Payroll - Frequently Asked Questions (FAQs)

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CTC Click here

Statutory Deductions Click here

Reimbursements Click here

Income Tax Click here

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CTC (Cost To Company)
Q1. What is Prorated Cost To Company (CTC) ?
Cost to Company is the total remuneration (including retirement benefits) receivable by an employee for a given financial year (12 months). There
are scenarios when an employees CTC is payable is in excess / short of the fixed annual CTC. For E.g.

1. If an employees joining date is in the middle of a financial year, the CTC payable to such an employee is a portion of the CTC, I.e. from the
month of joining till the financial year end, and not for entire 12 month period.

2. In case of salary revision (s) in between the financial year, the CTC payable for the year is a combination of old and revised values, hence is a
prorated value considering before and after revision.

Q2. I have received Bonus, Commission, Overseas Assignment, ESOP Refund, Sodexho Refund, Financial Assistance Program, Long
Service Award, Medi claim, Shift Allowance, Referral Bonus, Transport Deduction, Creche Allowance , how is this calculated?
Bonus & other one time payments are made basis inputs received from the Payroll Department. You may please get in touch with Payroll
Department for the break up for your specific case.

Q3. How is the tax deducted on One Time payment?
On any one time payments (Un-scheduled payments), the tax will be deducted at source (at the time of payment) at maximum tax rate at which
your income falls. Thus the tax burden is recovered at the instance of payment, and is not apportioned across future months in which you receive
your fixed salary.

Q4. My Salary is less compared to previous month. Why?
You will experience reduced Net Salary in the following scenarios:
1. In case of Loss of Pay (leave without pay)
2. In case of superannuation and sodexo opted.

Q5. My CTC is not matching with my gross salary, why?
CTC includes company contribution towards PF/SA/ Gratuity-Retirement Benefit. Retirement benefits doesn't form part of the monthly pay outs
and are payable at the time of resignation/retirement (conditions apply). Hence, your CTC will not directly translate to monthly gross pay out.

Q6. How is my prorated CTC calculated?
The period for prorated CTC is calculation is from 'Date of Joining' till 31st of March of subsequent year.
E.g.: if your DOJ is 1st June, your entitlement of CTC payment would be from June to Mar,(which is 10 months in the financial year). Accordingly
your prorated CTC calculation would be: CTC x 10/12.
i.e., assuming your CTC is Rs.12 lakhs, your prorated CTC would be: 12, 00,000 x10/12=10, 00,000/- payable during the financial year (between
Jun & March)
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CTC continued
Q7. How is arrears calculated?
Arrear payments are made under two scenarios:
1. Salary revision - In case of retrospective revision in salary, the difference between your old CTC and the revised CTC would be paid as arrears
from the month /date of revision.
2. New Joiners - New joiners whose Date of Joining is post the payroll cutoff date, will not part of the payroll cycle in the month joining. In such a
scenario the salary for the month he/she joined will be paid as arrears along with the subsequent month salary.

Q8. I want to contribute to VPF, what is the process for the same?
You are requested to update this information with Oracle Payroll, who will provide us the input for processing.

Q9. I have updated my PAN on the portal. But the same is not reflecting in other links of the portal?
The PAN details updated will get updated in the other relevant links, only after processing one months payroll.

Q10. My Salary information is not reflecting on the portal. Why?
In case of New Joiners, the salary details will get updated on the portal only after your first months salary is processed.

Q11. Can I declare my previous employment details on the portal?
As per company policy, the previous employment details have to be submitted with your Oracle payroll Department in hard copy. Hence, there is
no option to declare this information on the portal.

Q12. My personal information on the pay slip is incorrect. I want the same to be corrected, how can I do this?
Any changes/correction in personal information should be routed through Oracle Payroll Department. Once the same is received as an input to us,
the database update would be done accordingly.

Q13. What will happened to my Superannuation amount if it is opted ,or encashed?
1.If it is opted it will be accumulated in Super annulations Fund account.
2.If it is encashed it will be added and will be paid along with Special allowance as taxable

Q14. What is Medical recovery Deduction?
Medical claim recovery is a amount deducted for the Insurance Premium, which you have opted from Oracle. Based on the input received form
Oracle the deduction will be done through Salary.

