TCS India Policy – Holiday Homes

VERSION 8.0

TCS Confidential 1
  2008

This is a controlled document. Unauthorised access, copying and replication are

prohibited.

This document must not be copied in whole or in parts by any means,

without the written authorisation of the Head – Global HR, TCS or Deputy
Head – Global HR, TCS.

Document Release Notice

This India policy on Holiday Homes, Version 8.0, is released for use in TATA Consultancy Services (TCS)
with effect from 08 February, 2017.

This document is subject to TCS Document Control Procedure.

Soft copy of the latest version of this document is available in MyHR in Knowmax.

This document was last reviewed/updated on 12 July, 2018.

Approved & Authorized By: Dr. Ritu Anand (Deputy Head - Global HR)

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Applicability

This policy is applicable to:

- All Full Time Employees of TCS India.

This policy is not applicable to:

- Business Associates, Contract Consultants and Academic Interns of TCS.

Introduction

TCS recognises the need for all employees to maintain work-life balance and encourages its employees to
take a vacation to relax, unwind and bond with their family. TCS understands that planning a vacation
(booking travel, managing availability of accommodation, etc.,) can be a difficult task, besides being a very
expensive affair. TCS would like to extend its support to employees planning a vacation by providing them
with the option to stay at a TCS Holiday Home. TCS Holiday Homes are located at various locations across
India. Stay at all TCS Holiday Homes is free of cost; with best in class arrangements to guarantee a
memorable and comfortable stay.

Purpose

The purpose of the policy is as follows:

- To provide employees with an option for a cost effective and comfortable place for a vacation.

- To foster a sense of belonging to the TCS family within employees and their families.

Note: The definition of family for the purpose of this policy includes spouse, children, parents, siblings and
parents in law.

Provisions

1. TCS provides the facility of Holiday Homes at various locations.

2. Employees and their family may stay at a TCS Holiday Home when on vacation.

Note: Employees will be able to book the Holiday Homes for self and family, based on the maximum
capacity of the respective holiday home.

3. Stay at all TCS Holiday Homes is free of cost for TCS employees and their family. For List of Holiday
Homes and details on the same Refer to Ultimatix Employee Services  Employee Self Services
 Global ESS  Employee Perks  Holiday Homes Apply

4. Most Holiday Homes have arrangements for providing meals and the employee may avail of the same
at their own cost.

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Special Scenarios

a. Employee serving Notice Period

- An employee serving Notice Period will not be eligible to avail the Holiday Home facility.

b. Employee is Absconding:

- An employee who is absconding for any period will not be eligible to avail the facility.

c. Employee is terminated or faces Disciplinary Action:

- In case an employee is terminated from service or faces disciplinary action he/ she will not be
eligible to avail the facility.

d. Employee is on Leave Without Pay:

- The employee will not be eligible for the facility for duration of LWP.

e. Retiring Employee availing Paid Vacation:

- Such employees may refer to TCS India Policy – Paid Vacation for Retiring Employees.

Terms and Conditions

1. Bookings for TCS Holiday Homes should be done upto 30 days in advance. The booking start date
should be less than or equal to the 30th day.

2. For the purpose of calculation of 30 days, 8 A.M. IST will be considered as the start of the day.

3. Bookings for TCS Holiday Homes can be made between 8 A.M IST to 04 P.M IST only.

4. Bookings can be made for a maximum of 4 consecutive days at a time except for Lonavala Valvan,
where the maximum stay duration is 3 days.

To Illustrate: An employee is making a booking on 2 December 2016 for Manali at 8 A.M. Subject to
availability, the booking start date should be less than or equal to 31 December 2016. The booking end
date can be maximum upto 3 January 2017.

5. There is no limit on the number of times that an employee can avail of the Holiday Home facility during
his/her tenure in TCS. However an employee cannot book the same Holiday Home within 365 days
from the Booking Start Date of the last request.

6. Employees can book only one room at a time, to ensure fair utilisation of the facility by all.

7. Perquisite value towards the Holiday Home facility will not form part of taxable income w.e.f. from 01
April 2012. This is based on Income Tax guidelines & will be reviewed annually.

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8. This facility is available only if the Employee also stays at the Holiday home, and may not be availed
by only the family member.

9. Booking of Holiday Homes is on a first come first serve basis and subject to availability.

10. Holiday Home is a facility provided by TCS to its employees for their benefit and it is the employee's
responsibility to use it in a responsible manner.

Procedure

1. Booking the TCS Holiday Home

a. Employees can verify the availability of any TCS Holiday Home and book the same through
Ultimatix as follows:

Login to Ultimatix Employee Services  Employee Self Services  Global ESS 

Employee Perks  Holiday Homes  Apply

b. Employees can also view the details of the facilities and check in/check out times at various Holiday
Homes through the path mentioned above.

