UK Travel Expenses Policy December 2014

UK Travel and Expense Policy
2014
COGNIZANT TECHNOLOGY SOLUTIONS

Travel & Expense Policy UK
Note: The information contained in this document is confidential and is intended only for the persons to whom it is transmitted by
Cognizant Technology Solutions UK Limited. Any reproduction or disclosure of the contents of this plan, in whole or in part, without
prior written consent of Cognizant Technology Solutions UK Limited is prohibited. Having gained access to this document, the
recipient agrees to preserve its confidentiality.
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Travel & Expense Policy
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Cognizant CONFIDENTIAL
Revision Issued December 2014
2014
Contents
1.
Purpose & Scope
2.
General
3.
4.
2.1
Effective Date
2.2
Definitions
2.3
Responsibilities
Travel Expenses
a.
Air & Rail Travel
b.
Accommodation
c.
Rental & Personal Vehicles & other transport
d.
Meals & Entertainment
e.
Gifts and Benefits in Kind
Home Office, Telephone, Broadband & Other expenses

a.
Home Office
b.
Mobile Phones
5.
Other Items
6.
Travel Expense Submission
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7.
2014
Relocation within the UK
APPENDIX 1
Travel Agency & Booking Procedure
APPENDIX 2
International Travel Class Policy
APPENDIX 3
Assignments to the UK
APPENDIX 4
AMEX Corporate Card Guidance
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1.0 Purpose & Scope

Cognizant will reimburse UK Associates for necessary, reasonable and approved business travel expenses as defined in the
limits in this policy and to ensure claims are completed correctly, paid in a timely manner and to ensure reimbursed expenses
are treated correctly for taxation purposes.
This policy applies to all associates of Cognizant Technology Solutions (Cognizant or Company) employed or on assignment
to in the UK.
Business expenditure not covered by this policy must be approved in advance by Director grade or above.
The Company reserves the right at all times to refuse reimbursement of such approved expenses where they are out of policy .
Any breach or deviation from this policy may lead to disciplinary action being taken.
The Company reserves the right to review and amend this policy from time to time without prior notice.
This policy does NOT cover the following:
Worldwide Relocation: except Assignment to the UK included at Appendix 4
Emergency Travel: In the event of a crisis or a declared business continuity plan, all travel-related policies will be superseded
by the guidelines stipulated by the Companys crisis / Business Continuity Plan policies.
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2.0 General
2.1.
Effective Date
The Effective date of this policy is: 1 November 2014
2.2
Definitions:
Associate: Employees of Cognizant Technology Solutions UK Ltd or any other Cognizant entity who are on
payroll in the UK at the time of the claim.
Company: Cognizant Technology Solutions UK Ltd
Project Manager: Cognizant associate responsible for delivery and financial performance of the project on which
an associate works and responsible for approval of expenses. This individual is identified as the Project Manager
in the PeopleSoft ESA Projects module.
HCM supervisor: Associates manager in the PeopleSoft HCM module who may be responsible for approval of
some expenses.
Policy: This document, UK Travel & Entertainment Policy
Authorised Travel Agency: The Travel Agency authorised by the Company, to book travel arrangements on
behalf of Associates. This is currently BCD Travel. See Appendix 1 for Travel Agency contacts and procedure for
more information.
ESA: Enterprise Service Automation, the portal that contains the expenses claim module.
2.3
Responsibilities:
a. It is the responsibility of each associate to comply with this Policy and provide all accurate and required
supporting documentation for reimbursement.
b. Travel and expenses should be consistent with the needs of the business and should be used to achieve
business objectives in a cost efficient manner and in keeping with normal safety requirements.
c. The business purpose must be included in any claim, (this can be done by completing the Business Purpose
box in ESA.
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d. All allowable expenses not booked by an approved third party must be paid and reclaimed by the Associate
e. The Project Manager is responsible for checking the claim submitted by the Associate in ESA to ensure it
adheres with the current Travel & Entertainment Policy.
f. Claims which do not comply with the Policy will be rejected.
3.0 Travel Expenses

Air and Rail Travel
Accommodation
Rental and Personal Vehicles
Meals and Entertainment
Home Office & Telephone
Other
3.1
Air and Rail Travel

Reservations:
a. All reservations must be made through the Companys authorised Travel Agency (see Appendix 1 for contact
details, booking procedure and approvals). All airfares must be booked at least 7 days in advance of travel
date where possible and practical.
b. The Companys authorized Travel Agency will provide the Lowest Logical Fare (LLF) to the associate. LLF is
the lowest available fare given the following parameters: the number of days in advance of the travel date
that the ticket is booked; a specified window of time in hours during which flight options are evaluated; direct
flight vs. number of connections; and negotiated airfare rates with specific carriers including Low Cost
Carriers (LCCs). Associates should consider accepting flights with connections where their travel schedules
allow.
c. Associates may only book direct LCCs where the cost is 10% less or more than the flights recommended by
our designated Travel Agency and documented evidence must be produced to support a claim for
reimbursement via ESA.
d. Cancelled non-refundable tickets should be applied to future business travel.
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e.
f.
g.
h.
i.
3.2
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Associates may not make or modify travel arrangements for personal gain. For example, Cognizant
Associates must not book higher priced fares in order to get mileage credits on their own preferred airlines,
nor should they book certain travel classes in order to enable upgrades.
Air and Rail Travel Class: For travel within Europe all Associates regardless of designation, must travel
economy class or equivalent. Global class and cost limits are outlined in Appendix 2.
Payments made to procure premium seating (i.e. seating with extra leg room or other enhanced features)
are not reimbursable.
Any cost relating to the utilization of frequent traveller mileage for upgrades or other rewards is NOT
reimbursable.
Associates should consider train or other modes of ground transportation instead of air travel wherever they
are convenient and make business sense.
Accommodation
3.2.1 Making Hotel Reservations:
a. The Company is committed to providing associates with adequate accommodation. Associates are expected
to stay in hotels offering clean and comfortable rooms at a fair price. Associates should make hotel
reservations via Cognizants authorised Travel Agency; however, they may make reservations through other
sources when it is more economical to do so.
b.
Guidelines for acceptable hotel costs in various European locations are:
Cognizant UK
Country
Cost for Bed &