Q15. Can I avail Loan.
You are requested to get in touch with your Oracle payroll .

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Statutory Deductions

Q1. Which are the Statutory deductions?
PF(Provident Fund), PT(Professional Tax), ESI(Employee State Insurance), LWF (Labour Welfare Fund) & IT (Income Tax) are the
statutory (Mandatory) deductions

Q2. How is PF employee contribution calculated?
The PF contribution is calculated @ 12% of your Basic Salary

Q3. How is PT deduction calculated?
Professional Tax is a statutory deduction fixed by the State Government basis the gross salary earned by an individual. Each state has
different PT slabs for the same income group.

Q4. How is ESI deduction calculated?
An employee qualifies for ESI deduction if his / her monthly gross salary is less than Rs.15, 000/- and deduction is done at 1.75% of your
monthly gross salary.

Q5. How is LWF deduction?
Labor Welfare Fund deduction is a state specific nominal fixed amount that is deducted basis the state in which the employee is working.
Each state has its own defined amount of LWF contribution.

Q6. Income Tax Related FAQs Click here

Q7. Is Employer Contribution towards Retiral benefit part of CTC?
Yes, the employer's contribution towards PF is part of CTC & is at 12% and Gratuity is at 4.81% of your basic salary.

Q8. There is a PF deduction on my pay slip, but PF number is not updated. Why? (In case of new joiner)
The PF number will get updated post receipt of PF number input from your employer, which takes about one to two months time from DOJ.


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Reimbursement
Q1. How do I claim Medical Reimbursements?
1. Logon to www.hrworkwaysindia.com, using your 10 digit pin and password.
2. Click on "My Transactions" tab.
3. Select the link "Claim Reimbursement".
4. Check the box next to Medical.
5. Click on "Details" button on the right hand side.
6. Enter the bills details and then click on "Save" Button.
7. Then click on "Print" button, a voucher will get generated. Take the print out of that voucher and submit along with the bills in the Reimbursement
drop box by.

Q2. How do I claim LTA Reimbursements?
LTA Reimbursement should be applied manually by filling up the LTA claim form, along with OLT report (Which is available on the Oracle intranet).
The Original travel bills for Train , Air, Bus, must be submitted. The boarding passes are mandatory in case of Air travel. For Private Vehicles Trip
sheet is mandatory.
These are to be dropped at the drop boxes available at your location before 10th of every month.
The bills submitted after the cutoff date (10th) will be considered in the subsequent payroll cycle.
You are required to take leaves for 3 consecutive working days followed by a week end.

Note As LTA Reimbursement is a manual process, this option will not be enabled on the Hrworkways portal.

Q3. Can I reprint a voucher?
Yes, you can. Click on My Transactions\ Print Claims, which will enable you to reprint the Medical claim voucher. For LTA this options is not
relevant.

Q4. Can I view my Reimbursement Claim History?
Yes, you can. Click on to My Reports\My Reimbursement History
Select the Month and the Reimbursement Cycle which you wish to see and you can view your reimbursement slip.
Voucher and Pay component-wise status will be displayed along with paid/rejected amount

Q5. When I go to claim Reimbursements, Edit option is disabled and it is not allowing me to claim reimbursements.
Edit button will get disabled in the following scenarios
1.If you have claimed the entire eligible amount already.
2. You may be trying after the link is disabled. Please go to My Transactions\Schedule to check the link dates for updation.

Q6. What is the difference between Save and Print Option under Claims?
Save option allows you to save a claim and come back later to edit/modify the claim.
Print option directly generates the voucher with no further flexibility to modify the claim.
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Q7. What does the column Claims under Process mean?
Claims under process are those claims for which the vouchers have been generated/created by you, but are pending for bill validation @ Hewitt.
In a situation where you have created a voucher, but not submitted the bills, the status will reflect as Claims Under Process.

Q8. How long does it take for me to receive the Medical Reimbursement payments?
Medical Reimbursement is processed for 4 cycles during the financial year (April to March).
The claims submitted between 1st April and 10th June will be processed and paid with June Salary.
The claims submitted between 11th June and 10th September will be processed and paid with September Salary.
The claims submitted between 11th September and 10th December will be processed and paid with December Salary.
The claims submitted between 11th December and 10th March will be processed and paid with March Salary.

