© 2007 Hewlett-Packard Development Company, L.P.The information contained herein is subject to change without notice

Gautam KhedekarRekha Shankar PrasadSampangiraja K & Ramesh KulalChenniappan, Chandrasekhar – HR AppsAnand James D’Silva – HR ITO

Onsite Employees’ benefits overview

Onsite Benefits – North America• Introduction

−Finance & Administration team in NA−Initial Relocation Benefits [three slides]−Immigration [two slides]−Overview of Health, Dental, Vision Insurance−Flexible Spending Account−Vacation policy−Payroll−Intranet site & Benefits portal−Expenses Reimbursement−Official Travel−Induction Forms / Documents

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Finance & Administration Team

• Gautam Khedekar – North America F & A Manager Email – Gautam.Khedekar@hp.com Contact #+1 978 474 2264

• Srinivasan Rajagopalan – Benefits & Logistics support -- Email: rekha.shankar-prasad@hp.com

• Sampangiraja K – Payroll, Taxes -- Email : Sampangiraja.k@hp.com [For payroll and taxes]

• Ramesh Kulal– Finance Operations Email – ramesh.kulal@hp.com [For reimbursement support only]

• HR contact emails as in the GAL :

• Chenniappan, Chandrasekhar (GIT-India-HR)• D'Silva, Anand James

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Initial Stay and commute

• Hotel is for 14 nights rental and taxes only• Rental car for local commute – Rent from Avis or

Hertz• Get calling cards – Hotel phone expensive• Keep cash, valuables in hotel safe deposit box• Keep passport, I94 card safe place; Carry a copy

with you

SSN, Bank account, Apartment search…

• Apply for your SSN. Office location can be found in the following • URL : https://secure.ssa.gov/apps6z/FOLO/fo001.jsp• Documents to be carried – Original passport, I94 and petition• For dependent L2 spouse, SSN can be applied; For dependent

children and H4 spouse TIN to be applied [by complying W7 form which is at the URL http://www.irs.gov/pub/irs-pdf/fw7.pdf

• Open a bank account with Addison Avenue Credit Union or any other bank [FDIC insured financial institutions]

• Apply for credit card, auto loans after securing SSN• Look for apartments – Good neighbourhood, gated complex with

security, attached good school district – www.apartment.com or www.rent.com – Lease breakage conditions, lease terms to check

• Apartments are unfurnished [only basic furnishings such as Refrigerator, stove etc]

• Schooling for children – Public, private schools in each country – Immunisation requirements for various grades of admissions

Rental car and Driving in the US

• Rental car from Avis – Insurance covered by HP for official rentals

• Car purchase – Look in local classified, on the net or with dealer

• Car insurance required at all times for all drivers• Car checked by mechanic or garage• AAA membership advantages• Get US driver license, road rule, driving directions etc.• Accident reporting procedures – what to do ?

http://intranet.hp.com/Sites/Travel/Car/Pages/CarAccidents.aspx

US Immigration

• L1B specialised knowledge/H1B work permit• Difference between US visa and I94 validity• Importance of keeping immigration status active• Safe keeping of immigration documents• Visa renewals• I94 renewals

US Immigration• Important immigration tips

• When employees or their family members’ I94 expire, they have to get in touch with Gautam Khedekar by email four months before expiry to extend the I94

• When employees or their family members exit US on personal or business requirements, they need to ensure they have a valid US visa for their re-entry prior to the exit and ensure they have correct immigration documents handy to take care of this during travel

Health Insurance – Plan Overview• Health care is provided through Meritain• Coverage applicable to employee, spouse & dependant children• All medical expenses are covered except Fertility / Infertility related

treatment• Section 125 pre-tax benefits applicable on payroll contributions• Detailed Plan information available on Intranet site & benefits portal• Coverage applicable from start date of employment

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Covered Expenses Your cost

Outpatient Office Visits (PCP & Specialists) $25 [Regular] & $ 30 per visit per person [Specialist]

