International Transfer Process Document_V1.2_18Mar2014

International Transfer Process Document | 18 March 2014 | Proprietary and confidential information. © 2014 Mphasis 1

International Transfer Process Document

Version Number 1.2

Current Policy Effective Date 18-Mar-14

Process Owner Head, HR Operations

Applicability Applicable to all employees on rolls of the organization, who are

getting transferred from offshore to onsite, onsite to offshore or

onsite to onsite work locations.

Objective:

To define policy and procedure for employees who are getting transferred from offshore to onsite, from onsite

to offshore or from onsite to onsite on long term assignment

Scope:

Applicable to all employees on rolls of the organization, who are getting transferred from offshore to onsite,

onsite to offshore or onsite to onsite work locations.

Effective Date: 18th March 2014

Policy Description:

1. Offshore to Onsite Transfer

1.1. Process Flow

Offshore to Onsite Transfer Process Flow

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Imm

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Team

Fitm

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POC

Relie

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Initiate Pre-Separation with reason as Intl

Transfer in PeopleSoft

Employee/Relieving Manager to provide

Transfer details in BPM post 24 hrs of Pre-Sep

in PeopleSoft

Employee to clear No dues in SSP

Relieving Manager to Provide the Position

Code in BPM

Confirm the Travel Location and Hand over

of petition (US H1B Visa)

C&BSS -Fitment SPOC will close the fitment

based on LCA

Manual Position Check for

Mismatch in Job profile

LCA check for US transfer with H1B Visa

type

Position Matched with Current Job

Code

YES

NO

Receiving Manager/ Employee to confirm the

Travel, Arrival & Reporting Dates post joining

Confirm Effective Date as per the

Law of Land

Record Activation in PeopleSoft

Upload

Documents

pertaining to

Transfer Country

Assignment Letter gets generated automatically

and goes to the Employee as a mail

attachment

International Transfer Process Document | 18 March 2014 | Proprietary and confidential information. © 2014 MphasiS 2

1.2. Roles

1.2.1. Manager

Pre- Separation

The Relieving manager pre-separates the employee on PS with reason code ‘Transfer to International Subsidiary’

at least 7 working days prior to travel date.

Transfer Details

This activity will be available for both the Relieving Manager and the Employee. If one of them picks the activity,

it will not reflect in the other’s work queue. The details to be entered are Client, Project, salary, date of travel,

date of arrival at other shore, date of reporting at other shore, transfer city and receiving manager on BPM Tool.

The additional fields for the offshore to onsite transfer are visa type and whether the employee has been

transferred to the same country before through MphasiS.

Position details

The Relieving Manager gets an activity in BPM to enter the Position Code which would be used for the record

activation of the employee.

For Apps tower, the position code can be created with the guidance of the Position Creation Re-engineering

(PCR) document wherein the Delivery Manager can create the Position in BPM. BPM will generate a 4 digit

Position reference number. Post 4 hrs of providing the Position details in BPM, Managers can view the

PeopleSoft Position Code which will be 7 digits. This 7 digit PS position number should be input in Provide

Position Code activity which will reflect under the Relieving Manager’s work queue.

For all other towers, the Relieving Manager should create Position Code in PeopleSoft. Please follow the

PeopleSoft Position Creation help card for the same. Once the Manager creates a new position, it flows to the

next level Manager’s work queue and then to the next level etc. based on the Org Structure. Position Creator

will be able to see the status in PS as Submitted to: (Manager) and once all levels of approvals are done,

Headcount status will be Open and Position Status will reflect as Approved. Each level of Manager will be able

to view the pending Position Approval under their Work List in PeopleSoft. The Position Code will not flow from

PeopleSoft to BPM. Once the Position Code is approved in PeopleSoft, under Provide Position Code details

activity in BPM work queue, just provide the 7 digit Position Number (excluding the prefixed 0) and complete

the activity.


Post Transfer – Confirm the dates

The Receiving manager has to confirm on the travel date, arrival date, and reporting date post-joining in case

the employee is unable to do so due to any reason. This activity will be available for both the Receiving Manager

and the Employee. If one of them picks the activity, it will not reflect in the other’s work queue.

1.2.2. Employee

Training Course Completion

It is recommended that employees complete the below listed training courses through Mphasis skill port before

travelling – it will help prepare and sensitize the employees to the new culture and environment.