Q9. How do I know whether my claims are rejected or approved?
You can click on My Reports\My Reimbursement History link to view the status of your claims. In case a claim is rejected, you can view the reason
by placing the cursor on the rejected column amount for a particular claim, and the reason will appear as pop up.

Q10. Under Medical reimbursement, I am able to submit only 20 bills. How to submit if I have more than 20 bills?
In case of more than 20 bills, you need to create a new additional voucher. For E.g. you have 30 bills and the process will be-
Enter 20 bills- Save and Generate voucher
Enter the next 10 bills - Save and Generate another voucher of another 10 bills.
Take the print out of both the vouchers and submit along with the bills in one envelope, in reimbursement drop box.

Q11. Im not able to view Medical Reimbursement option on portal?
If Basic salary is <=, Rs.6750, you will not be eligible for Medical Reimbursement.

Q12. Why my reimbursement bills are not considered?
Reasons for rejection of bills are generally:
Bills may pertain to the previous financial year.
Altered/ Corrected bills.

Q13. Can I scan the photocopy of the bills to claim my reimbursements?
No, as per Income Tax act, only originals bills qualify for reimbursement. The original documents are need in case of audits and inspections
purpose.

Note: We require you to save the photocopy of the bills and claim sheet, with you before you submit the claims in the reimbursement drop box.

Q14. What are the documents to be submitted for Medical & LTA reimbursement?
Kindly refer the Reimbursement guidelines link on Hrworkways under My Transactions/ Claim reimbursement link for the details.

Reimbursements continued
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Q15. For the previous FY the cutoff date to submit the reimbursement bills was on 10th March, can i submit the bills which are dated
after 10th March in the current Financial Year?
No, As per the company policy, bills dated prior to 1st April will not be considered for reimbursement. Hence, there is no option to claim the
reimbursement for the bills dated between 10th and 31st March.

Q16. How many days of leave should be availed to claim LTA?
There should be 3 days vacation leaves followed by a week end.

Q17. Can I claim the LTA reimbursement before I travel?
Yes, you can claim the LTA Reimbursement before you travel by submitting only the LTA claim Form. However, this will be paid as taxable with
that particular month's salary. And once the bills are submitted the amount paid as taxable will be adjusted as non-taxable.

Q18. What is the current LTA block?
LTA amount current block is January 2010 - December 2013.

Q19. Can I claim the LTA reimbursement for my dependent siblings?
Yes, You can claim for Self, Spouse, children and dependent Parents and siblings, only if you are part of that travel.

Q20. Why you have not sent the communication regarding claim reimbursement status?
As there is an option to view your claims status on the portal, there is no communication sent. Please go to My Reports\ Claim History to view the
status of your claims. In case a claim is rejected, you can view the reason by placing the cursor on the rejected column amount for a particular
claim, and the reason will appear as pop up.

Q21. Will the rejected LTA reimbursement bills send back to us? What is the procedure?
Yes, the rejected bills will be sent back to Oracle payroll Department, which can be collected post 15 to 20 working days after the salary credit and
resubmit in the subsequent month. However, ensure the reason for rejection is rectified, so that the claim qualifies for payment.

Q22. Can I claim the LTA reimbursement twice in the same CY?
No, the LTA reimbursement can be claimed only once in a Calendar Year and for only one travel.

Q23. I have claimed the LTA exemption in the previous block only once. Can I claim the unclaimed exemption in the current block?
If the travel has happened in the last year of the previous block, then the claim can be submitted in the first year of the next block year.
For e.g. in case you have submitted only one claim in the block year of 2010 to 2013, you can submit an additional claim in the first year of the next
block in 2014. However, please note that the travel should have happened in the last year of the previous block which is 2013.
As per the rule, one unclaimed LTA exemption of previous block can be claimed in the first year of next block.
Reimbursements continued
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Q24. My claim reimbursement is approved on the portal, but amount not credited yet?
Please recheck your account and if it is not credited, you may get in touch with Payroll Department.

Q25. What will happen to the unclaimed Medical reimbursement amount?
The unclaimed reimbursement amount will be paid along with March salary as taxable.

Q26. What will happen to the unclaimed LTA reimbursement amount?
As per company policy unclaimed LTA amount of each year will be carried forward next, and will be paid as taxable once in two years (twice in a
block of four years). The Eligible amount for 2012 is carried forward to 2013. The unclaimed amounts of both the years 2012 & 2013 will be paid in
January 2014.

