to the duration of 3 months will be
termed as short term transfer.
■ Long term transfer (LTT) – any transfer beyond 3 months on permanent relocation will be termed
as LTT.
Note: STT and LTT terminology will not be used while employee is transferred to different payroll. It
will be termed as permanent transfer.

Applicability of Policies
Deputation and relocation policy will be applicable for FS employees getting transferred with in any of
Capgemini or client locations in India and for TS/ OS (Non FS) employees getting transferred to FS
payroll. This policy will not be applicable for FS employee getting transferred to TS/ OS (Non FS)
payroll.

Temporary Duty
Any Transfer of Capgemini FS employee for duration of 1 day to 15 days within Capgemini locations
in India is termed as Temporary Duty. Employee will be authorized to allowance as per India Travel
and expense policy.
The following related expenses are reimbursed:
■ Travel – employees up to Senior Consultant will be authorized for AC II Tier and Lead Consultant
and above Economic Airfare ticket.
■ Accommodation – for entire duration of stay will be provided by company.
■ Daily Meals – Daily Meals limits are as follows:
Expense Type Up to Manager Sr. Manager & above
Meals INR 800 per day INR 2500 per day
■ Laundry & Incidental expenses - Up to 200 INR per day. Laundry bills will be reimbursed only
for where the duration of stay is above 5 days.
■ Telephone – Only official calls will be reimbursed on approval of project manager.

Short Term Transfer

Any Transfer of Capgemini FS GBU employee for duration of 15 days to 3 months within Capgemini
locations in India is termed as STT. This period will be treated as deputation and employee will be
applicable for deputation allowance.
The deputation policy provides financial assistance to FS GBU India employees during the deputation
period.
The following Deputation related expenses are reimbursed:

Employee Handbook, India, July 2012 31

■ Travel – Employees up to Senior Consultant will be authorized for AC II Tier and Lead Consultant
and above Economic Airfare ticket.
■ Accommodation – For entire duration of stay will be provided by company. In case employee is
staying in self arranged accommodation expenses up to INR 5000 per month will be reimbursed
on production of receipts.
■ Deputation Allowance – Employee will be authorized INR 300 per day as deputation allowance.
It includes expenses incurred towards commute and daily living.
■ Dependents Travel – Dependents of the employee are not authorized to travel with employee.
In case employee intends to travel with dependents, the cost of dependents travel has to be borne by
employee individually. No additional allowance is applicable for dependents.

Long Term Transfer

Any transfer of Capgemini FS employee for duration of more than 3 months with in Capgemini
locations in India is termed as LTT. The Relocation policy provides financial assistance to FS GBU
India employees during the relocation to new location.
The following Relocation related expenses are reimbursed:
■ Travel – Travel fare for employees and their family will be reimbursed. Designations up to Senior
Consultant and their family are authorized for AC II Tier travel. Lead Consultants and above and
their family are authorized for economy class air travel.
Family is defined as the spouse and dependent children. This travel coverage is for the
shortest distance between Capgemini FS GBU office location and the place from where the
employee is relocating.
■ Accommodation - The Company makes reservations for accommodation at a hotel for a period
of 7 days for a single person and 10 days for family. The Company reconciles the employee’s
lodging bills with the hotel directly. All expenses incurred on liquor, cigarettes, personal telephone
calls and entertainment must be settled by the employee and are not reimbursed by the Company.
■ Food expenses – for employees up to Senior Managers are reimbursed on production of bills
subject to a maximum amount of Rs.350/- if single for initial 7 days and a total of Rs. 750/- per
day, if accompanied by the family for initial 10 days. Vice President and above will be on actuals.
■ Incidental expenses - towards laundry, porterage, etc. are reimbursed on production of bills
subject to a maximum of Rs. 150/- per day for initial 7 days if single and 10 days if married and
accompanied by family.
■ Relocation expenses – Company will reimburse expenses incurred on relocation up to the
following limits. These expenses will be one-time expenses incurred during relocation and will
need to be claimed within 3 months of relocation. These limits are as follows :

Designation Family Single

Up to Consultant 15000 15000
Senior Consultant 35000 25000
Lead Consultant / Manager 45000 35000
Senior Manager / VP 65000 55000

Relocation expenses are applicable for the following:

■ Shifting of House hold articles (packer and movers)
■ Transit Insurance
■ Vehicle Transportation: Expenses incurred on transporting one four wheeler and one two
wheeler by road from earlier city of posting to the city of relocation will be reimbursed on
Employee Handbook, India, July 2012 32
 production of receipts. Expenses incurred toward change in registration number will also be
reimbursed. This will be able as per Income tax rules.
■ School related expenses: Employees will be reimbursed admission fees, for up to a maximum of
two children, up to INR 50,000 on production of receipts. Reimbursement amount is toward
admission fees only. Tuition fees will not be included.
■ Lease breakage expense This is applicable only if the company provides a notice of less than
one month to the employee for relocation due to which the employee incurs loss of monthly rental
due to breaking of lease. An amount up to a maximum of two month’s rental will be reimbursed by
the Company. Employees need to submit
o Lease Agreement copy with the exit clause
o PAN Card details of the Landlord
o Receipt from Landlord stating deduction of Lease breakage amount
All claims made by an employee needs to be supported by the equivalent amount pertaining to the
employee‘s and not for a bulk sum for everyone sharing the accommodation
■ Brokerage for house — The Company will reimburse brokerage up to 1 month‘s rent for the
house taken on rent during the relocation. The following documentation will be required:
o Invoice and payment receipt from the broker.
o Original Lease Agreement copy signed by employee and the landlord
o Photocopy of the cheque written by them favoring the broker
o Bank statement showing the same cheque having been encashed
o Photocopy of the PAN Card of the Landlord
All claims made by an employee needs to be supported by the equivalent amount pertaining to the
employees and not for a bulk sum for everyone sharing the accommodation.
■ Housing Advance Loan - Employees can avail of housing advance loan from the Company up to
50,000 INR or six times their gross monthly salary, whichever is lower, provided the employee is
not already utilizing this facility. Employees located in Bangalore can avail of housing advance
loan up to Rs.100, 000 INR or six times their gross monthly salary, whichever is lower. Grades up
to (and including) Lead consultants are eligible for Housing Advance loans.
■ Dependents Travel –Dependents of the employee are authorized to travel with employee. In case
employee intends to travel with dependents, the cost of travel will be borne by company.

Policy Notes
All expenses are reimbursed against production of receipts. The claims must be entered in the
Expense system. Certain reimbursements may affect tax in which case the employee must pay tax on
the reimbursed amount.
If the employee leaves the company within 3 months of relocation, all relocation expenses that were
reimbursed have to be paid back to company.
In case of any extension from STT to LTT, employee will not be applicable for initial settlement
allowance with respect to travel, accommodation, food and incidental expenses. The rest of the
benefits applicable under LTT category will be provided. The Deputation allowance will be stopped
from the date of extension to LTT from STT.
Any exception to provisions or limits in this policy document will require exception approval from the
appropriate approvers listed in the India Travel & Expense policy.

Employee Handbook, India, July 2012 33

III.B Relocation Policy — Locations Outside India
APPLICABLE FOR CANDIDATES RETURNING TO CAPGEMINI FS GBU
The following costs are reimbursed upon submission of original receipts:
■ Reimbursement of one way economy class air fare for self and family. Family is defined as the
spouse and dependent children (maximum 2 children) – city of relocation to place of work. This
travel coverage will be for the shortest distance between Capgemini FS GBU location and the
place the person is relocating from.
■ Accommodation at a hotel booked by the Company for a period of seven days for single or with
family consisting of spouse and children (maximum two children). The Company will settle only
accommodation bills with the hotel directly. All expenses incurred on and not restricted to liquor,
cigarettes, personal telephone calls and entertainment will have to be settled by the employee and
claimed later in accordance with the eligibility criterion.
■ Food expenses on production of valid bills subject to a maximum of Rs.750/- if single and Rs.
1500/- for family per day will be reimbursed for a period of seven days.
■ A total incidental expenses of Rs.1500/- against the entire stay (with or without family) toward
laundry, porter age, and auto will be reimbursed subject to production of valid bills wherever
applicable and in accordance with the eligibility criterion.
■ Employees need to refer to country specific policies on KM2 regarding reimbursements of
expenses incurred on relocation of household good when traveling back to India.
■ Transit Insurance – Employees are expected to notify India Mobility in order to get transit
insurance for themselves and their dependents (wherever applicable) for fly backs or return travel.
Please refer to country specific policies on KM2 for further details.
■ For International Transfer Policies please access the People Care‘s KM2.0 community
(http://km20.capgemini.com/book/317507).

III.C Winter Clothing Reimbursement

■ Employees up to and including Lead Consultant are entitled to a one-time winter allowance
reimbursement which is applicable once in 2 years for employees traveling to cold regions.
Employee need to refer to the country specific policies on People Care‘s KM2.0 community for
reimbursement of this expense.
■ This is to help defray expenses incurred for purchasing winter clothing, applicable in winter
months only.
■ Purchases can be made either in the home country prior to their departure or in the host country
after their arrival but purchases made in the home country during the period of stay overseas as
well as purchases made after completing the assignment will not be accepted.

Period of Winter in Various Countries

November to March (only assignments located in the states mentioned below are eligible for
reimbursement).
■ United States:
o Northeast Region - Rhode Island, Massachusetts, Connecticut, Vermont, New
Hampshire, Maine, Delaware, Maryland, New Jersey, New York, Pennsylvania
o Midwest Region - Illinois, Indiana, Iowa, Michigan, Minnesota, Ohio, Wisconsin,
Kansas, Missouri, Nebraska, North Dakota, South Dakota
o Northwestern Region – Oregon, Washington, Utah, Idaho, Montana, Colorado,
Nevada, Wyoming.
Employee Handbook, India, July 2012 34
■ Period of winter in UK, Ireland, Finland, France, Germany, Belgium, Denmark, Netherland,
Sweden, Norway, Switzerland, Poland, Hungary, Czech, Iceland, Slovakia, Romania, Austria–
November to March
■ Period of winter in Spain, Greece, Cyprus, Turkey, Italy, Portugal – November to February
■ Period of winter in Australia – June to August
■ Period of winter in Japan – November to March

Employees up to and including Lead Consultant are entitled to a one-time winter allowance
reimbursement (depending on host country destination).

Employee Handbook, India, July 2012 35

IV. Benefits

IV.A Group Personal Accident Policy

General Information
■ This policy provides financial compensation in an unfortunate event of an accident leading to
death or disablement of the insured. It insures the risk of any accidental injury/death during the
employees‘ tenure with Capgemini FS GBU.
■ To compensate the employee for any medical expenses that he/she would incur due to accident
and leaves taken on the advice on the medical practitioner to recoup consequently reducing the
financial burden on the employee.
■ This policy enables the employee to use the best possible medical care in the event of accident
without any financial constraints. This policy reimburses expenses made towards OPD (Out
Patient Department) consultation as well as hospitalization.
The policy covers the following:
■ Medical expenses incurred
■ Accidental death cover
■ Permanent total disability
■ Permanent partial disability
■ Compensation if the employee is unable to attend office due to temporary disability.

Covered Medical Expenses

■ Services of a Physician
■ Hospital confinement and use of operating room
■ Anesthetics (including administration), X-Ray examinations or treatments, and laboratory tests
■ Drugs, medicines, and therapeutic services and supplies

Sum Insured
Overall sum insured is 36 times of the monthly Total Fixed Cost of the employee subject to a
maximum of INR 50 Lakhs.

Sub Limits
Comprehensive Cover: 24 times of monthly Total Fixed Cost subject to a maximum limit of INR10
Lakhs.
Wider Cover: 12 times of monthly Total Fixed Cost subject to a maximum limit of INR 40 Lakhs.

Benefits Available under Wider Cover

■ Accidental Death and Dismemberment Cover: Wherein on death of the insured person the entire
sum insured is paid out to the nominee.
■ Permanent Total Disablement: The insured person in case of permanent total disablement
because of an accident will receive total sum insured
■ Permanent Partial Disablement: There might be cases where the life insured may be disabled
partially because of an accident. For example, loss of sight on both eyes, loss of both hands etc.
Employee Handbook, India, July 2012 36
 In such cases, this facility entitles him/her to a compensation based on the scale of benefits as
mentioned in the annexure.
Loss of the Body Part Compensation
Permanent total loss of sight of both eyes 100%
Permanent total loss of sight of one eye and 100%
physical separation for the loss of ability to use
either one hand or one foot
An arm at the shoulder Joint 75%
An arm above the above elbow joint 70%
A hand at the wrist 50%
An arm beneath the elbow joint 60%
A thumb 25%
An Index finger 10%
Any other finger 5%
A leg above mid thigh 75%
A leg up to mid thigh 60%
A leg up to beneath the knee 50%
A leg up to mid calf 45%
A foot at the ankle 40%
A large toe 5%
Any other toe 2%
Permanent loss of sight of one eye 50%
Loss of hearing of one ear 25%
Loss of hearing of both ears 75%
Sense of smell 10%
Sense of taste 5%
Shortening of leg by at least 5% 7%
Any other Permanent Partial Disability - % as assessed by a panel of doctors of the Insurance
Company

Benefits Available under Comprehensive Cover

All Benefits as illustrated under Wider Cover and additionally:
■ Temporary Disability: If the person insured is not able to attend office because of a temporary
disability, the insurance Company will compensate him/her with 1 % of the sum insured every
week limited up to 104 weeks. (E.g. for a policy of INR 1 Lakh a weekly compensation of INR
1,000/- will be available.)
■ The Medical Expense Clause is – Medical Expenses incurred on account of an accidental injury
will be reimbursed subject to INR 5,000/- or actual whichever is lower. Reimbursement will be
subject to submission of certificate from treating doctor and medical bills.

Employee Handbook, India, July 2012 37

General Policy Exclusions
No indemnity is available i.e. no benefit is payable under the Policy for any Claim directly or indirectly
caused by, based on, arising out of or howsoever attributable to any of the following:
■ Suicide, attempted suicide or self inflicted injury or illness
■ Whilst under the influence of intoxicating liquor or drugs;
■ Any deliberate or intentional, unlawful or criminal act, error, or omission of the member.
■ From war (whether declared or not), civil war, invasion, act of foreign enemies, rebellion,
revolution, insurrection, mutiny, military or usurped power, seizure, capture, arrest, restraint or
detainment, confiscation or nationalization or requisition of or damage by or under the order of any
govt. or public local authority.
■ Whilst engaging in aviation or ballooning, whilst mounting into, dismounting from or traveling in
any balloon or aircraft other than as a passenger (fare paying or otherwise) in any duly licensed
standard type of aircraft anywhere in the world.
■ Any loss suffered by the member on account of his participation as the driver, co-driver or
passenger of a motor vehicle during motor racing or trial runs.
■ Any loss caused either directly or indirectly by nuclear energy, radiation.
■ Venereal or sexually transmitted disease.
■ Curative treatments or interventions that the insured performs or had performed on his body.
■ HIV (Human Immunodeficiency Virus) and/or any HIV related illness including AIDS (Acquired
Immune Deficiency Syndrome) and/or mutant derivatives or variations thereof however caused.
■ Pregnancy, resulting childbirth, miscarriage, abortion, or complication arising out of any of the
foregoing.
■ The Insured‘s participation in any naval, military or air force operations whether in the form of
military exercises or war games or actual engagement with the enemy, whether foreign or
domestic.
■ For detailed list of exclusion, please refer to the Employee Insurance Benefit Program
(http://km20.capgemini.com/book/311684).

Conditions of Membership
■ This cover will be extended to all Capgemini FS GBU employees as per the policy guidelines.
■ The employee will stop being eligible for this cover after his last day of work.
■ Employees who are long term transferees will not be eligible to claim the benefits of this policy.
■ No payment will be made by the Insurance Company for any claim arising out of non adherence of
Capgemini FS GBU safety norms. Hence all employees are requested to wear helmet while riding
two wheeler and seat belts while driving a four wheeler.
■ No payment will be made for any claim arising out of riding/driving under the influence of alcohol
or drugs.
■ Management reserves the right to decline a claim under such circumstances.