Course Name Reference

Improving Communication in Cross-cultural Relationships comm_26_a03_b1.0 hours s_enus

Global Travelert scorm12_adayana_gci

American Work Culture and Values pd_19_a01_bs_enus

American Ways—A Cultural Guide to the United States, Third Edition 41322

Managing Across Cultures—The Seven Keys to Doing Business with a Global Mindset

32981

Bridging the Culture Gap: A Practical Guide to International Business Communication, 2nd Edition

28467

Transfer Details


it will not reflect in the other’s work queue. The employee has to enter the details like Client, Project, date of

travel, date of arrival at the onsite location, date of reporting at the onsite location, transfer city and receiving

manager name on BPM Tool. If the Last Working Date in pre-separation is modified in PS, the employee and the

Relieving Manager will get this activity again and will need to redo the entire process. The additional fields for

the onsite to India transfer are visa type, and whether the employee has been transferred to the same country

before through MphasiS.

LCA

If the transfer country is USA and the visa type is H1B Visa Type, there will be an activity to check whether the

employee has the LCA for the traveling city and the address of workplace. If the visa team confirms that the LCA

city and transfer city do not match, employee gets an activity on the tool. He has to change the traveling city, or

apply for the LCA to the current traveling city or he may have to do both.


No Dues Completed

No dues clearance should be completed by the employees on SSP Tool. The clearance for international transfer

should be taken from Admin, Operation, System Support, Training, Library, Visa, Legal, Payroll, HR Ops, Account,

Fixed Assets and Transportation Departments.

Post Transfer – Confirm the Dates

The employee has to confirm the travel date, arrival date, and reporting date on BPM tool as soon as he reaches

the new location to enable activation of his PeopleSoft records. This activity will be available for both the

Receiving Manager and the Employee. If one of them picks the activity, it will not reflect in the other’s work

queue. If delayed, this will have a direct impact on salary processing and record activation.

Post Transfer – Upload Documents

1.2.3. Immigration Team

LCA Check and Petition Handover

Prior to travel, LCA check is done for transfer to US with H1B Visa type and Petition handover is completed.

Transfer city is validated.

1.2.4. C&B Shared Services Team

Fitment

Salary fitment is finalized (Specific to USA, fitments shall be finalized considering LCA Salary) and uploaded on

BPM Tool. Once this activity is completed,

BPM trigger goes to Employee and Relieving Manager as information that fitment activity is closed.

BPM trigger goes to the Sending Manager with fitment details.

1.2.5. BPM Tool

Release of Assignment Letter

The release of Assignment Letter is automated in BPM. Once all the Pre-Travel activities are completed in BPM,

the letter will get generated automatically. Employee will receive it as an email attachment from

[email protected] or the employee can view/download it from My Letters section in SSP.

mailto:[email protected]


1.2.6. International Transfer SPOC

Position Code Validation

The New Transfer Position Code created on BPM Tool is validated by the International Transfer SPOC. In case

the position code is rejected due to any mismatch in the current job profile against the position created, it is

sent back to the manager to upload the correct position code on BPM Tool.

Confirmation of Effective Date in BPM and Record Activation in PeopleSoft

The Effective date at Onsite is confirmed on BPM tool as per the employment law of land post the employee/

receiving manager confirms the travel, arrival and reporting dates and Employee Record activation will be done

on PS

1.2.7. Post Joining Survey - Helpdesk Shared Services

HD shared services team will conduct the online survey for all employees who have travelled from India to

Onsite post 15 days. The report will be published back to IHR team.


2. Onsite to Offshore Transfer

2.1. Process Flow

Onsite to Offshore Transfer Process Flow

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Rel

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Code in BPM

NO

Employee/Relieving Manager to provide Transfer details in BPM post 24 hrs of Pre-Sep

in PeopleSoft

YES

Initiate Pre-Separation with reason as Intl Transfer in

PeopleSoft



Confirm Effective Date in BPM


Manual Position Check for Mismatch

in Job profile

No Dues waived off manually in BPM


Code


Employee to enroll for Medical

Insurance, if applicable

2.2. Roles

2.2.1. Manager

Pre- Separation

The Relieving manager pre-separates the employee on PS with reason code ‘Transfer to International Subsidiary’

at least 7 working days prior to travel date.

Transfer Details


it will not reflect in the other’s work queue. The details to be entered are Client, Project, salary, date of travel,

date of arrival at other shore, date of reporting at other shore, transfer city and receiving manager on BPM Tool.

The additional fields for the offshore to onsite transfer are visa type and whether the employee has been

transferred to the same country before through MphasiS.


Position details
















the activity.

Post transfer - Confirm the dates

The Receiving manager has to confirm on the travel date, arrival date, and reporting date post-joining in case

the employee is unable to do so due to any reason. This activity will be available for both the Receiving Manager

and the Employee. If one of them picks the activity, it will not reflect in the other’s work queue.