Q27. A duplicate voucher id is created, how do I delete it?
You do not have an option to delete voucher. Please write to infohos@aonhewitt.com requesting for voucher deletion with details of the voucher id
and employee id.

Q28. Can I claim Toll bill/ Parking charges under LTA reimbursement?
Yes, toll bills can be claimed as LTA reimbursement

Q29. How my LTA exemption is calculated?
The LTA exemption is processed basis the following LTA rule:

Actual travel fare incurred by the employee for journey undertaken by the employee and his family to any place in India qualifies for exemption
This exemption can be availed for two journeys made in a block of four calendar years. The current block is 2010-2013. There is no quantum of
exemption laid by the Act; however a limit to the extent of economy class airfare or air-conditioned first class train fare has been prescribed.

Any travel concession or assistance received by an individual will be exempt to the following extent:-
1 .In case of journey by air, air economy fare of the national carrier by the shortest route will be exempt.
2. In case of journey by rail, air-conditioned first class rail fare by the shortest route will be exempt.
3. In case of journey by other means where rail link exists between place of origin of journey and place of destination, air-conditioned first class rail
fare by the shortest route will be exempt.
4. In case of journey by other means where rail link does not exists between place of origin of journey and place of destination, but a recognized
public transport system exists, first class or deluxe class fare on such transport system will be exempt. Where no such public transport system
exists, air-conditioned first class rail fare by the shortest route will be exempt.
Reimbursements continued
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Q24. Can I claim TTK bills for Medical Reimbursement?
You can claim TTK bills by submitting the acknowledgement / receipts from TTK along with Original Medical bills.

Q25. How to submit the Medical Reimbursement claims as I am serving my notice period and I dont have access to log on to the portal?
You may submit your Medical Reimbursement by submitting the required documents to Oracle Payroll Department, and this will be processed and
paid along with your Full & Final settlement.

Q26. What kind of Bills are not considered towards Medical Reimbursement?
Expenses incurred towards Cosmetics/ baby care products/ slim products will not be considered.

Q27. Can I claim Medical Reimbursement by submitting optical bills?
You may submit the optical bills. However, only the charges incurred towards lens/glass are considered. Frame charges are not considered.
Doctors prescription need to be submitted along with the bills.

Q28. Can I claim Medical reimbursement for dependants?
Medical Reimbursement can be claimed for Self, Spouse, Children and dependant parents and siblings.

Q29. Can I claim LTA for the travel performed through hired cab?
Yes, you can claim LTA for the travel performed through private car by submitting the Trip sheet (mandatory).

Q30. How is LTA calculated for the expenses incurred towards car travel?
Car travel is paid as if the journey has been performed by rail Kilometers is considered from place of origin to the destination by the shortest way
Kilometers arrived and on that KM the train fare is paid", "not on the train fare directly.

Q31. Can I claim LTA as taxable either of these months (January/ February/ March)?
No, you will be unable to claim LTA as taxable for these months as per Instructions received from Oracle payroll Department.

Q32. Can I claim LTA as Non-taxable either of these months (January/ February/ March)?
Yes, you can claim LTA as Non-taxable for these months by submitting the required documents in order to process LTA.

Q33. LTA eligibility amount follows CY/ FY?
LTA eligibility amount will follow CY.

Q34. Can I claim LTA for International Travel?
LTA can be claimed only for Domestic travel. (i.e., travel performed within India).
Reimbursements continued
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Q35. Procedure to be followed for the rejected/missed/not considered bills?
Need to claim the Reimbursement by submitting the fresh bills, or scan copies for boarding Pass and OTL report can be asked through e-mail.

Q36. Can I claim LTA Reimbursement amount along with Monthly salary.
As per the company policy, the LTA Reimbursement amount will not paid with your monthly salary. This will be paid only when this is claimed and
bills are submitted.

Q37. Im working in a project location and I need to share the Medical Reimbursement claim bills and Im not able to find the
Reimbursement drop box.
You may send the Medical claim sheet and the Bills to the below mentioned address.
Mr. Jayant Hegde,
Oracle India Private Limited
No. 3 Oracle Technology park
Bannerghatta Road
Bangalore - 29.