IV.B Hospitalization Insurance (Mediclaim)

Employee Handbook, India, July 2012 38

General Information
■ This policy is designed to ensure that employees and their dependants are provided with medical
care. All employees who are covered under the insurance program receive cover for their medical
expenses.
■ Capgemini FS GBU provides financial assistance to all employees, for medical expenses that one
incurs in case of hospitalization for self and his/her dependants. The Group Mediclaim policy has
been designed after an in-depth study of expectations of our employees and keeping in mind
specific needs.
■ This policy enables employees to use the best medical care possible, thereby minimizing the
financial constraints. This policy will pay for the medical/hospitalization expenses incurred on
account of illness/diseases or injury following an accident during the period of insurance subject to
certain exclusions (Check General Policy exclusions) and limits.
■ This cover will be extended to all permanent employees, and their dependants, of Capgemini
Financial Services Global Business Unit (hereinafter referred to as Company or Capgemini FS
GBU) as per the policy and guidelines presented.
■ Employees who resign from the Company will cease to draw any benefits under this policy at the
end of their employment with Capgemini FS GBU.

Coverage Extended
For married employees the coverage is extended to include spouse and two dependent children as a
family unit. Hence the coverage will be for the employee, spouse and children. The sum insured for
this unit is Rs. 3 Lakhs per annum.
For unmarried employees the coverage is extended to only the employee and will not extend to cover
any other member in the family. The sum insured for this unit is Rs. 1.5 Lakhs per annum.

24 Hours Hospitalization
Only expenses on hospitalization for minimum period of 24 hours are admissible. However this time
limit will not apply for specific treatments i.e. Dialysis, Chemotherapy, Radiotherapy, and Eye surgery,
Lithotripsy (kidney stone removal), Tonsillectomy, D & C taken in the Hospital/Nursing home and the
insured is discharged on the same day of the treatment will be considered to be taken under
hospitalization benefit.

Hospital/Nursing Home:
A medical setup, that has been registered and licensed either as a Hospital or Nursing Home, with
the local authorities and is under the supervision of a registered and qualified medical practitioner.
OR
■ It has at least 15 inpatient beds.
■ It has a fully equipped and functioning operating theatre.
■ It has qualified nursing staff (any person who holds a certificate issued by a recognized nursing
council) in attendance 24 hours per day.
■ It has a Doctor who is in attendance 24 hours per day.
■ It maintains daily medical records for each of its patients.

Employee Handbook, India, July 2012 39

Pre and Post Hospitalization Clause
Relevant medical expenses incurred for Laboratory Test, Pathological Test and such similar
overheads usually incurred 30 days prior to the hospitalization will be covered under the pre-
hospitalization clause.
Relevant medical expenses incurred for recommended health check up subsequent to release from
hospitalization and other such similar overheads usually incurred 60 days post hospitalization will be
covered under the post-hospitalization clause.

Pre-Existing Condition Benefit

The pre-existing condition benefit helps the members get a complete coverage for all medical
emergencies, including ailments that may have been there before the start of this policy. This benefit
is up to the total sum insured (Rs. 3 Lakhs) for a family unit in case of Married Family Unit (including
cover for spouse and two children) or up to the individual sum insured (Rs. 1.5 Lakhs) for an
unmarried employee.

Maternity Benefit
The Maternity Benefit ensures that female members of the group are covered for medical expenses
relating to pregnancy. This benefit will ensure that pregnancy related expenses up to an amount of
Rs. 50,000/-, will be borne by the insurance Company. There is no waiting period for a new member
in the group for a Maternity Claim.
Please note for Maternity claim the pre and post hospitalization clause is not applicable (30 days prior
and 60 days post hospitalization expenses cannot be claimed under this benefit). Only the
hospitalization expenses will be reimbursed.

Infertility Treatment Benefit

This benefit enables a member to get coverage for infertility treatment. Infertility treatment is covered
subject to 24 hrs hospitalization. This benefit has a limit of Rs. 5,000/- per family unit per annum and
with a corporate Cap of Rs. 50,000/- per annum.

Ayurvedic Treatment Benefit

This benefit enables a member to get coverage for Ayurvedic treatment. Ayurvedic treatment is
covered subject to 24 hours hospitalization in a Registered Ayurvedic hospital. This benefit has a limit
of Rs. 5,000/- per family unit per annum and with a corporate Cap of Rs. 50,000/- per annum.

Ambulance charges Benefit

Ambulance charges are covered up to an amount of Rs. 2,000/- for carrying the patient to the
hospital.

Infant Insurance
Employees are required to intimate about the new addition in the family to cover the infant under the
insurance. The information will give details like name, date of birth of the child.

Room Rent
Room rent charges per day is limited to Rs. 3,000/-. The charges due to over and above the limited
amount will be borne by the employee.

Employee Handbook, India, July 2012 40

Policy Exclusions
■ Injury or disease directly or indirectly caused by or arising from or attributable to War, Invasion,
Act of Foreign Enemy, Warlike operation (whether war be declared or not).
■ Cost of spectacles, contact lenses, hearing aids.
■ Dental treatment or surgery of any kind unless requiring hospitalization.
■ Circumcision unless necessary for treatment of the disease, cosmetic or aesthetic treatment of
any description, plastic surgery other than as may be necessitated due to an accident or as a part
of any illness.
■ Convalescence, general debility ‗Run-down' condition or test cure, congenital external diseases or
defects or anomalies, sternity, venereal disease, intentional self injury and use of intoxicating
drugs/alcohol.
■ Acquired Immune Deficiency Syndrome (AIDS).
■ Voluntary medical termination of pregnancy during first 12 weeks from the date of conception.
■ Injury or disease directly or indirectly caused by or contributed to by nuclear weapons/materials.
■ Naturopathy treatment/Ayurvedic treatment.
■ Medical expenses for an Organ donor.
■ Vitamins and tonics unless forming part of treatment for disease, illness or injury as certified by the
Medical Practitioner.
■ Medical treatment following use of intoxicating drugs and alcohol or drug abuse, solvent abuse or
any addiction or medical condition resulting from or relating to such abuse or addiction.
■ Sex change or treatment, which results from, or is in any way related to, sex change.
■ Vaccination and inoculation of any kind unless necessitated due to an accident.
■ Treatment by a family member and self-medication or any treatment that is not scientifically
recognized.
■ Medical treatment required following any criminal act of the Insured Person.
■ Any stay in Hospital without undertaking any treatment or where there is no active regular
treatment by the Medical Practitioner.
■ Treatment of mental disease / illness, stress, psychiatric or psychological disorders.
■ Experimental and unproven treatment.
■ Charges incurred primarily for diagnostic, X-ray or laboratory examinations or other diagnostic
studies not consistent with or incidental to the diagnosis and treatment of the positive existence or
presence of any disease, illness or injury, for which confinement is required at a Hospital/Nursing
Home or at home under domiciliary hospitalization as defined.
■ Any treatment received outside India.

Cashless Transaction
The policy will be operated under a cashless facility. Every member - Employee and family member,
covered under this policy will be issued a health card, which will entitle him/her to avail the cashless
services of any of the empanelled hospitals. There are more than 3000 hospitals on the panel across
India. This service will ensure that the employees and their family members get treatment at the
hospital empanelled in the Network without having to pay any money, if approved (Except for the Non
Medical Expenses).

Employee Handbook, India, July 2012 41

Insurance Company and Third Party Administrator (TPA)
Mediclaim Policy for year 2011-12 has been renewed with Bharti Axa General Insurance Co. Ltd.
facilitated by United Healthcare (UHC), as the Third Party Administrator (TPA).

Conditions of Membership
■ Employees will be required to provide necessary information regarding their family members to be
covered under the policy. Details required for the same are Name, Date of Birth, and relation with
the employee.
■ When an employee joins the organization the above information has to be filled in –
o Insurance Coverage Form (hard copy) and
o In the system through iConnect. Link for iConnect is
https://iconnect.fs.capgemini.com/. Then click on My Information – Personal Info and
update Personal Details and Family Details and click on Submit.
■ Employee is responsible for updating the dependant details in iConnect for spouse and children as
and when there are additions to the family.
■ Failure to do so will result in the employee‘s spouse or the child not being covered.

Claims
■ Employee needs to submit the claim documents within 20 days from the date of discharge (in case
of non cashless settlement).
■ No payment is made by the Insurance Company for any claim arising out of non adherence of
Capgemini FS GBU Safety policy. Hence all employees are requested to wear helmet while
driving two wheeler and seat belts while driving a four wheeler.
■ No payment will be made for any claim arising out of riding/driving under the influence of
intoxicating liquor or drugs.

Exclusions
■ Incomplete claim will not qualify for any reimbursement.
■ Employees who are long term transferees will automatically cease to be members of this policy.
■ In case where the bills are inflated or in case of fraud, the employee will not be paid any
insurance, he/she will be debarred from the policy and will be liable for disciplinary action.

Queries
■ For any queries on the policy please raise a ticket in BMC Service Request Management through
iConnect.
■ Location wise Vantage Helpdesk representatives and their contact numbers are mentioned below.
■ Vantage Helpdesk Support contacts:
Location Vantage Helpdesk Contact No.
Representative
Pune Jaysheel K +91-9922009752
Mumbai Jitendra Berde +91-9833806337
Hyderabad Mohan Kumar +91-9966200396
Chennai - Anna Salai David K +91-9884818689
Chennai - Thoraipakkam Thirologachander +91-9884049888
Employee Handbook, India, July 2012 42
Bangalore Jeevan Jain +91-9986712537
Gurgaon Sarfuddin Ansari +91-9873660270

Overall contact for any issues or concerns: Soma B

Mobile: +91 9881199579; E-mail: [email protected]
Escalation Contact: Parul Jain
Mobile: +91 9850950058
For all Claims related queries – [email protected]

Process
Cashless transaction process
The employee has to fill the Pre-Authorization Form, which will be available with the Network Hospital
while availing the cashless benefit. The same has to be duly filled up, signed and stamped by the
Treating Doctor. Once the pre authorization form is filled, the Authorization or Denial letter will be
faxed to the hospital with intimation to the employee.
Receipt of the Authorization Letter means the claim is a cashless claim. Receipt of Denial letter
means the claim will not be a cashless claim. The member can submit the documents for
reimbursement to seek for second opinion.
For any assistance on Cashless Claim Processing, you may reach UHC Representatives on - 022-
30657331 or 022-30657351.

Non cashless claim settlement process:

The Weekly Insurance help desk will facilitate non Cashless Claim Settlement.
Norms for Non-cashless claim settlement
If cashless facility is not availed, pre-authorization is denied or treatment is availed at a non-network
hospital. The employee will have to settle the bills directly with the hospital and subsequently claim
reimbursement by submitting the following documents within 20 days from the date of discharge
from the hospital to the desk:
■ Claim form duly signed by you,
■ Original discharge card / Discharge summary,
■ Original Hospital Bills / Original Payment Receipts,
■ Original reports of all investigations,
■ Prescriptions, Pre hospitalization bills, and bills of medicines and
■ Surgical appliances if purchased by you, along with duly stamped receipt.
■ In-Patient-Department (IPD) papers, if required.
Note: Please keep one set of photocopy of all documents submitted for reimbursement without
failure.
The Insurance Company sends the settlement cheque in favor of Employee which the Employee can
collect from Vantage helpdesk once intimated for the same.

Employee Handbook, India, July 2012 43

Queries on the Policy Document
For any queries on the Hospitalization Insurance (Mediclaim) Policy document please raise a ticket in
BMC Service Request Management through iConnect. Follow these steps:
■ Login to iConnect, https://iconnect.fs.capgemini.com/
■ On the Home page click on Facilities and Capgemini FS GBU Helpdesk.
■ Under FSGBU Helpdesk click on Browse Subcategories.
■ Click on People Process and People Process Helpdesk.

IV.C Group Term Life Policy

General Information
■ The intent of the policy is to provide financial assistance to the family of the employee in the event
of his/her unfortunate death. It is an attempt to provide economic support to those who are
financially dependent on the employee.
■ The purpose of this policy is to lay down procedures to put up claim in case of unfortunate death
of the employee.
■ This policy is applicable to all permanent employees of Capgemini Financial Services Global
Business Unit (hereinafter referred to as Company or Capgemini FS GBU) who are on India rolls.
Policy is only for India employees but the coverage is global. If the employee is outside India at
the time of an unfortunate death, employee‘s nominee will get the benefit as coverage is global but
only for employees on India payroll.
For example: An employee while on STT outside India will continue to be covered under the Group
Term Life Policy as STT transferee continues to be active on India payroll. An LTT transferee will
cease to be covered under this policy as when he/she leaves the home country his/her payroll record
is closed after Full and Final settlement.

Coverage Extended
■ The policy covers all the permanent employees on India rolls of FS GBU for a sum assured of 18
times the monthly TFC or INR 600,000 whichever is more with a maximum cap of INR 1 Crore
cover per employee.
■ In the event of an unfortunate death of an employee the amount will be forwarded to the
employee‘s nominee based on his/her most recent PF nomination.
■ The group cover is also extended to employees who may already be suffering from a pre-existing
condition. The claim, if any, for all such employees are fully honored.
■ Employees who are not active at work due to maternity will also be covered under the policy from
their DOJ, without any waiting period.

Condition of Coverage
■ In case the employee resigns he/she will stop being eligible for this policy after the Last Working
Day.
■ Employees who are long-term transferees will not be eligible to claim the benefits of this policy.
■ The minimum age for membership into this scheme is 18 years and the maximum being 60 years.

Employee Handbook, India, July 2012 44

Exceptions under the Policy
The nominee will not derive any benefit from this policy if:
■ There is an accident due to non-compliance of Capgemini FS GBU safety guidelines. All
employees are requested to wear helmet while riding a two wheeler and seat belts while driving a
four wheeler.
■ There is an accident due to riding/driving under the influence of alcohol or drugs.
■ In the event of an unfortunate death of an employee after his/her last day of work at Capgemini FS
GBU.

Process
In the unfortunate event of an employee‘s death the People Processes team will do the following:
■ Contact the Insurance Company through a formal letter/fax or email within 24 hours from the
event.
■ People Process team arranges to collect all the relevant documents for processing of the
Insurance claim.
■ Documents submitted to the Insurance Company are further scrutinized and verified.
■ The cheque is issued in favor of Capgemini FS GBU which is immediately transferred to the
nominees account.

IV.D Dependent Parent Mediclaim Policy

General Information
■ This policy is designed to ensure that the employee is able to provide medical care for his/her
dependent parents.
■ This is a voluntary policy under which employees who choose to cover their dependent parents,
pay a premium as per the premium rate card (provided below) and secure coverage.
■ This policy covers the medical/hospitalization expenses incurred on account of illness/diseases or
injury following an accident during the period of insurance subject to certain exclusions.

24 Hours Hospitalization
Only expenses on hospitalization for minimum period of 24 hours are admissible. However this time
limit will not apply for specific treatments such as Dialysis, Chemotherapy, Radiotherapy, Cataract,
Lithotripsy (kidney stone removal), and Tonsillectomy treated in a Hospital/Nursing home and the
insured is discharged on the same day. Treatment for such cases where insured is discharged within
less than 24 hours will be covered.

Hospital/Nursing Home
A medical setup, that has been registered and licensed either as a Hospital or Nursing Home, with
the local authorities and is under the supervision of a registered and qualified medical practitioner.
OR
■ It has at least 15 inpatient beds.
■ It has a fully equipped and functioning operating theatre.
■ It has qualified nursing staff (any person who holds a certificate issued by a recognized nursing
council) in attendance 24 hours per day.
Employee Handbook, India, July 2012 45
■ It has a qualified Doctor who is in attendance 24 hours per day.
■ It maintains daily medical records for each of its patients.

Pre and Post Hospitalization Cover

The insurance company reimburses the relevant expenses that may have been incurred during a
period of 30 days prior and 60 days post hospitalization.

Pre-existing Conditions
The insurance cover is extended for ailments that the insured maybe having even before the start of
this policy, subject to a maximum of Rs. 50,000 per person, subject to policy conditions.

Coverage Commencement
Coverage for accidental or non-accidental treatment is from day one of policy commencement for the
insured member.

Age Limit
Upper age limit for enrollment is 80 years.

Cashless Benefit
The policy is operated on a cashless basis. This means that a member can go to any of the network
hospitals, list of which is available on KM2 Portal at http://km20.capgemini.com/book/308562 and
avail of the hospitalization benefit without having to make any payment (Other than non-medical and
deductibles as per the policy terms). In the event a member does not avail the cashless benefit,
he/she has the option to file the claim under the Non-Cashless mode by submission of the claim
papers at the Insurance Help Desk.
Domiciliary cover is not offered.

Insurance Company and Third Party Administrator (TPA)

Mediclaim Policy for year 2011-12 has been renewed with Bharti Axa General Insurance Co. Ltd.
facilitated by United Healthcare (UHC), as the Third Party Administrator (TPA).

