Introduction
The TCS Self Service Portal is a powerful platform that puts HR services at your fingertips. While the portal offers many features, new users sometimes need guidance on how to perform specific tasks. This how-to guide provides detailed, step-by-step instructions for the most common activities you will perform in the Self Service Portal.
Whether you need to download your payslip for a loan application, apply for leave, update your contact information, or submit tax declarations, this guide walks you through each process with clear instructions and helpful tips. We have organized this guide as a collection of how-to tutorials, each focused on completing a specific task.
Each section includes step-by-step instructions, screenshots descriptions where helpful, and tips for handling common issues. By following these guides, you can confidently use the Self Service Portal to manage your HR activities independently without needing to contact HR support for routine tasks.
This guide complements the main Self Service Portal guide which provides comprehensive information about all portal features. Use this how-to guide for quick step-by-step instructions for specific tasks.
Getting Started
Before you can use the Self Service Portal, you need access credentials and should understand the basic requirements. Here is what you need to get started with the portal.
Requirements
You need your TCS Employee ID (assigned during joining), your Ultimatix password, and the Ultimatix Authenticator app for two-factor authentication. You also need a computer or mobile device with internet access and a modern web browser (Chrome, Firefox, Edge, or Safari recommended).
Access Methods
The Self Service Portal can be accessed from TCS office network directly through the intranet. From home or client locations, you need to connect to VPN first. Alternatively, use MyApp TCS mobile app which provides similar self-service functions on your smartphone.
First-Time Users
If you are a new joiner accessing the portal for the first time, your initial password would have been provided during onboarding through iBegin TCS. You may be prompted to change the password on first login. Set up your Ultimatix Authenticator before attempting to access the Self Service Portal.
How to Login to Self Service Portal
Follow these detailed steps to log into the TCS Self Service Portal successfully.
Connect to Network
Ensure you are connected to the TCS network (in office) or VPN (when remote). Without proper network connectivity, the portal will not be accessible.
Open Browser
Launch your preferred web browser. Chrome, Firefox, Edge, and Safari are all supported. Ensure your browser is updated to the latest version for best compatibility.
Navigate to Portal
Enter the Self Service Portal URL in the address bar or access through the TCS intranet homepage link. Bookmark the URL for easy access in future.
Enter Employee ID
On the login page, type your TCS Employee ID (also called Global ID or Associate ID) in the username field. This is the numeric ID assigned to you at joining.
Enter Password
Type your current Ultimatix password. Passwords are case-sensitive, so ensure Caps Lock is off unless needed. If you have forgotten your password, use the Forgot Password link.
Click Login/Submit
Click the Login or Submit button to proceed to authentication. Wait for the page to process your credentials.
Open Authenticator
When prompted for two-factor authentication, open the Ultimatix Authenticator app on your registered mobile device.
Enter OTP Code
Note the 6-digit code displayed in the authenticator. This code changes every 30 seconds. Enter the code in the portal's 2FA field.
Complete Login
Click Verify or Submit. Upon successful verification, you are logged into the Self Service Portal dashboard.
If the OTP is near expiry (the timer in authenticator is almost empty), wait for the next code to ensure you have enough time to enter it.
How to View and Download Payslip
Your monthly payslip provides detailed information about your earnings and deductions. Here is how to view and download your payslip.
Login to Portal
Access the Self Service Portal using the login steps described above.
Navigate to Pay Section
From the main menu or dashboard, click on 'Pay', 'Payslip', or 'Compensation' (exact label may vary). This opens the pay-related functions.
Select View Payslip
Click on 'View Payslip', 'Salary Statement', or similar option to access payslip viewing.
Choose Month and Year
Select the specific month and year for which you want to view the payslip. Use the dropdown menus or calendar selector to choose the pay period.
Click View/Show
Click the View or Show button to display the payslip for the selected period.