Breakfast per night
UK
GBP120
Norway
NOK1,150
Sweden
SEK1,200
Denmark
DKK1,100
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Switzerland
CHF220
Finland
Euro 105
Belgium / France /
Germany
All other CE
countries
c.
d.
e.
f.
Euro 100
Euro 150
Approved expenses will be reimbursed at actual cost with the submission of receipts via ESA.
Receipts generated by an individual or where there is no formal hotel invoice will not be acceptable proof of
expenditure and such submissions will not be reimbursed.
Corporate apartment rentals will be not reimbursed through T&E claims. All such rentals should be arranged
and paid through our Corporate Apartment Coordinator based in 1 Kingdom Street.
In cases where the Company directly pays a hotel or corporate apartment on behalf of an associate, the
associate may not submit such expenditures for reimbursement.
3.2.2 Reservation Changes:

Cancellation of all travel arrangements (including hotel) must be done via the same method as the initial
reservation.
If it is within 12 hours of departure or you are in transit, then cancellations can be made
directly with the hotel.
3.2.3 Other Reimbursable Hotel Costs:
Other than room, standard parking, and taxes Cognizant will reimburse the following hotel charges:
a. Hotel Internet Connection
b. Hotel Phone usage: All efforts should be made to use cell phones, prepaid calling cards, or internet phone
services, such as Skype, to avoid excessively high toll rates. If an associate does not have a cell phone,
he/she may receive reimbursement for reasonable phone charges while traveling.
c. Laundry: when traveling in excess of 4 nights at actual cost with the submission of receipts.
d. Tips: The Company will reimburse tips and gratuities paid in cash to porters, bellmen, etc. provided that the
tips are reasonable and customary for the region being visited.
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3.2.4 Non-Reimbursable Hotel Costs:

The following hotel costs will be not be reimbursed by Cognizant:
a. In-room movies
b. Room upgrades: Travellers may upgrade room accommodation by using personal frequent user awards;
however, Cognizant will not reimburse the cost of the upgrade.
c. Mini-bar charges
d. Cancellation charges, except in cases where there are unavoidable business reasons for the late cancellation.
e. Cognizant Associates may not make or modify hotel arrangements for personal gain. For example, Cognizant
Associates must not book higher priced rooms in order to get frequent stay points in particular hotels.
3.3
Rental and Personal Vehicles:

3.3.1 Rental Cars:
a. Usage: Rental cars should be used whenever local travel is not convenient or cost effective by means of
public transportation (taxi, bus, train, ferry).
b. Reservations: All rental car reservations MUST be made through Cognizants authorized Travel Agency, who
will book only with Cognizants preferred rental partners. This requirement applies regardless of any price
difference between rates that associates may find independently and Cognizants negotiated rates with its
preferred vendors.
c. Insurance coverage: When renting a car Associates must take adequate insurance coverage EXCEPT in the
US where Associates should decline all insurance coverage offered at rental counters or at the time of making
a reservation as the Companys negotiated base-rental rates with its preferred partners INCLUDE insurance
coverage.
d. Car size: Cognizant will reimburse a mid-size car for its Associates. Frequent renter upgrades may be used
at the associates discretion only if there is no incremental cost to Cognizant.
e. Fuel charges: Associates should fill up the rental car with petrol prior to returning the vehicle, where possible,
to avoid extremely expensive refueling charges from the rental car companies. Associates are also advised to
decline costly fuel prepayment offers.
f. Fines and Accidents: Any fines incurred while operating rental cars are the responsibility of the driver.
Accidents should be covered by the insurance coverage above. In case of a collision, theft, fire, vandalism or
loss of use the associate must immediately contact the rental car agency.
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Car Rental charges and fuel expenses will be reimbursed at actual cost on submission of supporting invoices.
3.3.2 Private vehicles - Associates in receipt of a car allowance

a.
b.
c.
d.
Associates will find out if they are in receipt of a car allowance via their contract of employment or
assignment letter.
Associates using their own vehicles must keep a record of business mileage for the current financial year
(beginning 6th April, at which business mileage should be reset to zero).
Associates must ensure they have personal motor insurance that covers business use if they claim business
mileage.
The Company uses the rates advised by HMRC. The reimbursement rates as per September 2014 for
business mileage are as follows (all figures are for each mile):
Engine size
Petrol
LPG
1400cc or smaller
14p
9p
1401cc to 2000cc
16p
11p
Bigger than 2000cc
24p
16p
Petrol hybrid cars are treated as petrol cars for this purpose.
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Engine size
Diesel
1600cc or smaller
11p
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1601cc to 2000cc
13p
Bigger than 2000cc
17p
3.3.3 Private vehicles Associates without a car allowance