2.2.2. Employee

Transfer details




manager name on BPM Tool. If the Last Working Date in pre-separation is modified in PS, the employee will get

this activity again and will need to redo the entire process. The additional fields for the onsite to India transfer

are visa type, and whether the employee has been transferred to the same country before through MphasiS.

Post Transfer - Confirm the dates


The employee has to confirm the travel date, arrival date, and reporting date on BPM tool as soon as he reaches

the new location to enable activation of his PeopleSoft records. If delayed, this will have a direct impact on

salary processing and record activation. This activity will be available for both the Receiving Manager and the

Employee. If one of them picks the activity, it will not reflect in the other’s work queue.

Post Transfer Upload Document

The employee has to download Medical Insurance Document post joining offshore location and complete the

activity on the tool. No documents are to be uploaded.


Petition handover

Petition handover is completed on BPM Tool post receiving documents from the employee.

2.2.4. C&B Shared Services

Fitment

Salary fitment is finalized and uploaded on BPM Tool. Once this activity is completed,



2.2.5. BPM Tool






Position Code validation






No-Dues managed manually

No-dues clearance is managed manually for the Onsite to Offshore transfer employees and a waiver is provided

on the BPM Tool.

Confirmation of Effective Date and Record Activation

Offshore Effective date is confirmed on BPM tool post the employee/ receiving manager confirms the travel,

arrival and reporting dates in BPM and Employee Offshore Record activation done on PS.

3. Onsite to Onsite Transfer

3.1. Process Flow

Onsite to Onsite Transfer Process Flow

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Relie

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and goes to the Employee as a mail

attachment


Code in BPM

Confirm Effective Date in BPM

NO



Initiate Pre-Separation with reason as Intl

Transfer in PeopleSoft



Manual Position Check for Mismatch

in Job profile

YES


Code

No Dues waived off manually in

BPM

Employee/Relieving Manager to provide

Transfer details in BPM post 24 hrs of Pre-Sep in

PeopleSoft

LCA check for US transfer with H1B

Visa type

Confirm the Travel Location and Hand over

of petition (US H1B Visa)

Upload Documents pertaining to

Transfer Country


3.2. Roles

3.2.1. Manager

Pre-Separation

The Relieving manager pre-separates the employee on PS with reason code ‘Transfer to International

Subsidiary’ at least 7 working days prior to travel date.

Transfer Details


it will not reflect in the other’s work queue. The details to be entered are Client, Project, date of travel, date of

arrival at other shore, date of reporting at other shore, transfer city and receiving manager on BPM Tool. The

additional fields for the onsite to India transfer are visa type and whether the employee has been transferred to

the same country before through MphasiS.

Position details
















the activity.



This activity will be available for both the Receiving Manager and the Employee. If one of them picks the activity,

it will not reflect in the other’s work queue. The Receiving manager has to confirm on the travel date, arrival

date, and reporting date in BPM tool post-joining in case the employee is unable to do so due to any reason.

3.2.2. Employee

Transfer details




manager name on BPM Tool. If the pre-separation date is modified in PS, the employee will get this activity

again and will need to redo the entire process. The additional fields for the onsite to India transfer are visa type,

and whether the employee has been transferred to the same country before through MphasiS.

LCA

If the transfer country is USA and the visa type is H1B Visa Type, there will be an activity to check whether the

employee has the LCA for the traveling city and the address workplace. If the visa team confirms that the LCA

city and transfer city do not match, employee gets an activity on the tool. He has to change the traveling city, or

apply for the LCA to the current traveling city or he may have to do both.

If the employee opts to apply LCA, he gets another activity to enter the LCA reference no. which he gets when

applying for LCA in the Visa Management System (VMS)


The employee has to confirm the travel date, arrival date, and reporting date as soon as he reaches the new

location to enable activation of his records on BPM Tool. If delayed, this will have a direct impact on salary and

tool activation. This activity will be available for both the Receiving Manager and the Employee. If one of them

picks the activity, it will not reflect in the other’s work queue.

Post transfer - Upload Documents

The employee has to upload the mandatory documents as part of the joining formalities, as the case maybe for

the particular location.



LCA Check and Petition handover

LCA check is done for transfer to US with H1B Visa type and Petition handover is completed. Transfer city and

address is validated.

3.2.4. C&B Shared Services

Fitment

Salary fitment is finalized (Specific to USA, fitments shall be finalized as per LCA) and uploaded on BPM Tool.

Once this activity is completed,



3.2.5. BPM Tool






Position Code validation




No-Dues managed manually

No-dues is managed manually for the onsite to onsite transfer employees and a waiver is provided on the BPM

Tool

Confirmation of Effective Date and Record Activation

The Effective date at Onsite is confirmed on BPM tool as per the employment law of land post the employee/

receiving manager confirms the travel, arrival and reporting dates and Employee Record activation will be done

on PS.