Q38. Im Newjoinee can I claim LTA?
New joinees cannot claim LTA as Taxable and Non taxable for the period of 6 months only on completion of six months they can claim LTA.


Reimbursements continued
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Income Tax
Q1. Where to declare Housing Loan details (Interest & Principal)
The Housing loan interest amount needs to be declared in My Transactions \Investment declaration link under the head "Loss on House Property"
and principal amount under section 80C on "Investment Declaration" link.

Q2. Where to declare ELSS details?
The ELSS details can be declared in My Transactions \Investment declaration link under section 80C, under the head "Mutual Fund

Q3. I am trying to update my PAN / Investment Declaration details. But the same is not getting updated. Why?
The link to update PAN / Investment Declaration details will be enabled only between 02nd and 20th of every month. You are required to update
only during this period.

Q4. I have submitted my investment declarations on the portal. The same is not got updated in my IT computation sheet. Why?
The updated investments will get updated on in IT computation only after one cycle of payroll is processed.

Q5. Where / How to Declare my Investment Declarations?
Steps to be followed:
1. Logon to www.hrworkwaysindia.com, using your 10 digit pin and password
2. Click on "My Transactions" tab
3. Select the link "Investment Declarations"
4. Declare your investments and click on "Submit" button

Q6. I need pay slips prior to 18 months, where can i get the same?
Pay slips for the period prior to 18months are not available for sharing. Please ensure to download pay slips at frequent intervals.

Q7. I need my Payslip to be attested, what is the process?
Please take a print of the pay slips that you would like to attest and get in touch with your Oracle Payroll Department

Q8. I am unable to submit my declarations on the portal. Why?
You can submit your declaration only during the scheduled window. Please refer to the link My Transaction\Schedule for details of dates when the
window is open for various updates.

Q9. Where can I view the Housing loan interest on the IT computation Sheet?
Housing loan Interest benefit amount is available on the 1st page of IT computation sheet under "Net Taxable Salary".

Q10. What are current Year Income Tax slabs?
For Male and Female Employees:
Rs.0 - 200000 - 0
200001 - 500000 - 10%
500001 - 1000000 - 20%
> 1000000 - 30%
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Q11. How is my current month income tax deduction arrived at?
Tax variations happens due to the following reasons:
1. Change in investments declaration If you have changed your investments to a lesser amount, your tax for the month will increase
2. In case you have earned any one time payment in the current month, tax on the same is deducted in full (not apportioned across months) at the
maximum slab at which your income falls. This is as per rule.

Q12. How is the tax on perquisites calculated?
The value of perquisites is added to your total taxable income, and taxed on the tax slab in which your taxable income falls under.

Q13. How my HRA exemption is calculated?
As per IT rule, least of the below three criteria qualifies for HRA exemption.
1. Actual Rent paid minus 10% of the Basic Salary
2. 40% of the Basic (50 % in case of METRO)
3. Actual HRA earned
Least of the above three criteria is exempt for tax.

Q14. Which are the metro cities?
Delhi, Kolkata, Chennai and Mumbai are metro cities.

Q15. Why is marginal tax deducted separately for one time payouts?
Whenever there is a one-time payments, tax is calculated at marginal rate so that tax on such payments is not carried forwarded to the remaining months.
That means it is taxed in the month it is paid

Q16. What is the difference between Mediclaim Insurance and Medical Reimbursement?
Mediclaim Insurance is the premium paid to the service provider which qualifies for tax exemption under section 80D. Medical reimbursement is the
amount expensed on actual medical treatments and qualifies for exemption under section 10, subject to earning Medical Allowance as part of your salary.

Q17. Why is previous employment details not reflected on Forrm-16
The Form 16 issued by HP will not reflect your previous employer income details. This is as per statute.
For computing appropriate tax for the financial year, we do consider the previous employer income and tax details so that the tax deduction for the
financial year is done accurately by the Current employer. Else, there would be additional tax burden on the employee while filing returns. However, at
the time of issuing Form 16, the same is removed as the current employer cannot vouch for the income or tax paid / deducted by the employee during his
employment with another company.