a. Associates using their own vehicles must keep a record of business mileage for the current financial year
(beginning 6th April, at which business mileage should be reset to zero).
b. Associates must ensure they have personal motor insurance that covers business use if they claim business
mileage.
c. The reimbursement rates for private cars on company business are as follows (for those without a car
allowance):
Type of
vehicle
Rate per business mile 2014-2015
Car
45p for the first 10,000 business miles in a tax year,

then 25p for each subsequent mile
Motorcycle
24p for all business miles
Cycle
20p for all business miles
Important Note:
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For all mileage claims, the mileage from home to work is not permitted under Inland Revenue (HMRC)
rules. However where mileage from home to work is greater than home to your contractual place of work for
that day you may claim the difference in mileage at the appropriate rate above.
For example if you live in North London and your contractual place of work is Canary Wharf you are travelling to
Bristol for the day the calculation would be:
[North London to Bristol mileage] minus [North London to Canary
Wharf mileage] = mileage claim.
The simple tracker below may be useful for tracking mileage and submitted with claims.
Business
Mileage
Tracker
Date
Reason for
Journey
Miles
Driven
Tax Year
20xx /20xx
Cumulative
Miles
Reimburseme
nt Rate
Claimed
Notes
3.3.4 Insurance requirements: When using a personal vehicle for business travel, Associates are required, at their
expense, to maintain at least the minimum insurance applicable. Beyond the legal requirements, it is the
associates responsibility to protect against damage to the car and legal liability in such form and amount as
the associate feels adequate.
3.3.6 Non-Reimbursable Personal Vehicle Costs: Cognizant will not reimburse the following personal car related
charges this list is not exhaustive:
Costs covered by the mileage reimbursement
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Insurance for personal vehicles

Mileage driven as a part of normal commute
Fuel
Car Repairs
Car Maintenance
Car Washes
Oil Changes
Locksmith Charges
Fines and tickets relating to traffic violations
3.3.7 Other transportation: Other acceptable modes of ground transportation include Bus, Train, Underground,
Taxi, Hotel and Airport Shuttle Services, Car Service (when more economical than using other methods) and
ferry. Note that waiting time for taxis and car services is not reimbursable. These fees will be paid at actual
cost with the submission of VAT invoices.
Reasonable parking expenses incurred for valid business purposes are reimbursable at actual cost against
approved receipts submission.
Toll charges incurrent are reimbursable with a receipt where available.
Toll charges and parking fees that occur as a part of your normal commute are not reimbursable.
3.3.8 Personal Travel: When a Cognizant associate plans to combine personal travel with a business trip, the
personal travel must be accomplished without additional cost to the Company. Cognizant Associates are
expected to avoid combining personal travel costs with Cognizants business costs. Should this occur (for
example on airline tickets or hotel billing) all personal costs during, preceding or following authorized
business travel must be clearly identified on the Expense Report and supporting documents; and be excluded
from the amount for which the reimbursement is requested.
3.4
Meals & Entertainment

a. Meals: Reasonable costs of meals may be claimed in conjunction with overnight business trips. Costs should
be reasonable and will be reimbursed at actual cost where approved receipts are submitted. Lunch is not
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reimbursable. Associates should not submit for reimbursement receipts for meals for which another party has
paid.
Reasonable guidelines per day/per associate are as follows:
Breakfast
10 or equivalent
Dinner
20 or equivalent
b.
Tips: Tips are reimbursable when confined to a reasonable and customary limit. In the UK some meals may
include a service charge and in these cases additional tips should not normally be made or claimed. Tips in
the UK are customary for good service and are normally around 10%.
c.
Customer Meals & Entertainment and Team Meetings: Cognizant Associates should only provide business
(customer) entertainment to someone doing business with the Company, if the entertainment is modest and
is intended to serve legitimate business goals. See further details in the Companys Code of Ethics.
https://onecognizantapps.cognizant.com/264/FileDownloadSanStorage.aspx?fileId=68afb970-2788-4fb3abe2-98065afb56fa
Customer Meals and Entertainment and Team Meeting expenses will be reimbursed at actual cost upon
submission of bills.
Where entertainment expenses are incurred for customers, the associate must indicate the name of the
customer and number of attendees while submitting the claim for reimbursement.
List of attendees (name and ID) must be presented while claiming expenses incurred on team meetings.
The expense approver must not be one of the attendees.
Where meal costs are incurred by a group of Associates but only one account is settled for the service
provided, it is the responsibility of the most senior associate present to submit the claim for authorization to
the next authority level for reimbursement and the claim must include names and IDs as applicable.
d. Meetings, Events, and Conferences: Internal meetings should be held at Cognizant facilities whenever
possible. Meeting organisers should consider hosting events through teleconferencing, video conferencing, or
web conferencing to minimize travel costs. To ensure the most cost effective travel arrangements, offsite
meetings of 10+ attendees and that require an overnight stay must be coordinated through the Meeting and
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Events Planning Team https://onecognizant.cognizant.com/?GlobalAppId=842 even if the meeting is at a

local hotel and no airline reservations are required.
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4.0 Home Office, Telephone & Broadband