Note: Bookings may appear blocked beyond the 30 day advance period, in case of bookings made
for retiring employees, clients or due to maintenance.

c. The employee completes the request form and submits it.

d. On submission of request, the room will get booked automatically and an auto-generated request
number will be assigned for that booking request.

2. Stay and Payment at TCS Holiday Home

a. Employees should mandatorily carry their TCS ID card while visiting the TCS Holiday Home.

b. Employees need to carry the printout of the Ultimatix Booking Request. This is required at the time
of check in into the Holiday Home.

c. The bill for meals, laundry and other incidental expenses is totalled up at the end of the stay and
employees have to settle the same directly with caretaker in cash before leaving the Holiday Home.

3. Booking Cancellation

a. Employees can cancel a Booking Request through Ultimatix as follows:

Login to Ultimatix Employee Services  Employee Self Services  Global ESS  My

Request Lists  Employee Perks  Holiday Homes Requests

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 b. If an approved request is cancelled, associates cannot book the same Holiday Home for the next
7 days.

c. Cancellation of Holiday Home bookings will be allowed only prior to 7 days from Booking Start Date
and not later.

To Illustrate: An employee has booked a Holiday Home for Goa from 1 December 2016 to 3
December. This booking cannot be cancelled from 25 November 2016.

d. For all employees, cancellation of Holiday Home bookings can be done from 05 PM IST to 11 PM
IST only.

e. Cancellation of Holiday Home bookings done by corporate team for retiring employees can be done
at any point of time without any restrictions on timings .

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 Revision List

Revi Chang
Document Policy
sion Policy e type
Release / Revision Section Rationale for revision /
Versi Effective (add/m
Revision Description No. change Documen
on Date odify/d
Date t revision
No. elete)

Change in booking
Throughout
08 Feb 08 Feb and cancellation Process Policy
8.0 the Modify
2017 2017 timings of Holiday Improvement Revision
document
Homes
Same Holiday Home
cannot be booked
within 365 days from Terms & Process Policy
8.0 08 Feb 08 Feb Modify
the Booking Start Conditions Improvement Revision
2017 2017
Date of the last
request
Cancellation can be
08 Feb 08 Feb done only prior to 7 Process Policy
8.0 Procedure Modify
2017 2017 days from booking Improvement Revision
start date
Booking requests
will be auto
Removal of
17 Apr approved and an Policy
7.0 25 Jul Procedure approval Modify
2015 auto-generated Revision
2015 workflow
request number will
be assigned
Updated the path for
Throughout Change in
1 Jun 16 Jan booking Holiday
6.0 the Global ESS Modify Document
2013 2015 Homes in Global
document Path Revision
ESS
30 days advance
booking clarified and
For
1 Apr 20 Dec the start of day for Terms and Document
5.0 Additional Modify
2010 2013 these 30 advance Conditions Revision
Clarity
days to be from 8
A.M. IST
Included exceptions
under which Holiday
Documentati
1 Jun 20 Dec Homes may appear Document
5.0 Procedure on of existing Modify
2013 2013 booked beyond the Revision
practice
30 days advance
period for booking.

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Revi Chang
Document Policy
sion Policy e type
Release / Revision Section Rationale for revision /
Versi Effective (add/m
Revision Description No. change Documen
on Date odify/d
Date t revision
No. elete)

Clarified that all

In keeping
Holiday Homes are Provisions Document
4.0 01 Apr 12 01 Jun 13 with Income Modify
available free of 3. Revision
Tax rules.
cost.
For
Special Scenarios Special Document
4.0 01 Apr 12 01 Jun 13 Additional Add
included Scenarios Revision
Clarity
Change in
application
for booking
Updated link for Provisions Holiday
Document
4.0 01 Jun 13 01 Jun 13 booking of Holiday & Homes from Modify
Revision
Homes Procedure Employee
Self Service
to Global
ESS
As per
Added Procedure for
current Document
4.0 01 Jun 13 01 Jun 13 Booking Procedure Added
procedure in Revision
Cancellation
Global ESS

Perquisite Tax not

Change in
applicable to Terms & Policy
3.0 01 Apr 12 15 Nov 12 Income Tax Modify
employees effective Conditions revision
guidelines.
01 Apr 12.
Perquisite Tax
applicable to Terms & Income Tax Modify Policy
2.0 01 Apr 10 20 Dec 11 employees effective Conditions guidelines. revision
01 Apr 10.

Booking for TCS Process

Holiday Homes can improvement
be done up to 30 (better Document
2.0 01 Apr 10 20 Dec 11 Terms & Modify
days in advance planning and revision
Conditions
(earlier it was 60 reduced
days). cancellations)

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Revi Chang
Document Policy
sion Policy e type
Release / Revision Section Rationale for revision /
Versi Effective (add/m
Revision Description No. change Documen
on Date odify/d
Date t revision
No. elete)

First release of the

1.0 15 Sep 08 15 Sep 08 NA NA NA NA
policy

TCS Confidential 9