Premium Rate Card

Sum insured is Rs.1, 00, 000/- per annum, per member.

Per Member Rate (2011-12)

Age Band 36-40 41-45 46-55 56-65 66-70 71-75 76-80
Premium 5,292 6,194 7,921 10,012 10,198 10,288 10,728
Amount in
Rs. (Per
Annum
Per
Member)

Note:
■ The Premium quoted is inclusive of Service Tax @ 10.3%.
■ Tax Benefit available under Sec 80 D for dependent parents covered in the policy.

Employee Handbook, India, July 2012 46

Enrolment Process
■ For enrolling parents employee needs to fill the Dependant Parent Declaration Form, available
on KM2 Portal – People Care Section under ―My Forms,‖ and email the same to
[email protected] with a subject line – ―Dependent Parents Declaration for 2011-
12 Policy‖
■ Employee will receive a confirmation mail on enrollment from Vantage Insurance Representative
within 48 hours.
■ In case the confirmation is not received contact Vantage representative Soma B. (Contact details
available in the policy above)

Enrolment Dates
All employees, part of Capgemini FS GBU as of July 20, 2011 have a onetime option of enrolling their
dependent parents latest by July 31, 2011.
All new employees joining Capgemini FS GBU after July 20, 2011 will have an option to enroll their
parents within 20 days from their date of joining as per the enrolment process listed above.

Premium Payment for Employees

■ For all employees who enroll their parents in this policy on or before July 31, 2011, the yearly
premium depending on the age of the member(s) will be deducted in two equal installments from
August and September payroll.
■ For new employees the total premium will be payable through a cheque in favor of ―Vantage
Wealth Management Solutions Pvt. Ltd.‖
■ Employees at the time of enrollment will be briefed about the same.
■ Employees who enroll in this policy can exit the same at the expiry of the policy after the one year
policy period is over.
■ For employees leaving the Company the cover will remain in force till the expiry of the current year
annual policy.
■ Tax Benefit available under Sec 80 D for dependent parents covered in the policy.

General Policy Exclusions

■ Injury or disease directly or indirectly caused by or arising from or attributable to War, Invasion,
Act of Foreign Enemy, Warlike operation (whether war be declared or not).
■ Cost of Spectacles, Contact Lenses, Hearing Aids.
■ Dental treatment or surgery of any kind unless requiring hospitalization on account of accidental
cases.
■ Circumcision unless necessary for treatment of the disease, cosmetic or aesthetic treatment of
any description, plastic surgery other than as may be necessitated due to an accident or as a part
of any illness.
■ Convalescence, general debility „Run-down' condition - e.g. General weakness requiring saline
treatment or test cure, congenital external disease or defects or anomalies, sterility (infertility),
venereal disease, intentional self injury and use of intoxicating drugs/alcohol.
■ Acquired Immune Deficiency Syndrome (AIDS).
■ Voluntary medical termination of pregnancy during first 12 weeks from the date of conception.

Employee Handbook, India, July 2012 47

■ Diseases, illness, accident or injuries directly or indirectly caused by or contributed to by nuclear
weapons/materials or contributed to by or arising from ionizing radiation or contamination by
radioactivity by any nuclear fuel or from any nuclear waste or from the combustion of nuclear fuel.
■ Naturopathy treatment.
■ Medical expenses for an organ donor.
■ Expenses incurred for disease declared as an Epidemic by Health Authorities.
■ Charges incurred at Hospital or Nursing Home primarily for diagnostic, X-Ray or laboratory
examinations or other diagnostic studies not consistent with or incidental to the diagnosis and
treatment of the positive existence or presence of any diseases, illness or injury whether or not
requiring Hospitalization/Domiciliary Hospitalization.
■ Expenses on vitamins and tonics unless forming part of treatment for injury or disease as certified
by the attending Medical Practitioner.
■ Non medical expenses like – Administration charges, Surcharges, Registration, Food and
Beverages etc. will not be covered under the policy.
■ Any Treatment received in convalescent homes, convalescent hospitals, health hydros, nature
cure clinics or similar establishments.
■ Vaccination and inoculation of any kind unless necessitated due to an accident.
■ Treatment of Mental Disease/Illness, Stress, Psychiatric or Psychological disorders.
■ Experimental and unproven treatment.
■ Any treatment received outside India.
■ Treatment taken from persons not registered as Medical Practitioner under respective medical
councils.
■ Medical Treatment in respect of the insured person engaging in any adventurous activity, like
parachuting, skydiving, deep sea diving etc.

IV.E Leave Policy

Capgemini FS GBU believes that employees should have opportunities to enjoy time away from work
to help balance their professional and personal lives. The Company encourages all employees to
spend time with family for leisure, taking care of personal work, or rest due to medical reasons. Every
Employee should plan to take at least few days of annual leave every year.
Capgemini FS GBU also follows all local, regional, and/or country rules regarding leave and holidays
as specified under various legislations, acts, and/or practices.
The leave policy outlines the employee eligibility requirements for each type of leave, and the rules
and procedures to schedule a leave.
This policy is applicable for all permanent employees of Capgemini Financial Services (India) Inc.
(hereinafter referred to as Company or Capgemini FS GBU).

Types of Leaves
Annual Leave
■ Permanent employees are eligible for an annual leave of 22 working days in a calendar year.
Annual leave includes casual and sick leave.
■ Employees can use their annual leave from day one of their joining.
■ Less than 15 days service in a month does not qualify for leave calculation

Employee Handbook, India, July 2012 48

■ An employee is entitled to prorated annual leave (earned leave) – 1.8 days credited to the leave
balance at the end of each month.
■ If an employee joins on the 1st of a month they will get full 1.8 days of leave credit at the end of
month , if an employee joins after the 1st or on/ before the 15th of the month they will receive a
leave credit of 0.9 days for the month and if an employee joins after the 15th of the month then they
will not get any leave credits for that month
■ Employees‘ leave balance can be negative with manager‘s approval but will be loss of pay if
employee leaves the company without earning the availed leave.
If an employee separates from the organization within the year (after utilization of leaves) negative
leave settlement will be given in final settlement.
■ Company holidays and weekly offs occurring during a period of annual leave are not included as
part of leave, if such leave is prefixed and suffixed to holidays or weekly offs. Annual leave can be
taken in conjunction with any other leave.

Maternity Leave
■ Eligible women employees are entitled to maximum of 90 days of maternity leave. Maternity leave
can be used a maximum of two (2) occasions during an employee‘s tenure with the Company. All
intervening holidays and weekends falling during this period of maternity leave are counted.
■ Employee is only eligible for maternity leave if they have completed 80 days in Capgemini as
permanent employee.
■ Employees are allowed to use annual leave in continuation with maternity leave, after first having
completed the 90 days of maternity leave, subject to approval by Supervisor.
■ Employees undergoing medical termination of pregnancy (MTP) under medical advice or
miscarriage are entitled to 45 days of maternity leave. A duly registered attending medical
practitioner should certify this.
■ Employees suffering from illness arising out of pregnancy, delivery, premature birth, stillbirth or
miscarriage are entitled to additional leave, against her annual leave entitlement, subject to
available balance. Any additional leave is applied to leave without pay. This leave is granted
based on circumstances of each case and should necessarily be recommended by the
sanctioning authority / Supervisor and approved by the - People Processes head.
■ Maternity leave is not cashable in any manner, under any circumstance. It cannot be accumulated
or used in installments.
Before proceeding for maternity leave employee has to fulfill statutory requirement by submitting
maternity form duly filled personally to the People Process Representative.

Paternity Leave
■ Male employees are entitled to a maximum of five (5) working days of paternity leave. Paternity
leave can be used a maximum of two (2) occasions during an employee‘s tenure with the
Company. All intervening holidays and weekends during this period of paternity leave are not
counted as leave. Paternity leave must be used within 90 days of the birth of the child or it will
lapse automatically.
■ Paternity leave is not cashable in any manner, under any circumstance. It cannot be accumulated
or used in installments.

Adoption Leave
Parenthood is a happy and major change in an individual's life. To ensure that our employees have
the time to complete legal formalities related to adoption and make a comfortable move into

Employee Handbook, India, July 2012 49

parenthood, we have increased the leave available for our employees who have identified a child for
adoption.
Women employees can avail leave up to 2 calendar months for adopting infant (less than one year
old) and up to 1 calendar month for adopting a child. (More than one year old) Eligible male
Employees are entitled to a maximum of five (5) working days of Adoption leave. All intervening
holidays and weekends falling during this period of maternity leave are counted.

Compensatory Leave
Employees may be required to work on public holidays and / or during weekly off days. If such work is
officially mandated in writing by either the Supervisor of the employee and or by the Delivery
Manager, then the employee may be compensated with compensatory leave for those days.
Please note: Employees are eligible for compensatory leave only if he/she works for the full day (8
hours or more). Compensatory off means employees put in extra day of work and in lieu of extra day
of work they get a comp off.

Compassionate Leave
In the event of an unfortunate death in the immediate family, employees are eligible for five (5)
working days of compassionate leave. Immediate family is parents, spouse, children and siblings. If
an employee is onsite (overseas), company will bear the travel expenses (to and fro from onsite to
Capgemini FS GBU location from where he left).

Public Holidays
Employees are entitled to customary paid festival and national holidays as outlined by the Company
and displayed at the beginning of each year.
The Capgemini FS GBU work week is from Monday through Friday.
■ Employees stationed at client sites should follow the public holiday policy as applicable in their
respective client organizations.

Leave without Pay

Leave without pay must be applied for exceptional circumstances. An employee can apply for leave
without pay only when there is no leave remaining to the employee‘s credit. All such leaves must be
sanctioned by the Practice/BU head, in agreement with the regional People Process head.
Leave without pay for an employee is authorized based on exceptional circumstances and attentive to
the business impact.
No components of the employee‘s salary and/or benefits are paid during this period, and the
employee is not granted any benefit linked to attendance during the duration of unpaid leave.
Bonus will not be applicable for the period the employee was on Leave without Pay
All intervening holidays and weekends falling during this period of leave without pay are counted.

Unutilized Leave
Employees are allowed to carry forward to the following year the unutilized portion of their annual
leave, subject to a maximum of 20 days each calendar year.
The maximum leave balance which an employee can have including previous years balance at any
given point of time is 42 days.
Please note: Any leave balance over and above this limit automatically lapses.
Employee Handbook, India, July 2012 50
Extension of Leave
If the employee wishes to extend an annual leave, he/she is required to complete an application in
writing or email. The employee may also inform the sanctioning authority via telephone or by any
other methods, but prior to the expiration of the current leave period. The sanctioning authority sends
a reply in writing to the employee indicating whether the extension is approved or rejected. An
additional copy is sent to People Processes.
Please note: If the employee does not receive any such reply in writing, the application for the
extension of leave is treated as rejected and the employee is required to resume duties on completion
of leave originally granted.

Leave during notice period

Employees can only avail of leaves during the Notice Period with prior approval from their Supervisor.
If an employee resigns during the leave period the start date of the resignation will be considered
from the day the employee resumes office.

Leave Encashment
An employee who is no longer employed with the Company is permitted to cash the unutilized annual
leave standing to his/her credit, subject to maximum accumulation of 30 days, as on date of the
severance of service.
The formula for encashment is the following:
(Current month’s base salary X Number of days of actual annual leave balance) / 30(Subject to
maximum of 30 days)
All or any tax liability from this payment is the responsibility of the employee. This includes current, as
well as future legislation.

Transferees
■ Employees traveling on long term assignments (more than 180 days) are governed by the leave /
vacation policy of the host location / region. However, employees stationed at client sites should
follow the public holiday policy as applicable in their respective client organizations.
■ Employees transferred on long-term assignments are required to settle their leave dues, as per
policy.
■ Employees traveling on short term assignments (up to 30 days) are governed by the home country
leave / vacation policy. However, employees visiting / stationed at client sites should follow the
public holiday policy as applicable in their respective client organizations.
■ Employees traveling on short term assignments (more than 30 days up to 180 days), except for
US and Singapore, are governed by the home country leave / vacation policy. Employees
traveling to US and Singapore are governed by the respective location / region leave policy.
However, employees stationed at client sites should follow the public holiday policy as applicable
in their respective client organizations.
■ Person going as STT will go with zero leaves and will come back with zero leaves, if there is any
balance of leaves during his or her tenure as STT it has to be cashed at the STT location.
To access the Leave Policy for UK LTT transferees please refer the link on KM 2.0:
http://km20.capgemini.com/book/319827.

Employee Handbook, India, July 2012 51

Responsibility of the Employee
■ Employees are required to apply well in advance for approval of long annual leave.
■ Employees have to keep his/her Supervisor informed in case of any extension of leave. An act of
proceeding on leave without approval in writing will be treated as an act of misconduct and the
employee will be liable to disciplinary action, if deemed necessary.
■ In cases of approved leave without pay on medical grounds, the employee has to provide all the
relevant medical documents to People Processes within 7 days from the start of such leave.

Responsibility of the Supervisor

■ Supervisor has to inform the People Processes Team in case of leave without pay and
absconding cases within three (3) days from the start of such leave.
■ It is the responsibility of the Supervisor to inform the People Processes Team, if an employee
does not report to office, after using the sanctioned leave within three (3) days from the end of
such leave.

Additional Leave Details

■ While the Company does not mandate any minimum annual leave that an employee must take
each year, it encourages all its employees to take at least seven (7) days of annual leave each
year to enjoy with family and recuperate from work stress, if any.
■ All applications, recommendations, approvals and refusals must be in writing / and on record.
■ If an employee remains absent without approved leave or overstays without approval from the
sanctioning authority for a period of three (3) consecutive days or more, disciplinary action
including termination from service, may be initiated against the employee by the Company.
■ Natural calamity or emergency holiday during the week to be compensated by working on
Weekend.
■ For leave balance log on to iConnectMy InformationProfessional InfoLeave details
■ Completion of 15 days or more of service in a month is considered as a completed month of
service. Less than 15 days service in a month does not qualify for leave calculation.

IV.F Shift Policy

Overview
Capgemini FS GBU offers continuous services to external, as well as internal clients around the
world. Because of this global dynamic, the Company provides continual access to Capgemini FS
GBU facilities and benefits for employees who work in shifts. The shift policy outlines the standards,
benefits, and procedures.
This policy is applicable to employees employed by Capgemini Financial Services (India) Inc.
(hereinafter referred to as Company or Capgemini FS GBU).

Eligibility
■ All employees and contractors who work in shifts, to provide production support and carry out
work, which necessarily has to be done in shifts, would be governed by the respective norms and
benefits specified in this policy.

Employee Handbook, India, July 2012 52

■ Employees identified to work in shifts, but due to specific reasons work during regular work period
are not eligible for the benefits under this policy for those regular days worked during regular work
period.

Transportation
■ Capgemini FS GBU provides transportation services for employees. Employees have to procure a
bus pass to use the transportation services. Employees who obtain the regular bus pass are not
charged additional costs for use of Company transportation service while working in shifts. The
additional cost incurred for the transportation service provided by the Company to the employees
working in shifts is charged to the project.
■ Employees who do not have a bus pass, but use the transportation service while working must
pay daily charges as per the existing Transport Policy. For more details please refer to the
Transport Policy available in KM2.0 under GFM community.

Cafeteria
The company cafeteria works from 8:30 am to 5:30 pm serving breakfast, lunch & evening snacks.
Between 5:30 pm & 10:30 pm limited services are given on prior demand like biscuits, wafers & cold
beverage through counters at specific units/buildings. All costs toward food will be borne by the
employee.

Dormitory Facilities
The Company provides dormitory facilities inside the campus premises for the employees.

Security
■ The Company provides adequate security to ensure the safety of employees working during the
night shifts.
■ The Company ensures that no woman employee is asked to work in night shift alone.
■ All women employee, using company provided transport, leaving the office premises after 9:00pm
are escorted by security personnel.
■ However, if there are other teams working the night shift on the same Unit/Floor, there are
emergency contact numbers with names that are made available at the security gate and other
areas of each unit for quick and easy access to employees working the night shift.
■ Employees who plan to work in the morning, afternoon and / or night shifts should apply for shift
allowances using the Shift Allowance application available in iConnect
(https://iconnect.fs.capgemini.com/) under Finance tab.
■ Employee would be able to enter shift details for previous three months and current month
(provided shift details are entered before the cut-off date).The current month shift roster will be
th
available after the 25 .
■ Shift allowance requires two levels of approvals before the cut-off date. First-level approval from
Supervisor and second-level approval from Project Manager.
th
■ Supervisor / Project Manager should approve the submitted shift request on or before the10 of
th
every month. If the 10 falls on a weekend or a holiday it should be approved on previous working
day. Current month‘s approved shift allowance compensation will be paid in the subsequent
month‘s payroll.
■ The data entered in shift allowance application will be validated with the Leave Management
System, and if the employee has applied for shift allowance on a leave date the system will
automatically cancel the shift request for that leave date. If an employee applies for leave after the
Employee Handbook, India, July 2012 53
 shift allowances process then all conflict case amount will be recovered in the subsequent month‘s
payroll.
■ Approved shift allowance before the cut-off will be processed through the regular payroll and will
be paid along with the monthly salary subject to income tax deductions as applicable.

