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Always HCM - User Guide

Always HCM_User Guide

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IBO Singapore
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© © All Rights Reserved
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357 views11 pages

Always HCM - User Guide

Always HCM_User Guide

Uploaded by

IBO Singapore
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PDF, TXT or read online on Scribd
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FAQ’S

1) Registration Process in Always Cognizant


2) Login issues
3) Letters and document
4) Experience letter
5) Approval process of experience letter
6) Relieving letter/Service letter
7) Resignation acceptance letter
8) Finance document
9) Pay slip
10) Form 16
11) Tax computation
12) W2 Form
13) Full and final settlement
14) Password protected documents
15) Clearance approval
FAQ’s:

1. How to register in Always Cognizant?


Step 1: Click on “Click here link” from Welcome mailer

Step 2: Create your account by following the below navigation.

( Note : If you face any issues in setting password, please reach to EumsSupport (Cognizant)
[email protected] and) IAMTechSupport(Cognizant)
[email protected]
Step 3: Create Password and Verify your Email by giving verification code

Step 4: Enter the characters and create your account and Review Permission to set your
account

Step 5: Additional Authentication Process


After giving the user credentials, following screen will be displayed for additional
Authentication

Authentication via Phone

 Step 1: Select Authentication phone


 Step 2: Select Country or region
 Step 3: Select Method –Text message or Call

Authentication via Mobile app

 Step 1: Select Mobile app


 Step 2: Click on “Set up”
 Step 3: Install Microsoft authenticator app in mobile
 Step 4: Scan the QR code in the Login page using the button in the authenticator
app
 Step 5: Verification code will be generated once the scanning is complete

 Step 6: You can provide mobile phone number as a fall back option for
authenticator app
Step 6: On successful log on, to complete the clearance process and access an array of other
functionalities, on the Home page, click “Always Cognizant”.

How to reset or modify the Additional Security settings that is already configured?

Please reach out to [email protected] with the request to reset the additional
security settings. Once the security settings are reset, please access the Always Cognizant
application and you will be prompted to configure the additional security settings again.

2. Login Issues - Unable to access the Always Cognizant portal

If you are facing the below displayed errors during the registration process or while logging into
Always Cognizant, please follow the steps mentioned in this section below:
a. Open a new Incognito Window on Chrome and try accessing the link
https://onecognizantexternal.cognizant.com
b. The recommended browsers are Microsoft IE (7.0, 8.0, 9.0), Google Chrome and Mozilla
Firefox. You may experience difficulty in using the portal if you use alternate versions of
IE or other browsers.
c. Login id for Always Cognizant/User name : Personal mail id to which welcome mailer is
triggered
3. How to download the letter and documents?

India: Always Cognizant App  Letters & Documents - Relieving Letter/Resignation Acceptance
Letter / Roles and Responsibility Letter / Revision & Promotion Letters

UK and Ireland: Always Cognizant App  Letters & Documents - Relieving Letter / Revision &
Promotion Letters/ Pay Revision Letters/ Pay Restructuring Letters/ Roles & Responsibility
Letter/ Employment Confirmation Letter
Australia and New Zealand: Always Cognizant App  Letters & Documents - Relieving Letter /
Revision & Promotion Letters/ Pay Revision Letters/ Pay Restructuring Letters/ Roles &
Responsibility Letter/ Employment Confirmation Letter/ Bonus Letters
APAC: Always Cognizant App  Letters & Documents - Relieving Letter / Revision & Promotion
Letters/ Pay Revision Letters/ Pay Restructuring Letters/ Roles & Responsibility Letter/
Employment Confirmation Letter
US: Always Cognizant App  Letters & Documents - Relieving Letter / Roles & Responsibility
Letter

4. How to get experience letter?


a. Please use the below link and raise experience letter request.
https://onecognizantexternal.cognizant.com
b. On successful login, launch Always Cognizant and click on letters and documents tab
>> Click on roles and responsibilities letter.
c. Please select the Supervisor form the drop down field. The request for approval of
the experience letter will be sent to the selected Supervisor. If none of your
supervisors are active there will be no value in this drop down field.
d. Please enter the roles and responsibilities in the text edited , please do not copy the
details from Word or any other text editor as you will not be able to submit the
request due to format issues. Kindly copy the content only from Note pad and paste
it in the letter text field (Character limit is maximum of 8000).
e. Request will be sent for approval and after approval, you will be able to download
the letter from Always Cognizant app.
5. Approval process of Experience letter:

a. Once the Letter request is submitted in Always Cognizant, the request will be sent to
the Supervisor for approval.
b. Once the supervisor approves, the request will be sent to the HRSS/HR team for
approval
c. Once the HRSS/HR team approves the request, the Experience letter will be
generated and will be available in Always Cognizant application within a day, for the
alumni to download.
d. If the Supervisor or the HRSS POCs reject the request, the Experience Letter will not
be generated and the status will reflect in always Cognizant as Letter Request
Rejected.

6. How will you get the Relieving letter/Service letter?


• India Region: Post clearance approval relieving letter will be generated in 15 days.
• US Region: Post clearance approval relieving letter will be generated in 5 days.
• UK and Ireland Region: Post clearance approval relieving letter will be generated post
last working day.
• Australia and New Zealand: Post clearance approval relieving letter will be generated
post last working day.
• APAC: Post clearance approval relieving letter will be generated

7. How will you get the Resignation acceptance letter?


India: You will get within 24 hours from the Last Working Date (LWD) post the clearance finance
payroll & finance travel approvals and LOU submission.

8. Whom to reach for finance related queries?


UK and Ireland : Please reach out to [email protected]
Australia and New Zealand : Please reach out to [email protected]
APAC: Please reach out to [email protected]
US: Please reach out to Payroll Helpdesk [email protected]
India: Please reach out to ExithelpdeskIndia(Cognizant) [email protected]
9. How to download Pay slip?
India: We request you to login to Always Cognizant App -> Financial tab –>Download payslips.
How to download pay slips for previous years?

Only last six-month’s pay slip will be available in Always Cognizant. If attested pay slip is needed
the check box “With Attested” has to be selected.
For India: Reach to [email protected]

10. How to download Form 16?


India: We request you to login to Always Cognizant App -> Financial tab –>Form 16 –>
Download Form 16
Note: Current year Form 16 will be available after end of this financial year around April/May

How to download form 16 of previous years?

India: Last 5 years form 16 will be available for download. For other years, please reach to
[email protected]

11. How to download Tax Computation sheet?


India: We request you to login to Always Cognizant App -> Financial tab ->Tax computation
Sheet ->Download

12. How to get W2 form?


US: Please reach out to Payroll Helpdesk [email protected]

13. How to get Full and Final settlement?


UK and Ireland: Please reach out to [email protected]
APAC: Please reach out to [email protected]

India: Please reach out to [email protected] or call toll free number 638 514
1343
When will Full and Final settlement document gets generated?

India: Full and Final settlement document will be generated only after 45 days from the last
clearance approval

14. How to open Password protected documents?


Please follow the below password format to view the documents:
DOB followed by PAN/SSN/NID number (DOB should be in DDMMYYYY format)

• India region should use the PAN card number


• US region should use the SSN number.
• UK region should use the NID
• APAC region should use the Associate ID
• For AUS the password consists of only DOB
Note: We request you to use the PAN/SSN/NID number that has been updated in HCM.

15. How to get clearance approval?


Please reach the concern POC for the clearance approval.

We request you to use the below navigations to check for the POC details.

Login to Always Cognizant App -> Clearance Tab->Pending approval

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