4.1
Home Office
a. Scope: Associates with their contractual work location defined as home. Reimbursable home office expenses
include business related office supplies; Associates may require paper, toner cartridges, etc. to support a
home office.
b. Home Broadband: Cost of home broadband ONLY for associates who have Tandberg units at home or
where approved by the associates Director or above. The line rental cost for home internet service is NOT
reimbursable. Reimbursement of the broadband costs will be declared on the associates P11D.
Costs incurred above and beyond working from home location, including mileage to and from alternative
work locations will be reimbursed. This is only reimbursable when the home office is your contractual work
location and subject to the policy guidelines above.
NON reimbursable home office expenses the list is not exhaustive:
Land phone line rental
Home office furniture
Storage
Alterations to the associates home
Utilities
Rent/mortgage
4.2
4.2
Telephone & Broadband

Business calls made from a private landline will be only reimbursed where the itemised telephone bill is attached
to the claim. Reimbursement of broadband will ONLY be reimbursed where this is required for business use,
and will be declared on the associates P11D in accordance with Inland Revenue guidelines.
Line Rental is not reimbursable.
Mobile Phones
a. Company Mobile Phones: The Company will provide mobile phones where these are necessary for the role
being performed; the Company will pay invoices directly to the provider. The phone is for business use and
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reasonable personal use. Mobile phone bills are reviewed monthly for excessive usage and Associates may
be charged for excessive use.
Private Mobile Phones: Associates who do not have a Company mobile phone may claim business calls with
approval from their project manager. Associates may not claim for line rental charges. The limit of
reimbursement of approved mobile phone bills is 200 in any one calendar month; charges in excess of 200
will only be reimbursed with VP approval.
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5.0 Other Items

Other Reimbursable items
a. Currency: conversion rates used must be supported by receipts from banks or exchange bureau receipts.
b. Business Gifts: The use of Company funds or assets for gifts, gratuities, or other favors to customers,
employees or government officials is prohibited, except to the extent that such gift is in compliance with
applicable law, immaterial in amount, and not given in consideration or expectation of any action by the
recipient. The gift should also comply with the guidelines, approval, notification and limits contained in our
Code of Ethics, which stipulates that such gifts may not exceed $250.
https://onecognizantapps.cognizant.com/264/FileDownloadSanStorage.aspx?fileId=68afb9702788-4fb3-abe2-98065afb56fa
c.
d. Printing and Presentation Costs: Costs for business related printing, copying, and presentation services.
e. Postage: Business related postage and shipping are reimbursable. Please contact the receptionists to find the
best priced services to meet your requirements.
f. Training: Business related training fees when approved in advance by an associates HCM supervisor.
Advance approval must be evidenced by uploading email approval along with receipts when submitting an
expense report.
g. Professional Subscriptions: Expenses incurred for a maximum of one professional subscription relating to
the associates role when approved by an associates HCM supervisor.
h. Books/Publications: Necessary business-related books, periodicals, and subscriptions when approved by an
associates HCM supervisor.
i. Office supplies; only where they are for business use
j. Visas and visa related travel: provided that the visas and visa travel costs are reasonable and for a valid
business purpose.
k. Immunisation: provided they are required for business related travel
NON reimbursable expenses this list is not exhaustive
a. Corporate Card late fees.
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b.
c.
d.
e.
f.
g.
h.
i.
j.
k.
l.
m.
n.
o.
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Airline club or other frequent travel club membership fees

Corporate Card Membership Rewards fee
Annual fees for personal credit cards
Laptop, desktop computers, servers, or any other computer equipment. Such purchases must be arranged
through NSS.
Passport fees (initial and renewal fees)
Political contributions
Charitable contributions/fund-raising events
Dues and membership fees (even if used for business purposes) for lunch clubs, dinner clubs, country clubs,
or any social clubs and other similar clubs. Such fees are not tax deductible by Cognizant.
Personal items (toiletries, clothing, etc.) and personal services (haircut, shoe shine, spa, massage, etc).
Casual labour: any payment for permanent, temporary or contract labour (MUST be processed through the
recruitment team and supported with VAT invoices).
Theft or loss of personal property, including personal car, clothing or money.
Cost of spouse or other family travel when on a business visit.
Associate Awards/Gifts: Associate awards in the form of gift cards, gift certificates, holiday gifts, etc. may
only be submitted for reimbursement if they are part of a recognised award scheme and where prior approval
for the gift has already been given by the relevant Talent Manager. Any gifts given to associates may be
subject to a benefit in kind taxation. It is therefore important that if you wish to issue awards you speak with
a UK Talent Manager in order that the award or gift is properly recorded via payroll and the correct tax is
paid. Any claims for reimbursement which do not include an email with TM approval will not be paid.
Any form of entertainment that could reasonably be deemed inappropriate for a business setting.
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6.0 Travel Expense Report Submission