Responsibility of the Supervisor / Project Manager

■ Supervisor / Project Manager would be able to approve/reject submitted shift details of previous
three months and current month (provided approvals are done before the cut-off date). Supervisor
/ Project Manager can approve/reject the shift details by clicking the ‗Shift Request‘ queue, under
‗My Approvals Notifications‘ section.
■ Supervisor / Project Manager can edit the submitted shift details before approval (except project
details) however once approved he/she cannot make any modifications. Before approving,
Supervisor needs to specify whether the shift entry is billable/non-billable. Project owner can
override the billability specified by the Supervisor before approving the request pending in his/her
approval queue.
For any issues/questions, please refer to the process document or FAQ document in iConnect.
For any technical questions raise a request from Helpdesk. iConnect > Facilities > Capgemini FS
GBU Helpdesk > FS GBU Helpdesk > People Process Helpdesk > Shift Allowances issue

Responsibility of the Employee

■ Employees are required to apply for shift request using the shift allowance application available in
iConnect under Finance tab.
■ Employee would be able to enter shift details for previous three months and current month
(provided shift details entered before the cut-off date and current month shift roster will be
available after 25th).
■ Employee would be able to enter shift details only against those project codes to which he/she is
allocated during that month. Employee cannot apply for shift request on expired project code and
task codes.
■ Employee can enter shift details for Morning Shift (MS – 6:00am to 2:00pm), Afternoon Shift (AS –
2:00pm to 10:00pm) or Night Shift (NS – 10:00pm to 6:00am)) however he/she can have only one
shift on a given day.
■ The shift details become read-only for the entire month once the employee submits the shift
details. Employee would be able to modify submitted shift details for a month ONLY when all
entered shift details for that month get rejected by the Supervisor / Project Manager.
■ Shift allowance requires two levels of approvals before cut-off date. First-level approval from
Supervisor and second-level approval from Project Manager.
Employees need carry out regular activities assigned to him/her during the shift.
Employees working in shifts should attend all necessary meetings/training scheduled during the
regular work period. Employees are responsible for discussing and planning their schedule during the
shift with the Manager/Supervisor, if required.
Employees must inform security of their contact numbers, while working in the night shift.
Employees should carry a list of emergency contact numbers provided by the Global Facilities
Management Team for any help required during the shift.

Employee Handbook, India, July 2012 54

Compensation
The amount of compensation for work in shifts is based on the following:
■ Designation and or type of employment
■ Type of shift worked in

Designation Software Associates and above and Contractors in similar

positions:
An employee and/or contractor who works a shift is paid a shift allowance of Rs.400/- per night shift
and Rs.250/- per afternoon and morning shift. The supervisor should clearly specify the role of the
contractors to ensure proper payment of shift allowance.

Calculations
Shift allowance Payable = No of day(s) worked in shift(s) X Appropriate shift allowance per day

Tax
All or any tax liability arising out of this payment is on the employee‘s account. This includes current,
as well as future legislations.
Compensation for working in shifts on weekends and or holidays:
■ An employee who works in shifts either on a weekend or a holiday will be eligible to claim a
compensatory off for such days worked in addition to the shift allowance as mentioned above. The
compensatory off has to be claimed within a month of becoming eligible for the same else it will
lapse and not be approved.

IV.G Interest Subsidy / Processing Fees Policy

Eligibility
Any employee who has interest subsidy clause mentioned in his/her offer/appointment letter, and is
on active India payroll
Eligible employees are eligible to claim interest subsidy and processing fees on three types of loans.
Capgemini FS GBU offers three (3) types of interest subsidies:
■ General / Personal Loan
■ Vehicle Loan (*At any given time employees can claim subsidy for a two wheeler or a four
wheeler. Please note that both claims cannot be done at the same time.)
■ Housing Loan
** The loan necessarily needs to be in the name/s of the employee claiming the subsidy.

Interest Subsidy
An employee is eligible for reimbursement of interest; at actual, subject to a maximum amount linked
to his /her designation that will be reimbursed on a monthly basis through the India payroll on
production of relevant receipts, and will be subject to tax as per the Income Tax rules.

Employee Handbook, India, July 2012 55

Interest Subsidy will be paid only on one loan taken under each of the above heads. For e.g. if two
separate loans are taken under vehicle loan and the sum of the interest is within the eligibility, the
employee will get reimbursement of the subsidy for only one loan.
Following is the designation-wise interest subsidy eligibility (per annum) for various loans:

Designation General Int. Sub Vehicle Int. Sub. Housing Int. Sub. Total
Software Associate 6000 12000 18000 36000
Software Engineer 6000 12000 18000 36000
Senior Software Engineer 6000 12000 18000 36000
Associate Consultant 6000 12000 24000 42000
Consultant 6000 15600 24000 45600
Senior Consultant 6000 24000 40800 70800
Lead Consultant 6000 32400 40800 79200
Manager 6000 42000 48000 96000
Senior Manager 6000 48000 60000 114000
Principal 6000 0 96000 102000
Vice President 6000 0 140400 146400

Interest Subsidy Claim Process

Employees need to submit the following documents to the India Payroll team
1. Loan Disbursement Letter
2. Amortization Schedule / Interest Certificate
3. Interest Subsidy Form (http://km20.capgemini.com/asset/462886).
4. Copy of Offer/Appointment Letter which has the Interest Subsidy Clause
It is the employee‘s responsibility to provide the necessary documentation to the India Payroll team in
a timely manner. Arrears of the interest subsidy for a maximum two months will be paid. Any claim for
interest subsidy that is more than two months old will not be paid.
th
The cutoff date for submission of the interest subsidy documents is the 15 of a month.
The interest subsidy document needs to be submitted in each financial year. Failure to
submitting of documents at the beginning of every financial year (April) will lead to the discontinuation
of the payment of interest subsidy.
The interest subsidy documents can be dropped at the local drop box. Alternately, documents can be
scanned and sent to the India Payroll team.
While dropping the forms in the local drop box please ensure that they are sealed in an envelope and
that you clearly mention on the envelope – Interest Subsidy Documents – KIN xxxxx_FS.
Scanned copies of the interest subsidy document can be sent to FSGBU, Payrollindia with the
Subject Line: Interest Subsidy Documents – KIN xxxxx_FS

Processing Fee
Housing Loan
The processing fee up to a maximum of three months of the interest subsidy amount for housing loan
will be reimbursed on production of valid processing fee receipt.
Employee Handbook, India, July 2012 56
Other Loans
The processing fees up to a maximum of `125.00 will be reimbursed on production of valid processing
fee receipt. This amount is the same across all designations.
The processing fee for loans will be paid to employees provided they are on the India FS rolls when
the loan is availed. This will be paid through India Payroll on production of relevant documents, and
will be subject to tax as per the Income Tax rules.
The processing fee needs to be claimed within two months of availing the loan with the completed
Processing Fee Claim Form (http://km20.capgemini.com/asset/462890) and the processing fee
receipt along with a copy of the offer/appointment letter which has the Interest Subsidy clause.
Scanned copies of the processing fee document can be sent to FSSBU, Payrollindia with the Subject
Line- Processing Fee Document – KIN xxxxx_FS
The processing fee will be paid as per eligibility under each type of loan. Please refer to the table
below:

Type of Loan Processing Fee Eligibility

■ Housing Loan Once in 10 years
■ Vehicle Loan Once in 5 years
■ General/Personal Loan Once during the employee‘s tenure with Capgemini
** The loan necessarily needs to be in the name of the employee claiming the processing fee.

IV.H Out of Hours Policy

Introduction
This document details the out-of-hours payments policy for employees at Capgemini Financial
Services (India) Inc.

Scope
Employees
Employees, for the purpose of this policy, would mean all Capgemini India CSS employees up to and
including Manager Levels.

Types of Allowances
The Policy comprises of the following allowances:

On-call
Definition
On-call is defined as ―Time when an employee is not at work but is available to provide remote
support and assistance, and attend his/ her place of work, if required.‖
For e.g. when an individual is required to be available to provide remote support over a weekend,
when he or she is not normally required to work, he or she is ―on-call‖ for two days.

Employee Handbook, India, July 2012 57

Inherently, being ―on-call‖ places employees under particular obligations, notably the need to be
contactable, fit for the purpose of work and where necessary, able to attend work to provide direct
operational support.

Qualification
Employees will qualify for On-call payments providing:
■ They are identified as being part of a rota providing operational support outside their normal
working hours, as defined in their terms and conditions.
■ The on-call requirement is authorized by an appropriate manager prior to being worked.

Calculation
On-call payment is calculated as:
On-Call Days x On-Call Daily Allowance
Where
On-call days are the number of days an individual is designated to provide On-call support.
On-Call Daily Allowance is:
■ Rs. 425 per day on weekdays, and
■ Rs. 650 per day on weekends and holidays.

Public Holidays
Employees covered under this policy will follow client‘s list of public holidays, as applicable. In case
the number of public holidays as per the client is less than the 10 public holidays granted by
Capgemini India, such employees can avail the differential number of days as optional holidays to be
taken during those days declared as public holidays by Capgemini India.

Transport Arrangements
Capgemini India‘s Transport Policy will be applicable to employees on ―On-call‖ duty.

Authorization of Allowances
The Project head (or any other senior person designated by the BU Head for this purpose) will be
authorized to approve payment of allowances. The cost will be charged to the BU.

Mode of Payment
For payment of all the above allowances, the payment claims in the prescribed formats must be
approved by the authorized signatory and submitted to Payroll by the 10th of every month. The
payments will be made through Salary, subject to income tax deductions as applicable.

IV.I Picnic Policy

Capgemini FS GBU believes that team chemistry is an important ingredient to the success of projects
and the Company as a whole. The Company encourages employees to plan activities outside of work
and enjoy time together as a team.

Employee Handbook, India, July 2012 58

Procedure
■ Every employee in the support functions is entitled to Rs. 500/- once every quarter.
■ For accounts and practices, it is discretionary spending based on the approval of Account/BU
heads and Practice heads respectively.
■ Different projects get together as a team and plan a picnic / outing once in a quarter. Based on the
number of employees in a particular team, an amount of Rs. 500/- per employee is sanctioned for
this purpose regardless of whether an employee belonged to another team before the time he/she
joined this particular project.
■ Cash is advanced against an IOU to one of the team members who take the responsibility of
accounting for the cash availed. Documents in the form of hotel bills / transport bills to cover the
cash availed should be handed over to Finance along with a list of employees who are on the
team. Company can also settle food bills directly with the vendor if employees submit the bills with
details like project number, number of employees etc. Company will settle bills only to the extent
of eligibility.

Process
■ If a team decides to go for a picnic, one of the team members who take the responsibility has to
take a count of the number of members. Based on the total count of the team, Finance provides
the advance amount.
■ Documents in the form of hotel bills/transport bills to cover the cash availed should be handed
over to finance along with a list of employees who are on the team.

Time Line
■ Expenses for the quarter should be claimed within the quarter or in the subsequent quarter.
■ Expenses more than two quarters old will not be reimbursed
■ Since determining the number of employees in the team could be a constraint, payment will be
made considering the latest head count of the team
■ Employees need to claim the team party reimbursements within 15 days after incurring the
expenses

Attendance
For any team party, a minimum of 50% participation is required. The team manager must submit the
attendance record while submitting the bills for clearance.

General
■ Budget to guide the expenses
■ Any exception to the above policy will have to be recommended by the department Manager and
approved by the Head of People Processes
■ If advance taken is not settled within 15 days of incurring expenses, the same will be recovered
from the salary of the respective recipient
■ Submission of forged bills/gross misappropriation of funds taken for such activity can lead to
termination from the service of Capgemini FS GBU India

Employee Handbook, India, July 2012 59

V. Recruitment

V.A Employee Referral Policy

RECRUIT – REFER – Earn a REWARD
Are you aware that nearly 50% of hires across Capgemini come from Employee Referrals? And
nearly 33% of our India Hiring comes from referrals? It‘s true.

Intent of the Program

The intent of this policy is to continue to stress on our networking with our Employees.
As in the past, we encourage all Employees to be a part of the Capgemini FS-GBU Employee
Referral Program, to enable us, strengthen Capgemini FS GBU with qualified candidates, and help
them earn the extra buck.

Scope of the Program

This policy is applicable to all Permanent and Contractual Employees of Capgemini FS GBU.
In addition to the specified technical profiles, we would be seeking strong communication skills; ability
to work in a team, and people who are eager to learn.
Above all we look out for the cultural fitment of the candidate with Capgemini FS GBU.

Referral Process Overview

Steps to make a referral:
■ Log on to recruitment.in.capgemini.com/friendslikeyou.in.capgemini.com and you will find the
employee referral program.
■ Fill in the details given in the form. Please be sure that you fill in the mandatory fields correctly so
that we don‘t miss out on your referral.
■ Attach the resume without fail.
■ You will get regular update about the status of your referral through the system. At any point in
time you can check the status of your referral on the site.

Participant Eligibility

■ On Rolls & Contractual Employees are eligible for claiming Referral Bonus.
■ Any reference of the Employees joining on Contractual position will be paid a amount of Rs.5000/-
only
■ To claim the referral fee your referral must be taken on Contractual / Capgemini FS GBU rolls. If
she or he is taken on as a trainee, software Engineer/employees, IT employees or as Executive
then you are not eligible to claim the referral fee.
■ The referral fee will be paid to you only if your referral is on board for a minimum of three months.
Employees who have resigned will not be eligible to claim the referral fee. After three months of
stay with Capgemini FS GBU, the referral is paid the eligible Referral Bonus automatically
by the recruitment team. The Employees don‘t have to fill any forms or application to claim for
referral bonus.

Employee Handbook, India, July 2012 60

■ Both the referrer and the referral have to be on Capgemini FS GBU rolls, after the referral
completes three months with the organization, for the referrer to claim the referral bonus.
■ If your referral is placed outside Capgemini FS GBU India locations, then you are eligible to get
the referral fee as per that region's referral policy. For e.g. if you are a Capgemini FS GBU
Employees and your referral is taken on Capgemini FS GBU Inc rolls, then you become eligible to
claim the referral fee as per the Capgemini FS GBU Inc referral policy.
■ Members of Employees Partners team will not be eligible to claim the referral fee. The employee
who uploads the referred candidates profile first into the internal referral system gets the referral
fee. Any profile in the referral system is valid for 6 months from the date of its submission. After
that it becomes open for resubmission or modification. Employees who first resubmits the profile
becomes eligible for referral fee.
■ If any information that you provide of your referral is incorrect then you are not eligible to claim for
the referral fee.
■ No referral fee will be given for any referral whose profile is not on the
recruitment.in.capgemini.com>>Employee referral. Also no referral fee will be paid for any
candidate whose profile is directly forwarded to the recruiter.
The following employees are not eligible to receive the referral fees but are strongly encouraged to
participate in this program:
■ Trainee Employees
■ PRM - Recruitment Employees
■ Direct managers of the referred candidate
■ Vice Presidents and above
■ Business Development and Service and Support Leaders

Members of the interview panel

Cash Awards – Based on Level of Hire

If your referral joins and if s/he is with Capgemini FS GBU for a minimum of 3 months, then you
become eligible for the referral fee. The referral fee is paid as per the designation offered to your
referral on the date of joining.

REFERRED POST REFERRAL FEE

Contract 5,000
Associate Consultant 10,000
Consultant 20,000
Senior Consultant 30,000
Lead Consultant 40,000
Managerial and above to VP 50,000

* Subject to applicable tax withholdings

Connect with the team through: FSGBU, Friendslikeyou ([email protected]).

Employee Handbook, India, July 2012 61

V.B Relocation Policy - New Hires
Objective
This policy is aimed at defining suitable reimbursement limits to compensate new hire candidates who
are required to relocate from their base- or pre-hire location to another location within India as per
business requirements. This policy is the guideline for every recruiter and there is no exception of the
below mentioned policy.

