Frequently

Asked Questions
on
Flexible
Benefit Plan
These Frequently Asked Questions (FAQs) are general information based on the
commonly sought responses and do not amount to advice on any particular matter. You
are advised to seek relevant provisions of the appropriate statutes and Acts, along with
the rules, circular and notifications issued from time to time, before acting on the basis of
any information contained herein. We expressly disclaim all warranties of any kind,
whether expressed or implied that the enclosed statements will meet your requirements,
will be uninterrupted, timely, secure or error-free. In no event shall Hewitt Associates be
liable for any direct, indirect, incidental, punitive or consequential damages of any kind
whatsoever with respect to the service or material available through this site
(www.hrworkwaysindia.com). This website is designed for general information only. The
information presented at this site should not be construed to be formal advice nor the
formation of an advisor/client relationship. Further, these FAQs must also be read along
with your company specific HR/ Compensation policy for clear understanding.
Q1. What is Flexi Benefits Plan (FBP)?

FBP is a basket of allowances provided by an employer to employee in his / her Cost to

Company (CTC) to allocate his salary to various permissible components, and plan his / her
cash flow. This also provides flexibility to the employee to plan his / her tax for the year,
based on individual needs.

Q2. What is Prorated CTC report?

Your CTC (Cost to Company) is basically divided into 3 parts

•Basic – Pre-populated
• Retirement benefit – Pre-populated
• FBP – Planned by Employee

Prorated CTC report provides details of CTC along with date of all CTC revisions during
the year. CTC is prorated for the New Joinees based on the Date of Joining, and CTC for
Salary revisions is prorated based on effective revision date(s).This report is available on
“My Flexi link in www.hrworkwaysindia.com
Q3. What are fixed pay components?

Fixed pay components are those components of CTC, which fixed by employer such as
Basic, Provident Fund, etc. and employees are not allowed to change their limits due to
policy or statutory reasons.

Q4. What does one mean by “FBP Available”?

FBP Available is the Total Flexi available to an employee to allocate / plan under various
permissible pay components.

Q5. What are the “FBP” components available for planning? What is the payment
type?

FBP components are available under My Planner report which is as per the eligibility.
Further divided into 3 modes of payment:

•Payment through Payroll (HRA, Conveyance, Special Allowance etc)

• Payment through Reimbursement Claims (LTA, Medical,Communication, Vehicle &
Fuel)
• Third party payments (Company Car, CLA, etc)

Q6. How often can one plan FBP?

This is based on company’s policy and the dates are displayed when you click on “My Flexi”
link in the web site www.hrworkwaysindia.com

Q7. How does one plan one’s Flexi?

Steps that needs to be followed for declaring FBP are as follows

• Log on to www.hrworkwaysindia.com with your PIN and Password

• Click on “MY PLANNER” radio button where your pay components with
eligibility, mode of payment, frequency of payment, effective date for the
payout, payable for the month and planned amount details are displayed.

Pay Component Planning

• Check the pay component which you need to plan / declare (Note: Monthly components
paid as part of payroll are shown as M, while reimbursements are shown A (Annual
components))
• Enter the desired Plan Amount (Note: Remember to enter Annual amount for the
Reimbursements and Monthly amount for Payroll components which will be paid
through salary every month)
• Plan Amount cannot exceed either component-wise eligibility or Total FBP Balance
Available
• Third party (Car Lease and CLA) pay components will be provided as an input from
 your Payroll and cannot be directly planned by the employee on the web.
• Effective date should be a date during the month of plan (cannot be retrospective or
prospective) e.g. if you are planning for the month of April then the effective date
st th
should be between 1 of April to 30 of April only)
• On completion of plan/declaration click “Process My Plan” to view Plan Report and
Special Allowance.

Confirmation of Plan

• On completion of plan/declaration “click” process my plan to view Plan Report and

Special Allowance/ Personal pay
• Special Allowance, being a balancing figure based on your plan, will be calculated
online and monthly figure, which will be paid through salary, will be displayed.
• In case you are not satisfied with your plan or find the Special Allowance is less to meet
your monthly expense, you can modify / change the plan by clicking on “Back to
Planner”
• If you are satisfied with your plan, click on “Confirm” to process your plan
• On confirmation you can take print out of the FBP planner by clicking on the “Printer”
available at “top left hand side corner”. Date and Time stamp on the page indicates
when you had submitted the claim on the web, and can be kept for records.
• Remember to click on the Print option given on the web and not on the File, Print from
your desktop. This will be valid as a record of submission.
 • If you do not confirm the plan, the data will not be processed - the entire FBP amount
will be paid as Special Allowance.

Dos and Don’ts

• You cannot plan more than the company eligibility under any pay component
• You cannot plan from a retrospective (back dated) or prospective date
• You cannot update amount under Third Party pay components

Q8. Why are check boxes disabled in My Planner against all Components?

The time allowed for FBP Planning may have lapsed. To reconfirm the dates on which the
planner is enabled, click on My Flexi link on the left, which will display a calendar informing
you the dates.
Q9. I am trying to edit my Plan, but it does not allow me to enter the amount.

You may not have clicked on the check box, which the first column of the My Planner Sheet.

Q10. When I click on “Process My Plan”, it gives me a message “Plan greater then
eligibility”. What does it mean?

