Notes

French multinational company founded on 1st oct 1967 , provides consulting technology.

Key People - Sachin Dubey , Swapna Prabhakar , Harsha N , Rajesh & Aruna Yadav


there are 5 entities -
Capgemini india - NON BSP -FS (ACIS) = Acis business unite manages majority of technology projects

Capgemini india - Business services (BSV) = business services unit supports business outsourcing services

Capgemini India - financial services (FS) = Financial services supports banking insurance credit cards projects

Capgemini India - Liquid hub (LH) = LH partners with business to improve customer experience & drive growth

Capgemini India - Altran & Aricent = formerly known as Aricent , recently acquired by Capgemini


GRADES-

Grade A to D - Exec to director level
Grade E & F - Sr. Director & above


Project manager - A person who is leading the project for which the traveler is traveling.

Business Unit Head - Business Head are the people who are leading various projects/ processes and are whole sole owner of the business. Hence, they are called Business unit head.

Capgemini is on Systematic approval - Blocking
Air & other products - AMEX BTA card & Hotel - ICCR
Agent Amend - YES
HR FEED - WEEKLY TUESDAY
Personal Travel - NO
SSO - YES


HR FEED & PROFILE CREATION PROCESS -
GDH HR FEED is an employee database which is shared by a corporate account with Egencia to create profiles in the online system

PROCESS-

Capgemini shares feed 1ce a week Tuesday with Egencia
Egencia CTS team uploads data in CCI
Capgemini's Employee profile gets created in CCi
FIRST We have to advice the customer that -

Capgemini employee needs to raise a ticket on the service center portal for profile related quires
User needs to select service : GLOBAL DATA HUB to request for a profile creation
IF suppose customer calls on Wednesday and the next feed from HR will come on Tuesday but cx has a urgent travel within 7 days so we can book for guest but if the grade of the employee is between A to D then payment will be ICCR - with proper approval and project code , billing details & ticket number raised by cap gemini employee that he raised for profile creation.

PROJECT CODE-

Project code is the mandate billing unit required to initiate the booking & later customer use the same project code for the reimbursement purpose in their organization.

Capgemini shares GDH feeds 3 times in a week with Egencia mon,wed,fri.

Egencia CTS team uploads data in CCI

Project code along with their respective approver updated in CCI

NOTE - If any Project code is not reflecting , it means that the same is not shared by Capgemini with Egencia
If associated approvers name is not correct , Capgemini needs to fix it

Travel Policies -

Traveller group Air Cabin Class Approver Payment (AIR) Payment hotel
Grade A-D Economy Project manager Amex BTA ICCR
Grade E Economy
Line manager Amex company card ICCR
Grade F Economy(Business for more than 6 hrs flight)
No Approval Amex company card
ICCR

Travel Policy Exceptions management

Change in Class- Economy class to Premium Economy class - Business unit (BU) Head approval Required.
Economy Class to business class - CFO Approval required(Sujit sircar)

Deviation Amount - Domestic Travel - INR 500
International Travel - USD 100

Reissuance Approval - Applies only to Capgemini india - FS (grade A to D)
Less than INR 20000 : Project Manager
More than INR 20000 : Business unit (BU) Head

Project Code not listed - If Project code is not mapped, customer needs share alternate code & approval from the respective project manager

In such scenarios, ticket will be issued under ICCR & Project code will be used for the validation purpose.

CAPGEMINI SPECIFIC PROCESSES -

Capgemini guest houses -

Capgemini has their own guest houses in Mumbai & Pune campus.

Capgemini guest houses are the preferred stay option if anyone is looking for a stay in Mumbai (near Airoli office) or Pune Capgemini office.

If a traveler is looking for stay in any of these locations, then booking guest house should be the priority if available as per company policy.

The above rule is not applicable for grade F employee.

if company employee is travelling with family or dependent, we do not offer guest house


DEPENDANT TRAVEL -

Dependent or family travel is a common practice in Capgemini where people wld travel with family as a part of relocation of visa interview purposes.

Anyone can request for guest/dependent traveler booking

Once the booking is processed, arranger access for main traveler needs to be removed.