Expense claims are submitted using ESA our on line application
a. Training is available via Cognizant Academy, the course codes are ESA Expense Creation NQTLC5 for
associates or NQTLF2 for project managers https://groups.cognizant.com/corporate/Academy/default.aspx.
The ESA Helpdesk details are: https://esahd or email esa@cognizant.com
b. It is the associates responsibility to submit expense reports for reimbursement as soon as possible after the
related business expenses were incurred or paid, and, in all cases, within 60 days of the date that the
expenses were incurred or paid.
c. Where an associate holds a Corporate AMEX card it is the associates responsibility to submit expenses via
the My Wallet function within 30 days of incurring the expense in order to ensure timely payment of the
corporate card, see Appendix 4. Any late payment fees will not be reimbursed.
d. Where expenses are cross charged to a client, then expenses should be submitted within the month they
were incurred to facilitate the billing process.
e. Expense claims should comply with client expense policies, limits and procedures where this is stipulated in
the client agreement. Associates will be informed where this is the case by their manager.
f. The Company understands that there may be facts and circumstances that preclude an associate from
properly accounting for expenses within 60 days. Therefore, any expense report submitted more than 60
days but less than 6 months after the date of expenditure must be approved via email by the associates HCM
supervisor. The email must be submitted and uploaded along with the receipts supporting the expense
report.
g. Expense reports are subject to audit by a staff of Pre-pay auditors. Pre-pay auditors are required to
complete their audit within three business days of receiving it in their approval queues.
h. Claims for expenses must include the appropriate detail including:
i.
Entertainment for associates or clients: include the names of attendees and for associates their ID as
applicable
ii.
Entertainment for a group of associates or clients: the most senior Associate must settle the bill and
make the claim
iii.
Business journeys: include the start, destination and reason
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iv.
i.
j.
Personal Mileage: include the start, destination, reason, miles and claim per mile in addition to total
miles traveled.
v.
Expense reports must be approved by Associates project managers on each project for which
expenses are incurred. Project Managers are required to approve expense reports within five business
days of receiving them in their approval queues.
All expense reports must be approved by an Associate with a higher designation in the Company than the
Associate who submits the expense
Approved expense reports will be settled in weekly pay cycles.
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7.0 Relocation within the UK

On commencement of your employment or your assignment to the UK your initial place of work will be stated in your
offer or assignment letter. Due to the nature of the business, Associates may be required to work at other locations as
determined by the Company. This new location may become your new place of work.
Where there is no change to your normal place of residence, then actual excess travel costs may be claimed against
receipts. Excess travel costs are defined as those costs in excess of the normal home to work location.
Associates on Assignment to the UK are required to live within a commutable proximity of their work location. Where a
project assignment is in excess of 6 months or more than 60 miles from your current work location then your normal
place of work will be updated. Associates will be able to claim the following amounts to assist with relocation:
Travel to the new location for Associate and family

Removals up to 250 against receipts
Lease breakage where applicable
Disconnection and Connection Costs (typically with utility providers)
Initial Accommodation in the new location up to 1100 (total cost) against receipts or until more long term
accommodation is found whichever is the shorter.
Associates hired in the UK required to relocate for up to 24 months, and do not move their home, may claim the
following:
Weekly commuting costs (economy class or equivalent)
Hotel accommodation and meals as per the Policy, if not within reasonable daily commuting distance from your
normal place of work.
Where associates hired in the UK are required to relocate permanently an individual relocation package may be agreed.
Where job moves or home moves are driven by the associate reimbursement of relocation cost is not supported by the
Company.
In all situations it is important that an accurate work address is updated in HCM self-service personal details work
address.
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The table below explains allocation of relocation expenses between the current account (where the associate is
employed or released from) and the new account (where associate will be allocated).
Scenario
Associate moves from UK to offshore due to
end of assignment early (client driven)
Cost
Lease Breakage
Travel Costs
Cost Allocation
Current account Team
Associate moves from one account to

another within the UK -request by Company
or the client
Lease Breakage
Travel Costs
Relocation Costs
Current account team takes lease breakage.

New account team takes travel and relocation costs (as
per policy above)
Associate moves
emergency)
(personal
Lease Breakage
Travel Costs
Associate on long term sick, returns to work

in the UK, no assignment found
Lease Breakage
Travel Costs
Associate responsible for lease and travel costs (travel

costs may be reimbursed if assignment is ended by
associate)
Charge to the UK Operations
Associate released from assignment if not

meeting expectations of role or client, and
no further assignment found
Lease Breakage
Travel Costs
Current account team
Associate moves to offshore at end of

assignment
Lease Breakage
Travel Costs
Lease breakage should not be applicable, unless Account

Manager has approved in advance.
Travel costs met by current account team.
Associate moves from one account to

another within the UK at the end of
assignment
Lease Breakage
Travel Costs
Relocation Costs
Associate requests to move from

account to another within the UK
Lease Breakage
Travel Costs
Relocation Costs
Lease breakage should not be applicable unless Account

Manager has approved in advance any cost to be met
by current account team.
Travel and Relocation costs to be met by the new account
team (as per the policy above)
Associate responsible for costs incurred.
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APPENDIX 1
TRAVEL AGENCY DETAILS & PROCEDURE
All associates in the UK are required to use BCD Travel for all business travel arrangements. This will include Air and Car
Rental reservations for all travel. This includes low cost carriers such as Ryan Air and EasyJet. We have reached a scale where we
believe that it is important to proactively manage our travel expenditures and this is one of the steps that will assist in that endeavor,
while also providing benefits to our travelers as outlined below.
7 Day advance booking policy
To obtain the most competitive prices on flights it is important associates book as far in advance as possible. In line with the corporate
announcement sent by Gordon Coburn in August 2009 all travel must be booked a minimum of 7 days in advance of travel. Associates
who need travel urgently within 7 days of making a booking must get prior approval from their project manager and include the
business justification. AVP, VP and SVPs do not need approval for travel
Baggage Allowance
Many associates choose flights based on the amount of baggage allowance the airlines offer, rather than the cheapest flight o ption. This
is not a valid reason for choosing a more expensive flight and will not be approved. If there is an amount to pay for excess baggage on
departure, the associate will be responsible for paying this and may not claim it back via ESA.
Q: How do I get started?
A: The first step is to create a travel profile with BCD via Concur. The steps are as follows:
1)
2)
3)
4)
Login to: https://portal.bcdtravel.com/cognizant