Review Payslip Details
The payslip shows: Earnings (Basic, HRA, Special Allowance, etc.), Deductions (PF, Professional Tax, Income Tax, etc.), and Net Pay amount. Review each line item for accuracy.
Download as PDF
Click the 'Download', 'Export PDF', or printer icon to save the payslip as a PDF file. Choose your download location.
Print if Needed
Open the downloaded PDF and print using your computer's print function if a hard copy is required.
Payslips are typically available 1-2 days after salary credit. If the payslip for the current month is not yet available, check back after the salary credit date.
How to Apply for Leave
Whether you are planning a vacation or need sick leave, here is the complete process for applying for leave through the Self Service Portal.
Login to Portal
Access the Self Service Portal with your credentials.
Navigate to Leave Section
Click on 'Leave', 'Time Off', or 'Absence' from the menu. This opens leave management functions.
Check Leave Balance (Optional)
Click 'Leave Balance' or 'View Balance' to see your available leave across different types. Ensure you have sufficient balance for your planned leave.
Click Apply Leave
Select 'Apply Leave', 'Request Leave', or 'New Leave Request' to start a new application.
Select Leave Type
Choose the leave type from the dropdown: Earned Leave (EL), Sick Leave (SL), Casual Leave (CL), or other applicable types. Each has different rules and eligibility.
Enter Start Date
Select the date when your leave begins using the date picker. Ensure you select the correct date.
Enter End Date
Select the date when your leave ends. The system calculates working days automatically, excluding weekends and holidays.
Select Half Day (if applicable)
If taking only half day, select the half-day option and specify first half or second half.
Enter Reason
Provide a brief reason for the leave. Be specific but concise. For sick leave, mention the nature of illness.
Attach Documents (if required)
For medical leave beyond a certain duration, attach medical certificates. Use the attachment option to upload scanned documents.
Verify Approver
The system typically pre-selects your reporting manager as approver. Verify this is correct.
Submit Request
Review all details for accuracy, then click Submit. Note the leave request ID for tracking.
For planned leave, apply at least 2-3 days in advance to allow time for approval. Emergency leave can be applied on the same day, but approval depends on manager discretion and leave type eligibility.
How to Update Personal Profile
Keeping your profile information current is important for communications, emergencies, and benefits administration. Here is how to update different aspects of your profile.
Updating Contact Information
Navigate to Profile
From the menu, select 'My Profile', 'Personal Information', or similar option.
Select Contact Information
Click on 'Contact Info', 'Contact Details', or the specific field you want to update.
Click Edit
Click the Edit button or pencil icon to enable editing mode.
Update Fields
Modify the fields as needed: phone number (mobile and landline), personal email address, current address, and permanent address.
Save Changes
Click Save or Submit. Some changes may require approval and will show as pending.
Updating Emergency Contacts
Access Emergency Contacts
Navigate to Profile > Emergency Contacts or similar path.
Add or Edit Contact
Click Add to add a new contact or Edit to modify existing. Provide name, relationship, and phone numbers.
Save
Save changes. Emergency contact updates typically apply immediately without approval.
Updating Bank Details
Navigate to Bank Information
Go to Profile > Bank Details or Payment Information.
Click Modify/Edit
Enable edit mode for bank account details.
Enter New Details
Provide new bank account number, IFSC code, and bank name. Double-check account number for accuracy.
Attach Verification
Upload a cancelled cheque or bank statement first page for verification.
Submit for Approval
Submit the change request. Bank detail changes require verification and typically take effect from the next pay cycle.
Bank account changes undergo strict verification. Ensure you provide correct details as errors can result in salary credit failures or delays.
How to Submit Tax Declaration
Tax declarations inform TCS about your planned investments so appropriate tax is deducted from your salary. Here is the step-by-step process for submitting declarations.
Navigate to Tax Section
Login and go to 'Tax', 'IT Declaration', or 'Tax Declaration' from the menu.
Select Financial Year
Ensure you are declaring for the correct financial year. The declaration form for the current year should be active.
