International Transfer Process Document

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
Relieving Manager
Initiate Pre-Separation
with reason as Intl
Transfer in PeopleSoft
Employee
Employee/Relieving
Manager to provide
Transfer details in BPM
post 24 hrs of Pre-Sep
in PeopleSoft
Employee to clear No
dues in SSP
Immigration Team
Confirm the Travel

Location and Hand over
of petition (US H1B
Visa)
LCA check for US

transfer with H1B Visa
type
Fitment SPOC
Offshore to Onsite Transfer Process Flow
C&BSS -Fitment SPOC

will close the fitment
based on LCA
Upload
Documents
pertaining to
Transfer Country
Intl Transfer SPOC
NO
Manual Position
Check for
Mismatch in Job
profile
Assignment Letter gets

generated automatically
and goes to the
Employee as a mail
attachment
BPM Tool
Receiving Manager
Relieving Manager to
Provide the Position
Code in BPM
Position
Matched with
Current Job
Code
Confirm Effective
Date as per the
Law of Land
Record Activation in
PeopleSoft
YES
Receiving Manager/
Employee to confirm the
Travel, Arrival & Reporting
Dates post joining
International Transfer Process Document |
18 March 2014 | Proprietary and confidential information. 2014 Mphasis
1.2.
1.2.1.
Roles
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 others 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 Managers 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 Managers 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.
18 March 2014 | Proprietary and confidential information. 2014 MphasiS
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 others 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 WaysA Cultural Guide to the United States, Third Edition
41322
Managing Across CulturesThe Seven Keys to Doing Business with a Global

32981
Mindset
Bridging the Culture Gap: A Practical Guide to International Business
28467
Communication, 2nd Edition
Transfer Details
it will not reflect in the others 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 others 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
BPMAdmin@mphasis.com or the employee can view/download it from My Letters section in SSP.
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
Relieving Manager
Employee/Relieving Manager
to provide Transfer details in
BPM post 24 hrs of Pre-Sep
in PeopleSoft
Code in BPM
Employee to enroll
for Medical
Insurance, if
applicable
C&BSS -Fitment SPOC will

close the fitment
NO
Intl Transfer SPOC
Fitment SPOC
Immigration Team
Initiate Pre-Separation with

reason as Intl Transfer in
PeopleSoft
Employee
Onsite to Offshore Transfer Process Flow
No Dues waived off

manually in BPM
Assignment Letter
gets generated
automatically
BPM Tool
Receiving Manager
Manual Position
Check for Mismatch
in Job profile
Position
Matched with
Current Job
Code
Confirm Effective
Date in BPM
PeopleSoft
YES
Receiving Manager/
Dates post joining
2.2.
2.2.1.
Roles
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 others 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 others 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 others 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.
2.2.3.
Immigration Team
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

2.2.6.
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
Relieving Manager
Initiate Pre-Separation
with reason as Intl
Transfer in PeopleSoft
Employee
Employee/Relieving
Manager to provide
Transfer details in BPM
post 24 hrs of Pre-Sep in
PeopleSoft
Immigration Team
Confirm the Travel

Location and Hand over
of petition (US H1B
Visa)
Fitment SPOC
Onsite to Onsite Transfer Process Flow
C&BSS -Fitment SPOC

will close the fitment
Code in BPM
Upload Documents
pertaining to
Transfer Country
LCA check for US

transfer with H1B
Visa type
Intl Transfer SPOC
NO
No Dues waived
off manually in
BPM
Assignment Letter gets

generated automatically
and goes to the
Employee as a mail
attachment
BPM Tool
Receiving Manager
Manual Position
Check for Mismatch
in Job profile
Position
Matched with
Current Job
Code
Confirm Effective
Date in BPM
PeopleSoft
YES
Receiving Manager/
Dates post joining
3.2.
3.2.1.
Roles
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 others 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.
10

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 others 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 others 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.
11
3.2.3.
Immigration Team
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

3.2.6.
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.
12
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 employees 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
13
6. Critical Highlights of International Transfers

6.1.
6.1.1.
Payroll Processing for Transfer Employees

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, Employees 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 employees 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).
14
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
1.0
1-Oct-2011
1.1
1.2
13-Mar2013
18 - Mar 2014
----------------------
Changes in Brief / Remarks

Initial Draft
Process revamp
Off Shore to Recommended training courses identified

Onsite
for employees to complete before
Transfer
travelling Onsite.
Point added on Post Joining survey.
15

International Transfer Process Document - V1.2 - 18mar2014

Încărcat de

Informații document

Titlu original

Drepturi de autor

Formate disponibile

Partajați acest document

Partajați sau inserați document

Opțiuni de partajare

Vi se pare util acest document?

Este necorespunzător acest conținut?

Drepturi de autor:

Formate disponibile

International Transfer Process Document - V1.2 - 18mar2014

Încărcat de

Drepturi de autor:

Formate disponibile

Current Policy Effective Date

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

Effective Date: 18th March 2014

1. Offshore to Onsite Transfer

Confirm the Travel

LCA check for US

Offshore to Onsite Transfer Process Flow

C&BSS -Fitment SPOC

Intl Transfer SPOC

Assignment Letter gets