Your user id is your 6 digit employee id.
The first password is welcome.
You will be brought to a one-time security page. At the bottom, make sure to click on "I accept" and then "submit." This will
then take you into the travel portal where you will see a tab that says "My Profile."
5) Please verify the following information is as it appears on your passport:
First Name:
Middle Name:
XXXX
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Last Name:
2014
XXXX
If this information is incorrect, please send the actual name, as it appears on your passport to Travel4@Cognizant.com.
Q: How do I book travel?
1) Online travel Please login to https://portal.bcdtravel.com/cognizant. On the home page, click Book travel on the upper left
part of the screen and then Online reservations. The online booking tool should be used for the majority of your reservations.
2) Reservation agents available by phone or email - There is a team of agents dedicated to Cognizant that can be reached at +44
(0) 20 7343 7645. the hours of operation for our dedicated team will be 8.30am to 6pm. During other hours, BCD is staffed by
the Emergency Travel Team. The number is +44 (0) 161828 1699.
Alternately, you can email them your request at Cognizant@bcdtravel.co.uk.
complicated, multi stop trips.
We recommend using the reservation agents for
Note: All of our current airline, car rental and hotel contract rates and terms are reflected in the online travel tools. Currently, we
have discounts with:
Airlines: British Airways, Delta Airlines, Etihad Airways, Jet Airways, Lufthansa, United Airways and more.
Hotels: We have negotiated discounts with both hotel chains and individual properties across the globe. These discounted rates;
including those for our partner hotels in India are reflected in BCD. If you have additional hotels that you would like included in
our program or have been able to obtain lower rates in one of our partner hotels, please contact Travel4@Cognizant.com
(Car rental: Avis, Budget, Enterprise and Hertz. Please note that our negotiated rates with these agencies as well as Hertz
already include all required insurance coverage when traveling to the US. However, you must book through BCD to obtain this
coverage.
Q: What are the benefits of using the online booking tool?
A: There are many benefits to both associates as well as Cognizant from using a centralized tool. Some of the benefits include:
1. Receipt tracking receipts for items booked through the website and paid for with the credit card on file are automatically
loaded into the BCD website i.e. Air, hotel, car rental. These receipts can be used to simplify the expense reimbursement
process. To receive e-receipts from our suppliers, please register on the home page of the booking tool. Once you have
traveled, to view your receipts login to the BCD website and click on Trip Library; then select the specific trip in
question. You will see complete, detailed receipts that can be printed or downloaded for your expense report.
2. The ability to create and store templates for frequently used trips, which can speed the booking process significantly. To
create or view existing templates - login to the BCD website and click on Templates
3. Access to all of our discounted rates
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4.
5.
6.
7.
2014
Access to experienced reservation agents who are dedicated to Cognizant travelers