Emergency Room Visits $50 per visit per person

Prescription Drugs – Generic / Preferred / Non preferred brand name

$10/20/35

Inpatient Admissions $750 per Admission per person

Payroll Contribution

Single Employees $80 per Month

Employee & Spouse $175 per Month

Employee & Family $200 Per month

Dental Insurance – Plan overview• Dental care is provided through Delta Dental of Massachussets• Coverage applicable to employee, spouse & dependant children• No payroll contribution from Employee to the plan• Individual maximum yearly benefits is limited to $ 1000 per person• This is a Co-insurance plan but does not have any deductibles

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Dental treatment Your Cost

Preventive Services 0%

Basic Services 20%

Major Services 50%

Orthodontia Services 50%

Life time Max for Orthodontia $1000

Vision Insurance

• Vision Plan is provided through Eyemed vision care• Voluntary plan – Company does not contribute towards the plan but

administers the plan for the benefit of employees

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Benefits Your cost Within Network

Your cost Outside Network

Vision Exams (Once every 12 Months)

$10 Upto $ 46

Standard Plastic Lens (Once every 12 Months)

$0 Upto $ 42

Conventional & Disposable Lens (Once every 12 Months)

15% off balance over $ 100

Upto $ 80

Frames (Once every 24 Months) 80% off balance over $ 100

Upto $ 50

Payroll Contribution

Single 6.45 per Month 6.45 per Month

Employee plus Spouse 12.26 per Month 12.26 per Month

Employee plus Family 18 per Month 18 per Month

Flexible Spending Account (FSA)

• Plan is sponsored by HPGS & managed through Benefit Strategies Inc• Allows you to set up Healthcare, Dependant care & commuter choice plan

reimbursement accounts• Benefit of enrollment is savings on income & payroll taxes for certain eligible

expenses• Enrollment to the plan is once a year & allocation once made cannot be

changed unless there is a qualified reason• Eligible expenses are to be incurred during the tax year & any grace period

thereafter• Contributions are deducted through payroll & are not subject to Federal,

State, Social security & Medicare taxes. • The pre-tax dollars are meant to meet certain out of pocket expenses

towards medical, dental, vision, etc. Maximum Annual Contribution is $2000.• Both spouse should be either working or full or part time student to avail

dependant care benefits. Kindergarten is NOT considered as eligible expense. Maximum Annual contribution is $ 5000

• Commuter Choice plan are available for employees who use parking & transportation services to commute to their work place. Personal parking & transit expenses are not eligible. Maximum contribution for parking & transit is $ 230 & $120 per month

• Receipts are to be sent directly to vendor for processing reimbursements• No refund of unutilized contributions. 12 04/22/2023

Vacation Policy• Employees accrue 1 day of leave for each completed month• Employees are allowed 5 days of sick leave per year. In case

of emergency, additional leave may be allowed at the discretion of management

• 3 days of Paternity leave• 8 weeks of Maternity leave. Leave may be availed before or

after the delivery.• Advance leave upto 5 days is applicable in case of family

emergency• Employee is expected to apply leave using the intranet site.

Manager’s express approval is required before applying leave

• Leaves utilized in excess of entitlements would be treated as Loss of Pay

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Payroll, Taxes, Tax Returns…• Payroll is processed once in a month. Salaries are directly deposited

to employees bank accounts on the last work day• Pay statements can be accessed online at the intranet site.

Instruction to create access to pay statements would be sent separately

• Earnings include US salary, Flexible Benefit Plan (FBP), Basic salary & On-call allowances (if applicable)

• Deduction include Basic Salary, Health Insurance, FSA contribution, Share Ownership plan (if applicable)

• Applicable Federal & State Income taxes & payroll taxes are deducted at source as per prevailing tax rates

• Business expenses are reimbursed through payroll & are shown separately in the pay statement. Reimbursement are NOT subject to Income taxes

• Basic salary is deducted onsite as this is paid in India. Taxes on Basic salary are deducted in both countries

• Foreign tax credit can be claimed for doubly tax income in USA• Tax return filing assistance provided by HPGS to file tax return in