Applicability
This policy is applicable for candidates joining Capgemini India Pvt. Ltd, Financial Services across all
levels with in India.

Eligibility
■ New hires relocating from any location within India are eligible for relocation expenses.
■ Candidate joining India from overseas will not be eligible for this policy.
■ If pre-hire location and joining location are same, the candidate is not eligible for reimbursements.
■ Fresher‘s joining from campus /training institutes will not be entitled to claim any relocation
expenses.
■ Candidate joining at the level of Software Engineer/Software Associate (only Lateral Hire)

Entitlements
The Company will reimburse to the employee expenses incurred toward relocation (subject to
provision of bills) up to a maximum limit as under, with prior approval of the Recruitment Lead or his /
her representative.

Designation Married Single

Software Engineer / Software Rs. 30,000 Rs. 20,000

Associate / Senior Software Engineer

Associate Consultant Rs. 45,000 Rs. 30,000

Consultant to Lead Consultant Rs. 60,000 Rs. 30,000

Manager to Principal Rs. 95,000 Rs. 50,000

Vice President and Above Rs. 97,000 Rs. 52,000

The above limit will be inclusive of the following categories in which the employee might incur
expenditure during relocation:

Travel
■ The Company will reimburse travel (one-way ticket only) expenses for the candidate and his/ her
spouse and dependent children only.
■ Reimbursement of travel expenses will be up to the limit defined by the policy or actual amount,
whichever is less, on production of actual receipts / tickets / boarding pass.
■ The mode of travel is economy class airfare or AC II tier train.

Employee Handbook, India, July 2012 62

Accommodation
■ Company will provide accommodation for initial 7 days only effective from date of joining.
Company will directly settle the lodging bills with the, service provider. Individuals will be
responsible for expenses incurred on liquor, cigarettes, personal telephone calls, food and
entertainment prior to checking out of the company-provided accommodation.
■ Cost of company-arranged accommodation will be governed by the policy. Any additional cost as
mentioned in the policy will covered by the recruitment budget.
■ In case of self-arranged accommodation, reimbursement will be according to the limit defined by
the policy.
■ Any extension beyond 7 days will be employees‘ responsibility.

Relocation Expenses
Relocation expenses will include below mentioned expenses and will be reimbursed on production of
actual receipts.
■ Transportation of household goods –
o Cost Incurred on Packing and moving(P&M) of personal goods and effects(excluding
vehicle) arranged through any Vendor will be reimbursed subject to the submission of
the following:-
o Original payment receipt on the vendor‘s letter head/bill mentioning the vendor‘s PAN
No and Service Tax No. This should be duly attested by vendor.
o Original list of items transported and signed by the candidate and acknowledged by
the vendor. This should also mention the starting location and destination
o Original Insurance premium receipt (if claimed)
o Original Octroi receipts across locations
o Original Good Receipt Note /Delivery Challan on the Vendor Letter head –
countersigned by the candidate.

Note –
■ Capgemini will not be held liable for any loss or damage or delay in delivery of goods during
transit.
■ The reimbursement of P&M of personal goods and effects is non-taxable
■ Transportation / registration of vehicle, including No Objection Certificate (NOC).
■ Authorized number of vehicles – one Four wheeler and two 2 wheeler either in name of
candidate or his/ her spouse
■ Alternatively, if the employee wishes to drive down, expenses will be reimbursed at actual.
Reasonable fuel expenses as defined by Capgemini Finance team will be reimbursed considering
the distance travelled from the City of Origin to the city of relocation.
■ Housing brokerage against invoice, payment receipt of broker and agreement copy
■ Non-refundable school donation (for up to a maximum of two children) against receipt from school

Payment Procedure
Relocation expenses must be claimed by the employee within 30 days from the date of joining.

Employee Handbook, India, July 2012 63

Recovery of Relocation Expenses
If the employee resigns within a period of one year from the date of joining, the entire amount of
relocation expenses reimbursed to that employee must be returned to the Company as part of the
final settlement.

Ownership of the Policy

The Recruitment team owns and administers this policy. Any exception to the above will have to be
sanctioned by the Recruitment Head.

Effective Date
This revised policy is applicable effective August 23, 2010

Categorization of Expenses
Software Engineer / Software Associate / Senior Software Engineer (Only for Lateral Hires)

Entitlements

Married Single
Travel 6000 3000
Accommodation 15000 12000
Relocation Expenses 9000 5000

TOTAL 30000 20000

Associate Consultant

Entitlements

Married Single
Travel 9000 3000
Accommodation 15000 12000
Relocation Expenses 21000 15000

TOTAL 45000 30000

Consultant to Lead Consultant

Entitlements
Married Single
Travel 11000 3500
Accommodation 15000 12000
Relocation Expenses 34000 14500

TOTAL 60000 30000

Manger to Principal

Entitlements

Employee Handbook, India, July 2012 64

 Married Single

Travel 16000 4000

Accommodation 15000 12000

Relocation Expenses 64000 34000

TOTAL 95000 50000

Vice President and Above

Entitlements
Married Single
Travel 18000 5000
Accommodation 15000 12000
Relocation Expenses 64000 35000

TOTAL 97000 52000

** Note – For candidates hired at VP and above, the limit of relocation expenses can differ
from case to case, and any deviation from the policy needs to be approved by Recruitment
Head

Business Rules
■ All expenses will be reimbursed on production of actual receipts.
■ Total expenses on travel, accommodation and relocation should not exceed above mentioned
limits.
■ All expenses needs to be approved by the respective recruitment lead.
■ It is the Finance team's responsibility to ensure that employees‘ adhere to overall limits defined by
policy.
■ All exception cases needs to be approved by the India Recruitment head.
■ If the candidate is single and wants to be accompanied by his or her parents, the Company will
provide help in booking accommodations. Additional costs will be taken care of by the candidate.
■ As per the company's definition, dependents are the candidate's spouse and children (up to 2
children and below the age of 18 yrs).
■ Married – Candidate is married and accompanied by his spouse and dependents when joining the
company.
■ Single – Candidate is either married or unmarried and travelling alone when joining the company.

Employee Handbook, India, July 2012 65

VI. Other Policies

VI.A Certification Fee Reimbursement Policy

Intent
■ Encourage employees to achieve certification
■ Ensure that certifications are aligned to FS GBU‘s business focus
■ Support development of skills and expertise to enhance employee performance

Purpose
The purpose of this document is to provide a policy that outlines the certifications eligible for
reimbursement and the process to claim reimbursement of certification exam fee.

Scope
This policy is applicable to all FS GBU employees globally. Currently FS GBU employees in The
Netherlands, Belgium, Switzerland, France and Spain are not covered under this policy, as their
learning expenses are funded by their respective regions.

The Process
1. Review the certifications in the global list on KM2.0 (http://km20.capgemini.com/book/311085) and
select the certification of your interest.

2. Review the certification goals, prerequisites, and information on certification examination.

3. On achieving the certification, follow the reimbursement process to claim reimbursement of the
certification exam fee.

Eligibility for Reimbursements

1. Employees are eligible to seek reimbursement for any of the certification exams listed in the
approved list of certifications available at http://km20.capgemini.com/book/311085.

Please note that the certification fee can be reimbursed after ONE month of achieving the
certification.
2. Employees should achieve the passing score as prescribed by the certifying institute.
3. The certification exam fee will be reimbursed to only those employees who achieve the
certification. However the charges toward travel, accommodation, and incidental expenses such
as postage and courier will have to be borne by the employees. We encourage all employees in
India to utilize the on-campus facility for certification exams.
4. Employees can refer to the existing certification support material available in the Online Library
Catalog available through iConnect (https://iconnect.fs.capgemini.com > Facilities > Online Library
Catalog]. Or send an email to [email protected]. In case the certification material is
not available at the Library, the employees will have to bear the cost of certification support
material.

Employee Handbook, India, July 2012 66

5. PMI Specific Reimbursement Process: Reimbursement of the following will be given to only
those employees who contribute to the PMP Chapter by facilitating PMP sessions irrespective of
the location they are based in:
o PMP Certification Exam and PMI Membership (together)
o PMI Membership Renewal
o PMI Certification Renewal
Employees seeking PMP Certification need to pass the exam and attain the PMP Certification. They
can get reimbursement of certification fee in two equal parts as follows:
The first 50% of the certification fee will be reimbursed only after one month of achieving the
certification
The remaining 50% of the certification fee will be reimbursed after one month of claiming the
first 50% of exam fee subject to facilitating at least one PMP session. Please note that the
PMP session does not require any specific faculty rating for the certification fee to be
reimbursed.
6. Reimbursement of any Certification fee that is more than $200 USD: Employees will get
reimbursement of certification fee in two equal parts as follows:
The first 50% of the certification fee will be reimbursed only after one month of achieving the
certification
The remaining 50% of the certification exam fee will be reimbursed after one month of
claiming the first 50% of certification exam fee.

NOTE: For certification reimbursement cost above $300 USD, please submit a business case
with an approval from your Manager and Practice Head.

Any exception to the above policy can be recommended through the Global Certifications
Coordinator to the approver Aarti Gupta, Global Head, FS GBU Learning & Culture.

Process for Reimbursements

The employees will have to upload documents on Team Forge one month after they clear the
certification exam.
Employees from all regions can scan and upload their documents on Team Forge. They would need
to get access to upload the documents on Team Forge by sending an email to Kalpee Ambi
([email protected]).
Employees will have to upload the following necessary documents on Team Forge and share the
document number in the expense report, in ‘Comments History’ or in the ‘Purpose’ section.
 Payment Receipt/Email Confirmation about the Payment
 Score Sheet/Certificate
Employees who cannot appear for certification exam in the scheduled on-campus certification drives
can appear for certification exam at the nearest prometric and claim the reimbursement for the
certification cost only. Any other cost will have to be borne by the employee.
Employees must raise an expense report pertaining to the region they are based in. The codes
required to fill the expense reports are mentioned below. They will have to refer to the name column
in the following table and use the codes pertaining to their region.
A copy of the approved expense report, photocopy of the Score Sheet/Certificate, and the original
payment receipt must be submitted to Finance after approval from Learning & Culture.

Employee Handbook, India, July 2012 67

All or any tax liability related to this payment will be on the employee‘s account. This will include
current as well as future legislation.
Employees who have resigned and have left the organization or are serving a notice period will not be
eligible for reimbursement of certification fee. Any reimbursement during the notice period will be
recovered from the full and final settlement.

Country Project Number Name Task Number Task name

Pune 1 100022288 IN10 L&D - Certification 001 Certification

Pune 2 100022322 IN11 L&D - Certification 001 Certification

Chennai 1 100022390 IN13 L&D - Certification 001 Certification

Chennai 2 100022424 IN14 L&D - Certification 001 Certification

Hyderabad 1 100022356 IN12 L&D - Certification 001 Certification

Bangalore PC TC 100049319 IN21 L&D - Certification 001 Certification

FS Mumbai 100022458 IN17 L&D - Certification 001 Certification

Gurgaon 100047506 IN20 L&D - Certification 001 Certification

Canada 100022152 CA02 L&D - Certification 001 Certification

Europe Inc. 100022595 US06 L&D - Certification 001 Certification

Europe Inc (IRL) 100022254 IE01 L&D - Certification 001 Certification

Hong Kong 100022220 HK01 L&D - Certification 001 Certification

Singapore 100022492 SG01 L&D - Certification 001 Certification

Taiwan 100022526 TW01 L&D - Certification 001 Certification

UK Inc. 100022186 GB01 L&D - Certification 001 Certification

USA Inc. 100022560 US05 L&D - Certification 001 Certification

Australia 100022118 AU01 L&D - Certification 001 Certification

VI.B Resignation Policy

Overview
This policy is applicable to all FS GBU India employees and overrides any similar policies published
in the past.

Employee Handbook, India, July 2012 68

Resignation Process
■ An employee who decides to leave Capgemini FS GBU has to submit his or her resignation
through the Exit Clearance Management System (ECMS) application on iConnect (PATH:
iConnect > Applications > Employee Management > Exit Clearance Management System )
■ The date on which the Resignation is submitted within ECMS will be considered as the
Resignation Date. In case an employee resigns on a Saturday, Sunday or a Capgemini Holiday,
the next working date will be considered as the Resignation Date.
■ Once the Resignation is submitted the employee‘s current Supervisor needs to approve it through
ECMS.
■ If the current Supervisor‘s information is not updated in ECMS please update the same through
iConnect.

Notice Period
The Notice period for all employees is 90 days. It is mandatory for all employees to serve the
complete Notice Period, and cannot be waived under any circumstances. The Notice period cannot
be adjusted against leave, and neither do the employees have an option of buying out the Notice
Period.

Leaves during Notice Period

Employees can only avail of leaves during the Notice Period with prior approval from their Supervisor.
If an employee resigns during the leave period the start date of the resignation will be considered
from the day the employee resumes office.

Last Working Date

■ If the last working date falls on a Saturday the previous working day will be considered as the last
working date. If the last working date falls on a Sunday the next working day will be considered as
the last working date, and in case the last working date falls on a Capgemini Holiday, the next
working date will be considered as the last working date.
■ It is the responsibility of the employee to ensure that all clearances are done by the respective
departments before the last working date.
■ Employee has to be present on the last working date as the experience and relieving letters will be
handed over to the employee on the last working date subject to clearances received from all the
departments.
■ All calculations for the full and final settlement will be done based on the gross monthly salary
(Previously called base salary).
For the detailed Exit Process please refer to the FAQ document available on ECMS.

Employee Handbook, India, July 2012 69

VII. Finance Policy

VII.A Capgemini FS GBU Travel and Expense Policy

Introduction
The purpose of the Financial Services GBU Travel Policy is to provide travel guidelines and
procedures to its employees. Our goal is to provide each business traveler with a clear set of criteria
to act as a guide toward obtaining approvals, scheduling, and utilizing cost-effective travel policies.
The process of cost-effective travel scheduling becomes more self-managed once travel policies and
procedures are defined, reimbursable expenditures are described, and employees and expense
report approvers are aware of their responsibilities in managing and reporting business travel-related
costs.
All employees are responsible for understanding and complying with the Company‘s policy regarding
expense reimbursement.
The expense report control procedure consists of a minimum of two stages:
■ A hierarchical control to validate the relevance of the expense, the necessity of the expense and
its conformity to the employee‘s function and the interests of the Company.
■ A financial control, handled by the Accounting department, to verify the existence of the
documentation, respect for procedures and conformity with the rates and regulations in the policy.

Non Compliance
Employees who do not comply with this policy may find their expense claims subject to a delay, or
potential capping of the claim at the cheapest price proposed by TA. Repeated non compliance by an
individual may lead to non reimbursement and/or disciplinary action.

Policy
Financial Services GBU will reimburse, within policy guidelines, an employee who travels as a
Capgemini FS GBU representative for the reasonable and necessary costs directly related to
authorized domestic and international travel.
This policy covers travel and related expenditures encountered in normal business situations. The
intent, however, is not to describe every situation. Management judgment will be necessary in certain
situations which are not addressed or where special consideration is required.
■ This policy applies to both non-billable and billable travel expenses. Therefore, expenses billable
to client will also have to be within Capgemini policy limits.
■ In the case of negotiated contracts with clients that cover travel for Financial Services employees,
if the contract guidelines are stricter, those guidelines prevail, not the Financial Services GBU
Travel Policy.
Example: For instance, if the meal limit per day is INR800 and the meal limit as per the SOW / MSA
which is signed between the client and Capgemini is INR500, FS GBU employees are requested to
follow the client specified limit (in this example it would be INR500).
■ Travel to meet client needs will sometimes require more flexibility than this policy allows.
■ This policy applies to employees who are not receiving a per diem payment. For per diem policy
please refer Mobility policies.

Employee Handbook, India, July 2012 70

■ FS GBU Management reserves the right to change this policy at any time and has the right to set
whatever guidelines seem most appropriate.
■ The most current version of this policy, available on KM2.0
(http://km20.capgemini.com/book/317730), is the policy that must be followed. It is the employee's
responsibility to be aware of the most current version and abide by the terms of that policy.
■ Charges incurred after the new policy is in effect will be subject to the guidelines of that new
version and will be expensed under the same guidelines.
■ Using common sense in applying this policy is necessary, as all possible conditions or situations
cannot be predicted. The overarching principle is to look at the total impact of expenses relative to
our cost control objectives, and make a smart business decision that includes all relevant factors.
■ Travel arrangements should be started as soon as it is learned that a trip would be necessary.
Wherever possible, multiple business trips should be combined.