Open Declaration Form
Click on 'Submit Declaration' or 'IT Declaration' to open the declaration form.
Section 80C Investments
Enter planned investments: EPF contribution (may be pre-filled), PPF deposits, life insurance premiums, ELSS mutual funds, tuition fees, home loan principal. Total limit is Rs. 1.5 lakh.
Section 80D - Health Insurance
Enter health insurance premiums for self, family, and parents. Different limits apply for different categories. Include preventive health checkup amounts.
HRA Exemption (if applicable)
If you pay rent, provide landlord details: name, address, PAN (if rent > Rs. 1 lakh/year), and monthly rent amount.
Home Loan Interest (Section 24)
For home loan, enter interest payable during the year. Provide lender details and loan account number.
Other Deductions
Enter any other applicable deductions: 80E (education loan interest), 80G (donations), 80TTA (savings interest), etc.
Review Total Tax Impact
The form typically shows estimated tax liability based on your declarations. Review to understand the impact.
Submit Declaration
After reviewing all entries, click Submit. You can revise declarations later during the proof submission window.
Declare only investments you are confident of making. Over-declaring results in less tax deduction now but a large tax due at year-end when proofs don't match.
How to Download Form 16
Form 16 is the certificate of tax deducted at source (TDS) that you need for income tax filing. Here is how to download your Form 16.
Login to Portal
Access the Self Service Portal with your credentials.
Navigate to Tax Documents
Go to 'Pay' or 'Tax' section, then select 'Tax Documents' or 'Form 16'.
Select Financial Year
Choose the financial year for which you need Form 16. Form 16 becomes available after the financial year ends, typically by June.
View Form 16
Click on Form 16 Part A or Part B as needed. Part A is the TDS certificate; Part B shows salary details.
Download PDF
Click Download to save the Form 16 as a PDF file. Store securely for tax filing reference.
Verify Details
Review the form to ensure your PAN, salary details, and tax deducted amounts are correct. Report discrepancies to HR.
Form 16 is usually available in June after the financial year ends. You will receive a notification when it is ready for download.
How to Submit Reimbursement Claims
For eligible expenses like medical, telephone, or other claims, follow this process to submit reimbursement requests.
Navigate to Claims
Login and go to 'Claims', 'Reimbursements', or 'Expenses' from the menu.
Select Claim Type
Choose the type of reimbursement: Medical, Telephone, Professional Membership, or other applicable category.
Click New Claim
Select 'New Claim' or 'Submit Claim' to start a new request.
Enter Claim Details
Provide expense date, amount, and description. For medical claims, include patient name and nature of treatment.
Attach Documents
Upload scanned copies of bills, receipts, and any required documents (prescriptions for medical, itemized bills, etc.).
Verify Eligibility
Ensure the expense is within policy limits and eligibility criteria for the claim type.
Submit for Processing
Review and submit. Claims are routed for verification and approval.
Track Status
Monitor claim status in the Claims section. Approved claims are processed in the next payroll cycle.
How to Request Official Letters
Need an employment letter for visa or a salary certificate for a loan? Here is how to request official letters.
Navigate to Letters/Services
Go to 'Services', 'Letters', or 'Employee Requests' from the menu.
Select Letter Type
Choose the letter type needed: Employment Verification, Salary Certificate, Visa Support Letter, Experience Letter, etc.
Specify Purpose
Select or enter the purpose for which the letter is needed (visa, bank loan, rental agreement, etc.).
Enter Specific Requirements
Some letters allow you to add specific content or addressee details. Provide information as required.
Submit Request
Submit the letter request. Standard letters may be auto-generated; others route for HR processing.
Check Status
Track request status in the Letters or Services section.
Download Letter
Once generated, download the letter. Many standard letters come with digital signatures for authenticity.
How to Regularize Attendance
If your attendance shows discrepancies due to forgot-to-punch, work from home, or technical issues, here is how to regularize.