India & USA14 04/22/2023

Intranet Site & Benefits Portal• HP’s NT logon credentials are used to validate access to Intranet

site• Employee profile includes demographic & dependant information• Access to employee reimbursements form.• Access to pay statements• Access to leave application• Medical, Dental, Vision, Life & other plan information at a glance• Link to 4mybenefits portal• 4mybenefits is a vendor managed website• Contains the library of all enrollment forms required to be

completed for enrollment to various benefits plans• Online submission of forms possible to avoid delays in enrollment.• Information submitted through 4mybenefits site are accessed by

authorized personnel only• Benefits coordinator will collect required information to provide

access to Intranet & 4mybenefits site

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Expense Reimbursement• Official expenses can be claimed using Intranet site before 22nd of every

monthMileage can be claimed @ 50 cents a mile for all official travel using personal car. Not applicable for commuting to regular place of work

• Courier, postage & any other miscellaneous expense can be claimed. Receipts required for all claims irrespective of dollar amounts

• Employee’s are expected to use personal credit cards to meet their expenses & claim reimbursement from company. Corporate credit card not available.

• Receipts can be sent to us via fax or email (soft copies)• Status of claims updated in Intranet site & reflected in pay statements

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Official Travel• Air Travel & Hotel Accommodation are managed through Carlson

Wagonlit for all domestic & international trips• Rental cars can be booked using either Avis or Hertz. HP has

negotiated rates & Insurance is Included. Employee’s should not accept any insurance

• Employees are encouraged to use public transport wherever available

• Domestic Expenses are at actual. Per Diem is applicable for International trips

• Manager’s express approval is required before proceeding on any travel

• Employee’s are encouraged to use the toll free number of vendor for assistance in travel reservations

• Personal credit cards are to be used to meet expenses• Claims need to be sent to Finance using the attached template

within 5 days after the travel• Travel Template.xls

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Induction Forms

• Onsite Forms:− I-9 – Employment eligibility form [Section 1 completed] +

passport & I94 copies− Meritain Healthcare enrollment form− Delta Dental enrollment form− Vision enrollment form (If required)− Flexible spending account (if enrolled)− Form W4− Section 125 premium only form (Required with original

signature)

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Useful links / Information :• Global Delivery India Center:

− http://intranet.hp.com/tsg/GDIC/Pages/home.aspx• Onsite Policies:

− http://intranet.hp.com/tsg/GDIC/Pages/GeoSpecificPolicies_1.aspx• Travel Policy:

− http://intranet.hp.com/tsg/GDIC/Pages/travel.aspx• Intranet site including onsite pay statements:

− http://hpglobalsoft.americas.hpqcorp.net/dec/index.asp• 4mybenefits:

− http://www.4mybenefits.com/• India Pay statements

− http://intranet.hp.com/tsg/GDIC/Pages/GDIC_Applications.aspx

Other items :

− Emergency Situations− General etiquettes

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HP or Client Badges• HP photo ID badge & cotag are issued to all employees; To collect

from Visitor or Security Center at HP• If employees are at client sites, collect client badges and access

cards at the Security Center at client location• To be carried with employees & displayed above waist level at all

times while at work

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Contact addresses of NA F & A team

Gautam KhedekarNorth America F & A ManagerHewlett Packard GlobalSoft Limited165 Dascomb RoadMailcode DAS1-2/PVAndover, MA 01810-5897+1 978 474 2264– work+1 508 467 2604 – fax

Rekha PrasadHP GlobalSoft LtdEmail: rekha.shankar-prasad@hp.comBangalore, IndiaPhone- 9663799300

India contacts :

Ramesh Kulal [For reimbursements]Hewlett Packard GlobalSoft LimitedEmail – ramesh.kulal@hp.com++91 80 26162008

Sampangiraja K [For payroll and tax support]Hewlett Packard GlobalSoft LimitedEmail Sampangiraja.k@hp.com+91 80 26162002

Sample completed forms & FAQ’s• Separate acrobat file attached

Microsoft Office Word Document

Adobe Acrobat Document

© 2007 Hewlett-Packard Development Company, L.P.The information contained herein is subject to change without notice

Q&A