Guidelines
Travel costs represent a significant expenditure for Capgemini and must be effectively managed. It is
the intent of management that an employee should neither gain nor lose financially as a result of
business travel. Accordingly, Capgemini will reimburse employees for expenses incurred for the
benefit of the company provided that the expenses are:
■ Reasonable
■ In compliance with the group policy and India Income Tax rules
■ Properly reported and substantiated
■ Approved by a manager who is authorized to approve travel related expenses
Capgemini will reimburse appropriate costs provided the trip has been approved in advance.
The appropriate manager must approve requests for travel before the trip is actually booked.
In no case may employees approve their own travel.
Each manager level employee and above is fully accountable for the administration of and the
compliance with this policy and related guidelines. Each traveling employee is accountable for
actively assisting in the control of the cost of business travel. Each traveler and his/her approving
manager are jointly responsible for determining that:
■ A legitimate business purpose is being served
■ Travel is essential to the business to be transacted
■ More economical alternatives are not readily available
The company assumes no obligation to reimburse employees for expenses that are not in compliance
with this policy.
Travelers who do not comply with this travel policy will be subject to:
■ delay or withholding of reimbursement and/or
■ disciplinary action
When a traveler does not book the lowest airfare, preferred hotel or car rental vendor, the travel
administrator will note the policy exception which will be reported to the appropriate exception
approver.
The mode of travel selected should be based on availability, timing, and cost. Generally, the most
cost-effective manner that meets business needs should be selected.

Employee Handbook, India, July 2012 71

Preferred vendors (carriers, hotels, car rental companies) must be used whenever possible. Selection
of an airline, car rental agency, hotel/motel must be without consideration for personal benefit from
promotional incentive awards offered, or personal dislikes for certain companies.
The CFO makes the final decision regarding travel expense allowances.
Expense reports for 2011 and prior should be approved by CFO for reimbursement.

Exceptions
Any deviation from the policy, principles or rules must be formally approved prior to the expenditure.
The list of exception approvers is available in Annexure 1.
External, billable projects that wish to employ a ‗Per Diem‘ amount for meals must demonstrate that
this approach has been reviewed and approved as part of the bid review process consistent with the
terms and conditions of the contract. In addition, written approval must be obtained from the CPO /
CFO. In all circumstances the per diem amount must be less than the limit amounts for meals on a
per day basis. If approved, the details of the per diem management including the Project Manager‘s
name must be provided to the Expense Reporting Team.

Review Procedures
Expense Reports are reviewed to ensure compliance with company policies. The review is done in
two phases:
■ The employee‘s Expense report approving Manager reviews the expense to ensure the
appropriateness, legitimacy of the claim and compliance with FS GBU policy. The review and
approval is completed online using the Expense application. The employee must submit
adjustments if asked by his/her Manager after review. For more information on the Approval
process please refer ‗Chapter 9 Approval Matrix‘
■ The second review is performed by the India Expense Reporting Team to verify the
documentation, adherence to the policy and procedures and conformity with the rates and
regulation in place.

Supporting Documents
■ Employees should request receipts from suppliers for all chargeable items to be reclaimed
■ When claiming your expenses please ensure all the supporting documents needs to be arranged
in the same chronological order the way it is appearing in the Expense Application expense
approval notification sheet and attach them (using cello tape, glue or staples) to A4 paper without
any overlaps
■ Employees are responsible for submitting explanations and original receipts or other
documentations that clearly support the business purpose and reimbursable nature of the
expense.
■ Employees must submit their own expenses and their own receipts. Employees are not to
purchase and submit expenses on behalf of another employee who is actually incurring an
expense (e.g.: airfare and hotel costs) unless it is authorized or approved by the Project Manager.
Limited exceptions include events such as dinner. In these cases, the most senior Capgemini
employee must pay and submit the expense.
■ Credit card statements are not a valid form of receipt.
■ Receipts or paid invoices are required to substantiate all railroad tickets, auto rental fees, hotel
charges, meals, and client entertainment expenses.
■ If receipts include expenses for the spouse or other person not previously authorized for a
business purpose, only those expenses that apply to the employee will be reimbursed.
Employee Handbook, India, July 2012 72
Why do we require supporting documents?
■ To satisfy internal controls on proof of purchase
■ To satisfy Income Tax Department that it is a legitimate business expense

What constitutes a claimable business travel

All journeys between your private address and permanent workplace (‗base location‘) are regarded as
private, other than where your private address is your contractual work base. The cost of these
journeys cannot be claimed through expenses. All journeys away from your base office may be
regarded as business travel, irrespective of whether the journey begins and/or ends at home.

Travel Approvals
■ All employees undertaking Billable and non-billable international travel will need pre-approval from
the respective Function/BU Head.
■ All employees, with the exception of Principals and Vice Presidents, undertaking Billable and non-
billable domestic travel, will need pre-approval from the respective Function/BU Head.
Therefore, only domestic Travel and Hotel requests for Principals and Vice Presidents made through
the Travel Desk System will be auto approved.
■ Upon authorization, the traveler must contact the travel provider for travel options. Employees not
obtaining approval will not be reimbursed for their costs.

Steps to submit an Expense Report via the Expense Application

■ You may access the Expense application via I-connect SSO Service login
(https://sso.capgemini.com/authent/authent_form.asp) by selecting Expense application in SSO
service tab or use http://expense.in.capgemini.com .
■ The Expense Application can be accessed only through Internet Explorer and not Mozilla &
Firefox web browsers.
■ Expense application is integrated with SSO hence you can use your Corp domain User id and
Password to login.
■ The application will automatically log you out if there is no activity for a specific period.
■ We have created an e-learning course
(http://expense.in.capgemini.com/Expense_ECourse/index.html)\ that will enable you to
understand how the application works and the inherent process flows.
■ Employees must submit their expenses in the Expense Tool within 30 days from the expenditure
date.
■ After the expense report has been approved by your Manager the original receipts along with the
approval screen shot must be submitted at the drop boxes provided.
■ Employees with Billable expenses should submit their expenses weekly in Expense Tool.
■ Any expense report over thirty (30) days old requires approval for reimbursement. Delayed
expense reports are to be approved as per the following matrix:
Designation
Below VP VP
Benoy Nambiar Mukund Singh

Employee Handbook, India, July 2012 73

Approval Matrix
The expense application has an in-built approval matrix that is different for billable and non-billable
expenses. Each project now has three levels of approvers defined. The following are the features of
the approval matrix:

Non-billable Expenses
■ The approver needs to have the authority to approve the amount and should be of a designation
equal to or higher than the person submitting the expense. Level 1 (L1) approvers have an
approval threshold defined as follows:
o USA: 1,000 USD
o UK: 600 GBP
o Singapore: 1,400 SGD
o India: 20,000 INR
o Hong Kong: 3,500 HKD
o Canada: 1,000 CAD
o Australia: 1,000 AUD
o China: 3000 CNY
■ If your expense amount is higher than these thresholds, the L1 approver will ‗Recommend‘ your
expense report to the Level 2 (L2) approver. Level 2 and Level 3 (L3) approvers do not have an
approval amount limit.
■ If your designation is higher than that of an L1 approver, your expense report will be directed to
the queue of the appropriate L2 or L3 approver, depending on whether they are equal to or higher
than your designation.

Billable Expenses
The L1 approver can approve an expense report irrespective of the amount and designation of the
Submitter.

Travel Expenses
American Express Corporate Card
The Group has signed a global corporate card agreement with American Express (AMEX). The card
is available free of charge with payment deferred. Each corporate cardholder is responsible for paying
all the expenses charged to his or her corporate card. It is the only corporate card authorized by the
Group.
Only business expenses are to be charged to the employee‘s American express corporate charge
card. Do not allow anyone else to use your corporate charge card.
All employees are required to apply for a corporate AMEX credit card. It must be returned and
cancelled when the employee leaves the Company.
Capgemini will usually only reimburse those expenses charged to the AMEX corporate card. But,
where a merchant does not accept AMEX, please use another credit card and note on the receipt
―AMEX not accepted‖.
Employees need to wait for the statement to be generated to be reimbursed. They can claim
reimbursement on the basis of supporting bills as soon as they return from the trip. The employees
will be responsible for any late payment charges that may be incurred due to delinquent payments.

Employee Handbook, India, July 2012 74

To assist you with your expense claims, you can now view your AMEX statements online at
https://home.americanexpress.com (enter your login and password, select ―card check & pay bill‖
option). In any cases of late payment/default, or where the employee leaves and defaults on
payment, Capgemini reserves the right to check the debt position of the employee, and to take the
appropriate measures.
For expenses paid with an American Express card, please use the exchange rate mentioned in your
statement. For all other expenses, the applicable exchange rate for conversion must be the average
monthly rate for travel, or the rate shown on your credit card statement. You can refer
www.oanda.com for exchange rates.

Exchange rate
For expenses paid with an American Express card, please use the exchange rate as per your
Statement. For all other expenses, the exchange rate is automated in the expense application
Total Travel Cost
■ Capgemini FS GBU‘s travel agencies have been instructed to obtain the lowest cost travel
arrangements available. Employees need to consider all costs associated with the trip when
making travel plans. (i.e. hotel, meals, transportation, etc.)
■ The most economical arrangement must be chosen provided it fulfills business needs
■ When multiple airports/carriers are available the most economical ones could be chosen taking
into consideration total trip costs

Example
An employee needs to travel to Pune from Hyderabad

Option A: Flight to Pune from Hyderabad Option B: Travel to Pune via Mumbai from
Hyderabad
Flight fare Rs. 7000 Flight fare to Mumbai Rs.3000
Cab cost Rs. 700 Cab cost (Mum to Pune) Rs.2000
Total cost Rs. 7700 Total cost Rs.5000

Option B may be chosen, providing the flight times are workable.

Employees Traveling Together

If you are traveling with a colleague at a more senior grade, you can claim the levels of expenditure
associated with him/her subject to prior Approvals (as set out in Annexure 1), although in most cases
this will be the same as your own allowances.
If an expense is incurred by a group of employees, the cost must be paid for, and claimed by, the
most senior member of the group.

Mode of Travel (Domestic)

Designation Mode of Travel

Lead Consultant and above Economy Class air travel with

lowest airfare
Up to Senior Consultants II AC Train / Bus

Employee Handbook, India, July 2012 75

No exceptions for specific request of airline will be entertained. Exceptions, if any, need to be
approved by the Approver specified in the Approval Matrix (Annexure 1) before the travel.
If employees have an option of booking a cheaper air fare through some other source they can do so
and subsequently get their expenses reimbursed by submitting Expense reports. However, a travel
desk request must be raised so that a quote will be provided by the travel desk team. This quote can
be used to compare with other fare options. Approval from the travel desk and Project Manager
needs to be obtained and attached along with the expense report to claim reimbursement.
The detailed airfare guidance is given under the section on ‗Air Travel.‘

Intra City & Mumbai – Pune Travel

For Intra-city and Mumbai-Pune travel the following will apply:

Designation Mode Type of Car Price Range (Rates

for 8Hrs/80 kms)
Software Associate – Sr. Consultant Call/Metered Indica, Hyundai Santro Meter Rates
Taxi (Economy)
Lead Consultant to Manager Economy Indica, Rs.800 to Rs.900
Senior Manager to Vice President Intermediate Ford Fiesta / Ikon /Tata Indigo/ Rs.1400 to Rs.2000
Hyundai Accent / Innova
CFO/CEO/CPO Premium Toyota Corolla, Skoda Rs.3000 to Rs.4600

Note: Airport transfers should be complimentary from hotel, if available.

For Hyderabad and Chennai travels, Sr. Managers and above will be required to use their
AMEX credit card / cash to settle the cab payment and then claim reimbursement through
expense reports.
For Intra-city travel Metered taxis like ‘Meru’ and ‘Easy cabs’ etc., are preferred where these
are higher than those provided by the Company preferred supplier.
Capgemini has rate contracts with Transport Service providers across the locations in India. The
current contracts are with Sixt, Trimurti and Hertz for providing cab facilities for Intra city travel. There
are few routes within a city where using a prepaid taxi would be more economical compared to the
company contracted rates and hence we expect the employee to exhibit due care and diligence in
choosing the right mode without compromising the safety and security. An example of this is airport
transfers where the hiring a pre-paid taxi is lower.
All vehicles provided will have seat belts to ensure all our employees travel safely.
No exceptions will be made for specific request of type of car. GFM will book as per admissibility.
Female employees traveling beyond working hours may get in touch with GFM and arrange for a
rented vehicle for travel. Exceptions, if any, need to be approved by the Approver as per the Approval
Matrix (Annexure 1) before the Travel.

Air Travel
■ In order to ensure effective management of the travel budget, and maximize the benefit of all air,
hotel, car and train discount programs, Capgemini has appointed specific Travel Agencies (TA)
and implemented. The TA is instructed to only propose Capgemini‘s preferred partners. This
approach will help you to organize your travel according to both Global and Local travel policies.
The use of the Capgemini appointed TA is mandatory for both safety and economic reasons

Employee Handbook, India, July 2012 76

■ The cheapest travel option (including low cost carriers) proposed by the TA should always be
chosen. Should a different option to the cheapest be required, a formal pre-approval will be
needed from your local travel manager.
■ Before booking a trip, it is your responsibility to verify the security status of a country on the ISOS
website http://talent.capgemini.com/Infocenter/people/global_mobility/travel__safety_advice/. For
countries with a ―Moderate‖, ―High‖ or ―Extreme‖ status, you should first contact your local mobility
team.
■ You are encouraged to book as early as possible – at least 2 weeks in advance - to take
advantage of the best deals. Employees must book flights as soon as they are aware of the need
to travel.
■ In countries where the air tickets are bought directly by Capgemini, air travel should be pre-
approved by your manager prior to booking. Currently in place partly or in total for The
Netherlands, Belgium, Spain, Germany, Austria, India, Sweden and France TME.
■ ―Economy‖ fares for all flights, regardless of the flight duration or carrier preference (low cost
included). Non-direct itineraries will be proposed.
■ Lowest available ―Economy‖ fare tickets should be selected for training - without any exception
■ Restricted (non refundable) air tickets are mandatory. These tickets are far cheaper than flexible
fares. Flexible tickets may only be requested in exceptional circumstances. Any exceptions will be
tracked by the travel manager and reported to BU managers and Finance
■ The lowest logical priced option available will be based firstly on your requested route and time of
travel, but will take into account alternative times within a reasonable tolerance-> 2 Hours +/- for
Domestic and 4 Hours +/- for International, as well as suitable alternative airports where the
overall cost of travel will be reduced.
■ A Window of 2 Hours + / - for Domestic and 4 Hours +/- for international will be considered to
provide the best Lowest Logical Airfare option.
■ An employee must book his or her flight and plan travel in conjunction with client needs. However,
if an employee‘s family is traveling at Capgemini FS GBU‘s expense due to a company requested
transfer or relocation, Capgemini FS GBU reserves the right to ticket the employee‘s family on a
later flight based on cost considerations.
■ Final approval of itinerary choices will be accepted by the traveler. Employees cannot approve
itinerary choices for the other employees.
■ Some airlines will charge a service fee to guarantee a seat on an earlier flight the same day you
were scheduled to travel. This will be reimbursed by Expense Reports only if you have the receipt.
Without a receipt this charge cannot be expensed
■ All boarding passes and the travel invoice should be provided if you are claiming the air fare
through the Expense Application Expense reports. In the case of ―non-exchangeable‖ – ―non-
refundable‖ tickets purchased but not used, explanation of the non usage of these tickets should
be provided with the travel agency invoice.
■ Make sure that the boarding pass is the coupon where the seat number is mentioned, together
with your name, date, flight number and time.
■ If you submit your travel for reimbursement prior to the trip a boarding pass must be sent to
expense reports after the trip is taken.
■ If you travel on the same flight as a client with whom you are directly working, then care should be
taken to ensure that any differences in travel policy between Capgemini FS GBU and the client
are considered carefully. In the event that the Capgemini FS GBU policy allows a higher level of
travel than that of your client, you are generally expected to travel in the same class as your client.
You are requested to use the same airline for both outbound and inbound flights

Employee Handbook, India, July 2012 77

■ The Group has negotiated contracts with preferred airline carriers. The TA is responsible for
proposing the best available air fare through these preferred carriers. You will not be able to
specify an airline, unless the request is for a low cost carrier.
■ Using a suitable alternative airport (departure or destination) can be significantly more cost
effective, particularly with low cost carriers.