Q18. Why previous employment income is added to my taxable income?
For computing appropriate tax for the financial year, previous employer income and tax details are considered, so that accordingly, appropriate tax is
deducted at the current employment. However, at the time of issuing Form 16, the same is removed as the current employer cannot certify the income
earned by the employee during his employment with another company.
Income Tax Continued
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Q18. In the Tax computation sheet, there are 2 columns for earnings, Actual and Projected what is this?
Your total tax liability for a Financial Year is basis the total income for the year. Hence, tax for the year is arrived basis the actual paid till the
current month, plus projected payable salary till the financial year end. Hence, you see the Actual & Projected salary details on IT computation
sheet.

Q19. I would be resigning in a couple of months, want to know what will be my tax liability?
The exact tax details will be available only after processing your full & final settlement which will most likely have additional earnings / deductions;
which arent available until inputs are provided to that effect. Hence, we will not be in a position to share this info in advance.

Q20. I would not be in India for the whole of this year, but my income is projected for the entire FY.
The input of your Date of Leaving is yet to be received from your payroll team. Once this information is received, the computation will reflect the
exact Income / Tax for the actual period of your stay in India.

Q21. Will excess tax deducted be refunded to me?
The excess tax deducted in any of the months will get adjusted against the tax payable for rest of the year. This would mean your future months
taxes will be slightly lower than it would have been otherwise.

Q22. I have contributed to various charitable organizations. Why the same is not considered for tax benefit?
The tax benefit towards donations made under section 80G, has to be claimed for refund directly from the IT Department while filing your individual
tax returns. An employer is not authorized to give benefit of tax against donations made by an employee personally.

Q23. What are qualifying Section 10 exemptions?
1. HRA Exemption
2. Medical Exemption
3. LTA Exemption
4. Leave Encashment exemption

Q24. How my Children Education Allowance exemption is calculated?
As per IT rule, Rs.100/- per month per child will be considered for tax exemption under section 10. The benefit can be claimed only for maximum of
2 children (Rs.2400/- max), subject to having Education Allowance as part of your salary.

Q25. How is my children Hostel Allowance Exemption is calculated?
As per IT rule Rs.200/- per month per child will be considered for tax exemption under section 10 in case of Hostel Allowance exemption. The
benefit can be claimed only for maximum of 2 children subject to having Hostel Allowance as part of your salary.
Income Tax Continued
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Q26. Is PF considered for tax benefit? Is the maximum cap u/s 80C includes the PF amount?
Yes, the PF amount will be considered for tax benefit by default and this is part of section 80C, for which the maximum cap limit is Rs.100000/-

Q27. What is the difference between self-occupied and let out property?
If the house is occupied by the employee, then its considered as self occupied from an employee point of view. In this scenario the Housing
interest benefit is passed on up to Rs. 1.50 lakhs. On the other hand, if the employee has rented out his house, then its considered as let out
property Income / Loss. In this situation, the net housing interest that qualifies for tax benefit is arrived after reducing the Rental Income earned by
the employee from the Interest paid for the year. Here, theres no capping on the interest amount that can be claimed.

Q28. When can I claim the PRE-EMI interest paid on my housing loan?
The PRE-EMI amount paid on housing loan can be claimed in five equal annual installments, once the property is occupied.

Q29. How can I claim the Interest paid on housing loan, before occupying the property?
As per IT rule, you cannot claim the interest paid for housing loan before taking possession of the property.

Q30. What is notional rental income?
In a situation where the house is kept vacant, theres no actual rent received by an individual. However, as per IT Rule, even if the house is vacant
an individual has to declare a Notional Rent to arrive at the net interest that can be allowed as exemption to an employee. Notional Rent would be
the Rental value that a similar house would fetch in that particular area/location.

Q31. I have a self-occupied property as well as a let-out property. How can i declare this on the portal?
These are two different categories, and relevant screens have been provided in the IPSF link on Hrworkways portal, under the respective screens.
Both benefits will be provided subject to applicable terms and conditions.

Q32. When can I claim the HRA exemption and Housing loan benefit?
As per IT rule, if your Own House and Rented accommodation are in two different cities, only then you will you be able to claim both HRA and
Housing loan benefit.

Q33. I am a new hire. Can i claim HRA benefit only from my DOJ or for the whole year?
The HRA benefit can be claimed only from your Date of Joining.





*End of FAQ*
Income Tax Continued
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