The ability to include all components of a trip in one itinerary i.e. hotel, car and airfare
Ability to make trip changes online and quickly
By consolidating our travel bookings, this provides Cognizant with better information about our travel spend and frequently
used vendors. This is critical to our ability to negotiate better discounts in the future. Unfortunately, when associates book
outside of our process, the airlines and other vendors do not allow us to include that spend in our contract negotiations.
Q: I tried logging in, but I cant get past the home page. Whats happening?
A: Please make sure that your pop up blockers is turned off. In order to turn off your pop up blockers, click on Tools within your
browser, and then click on Pop-up Blockers. Check to make sure your pop up blocker is turned OFF.
Q: I see a cheaper car rental/hotel rate on another travel booking site. Why cant I book it there?
A: Our car rental rates include the appropriate insurance and must be booked via BCD. The rates you see elsewhere are not inclusive of
the appropriate insurance. Our hotel rates also may include additional amenities that are not included elsewhere; for example they
may include free internet, breakfast or parking. Also note that some of the discount websites may have significant fees for cancelling
hotel reservations.
Hotel reservations are not mandated via the system. However, if you do book elsewhere, please let us know about the lower rate, so
that we may work with the hotel in the future.
Q: How do I book a second passenger or dependent?
A: In the upper right hand corner of the booking tool, you will see, Booking for: please change that to guest and you can book your
dependent.
Q: Where can I find the agency record locator?
A: If you are looking at the e-invoice, its normally the next Dark Blue line under the Invoice/Ticket Receipt and it always
says: Travel Summary Agency Record Locator
Q: I see a lower rate on Priceline (or Hotwire, Expedia, etc.) can I book it?
A: Yes, but please be cautious. These rates are non-refundable, which means you cannot change the reservation. You are charged
immediately upon booking the reservation whether you stay there, or not. Additionally, you will not see the per night charge on your
hotel folio. The Priceline charge is completely separate from the hotel bill. If you are working with a billable client, please ensure that
your client will accept the Priceline invoice as it is not detailed.
Q: What time is hotel check-in and check-out?
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A: It is standard (around the world) that check in time is 3pm and check out time is no later than 11am. That allows a turnaround time
to clean the room. If you need the hotel room earlier, early check in can be requested, but is never guaranteed unless you hold (and
pay for) the previous night.
Q: What about the Heathrow Express?
A: Cognizant has arranged for a 10% discount on all Heathrow Express tickets. The Heathrow Express is the fastest way from
Heathrow Airport to our offices, outside Paddington Station. Below you will find the link to the Heathrow Express booking tool and the
pass codes. You will need to provide a credit card for payment. Should you have any questions, feel free to contact the travel team
Travel4@Cognizant.com directly.
Terms & Conditions:
All tickets are valid 6 months from the date of issue.
Within the 6 months validity all coupons can be refunded free of charge.
Return tickets are normally valid for one month from the first date of travel.
All coupons can be used for either journey Paddington to London Heathrow and vice versa.
Link to Heathrow Express booking: https://trade.heathrowexpress.com/
USER NAME : cognizant
Password
: cognizant1
Heathrow Express Customer service:
Contact number
: 0845 600 1515
Q: Who do I contact for more information?
A: You can contact the following:
Santhosh Jyothinathan
EMEA Travel Manager
Sonia Giddens
Travel & Hotel Program Manager
Santhosh.Jyothinathan@cognizant.com
Sonia.Giddens@Cognizant.com
To change the name in your profile, please send an email to: Travel4@Cognizant.com
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APPENDIX 2
INTERNATIONAL TRAVEL CLASS POLICY
If the referenced fare is not available under the cap listed, the associate must book on the next lowest fare that is available under the cap
Designation
Associate Director and below
Directors and Sr. Directors
Assistant Vice President
< 6 hours
Round
Class
Trip Cap
Economy
Economy
Economy
None
None
Class
Economy
Up to
Premium
Economy*
None
US
$1,500
UK
Continental
Europe
1,500
India
INR 95,000
Up to
Business
Class*
All
All
Vice President
Economy
None
Senior Vice President and above
Economy
None
Up to
Business
Class*
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All
None
Up to
Business
Class*
Cognizant UK
Flight Duration
6 to < 12 hours
Ticket Point
Round
of Sale
Trip Cap
All
Economy
None
Up to
Business
Class*
4,000
4,500
Up to
Business
Class*
6,000
6,000
Up to
Business
Class*
None
Up to
Business
Class*
None
1,500
12 or more hours
Round
Class
Trip Cap
None
2014
APPENDIX 3
ASSIGNMENT TO THE UK
1. Travel to and from the UK on Assignment
For Associates on assignment to the UK travel details are included in the assignment letter along with conditions of travelling with
dependents.
Cognizant will reimburse the following arrival expenses:
a. The cost of economy class flights from the home country to the UK for the associate, spouse and children as applicable *. This
must be booked via the Travel Desk in India or current location.
b. The cost of taxis from home to the airport and from the airport to initial accommodation on arrival in the Associates should
check whether a taxi is the most cost effective method of travel with their manager.
At the end of the assignment to the UK Cognizant will reimburse the following departure expenses:
a. The cost of economy class flights to your home country from the UK for the associate, spouse and children as applicable*.
Tickets must be booked via our Authorised Travel Agency.
b. The cost of taxis from UK accommodation to the airport in the UK and from the airport to home on arrival.
These expenses are one off expenses.
*In order to claim re-imbursement for a Spouses and family travel you must be deputed for 4 months or longer and married at
the commencement of your secondment.
2. Spouse Travel
If an associate marries whilst on assignment to the UK, the Company will reimburse the cost of the spouse travelling to the UK
when the purpose is to join the associate permanently in the UK.
3. UK Allowance.
With effect from 1 August 2014, Associates arriving in the UK on assignment will be paid a one off gross amount of 1700. Thi s
amount will be paid via the first payroll in the UK and will be subject to tax at the marginal rate. The amount can assist with
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2014
initial accommodation costs. Associates are not required to retain any receipts to support any spend against this amount and
similarly Associates will not be able to claim any other costs in relation to relocation to the UK. Associates will have details
included in their assignment letters.
4. Leased properties
Lease breakages will only be paid where there is a valid business reason e.g. project ended early, and the Project Manager has
agreed the breakage. Evidence must be provided e.g. copy of lease and receipts.
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APPENDIX 4
AMERICAN EXPRESS CORPORATE CARD HOLDERS
General Information
What are the features and benefits of the American Express Corporate Card?
As an American Express Corporate Card member, the Associate can enjoy:
A convenient and reliable payment method welcome throughout the world.
Customer Service for all emergencies, available 24 hours a day, 7 days a week
Global Assist Hotline/Overseas Assist Hotline for legal referral and medical assistance while overseas, available 24 hours, 7 days a
week. The medical assistance does not replace the UK travel insurance.
Worldwide emergency card replacement, usually within 24 hours
Why is it important for associate to use the American Express Corporate Card for all their business expense?
Cognizant receives significant business benefits by capturing and consolidating all business expense activity through a singl e Corporate
Card supplier. These benefits include the delivery of management information that enables us to negotiate more competitive agreements
with our key suppliers and to provide enhanced benefits to our people.
What should I use my American Express Corporate Card for?
The American Express Corporate Card MUST be used for ALL business travel and official entertainment expenses where it is accepted.
Can I use the card for personal expenses?
American Express Cards may not be used for anything other than necessary and reasonable business expenses. Use of the Corporate
Card by associates for personal expenses is not permitted and is grounds for disciplinary action. If you use your card for personal
purposes, you are solely responsible to pay the personal dues to Amex directly. If you are unsure how to do so, contact Amex at the
toll-free telephone number on the back of your card.
Can I withdraw cash using my Amex Corporate Card?
No. This is against Company policy.
What should be done when my card is stolen or lost?
If the AMEX card is lost call AMEX helpline who are available 24 hours each day, ask them to block the card and to issue a new card to
your billing address.
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UK
International
2014
0845 604 2550

+44 (0)1273 696 933
How do I access my Amex statement online?