4. Seconded to Client Location Process

As of now, the major seconded countries are Saudi Arabia, Hong Kong, Lithuania, Malaysia and UAE. The

process of Seconded to Client location transfers is out of BPM currently and need to be abided by the below:

Manager to initiate Pre-Separation in PeopleSoft with the reason code as Seconded to Client Location well in

advance

Fitment Letter will be generated manually by the Compensation & Benefits Shared Services (C&BSS) team

and to be shared with the Employee and Relieving Manager

International Transfer SPOC to suspend the current active record in PeopleSoft.

When the Seconded employees return, below will be the process to be followed:

Manager to inform the HR Partner on the employee’s start date in Offshore or the date of return well in

advance

HR Partner to liaise with the C&B team for the Fitment closure

Fitment Letter will be issued manually by the International Transfer SPOC based on the C&B input and does

the Record activation in PeopleSoft

5. Help Cards Navigation

All help cards are available in my.mphasis.com (https://my.mphasis.com). Navigations are as below:

For International Transfer Process Help Card: my.mphasis.com HR Corner International Transfer

Process

For PeopleSoft Pre-Separation initiation Help Card: my.mphasis.com Quick Links PeopleSoft-My HR

Space PeopleSoft Pre-Separation

For PeopleSoft Position Creation for International Transfers (excluding Apps Tower) Help Card:

my.mphasis.com HR Corner International Transfer Process

For Position Creation Re-engineering (specific to Apps Tower) Help Card: my.mphasis.com HR Corner

International Transfer Process

https://my.mphasis.com/


6. Critical Highlights of International Transfers

6.1. Payroll Processing for Transfer Employees

6.1.1. City/State Updation in PeopleSoft for US, Canada and Australia employees

As part of International Transfer process, International Transfer SPOC will update the City/State in PeopleSoft

for the employees who are travelling to US, Canada and Australia if the same is initiated through BPM. For this

updation in PeopleSoft, City/State will be considered as confirmed by the Manager or the Employee while

closing the Transfer activities in BPM.

For any future changes in the City/State of the employee, Manager should update it in “Address for Payroll

Processing” tab in PeopleSoft. This is applicable for US, Australia & Canada and for the State Transfers in the

same countries as this will be considered for accurate CCA calculation and tax computation. Manager should do

this City/State updation in PeopleSoft within 7 days of the transfer as there will be no backdated updations

considered for payroll

6.1.2. Payroll Cut Off Date

For US & Canada employees,

If the record activation is completed in PeopleSoft on or before 3rd of a month, they will be considered in

the 1st Pay Cycle. (Timeline will be from 13th of the previous month to 3rd of current month)

If the record activation is completed in PeopleSoft on or before 12th of a month, they will be considered in

the 2nd Pay Cycle. (Timeline will be from 4th of the current month to 12th of current month)

For all other countries,

If the record activation is completed in PeopleSoft on or before 12th of a month, they will be considered in

same month payroll.

7. Impact of Non-Adherence to International Transfer Process

Below mentioned will be the impact of non-adherence to the timelines of the International Transfer Process:

Until the record activation is completed in PeopleSoft, Employee’s salary will not be processed in both the

shores which will impact the financial commitments of the Employee or shall continue to get processed in the

same shore which will lead to recovery of excess payment from the Employee.

Employee will not have access to PeopleSoft or any downstream applications until the record activation is

done in PeopleSoft.

Delivery will not be able to bill the employee’s position with the client if the RMS/TMS is not updated on

timely note (it can be updated only if the PeopleSoft employee records are activated).


For Onsite to Offshore transfers, employees will not be able to login to LAAS to mark the attendance and

Managers will not be able to regularize the attendance for as many days as the transfer activities are delayed.

For Offshore to Onsite transfers, if the records are not regularized on a timely basis, LAAS will consider the

employee as continuously absent and this will trigger for the AWOI process (Absent With-Out Information)

Supporting Documents:

City-State Update on PeopleSoft Help Card

Mandatory Details on PS_ Onsite Salary Process

PeopleSoft Pre-Separation_ Help Card

International Transfer Process FAQs

PeopleSoft Position Creation Help Card

Policy Revision History:

Serial

No.

Version

Number Date

Sections

Affected Changes in Brief / Remarks

1 1.0 1-Oct-2011 -----------------------

Initial Draft

2 1.1 13-Mar-2013

Process revamp

3 1.2 18 - Mar - 2014

Off Shore to Onsite Transfer

Recommended training courses identified

for employees to complete before

travelling Onsite.

Point added on Post Joining survey.