Navigate to Attendance
Go to 'Attendance', 'Time', or 'Time Management' from the menu.
View Attendance Log
Check your attendance record to identify days with issues (marked absent, partial day, or missing punches).
Select Regularization
Click on 'Regularize', 'Request Correction', or similar option.
Select Date(s)
Choose the date(s) that need regularization.
Select Reason
Choose the reason from options: Forgot to Punch, Work From Home, Client Visit, Training, Technical Issue, etc.
Provide Details
Add explanation for the regularization request. Be specific and factual.
Submit
Submit for manager approval. Regularizations require manager verification.
Track Approval
Monitor the status. Once approved, your attendance record is corrected.
Submit regularization requests promptly, ideally within a few days of the attendance issue. Old regularization requests may be declined or require additional justification.
How to Reset Your Password
If you have forgotten your password or need to change it, here is the self-service password reset process.
Go to Login Page
Navigate to the Self Service Portal or Ultimatix login page.
Click Forgot Password
Click on 'Forgot Password', 'Reset Password', or similar link.
Enter Employee ID
Provide your TCS Employee ID to identify your account.
Choose Verification Method
Select how to receive the verification code: registered email or mobile number.
Receive OTP
Check your email or phone for the one-time password sent by the system.
Enter OTP
Enter the OTP code in the portal to verify your identity.
Create New Password
Enter your new password following the password policy (length, complexity requirements). Confirm by entering again.
Submit
Complete the reset. You can now login with your new password.
If your registered email and phone are outdated, password reset may not work. In this case, contact GHD Support for assistance with identity verification.
Troubleshooting Common Issues
Encountering issues with the Self Service Portal? Here are solutions for common problems.
Page Not Loading
Check your network connection and VPN status. Clear browser cache and cookies. Try a different browser. If the issue persists, the portal may be under maintenance—check for announcements.
Login Fails Repeatedly
Verify Employee ID is correct. Try password reset if unsure about password. Ensure Authenticator is synced correctly. Check if account is locked (multiple failed attempts)—wait 15-30 minutes or contact GHD.
Changes Not Saving
Ensure all required fields are filled. Check for validation error messages. Try refreshing and re-entering data. Some changes require approval and may not reflect immediately.
Session Timeout
The portal times out after inactivity for security. If you see a timeout message, login again. Save your work frequently when making extended updates.
Missing Options
Some features may be unavailable based on your role, grade, or current policies. If you believe you should have access to a feature, contact HR or GHD Support.
Frequently Asked Questions
Can I access the portal from my personal phone?
Yes, you can access the web portal from a mobile browser if on VPN. For better mobile experience, use MyApp TCS which is optimized for mobile access.
Why is my leave application rejected?
Common reasons include insufficient leave balance, overlapping with existing approved leave, dates during critical project periods, or incomplete information. Check rejection comments and reapply if appropriate.
How long do profile changes take to reflect?
Simple updates (contact info, emergency contacts) reflect immediately. Bank details and sensitive changes require verification and may take 2-3 business days. Changes needing approval show as pending until approved.
Can I cancel a leave after approval?
Yes, you can cancel approved leave before it starts through the Leave section. Cancellation may need re-approval. Leave already taken cannot be cancelled but can be adjusted if needed.
Where do I find my tax computation?
Tax computation showing how your tax was calculated based on declarations is available in the Tax section, usually under Tax Documents or Tax Computation Statement.
Who do I contact if the portal is not working?
For technical issues with the portal, contact GHD Support. For HR policy questions or data issues, contact your HR Business Partner.
Helpful Resources
Access these resources for additional help:
- Self Service Portal Guide: Comprehensive portal overview and features
- MyApp TCS: Mobile access to self-service functions
- GHD Support: For technical issues and IT helpdesk
- Ultimatix Authenticator: Setup guide for two-factor authentication
- HR Help Desk: For policy questions and HR-related assistance