You can access your statement at www.americanexpress.com.
Direct payment of AMEX charges and MyWallet functionality
The MyWallet function automatically feeds information from your AMEX usage through to the ESA Expense system. Once the amount is
submitted and approved, the Company will pay your AMEX bill directly.
How long does it take Amex transactions to appear in MyWallet after a charge is made?
Transactions feed to your MyWallet within 48 hours after a charge is incurred. If its taking longer, you should raise (1) a GSD ticket.
When will the Company pay my Amex balance?
You will be reimbursed at actual cost for any expenses charged to your Amex card, once you submit your T&E expense report in ESA,
provide required receipts, and your project manager approves the report. Receipts are required for all expenses. The finance
department runs payments on Tuesday and Friday of each week. In order for a report to be included in these runs, the report has to be
approved by your manager at least 24 hours prior to the running of the payment process (Monday and Thursday).
* Please note that the payment cycle will NOT include any portion of the transactions marked personal in your expense report.
Im trying to pull MyWallet expenses onto my expense report. However, I am getting an error due to expense-type
On the MyWallet screen, you will need to modify and assign the expense type for each transaction noted as undefined-expense
transaction by clicking on the Undefined link and selecting the expense type most closely matching the nature of your expenditure.
My Amex statement shows transactions Ive not made what do I do and how do I remove them from MyWallet?
These may be fraudulent charges therefore you MUST contact Amex immediately and report a fraud case. The credits will post on your
account on the next billing cycle, so its important that you follow up with Amex. During this time, you will have to hold on and ignore
any compass ESA reminder emails until the credits are posted on the account, at which time, you can pull both the charge and the credit
onto the same expense report.
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I have late fees on my Amex statement:

You are responsible for any late fees on your account. Late fees are NOT reimbursable. If you feel the late fee is not justified, it is your
responsibility to contact Amex to discuss and to request if a courtesy adjustment can be made. If Amex still denies the reques t, then
you will have to pay the fee.
What late fees does Amex charge?
Amex assesses late fees as follows:
If an amount of more than 25 is outstanding on your Account after thirty (30) days from your Statement date - 12 plus 2% of
any then unpaid balance. If an amount of more than 25 is outstanding on your Account after sixty (60) days - 12 plus 2% of
any then unpaid balance
Each subsequent statement date on which an amount of more than 25 is unpaid - 12 plus 2% of any then unpaid balance
What if I terminate my employment with Cognizant?
American Express Corporate Card is only valid while you are employed by Cognizant. If you terminate employment with Cognizant, your
account will be cancelled. If you decide to leave the Company, you must raise a GSD under MyWallet to request a termination o f your
AMEX card and you must cut the card in half.
My Manager has not approved my expense report and I am worried about incurring late fees. What should I do?
It is your responsibility to ensure that your manager approves your expense report. Company policy dictates that your manage r must
approve your expense report within 5-business days of your submission. If your manager is not responsive, it is your responsibility to
escalate your issue to his or her manager.
My Manager has left the company and I have pending expense reports. I am worried about incurring late fees. What
should I do?
You should raise a GSD ticket to the ESA technical team, explain your situation, and instruct them to whom the report should be
reassigned.
I am leaving the UK, and I need to reinstate my Amex card in my home location?
You should contact Travel4@cognizant.com, who will suspend your onsite card and reactivate your offshore card.
I have a direct debit set up what should I do?
You will need to cancel the direct debit on your account to avoid duplicate payments. We do not have access to do that for you.
Cognizant UK
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COGNIZANT TECHNOLOGY SOLUTIONS

UK Travel and Expense Policy

Purpose & Scope

Air & Rail Travel

Rental & Personal Vehicles & other transport

Meals & Entertainment

Gifts and Benefits in Kind

Home Office, Telephone, Broadband & Other expenses

Travel Expense Submission

UK Travel and Expense Policy

Relocation within the UK

Travel Agency & Booking Procedure

International Travel Class Policy

AMEX Corporate Card Guidance

UK Travel and Expense Policy

1.0 Purpose & Scope

UK Travel and Expense Policy

UK Travel and Expense Policy

3.0 Travel Expenses

Air and Rail Travel

UK Travel and Expense Policy

Guidelines for acceptable hotel costs in various European locations are:

Cost for Bed &

UK Travel and Expense Policy

3.2.2 Reservation Changes:

UK Travel and Expense Policy

3.2.4 Non-Reimbursable Hotel Costs:

Rental and Personal Vehicles:

UK Travel and Expense Policy

3.3.2 Private vehicles - Associates in receipt of a car allowance

Bigger than 2000cc

UK Travel and Expense Policy

Bigger than 2000cc

3.3.3 Private vehicles Associates without a car allowance

Rate per business mile 2014-2015

45p for the first 10,000 business miles in a tax year,

24p for all business miles

20p for all business miles

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UK Travel and Expense Policy

Insurance for personal vehicles

Meals & Entertainment

UK Travel and Expense Policy

UK Travel and Expense Policy

Events Planning Team https://onecognizant.cognizant.com/?GlobalAppId=842 even if the meeting is at a

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4.0 Home Office, Telephone & Broadband

Telephone & Broadband

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UK Travel and Expense Policy

5.0 Other Items

UK Travel and Expense Policy

Airline club or other frequent travel club membership fees

UK Travel and Expense Policy

6.0 Travel Expense Report Submission

UK Travel and Expense Policy

UK Travel and Expense Policy

7.0 Relocation within the UK

Travel to the new location for Associate and family

UK Travel and Expense Policy

Associate moves from one account to

Current account team takes lease breakage.

Associate on long term sick, returns to work