International Flights
■ All international travel requires pre-approval. Travel must be booked through the Travel desk at
least 2 weeks in advance so as to keep travel costs low.
■ If you are a transferee returning to India and need to purchase a ticket for your family you can
purchase a ticket at company expense for your infant under the age of 2. In most cases, the cost
is 10% of the adult fare
■ Any business class ticket over INR 200,000 for travel to US and INR 140,000 for Europe will
require prior approval from appropriate Approver as set out in Annexure 1

Domestic Flights
■ All domestic travel must be booked at least 7 days in advance so as to keep travel costs low.
■ Domestic trips over INR10, 000 need prior approval. For a listing of your exception approver
please see the approvals section (Annexure 1).

Air Travel Exceptions

■ Very frequent Vice President (VP) travelers‘ may at their discretion choose to fly business for
transatlantic flights and flights exceeding 8 hours. However, the cheapest logical business class
option is to be used.
■ First class is prohibited.
■ Vice President and above are eligible to fly Business class when -
o The Departure to Final destination (one way), on a direct flight exceeds 8 hours OR
o The cumulative time of the (via) flights, excluding the transit time exceeds 8 hours
■ No business class tickets will be allowed for designations below VP.
■ All the bookings should be routed only through the GFM (regional) Travel coordinator / Corporate
Travel Agent. Any exceptions have to be approved by the CFO.

Example:
o A 4 hour flight, a 3 hour stop over and another 3 hour flight to final destination will not
be eligible for Business Class travel. (Total scheduled flight time here is only 7 hours
)
o A 4 hour flight, a 3 hour stop over and another 5 hour flight will be eligible for
Business Class travel.
■ Any fare options that are higher than the lowest option by 10% for domestic and international
travel should have exception approval from the appropriate approver (Annexure 1). The traveler
will own the responsibility to get the required approvals. Fare differences within the above limits do
not require exception approvals.

Penalty Payments
■ In the event a non-refundable ticket is used and the reservation is changed for the traveler‘s
convenience, any penalty payment due is the responsibility of the employee. However, for non
refundable tickets, an explanation of why the ticket wasn‘t used should be provided.
■ For changes required by the client, Capgemini FS GBU will pay the penalty payment.
Employee Handbook, India, July 2012 78
■ You are required to notify the company designated travel agency within a week for all unused
airline tickets. A note must be made on the expense report indicating which coupons were
returned for credit.

Lost or Excess Baggage

The ultimate responsibility for retrieving and compensating for lost baggage lies with the airlines.
Capgemini FS GBU will not reimburse an employee for lost baggage.
Employees will be reimbursed for excess baggage charges only in the following circumstances:
■ When traveling with heavy or bulky materials or equipment necessary for business.
■ In case of Long term Transferees returning to their respective home locations, the reimbursement
limits for LTT returnees are specified by Mobility team.
■ Travel Tip: Always put a business card inside of your checked luggage and carry on, so if bag is
lost and the outside tag falls off, your contact information is inside the bag as well.

Denied Boarding Compensation

Airlines occasionally offer free tickets or cash allowances to compensate travelers for delays and
inconveniences due to overbooking, flight cancellations, changes of equipment etc. Travelers may not
volunteer for denied boarding compensation unless traveling outside of normal business hours and
when there is no additional cost to the company. Any such exception has to be informed to Travel
Coordinator. Also any cash allowance received from the airline has to be handed over to the Travel
Desk.

Overnight Delays
Should an airline delay necessitate an overnight stay, the traveler must attempt to secure
complimentary lodging from the airline. (For weather delays, airlines will not provide travelers with any
compensation).

Travel Safety
■ Before travelling internationally, all employees should ensure that they are well informed about
and aware of any risks involved before they depart. The objective is to assess the risks of traveling
to the country or countries of their destination and to review the methods they should employ to
deter criminal interest in them and to decrease the possibility of criminal attack.
■ Information should be reviewed which provides an up-to-date assessment of terrorist and criminal
activity in all countries to be visited.
■ As available, internal FS GBU resources should be used to provide such information if a
Capgemini FS GBU office is located in the country to be visited. In addition, and for countries
where such internal sources are not available, external sources of information should be used.
■ Whenever possible, routes, timing and methods of travel should vary. The guiding principle to
follow is to be unpredictable.
■ Always use reputable airlines with a good safety and security records.
■ Always travel overseas with necessary insurance coverage.
■ Do not unnecessarily publicize your travel arrangements or your future movements.
■ Always ensure that your family, administrative assistant, and/or colleagues in leadership know
your agenda which should include the following information:
o Where you are going, when you are going, and how are you traveling
o When you are expected to arrive
o When you are expected to return
Employee Handbook, India, July 2012 79
 o Emergency contact numbers at your destination
o Once you arrive, let them know and relate any changes to your schedule
o Let them know when you leave for your return trip

FS GBU Senior Leadership Team

No more than fifteen (15) employees are permitted to travel together. No more than four (4)
executives from the same BU/SBU/Group shall travel together.

Frequent Flyer & Other Benefits

Any discount/frequent flyer coupons accumulated by an employee on business travel will remain the
property of the employee. Employees are not to arrange a more expensive flight in order to
accumulate points.

Accommodation
If you are required to stay away from home or to work during the day away from your normal place of
work, maximum rates for hotel and meal charges apply. Reimbursement will be limited to actual
expenditure or maximum rates specified (whichever is less), which must be supported by original
receipts. These rates do not apply when entertaining clients.

Guest Houses, Service Apartments and Hotels

All accommodation requirements must be routed through the GFM travel desk. Employees are
recommended to use the guest houses that are signed up by Capgemini across all business
locations. These guest houses provide economic and secure accommodation.
Where there are no guesthouses available the travel Coordinator will facilitate appropriate
accommodation through our preferred partners.
Capgemini has set up dedicated GFM Coordinators to handle the hotel booking for all travelers
staying in India. Preference shall be given to Guest houses. GFM will select the accommodation
based on availability and cost considerations. The following are the designation-wise limits set for
accommodation

City Up to Sr. Lead Consultant to Senior Manager & Vice President

Consultant Manager Principal
Pune 2,500 3,500 5,000 6,500
Hyderabad 2,500 3,500 5,000 6,500
Chennai 2,500 3,500 5,500 6,500
Mumbai 3,000 4,500 6,000 7,500
Bangalore 2,500 4,500 6,000 7,500
Kolkata 2,500 3,500 5,000 6,500
NCR* 3,000 4,500 6,500 7,500
Other Cities 2,500 3,500 5,000 6,500

Amount in INR, per day excluding taxes

Disclaimer: Employees may stay at an accommodation exceeding the monetary limits

specified in the above table if the Group has issued an advisory to stay at preferred hotels due
to security reasons.
NOTE:

Employee Handbook, India, July 2012 80

 o Leadership team travelling outside India may choose to stay in a 5 star hotel
accommodation.
o NCR*-Denotes New Delhi, Gurgaon and Noida
o Above slabs are excluding taxes
o The above board and lodging entitlements apply to employees returning from onsite
assignments as well.
o Exceptions to be approved as per the Approval Matrix (see Annexure 1).
o Employees are required to pay for their own hotel bills through their Corporate
American Express card and get it reimbursed through expense reports.
o A copy of the approved iConnect request or GFM Travel desk booking confirmation
should be submitted along with the claim for the hotel bill.

Incidental Hotel Expenses

■ The following are never reimbursed - hotel videos, cigars and cigarettes. Claims for mini bar (this
should only be used when traveling late as a meal replacement.) and newspapers must be
authorized by the appropriate approver as set out in Annexure 1 along with the business reason
being documented on your claim.
■ Other incidental expenses on the hotel bill, e.g. telephone calls home, can be claimed to the
maximum amounts as per the Per Diem policy published by the Mobility Team. These rates are
inclusive of other taxes and must be supported by receipts. You can only claim these amount if the
expenditure has been incurred.
■ When staying away for more than five consecutive nights the reasonable cost of laundry will be
reimbursed provided a receipt is obtained. The limit for reimbursement is INR200 per day.
Exceptionally and where client requirements demand it, laundry may be claimed for less than six
nights stay provided it is authorized by the appropriate approver as per Annexure 1 along with the
business reason being documented on your claim.

Hotel cancellation
■ All rooms will be guaranteed for late arrival. Employees must cancel the room to avoid a ―no-
show‖ charge. Cancellations may be made by calling your travel Coordinator. If the cancellation is
made directly with the hotel, employees are advised to request and retain a ―cancellation number‖
as documentation of the transaction. ―No-show‖ charges will be reimbursed after GFM approval.

Meals
Domestic
When employees travel within India on a business trip, reasonable meal costs will be reimbursed.
Detailed receipts showing items purchased will be required for claiming all meal expenses. Please
refer to the below table for reimbursable meal limits across designations in India.

Expense Type Up to Manager Sr. Manager & above

Meals INR800 per day INR2500 per day

International
■ The eligibility of meals for different countries is as per the limits set (See Annexure 2)
■ Capgemini reserves the right to disallow meals that are considered extravagant or lavish.

Employee Handbook, India, July 2012 81

■ Reimbursement is for an employee‘s meals ONLY. If you need to pay for someone else‘s meal on
your meal expense report, prior written approval must be obtained from the appropriate manager
(Annexure 1), and the names of ALL attendees must be indicated on the expense report.
■ Employees should obtain prior approval for all non business development expenses with these
guidelines in mind. Business meals with clients and prospective clients must have a clear
business purpose documented.

Invitation to Visitors from Abroad

■ The restaurant bill is reimbursed at its real value, with a ceiling rate for ―invitation‖ as indicated in
the Annexure 2. The list of guests (with the names of their companies) must appear.
■ Note that in the case where other group members besides yourself participate in this meal, two
rules must be strictly observed:
o The number of guests from outside the group must be at least equal to the number of
participants from within the group; the exception being a meal involving three people,
intended to present another group member to the invited guest.
o The request for reimbursement for the meal must be presented by the most senior
person present or, all things being equal, by the person with the longest seniority in
the Group.

Weekend / Night Shift Meals

Employees are eligible to claim a maximum of INR150 as meal expenses per day per person if they
work in the weekends or night shifts due to business requirement or on ad-hoc deliverables. For night
shift production support, the account will work with GFM for meal arrangements.

Telephone Expenses
■ While working in Capgemini or client offices you are required to use the fixed line (this applies to
incoming calls if working abroad).
■ As a general principal when travelling abroad try to avoid using a mobile phone. You should
always use fixed lines from the Capgemini, or client‘s offices for outgoing calls. For incoming calls
on your mobile phone, please minimize the call time and propose to the other person that you call
them back from a fixed line.
■ Due to roaming fees, using a mobile phone abroad can be 50 times more expensive than a fixed
line. Below are example costs:
From India to Europe 2,35 € per minute

From India to USA 2,99 € per minute

■ When calling another Capgemini employee GIMS (https://gims.capgemini.com/) should always be
used.
■ Before proceeding on International travel, an International SIM card needs to be obtained through
the GFM travel desk by the employee concerned. This SIM card should be used for all
international calls made while in the visiting country (as well as to call back the home country)
■ The bill for the usage should be settled through Travel expense settlement process
■ Employees will only be reimbursed for personal phone calls while traveling on business as per the
limits published by the Mobility Team. Management (even if they fall within the limit) will review
excessively long or expensive phone calls
■ Personal calls made while not on business travel should be identified and deducted from the total

Employee Handbook, India, July 2012 82

■ Professional calls; for fiscal requirements and upon exceptional request, you should be able to
give the reason for the call and the name of the person being phoned.

Mobile Phone, Internet and Blackberry Reimbursement

Capgemini reimburses expenses incurred for official usage of internet, cell phone and Blackberry to
employees to improve their productivity and deliver business objectives as per their roles and
responsibilities.
As a general rule, the below category of users will be provided these facilities. However, it is the
employees’ BUH who will take the final decision on whether these facilities need to be provided or
not.
All employees using corporate SIM cards will now claim reimbursement for SIM usage amount for
official portion instead of automatic payment by Capgemini. Only exception is employees who are on
call / production support.
Any exceptions will need to be approved by the appropriate exception approver listed in Annexure 1.

Entitlements
The table below lists when an employee is entitled to a company reimbursement for internet and
Blackberry usage only. Please note that Mobile phone and Blackberry instruments are not
reimbursable. Only employees working on Production Support will be reimbursed for cell phone
instrument not exceeding INR 5,000.

Facility Entitlement
Mobile phone usage On-call support resource
Critical Support function personnel
Internet usage Up to and including Managers
On-call support resource
Critical Support function personnel
Blackberry usage Sr. Manager and above
Role based requirement – These will require exception approval from Exception
approver
■ Employees are to make arrangements for the mobile phone / Blackberry instrument on their own.
The company will not reimburse the employee for the cost of the instrument except for employees
working on Production Support.
■ Only internet usage charges will be reimbursed. Installation (dongle, set-up etc) costs will have to
be borne by the employee.
■ An eligible employee can claim usage for only ONE mobile SIM (including Blackberry where
applicable) and data card / broadband at any given time.
■ Employees are requested to minimize usage of Blackberry data services while on international
travel to avoid download charges.
■ Employees will have to claim reimbursement for SIM usage amount for official purposes. Personal
calls are must be deducted from the total bill before submitting the claim.
■ Employees who have been reimbursed for the Blackberry instrument will be required to return the
Blackberry to the Asset Management department in good condition on leaving the company.

Employee Handbook, India, July 2012 83

Monthly Bill Limits – Cell Phone / Blackberry & Internet
Monthly Internet and official calls are reimbursed with ceilings defined for each designation as follows.
Above this ceiling, formal approval by the exception approver as listed in Annexure 1 is needed. A
detailed bill is requested.

Cell Phone / Blackberry Limits

Designation Limits (INR)

Up to Lead Consultant* 1000
Manager to Principal 2000
VP 5000

If employees below Sr. Manager have been approved for reimbursement of Blackberry expenses,
then the limit for this will be INR2000 (as is applicable for Sr. Managers to Principal)

Internet Limits

Designation Limits (INR)

Up to and including Managers 1000
Sr. Manager and above Non-reimbursable

The above slab includes onetime charges, Rent, Official calls, and all applicable taxes.

In Room Telephones
Employees should check with the hotel to determine their charging policy before using a room phone.
In many cases calls can be made with cell phones or using a company issued calling card with
significant savings.

Entertainment Expenses
■ Entertainment expenses necessary to the conduct of business must be ordinary, appropriate and
necessary. For all entertainment expenses, employees must document the general expectation of
receiving income or some other specific company benefit at some future time. Employees must
additionally document that the employee did, in fact, engage in business with the person(s) being
entertained and that the primary purpose of the combined business/entertainment is the business
transaction, or the on-going business relationship.
■ Any expense over INR20, 000 must have prior approval from the appropriate approver (Annexure
1).
■ Expenses for a ―hospitality room‖ at a business convention or trade show may be used if a clear
business purpose is being served and prior approval is obtained from the approver as set out in
Annexure 1.
■ An email statement of explanation must support expenditures for client entertainment as follows:
■ Business purpose or benefit derived from the event
■ City/State, place, and date
■ All attendees including person(s) entertained
■ Job title or other designation sufficient to establish a business relationship with the client company

Personal Entertainment/Vacation
In general, Capgemini will not reimburse travelers for personal entertainment expenses that are
incurred while traveling.
Employee Handbook, India, July 2012 84
Occasionally, while on a business trip, an employee may desire to combine personal travel/vacation
with the business trip. This is permissible provided:
■ The primary reason for the trip is business.
■ No extra expense to Capgemini is incurred.
■ Personal travel does not interfere with the business objectives.
The Company will not reimburse travel and entertainment expenses incurred by a spouse or other
individual accompanying an employee on business unless there is a bona fide business purpose for
taking a spouse or other individual along.
Spouse/travel companion, at the company‘s expense, must be approved in writing by the appropriate
approver as set out in Annexure 1. A spouse or other individual may accompany an employee on a
business trip at the employee‘s expense without special approval.

Other Policies
Meetings and Events
Internal meetings in country/GBU– the number of attendees for non-client related meetings should be
reduced to a minimum.
■ International internal meetings with more than 10 attendees require approval of your N+1
■ International internal meetings with more than 20 attendees require Aiman Ezzat‘s approval
■ International internal meetings with more than 30 attendees require SBU approval
■ International internal meetings with more than 50 attendees require Paul Hermelin‘s approval.
■ The organization of meetings and events should be managed through the GFM – Travel
Coordinator
■ The Capgemini referenced suppliers (airlines, hotels, etc.) should be used.
■ The option of holding the meeting within a Capgemini building should be fully evaluated before
incurring the cost of an external facility.
■ Consider lowest total cost of holding the meeting in a particular country/venue. Consult your
Travel coordinator.