Amount entered by you in the “Planned Amount” is greater then the amount displayed in the
Balance Eligibility column. Please check your eligibility and re-enter appropriate amount.

Q11. When I click on “Process My Plan”, it gives me a message “Modify Plan Amount /
Effective Date of any of the records selected to process”. What does it mean?

You have not changed any amount or effective date and clicked on Process My Plan. Hence,
no changes are recorded for the system to accept. If you wish to change / re-plan, please do
so before clicking on Process My Plan, else you can move to other screens.

Q12. After I click on “Process My Plan”, is it possible to change my Plan?

Yes, you can change the Plan by clicking on “Back to Planner” button. . However, plan
cannot be changed after “confirmation”

Q13. I had planned my Flexi, but when I view the report I don’t get the data, which I
had planned for.

This is possible only if you have forgotten to click on “Confirm Button” before moving away
from the screen. Refer to detailed instructions in Question No. 6 for submitting a Plan.

Q14. I am not able to print the “My Planner Report”.

Please check if your printer is configured properly. You may want to check if you can
print any other document from your machine. If the problem persists, contact your
local network administrator.

Q15. How does one Claim Reimbursements?

After logging on to www.hrworkwaysindia.com, Under My Flexi click on “CLAIM

REIMBURSEMENT” radio button and all reimbursement pay component planned
for the current CTC with appear for claim. You should have planned for a particular
reimbursement component in the Flexi Planner to claim reimbursements.
Steps that needs to be followed for claiming you reimbursement are as follows

a) Check the pay component for which you need to claim reimbursement
b) Enter your claim amount against the pay component in the column “Enter Current
Claims”
c) Your claim amount cannot be more than your “Available Till Date” balance
d) Click on “Save” if you wish to print your claim on a later date. The information will
be stored though will not be effected for payments.
e) Click on “Print” if you wish to take a print and submit your claims along with
supporting bills. Claims once printed cannot be modified.

f) Saved claim can be modified and printed if you want to change your claim
g) Drop the claim voucher with supporting bills in the “designated” drop box
h) Claims that have been updated on web but have not been processed will appear as
“Claims Under Process”

For Claiming LTA Reimbursement:

Following documents are required to be submitted for the LTA claim:

1) LTA claim form (available on www.hrworkwaysindia.com under "claim reimbursement"

link)
2) Original bills
3) Leave approval document from Metlife (Available on your intranet)
Dos and Don’ts

• Submission on the web is not a claim for processing and payments. Only claims
submitted before the cut-off date in hardcopy along with the proofs will be processed
• Claims that have been printed cannot be modified later. However, you can choose to
submit revised claim with correct credentials. The incorrect one will be rejected
during processing
• Rejected claims need to be claimed / submitted again and cannot be claimed along with
old voucher
• Claims cannot be submitted when the module is “disabled” for processing
Q16. Can I have an option of claim voucher reprinted?

Yes, you can. Click on to Print Claims under my reports, which will enable you to reprint
the claim voucher.
Q17. Can I view my Reimbursement Claim History?

Yes, you can. Click on to “MY REIMBURSEMENT HISTORY” radio button, select the
Month and the Reimbursement Cycle for which you need to query and you can view your
reimbursement slip. Voucher and Pay component-wise status will be displayed along with
paid/rejected amount

Q18. When I go to claim Reimbursements, “Edit” option is disabled and it is not

allowing me to claim reimbursements.

“Edit” is disabled if the “Available Till Date” column is zero. Possible reasons for this are:
1) You have not planned for the corresponding reimbursement component.
2) You have claimed the entire amount for which you are eligible for

Q19. 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, while
Print option directly prints the voucher, Claims once printed cannot be modified
Q20. What does the column “Claims Under Process” signify?
Claims under process are those claims for which the vouchers have been printed by
you, and are now pending for Hewitt to process, before submitting a pay advice to
your company.

Q21. How long does it take for me to receive the reimbursement payments?

Hewitt’s responsibility is to process reimbursements and submit pay advice to your company.
Post the submission of advice by Hewitt; it typically takes 3-4 working days by your
company for crediting to the bank. Those who are not having the Bank Account nos. will be
advised, as “DD” and you have to get in touch with your payroll co-ordinator.

Q22. How do I know whether my claims are rejected or approved?

You can click on My Reimbursement 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 the particular claim, and the reason will appear on “MOUSE-OVER”

Q23. What is the procedure for claiming Meal Voucher? When can I get the Meal
Voucher?

You have to plan Meal Voucher amount under “ My Planner “ link. The eligibility is Rs.
13,200/- P.A (Rs. 1,100/- P.M) from the start date of the FBP cycle or prorated value from
the Date of Joining. You can opt only once in a year maximum up to the eligibility value. If
you opted below the eligibility value and in future if got promotion or increment and that
time you have the option to plan again for the differential value otherwise you will not be
entitled to go for Meal Voucher second time during the year.

Once you plan the Meal Voucher in the current month and Hewitt will advice to Metlife at
the respective end of the month. MetLife will take minimum of 3-5 days to arrange for
issuing Meal Voucher and you will receive a detailed communication from MetLife to collect
the same and the coupons will be distributed by Sodexo Company.