Gifts and Extraordinary Expenses

Year end / Client gifts will require Exception approval as per listing in Annexure 1. Any extraordinary
expenses are to be approved by CFO.

Non Reimbursable Expenses/ Other Exclusions

Capgemini reserves the right to deny expenses not expressly named in this document.
■ Exclusions include, but are not limited to:
■ Alcoholic beverages not part of a meal (which are not client-related)
■ Alcoholic beverages/snacks in In-Room refrigerators or cabinets.
■ Baby-sitters or child day care fees.
■ Briefcases and planners
■ Car washing
■ Clothing
■ Corporate card ―rewards‖ membership fees
■ Country club dues
Employee Handbook, India, July 2012 85
■ Entertainment (which is not client related)
■ Adult Entertainment Venues
■ Expenses related to vacation or personal days while on a business trip
■ Golf fees (when not part of customer entertainment)
■ Gum, candy, cigarettes, cigars
■ Gift vouchers purchases for any reason whatsoever
■ Haircuts or shoe shines
■ Health club facilities, saunas, massages
■ Laundry and dry-cleaning (unless trip is longer than one week without coming home)
■ Loss or left of personal funds or property
■ Personal Gifts
■ Gifts for new born baby of a fellow colleague.
■ Cards and Flowers for Farewells.
■ Farewell Parties
■ Event related expenses above INR 1,000
■ Cards, Gifts and Flowers given to express Thanks and Good Wishes and Health
■ Movies (In-room or theater)
■ Newspapers, Magazines.
■ No show charges for hotel, rental cars, car service etc.
■ Non-compulsory insurance coverage (annual fee)
■ Personal accident insurance
■ Personal entertainment, including sporting events
■ Personal property insurance
■ Personal telegrams
■ Personal toiletries
■ Pet kennels or pet storage fees
■ Repairs due to accidents
■ Routine Vehicle maintenance and tune-ups
■ Souvenirs and personal gifts
■ Traffic, parking, towing, or other tickets, fees, or fines.
■ Transportation to and from office
■ Videos, CDs, cassette tapes
■ Any expense deemed excessive or unusual unless written prior approval has been obtained from
the CFO.
■ Airline, rental car, or hotel upgrades will not be reimbursed by the company.
■ Insurance that is purchased by the employee for a specific trip is not reimbursable.

Annexure
Annexure 1: Exception Approvers List

Department Description Exception Approvers - 2012

Business Continuity Planning Madhav Kulkarni

Employee Handbook, India, July 2012 86

Facilities & Accommodation Madhav Kulkarni
Physical Security Madhav Kulkarni
India Operations Madhav Kulkarni
India Communications Madhav Kulkarni
Resource Management Group Madhav Kulkarni
Recruitment Madhav Kulkarni
General Management Aiman Ezzat
Learning & Development Cyprian D'Souza
People Process Cyprian D'Souza
PRM Management Cyprian D'Souza
Immigration Cyprian D'Souza
Field Marketing Jean Lassignardie
FS Market Intelligence Group Jean Lassignardie
World Reports and Product Marketing Jean Lassignardie
Executive Leadership Market Development Jean Lassignardie
GSO Jean Lassignardie
Corporate Communication Jean Lassignardie
Global Accounting Karine Marchat
CFO Organization Karine Marchat
Treasury, SFC, SS, B&C Karine Marchat
BU Controllers & Analytics Karine Marchat
Group Reporting Karine Marchat
Procurement Karine Marchat
Practice Control Karine Marchat
Legal Kelly Jones
Customer Satisfaction Susan Melgaard
Knowledge Management Keshav Rajgopal
Engagement and Project Management Bill Arbuckle
Delivery Assurance Group Sivan Ammamuthu
Risk Management Hubrecht Buys
Delivery Excellence Management Robert Whinery Jr
Process Engineering Group Anil Makhija
Global Security & Compliance Dave Nesom
Telephony William Schreiner
Network William Schreiner
Infrastructure Services William Schreiner
Application Management William Schreiner
Operations Leadership William Schreiner

Employee Handbook, India, July 2012 87

Change Leadership William Schreiner
OEIT Releases William Schreiner
Internal OEIT William Schreiner
Operational Excellence William Schreiner
ITICS Seshaiah Amisagadda
BU Expenses

Banking Arul Paramanandam

Capital Markets Morgan Stanley - Ritesh Talapatra
NA/UK Capital Markets - Sivakumar Natarajan
RBS Aftab Ullah
HSBC Dayakar Reddy
Insurance Reghupathi Hariharan
UK Garry Kay
APAC Colin Flynn
Netherlands & Belgium Yogesh Sikotara
France Hugues Ruffat
Switzerland Prashanti Bodugum
Practice Related Expenses

GP-BIM Vaibhav Shringarpure

GP-Core Banking Jim Washburn
GP-Capital Markets Prabhakar Jayade
GP – Payments Paresh Madani
GP-Channels Babu Mauze
GP – Insurance Sridhar Kalyanam
GP – Cards Kripashankar Rajappa
GP – Finance Transformation Simon Gates
GP - TDI Ashish Patharkar
GP - Testing Govindarajan Muthukrishnan

Annexure 2: International Hotel, Meal & Invitation Limits

REIMBURSEMENT OF TRAVEL EXPENSES

Ceilings are with taxes and tips included and can be amended at any time
COUNTRY Currenc Meals Hotel + MEAL
y (per person) Breakfast Invitation with
Clients
Meetings
only (per
person)
Australia (Dollar) AUD 50 220 135
Argentine EUR 25 140 50
Austria (Euro) EUR 25 125 75

Employee Handbook, India, July 2012 88

Bahrein BHD 15 88 38
Belgium (Euro) EUR 30 150 90
Brazil BRL 80 310 200
Canada (Dollar) CAD 48 150 144
Chile CLP 18 000 78 000 30 000
China (Renminbi) CNY 250 1 250 450
Czech Republic CZK 600 3000 400
Denmark (Kron) DKK 300 1 450 810
Finland (Euro) EUR 50 160 90
France (Euro)
Province EUR 25 90 75
Paris & "Paris area" EUR 40 150 90
Germany (Euro) EUR 30 140 90
Hong Kong (Dollar) HKD 200 1 600 600
Ireland (Euro) EUR 37 120 110
Italy (Euro) EUR
Rome, Milan, Turin 30 145 90
Other cities 30 130 90
Japan (Yen) JPY 5 000 31 500 15 000
Malaysia (Ringgit) MYR 40 285 120
Morocco MAD 300 1280 500
Netherlands (Euro) EUR 30 130 90
New Zealand (Dollar) NZD 45 225 135
Norway (Kron) NOK 430 1600 900
Poland PLN 135 600 330
Portugal (Euro) EUR 25 125 75
Romania EUR 30 135 75
Russia (roubles) RUB 1100 10 800 2 700
Singapore (Dollar) SGD 40 190 120
Slovakia EUR 7 126 13
Spain (Euro)-Madrid, Barcelona EUR 26 125 75
Other Cities EUR 26 115 75
Sweden (Kron)
Stockholm SEK 350 1 800 1 050
Other cities SEK 350 1 400 1 050
Switzerland (Franc) CHF 50 275 150
Taiwan ( Dollar) TWD 475 4 300 1 425
UK (Pound)

Employee Handbook, India, July 2012 89

London GBP 30 140 75
Birmingham GBP 30 95 75
Telford GBP 30 100 75
Bristol GBP 30 115 75
Woking GBP 30 127 75
Other cities GBP 25 125 60
United Arab Emirates AED 160 750 400
USA (Dollar)
Burbank USD 50 180 100
New York USD 50 350 100
Newark USD 190
Dallas USD 40 125 100
Chicago USD 50 160 100
Atlanta USD 50 140 100
San Francisco USD 50 230 100
Los Angeles USD 50 200 100
Others USA USD 40 230 100
Others countries EUR 30 125 75

Note: Please be advised that the above annexure for the Hotel and meal rates are international
travelers travelling in to these countries. The rates are the maximum limits recommended. However
each entity may choose to use different limits as long as they are within these guidance limits.

Annexure 3: Contact Information–Capgemini FS GBU Travel

Contact List for Capgemini FS GBU Travel

United States ILona Vida
Travel Specialist
[email protected]
6400 Shafer Court
Rosemont, IL 60018 USA
Ph: (847) 384 - 6156
Fax: (847) 384 - 4755
Hong Kong Grace Wong
[email protected]
27/F, Tung Chiu Commercial Building
193 Lockhart Road
Wanchai, Hong Kong
Ph: (852) 3512 3813/66/88
ext 53866

Employee Handbook, India, July 2012 90

Singapore Rashidah Rasidi
Rashidah,[email protected]
Ph: (65) 6512 2706
6 Battery Road #11-02
Singapore 049909
Australia Valentina Matthews
[email protected]
Level 12
350 Collins Street
Melbourne Vic 3000
Ph: 03 9605 3603
India
Domestic Swapna Prabhakar
[email protected]
Sy No, 115/32&35, Nanakramguda,
Gachibowli, Hyderabad - 32
Ph: 040-23126000 ext 26749

International Denise Stephen

[email protected]
455, Anna Salai, Teynampet,
Chennai Tamil Nadu - 18
Ph:: 044 6633 1000 ext 31176

United Umut Tarin

Kingdom
[email protected]
Capgemini Financial Services UK Ltd.
th
5 Floor, 40 Holborn Viaduct
London EC1N 2PB
Ph: +44(0) 2032023328

Employee Handbook, India, July 2012 91

VIII. Global Facilities Policies

VIII.A Housing Advance Policy

Objective
To define the process/policy for Rental House Security Deposit for all FS GBU India employees

Policy Usage
This document should be used by
■ All FS GBU India employees
■ Global Facilities Management (GFM)
■ Finance

Scope
This policy is applicable for claiming Rental House Security Deposit advance by FS GBU India
employees.

Policy Details
■ Lead Consultant and below are eligible to claim Housing Advance.
■ Employees can avail housing advance from the Company up to Rs. 50,000/- or six times their
gross monthly salary, whichever is lower, provided the employee is not already utilizing this
facility.
■ The loan will be recovered from the employee‘s payroll in interest free EMI‘s to a maximum of 20
installments.
■ New joinee or employees who are relocating from region other than the current location can avail
this facility within 90 days or three months from the date of joining or relocation subject to the
conditions met as mentioned in bullet point one stated above.
■ Payment will be made in the name of the licensor through account payee cheques or NEFT only.
■ Payment will be released within 15 working days from the submission of all the required
documents as mentioned in mentioned in the housing advance form.
■ In case, the licensed premises are shared between the employees then the facility can be availed
by a single employees or by all the employees proportionately on a pro-rata basis. This amount
will not exceed the deposit required individually or combined.
■ Payment will be made in the name of the licensor through account payee cheque or NEFT only.

Process
Employees must follow the process below to avail this facility:
■ Submit a leave and license copy along with the housing advance form available in KM2.0 (under
GFM forms & policies) to the respective GFM SPOC
■ Documents will be sent to Finance for payment after verification.
■ Employees will receive a notification from Finance for collecting the cheque within 15 working
days after the application is submitted.

Employee Handbook, India, July 2012 92

Role and Responsibility of GFM
■ To authenticate the leave and license document from the employee.
■ Forward / guide the employee to the Finance SPOC for submission of application.

VIII.B Cafeteria Policy

Capgemini FS GBU provides cafeteria services to all employees of Capgemini FS GBU Software
(India) Pvt. Ltd. For a reasonable cost, the cafeteria vendor offers a variety of food and beverages for
lunch and dinner, as well as an ala-carte option. The cafeteria also includes a juice counter that
provides fresh fruits and juices. Coffee Day Express offers an assortment of hot and cold coffee
selections, along with snacks. A detailed menu and price list is regularly posted in the cafeteria.
Employees working on weekends and holidays can use the cafeteria provided they inform the vendor
or a Global Facilities Management (GFM) representative in advance. This prior notice allows the
cafeteria vendor to arrange for food and beverages for the employees.
A regular survey is conducted by the vendor to obtain feedback and suggestions on the selection of
food and quality of service. This information, in addition to the suggestions and guidance of the
Capgemini FS GBU employees for Canteen and Hygiene committee ensures that the quality and
variety of food meets the employees‘ expectations.
Global Facilities Management (GFM) ensures that food is available for employees working in shifts,
regardless of the variable eating schedule.
Please note: All meal expenses to be borne by the Employees.

Employee Handbook, India, July 2012 93

IX. FS GBU Information Security Policies, Procedures
and Templates

FS GBU‘s information systems, and the information and data they contain, are fundamental for its
daily operations and future success. FS GBU shall implement procedures and controls at all levels to
protect the confidentiality and integrity of information stored and processed on its systems and ensure
that information is available to authorized employees as and when required. Click here for more
information on FS GBU Information Security Policies, Procedures and templates
(http://km20.capgemini.com/book/325940).

Employee Handbook, India, July 2012 94

X. FS GBU IT Policies and Procedures

The FS GBU IT has developed the following policies and procedures to provide our customers the
best possible service and support. We review current policies and procedures and incorporate
necessary changes and improvements in an effort to communicate the best approach for our
customers to adopt when requesting service/support. Click here for more information on FS GBU IT
Policies and Procedures (http://km20.capgemini.com/book/482766).

Employee Handbook, India, July 2012 95

XI. Contact Details

Category Name of the Policy Contact

Work Place Policies Conducting when obtaining business Sanjeeva Maithani/Rekha Shinde
Confidentiality of Information Sanjeeva Maithani/Rekha Shinde
Conflict of Interest and Business Ethics Sanjeeva Maithani/Rekha Shinde
Diversity Policy Sanjeeva Maithani/Rekha Shinde
Dress Code Policy Sanjeeva Maithani/Rekha Shinde
Drug and Alcohol free work place policy Sanjeeva Maithani/Rekha Shinde
Insider Trading Policy Sanjeeva Maithani/Rekha Shinde
Ethical Charter Policy Sanjeeva Maithani/Rekha Shinde
Equal Employment Opportunity Sanjeeva Maithani/Rekha Shinde
Personnel Information Security Policy Sanjeeva Maithani/Rekha Shinde
Prevention of Sexual Harassment Policy Sanjeeva Maithani/Rekha Shinde
Violence at Work Place Policy Sanjeeva Maithani/Rekha Shinde
Missing Time Policy Sanjeeva Maithani/Rekha Shinde

Relocation Domestic Transfer Policy Meenu Singh

Relocation Policy for Locations Outside India Meenu Singh

Benefits Group Personal Accident Policy Burzin Katki

Group Mediclaim Policy Burzin Katki
Dependant Parents Mediclaim Policy Burzin Katki
Leave Policy Paresh Chauhan
Life Insurance Policy Burzin Katki
Shift Policy Burzin Katki/Paresh Chauhan
Interest Subsidy Policy Burzin Katki
Out of Hours Policy Burzin Katki/Paresh Chauhan

Recruitment Employee Referral Policy Gaurav Dalvi

New Joinee Relocation Policy Poonam Patil / Binita Dedhia

Other Policies Certification Reimbursement Policy Kalpi Ambi / Abhinash Mohapatra

Resignation Policy Paresh Chauhan

Employee Handbook, India, July 2012 96

Finance Capgemini FS GBU Travel and Expense Policy Ignatius Kumar

Global Facilities Policies Housing Advance Harish Kurup/Khem Thappa

Cafeteria Policy Hemant Thorat/Khem Thappa

Employee Handbook, India, July 2012 97

XII. Amendment Log

Version Date Source of Section A/M/D Brief

DDMMMYY Change Description of
Change
V2.2 June 2012 Formatted per NA NA All India Policies
new template, and benefits
and all policies in have been
one handbook incorporated in
one single
handbook and
formatted as per
the new template
aligned to`
Business need
***Please note that all the India Policies and Benefit documents were individually
\ created
previously which are now combined into a single handbook. ****

Employee Handbook, India, July 2012 98

XIII. Approvals

Version No. Approved On Contact Person Name Approved by Brief Description

of Change
2.2 July 1, 2012 Rekha Shinde Rajesh Patankar Combined all India
individual policies
into one single
handbook

Copyright © 2012 by Capgemini FS GBU. All rights reserved.

Employee Handbook | India
Published by Capgemini FS GBU People Care
FS GBU Internal Use Only.
Version Date: July 2012

Employee Handbook, India, July 2012 99