CALL FLOW FOR DEPENDENANT

1st ask if email and check if profile is active
2nd then ask if the its a company sponsored or private expense trip
if it's not a company sponsored then we do not assist
3rd then check with age of child if any 0-2 infant 2-12 child above adult
4th share 3 best options ( fare for adult ,child & infant) there is a format share details in the same format
5th share baggage cancellation change policies
6th Share fare rules
7th need 3 things - Project code # Task Code , billable or non - billable , nature of mission - Need these 3 details for ALL ACCOUNTS
8th approval from the task code approver
9th passport if int. or govt id if domestic

ASK ALL THE ABOVE INFORMATION IN ONE GO SAME EMAIL.

When we receive all the details then we can go ahead.

IMPORTANT POINTS TO REMEMBER -

HOTEL OPTION - We should always prioritize to share corporate rates 9 if available)

NON-STANDARD HOTELS -
Oyo & Treebo are blocked online
it should never be booked online if available rather should be reported to EGTS & SPM immediately
PRICE MATCH GARUNTEE -
Egencia's price match policy for air bookings
Price match guarantee does not apply for hotels.
[email protected] has to be in cc with every email MANDATORY

Traveler Profiles-

Create/ new profiles are created via HR feed (self-registration not enabled). A profile is created approximately
3 to 5 working days after the employee hire/joining date. For emergency assistance , please reach out to a Team leader/supervisor.

Travelers without profiles 9 family members/Dependents/guest speakers) are to be booked using global guest feature.

NAME MODIFICATION -

If name in the profile is not matching with passport or national ID, Travel consultant should update the name provided traveler/requestor shares the copy of ID proof.

SINGLE SIGN ON (SSO)

Capgemini.egencia.co.in - Capgemini uses single sign on(SSO) to log on to Egencia. SSO is a technology that company uses so employee maintain only one username and passport to log on to different software programs . For Capgemini, employee log on to Egencia using their Capgemini intranet log on credentials

Important NOTE - If anyone needs to access the alias profile, they need to login via standard process not SSO. They may use the alias ID and use the forget password feature.

ESCALATIONS -

Travel Consultant (TIER 1) -

If a traveler is unable to login using the unique single sign on URLs, please ask them to send you a full screenshot of the error response they are unable to, please obtain as much information information as possible from the customer .

LEADS/RESOURCE(TIER2) -

If unable to identify what is causing the error. Escalate to SPM who will triage, all single sign on issues to additional resources either within Capgemini of Egencia.

FORM OF PAYMENT -

AIR - A to D BTA // hotel - ICCR
AIR - E&F iccr for all

PROJECT CODE NOT AVAILABLE (APAC expect Australia)

Project code and approver details are sent to Egencia in project feed through GFS System. This project feed is shared as per the agreed frequency for each POS.(mon wed fri) In case the customer don't find respective project code on Egencia portal

Customer needs to share an alternate code and approval from respective manager.

Alternatively, as an exception if project code owner does not want to own the cost. we can recommend Traveller to use a credit card to get the ticket issued and later reimburse internally with Capgemini

GLOBAL GUEST TRAVELLER

Capgemini has adopted Global guest policy for its guest Traveller in APAC region. Below listed requestor should be considered as guest.

Guest traveler are any non - profiled traveler who are associated with Capgemini.
travelers can be a family member or close friend who is invited to travel by Capgemini employee.
Capgemini customers, consultant or third-party contractors , suppliers, etc., can also travel as a Capgemini guest ( trip must be paid by Capgemini)
in case of a request from guest traveler, team is expected to share a link with the guest which can be accessed through the below path
Take control of Egencia Maintenance >> Tools >> Guest booking (User management)
NOTE - Send Email Invite Option should never be used by Service delivery Team as it overrides the approval process.

Once the user submits the info on the link , it will trigger a message to Capgemini travel desk to approve the request.
Post approval, guest profile will automatically be created & a welcome email is sent to registered email ID.
Once the guest profile is created , service delivery team needs to support with guest booking for the guest.

CHILD & INFANT GUEST PROFILES.

The profiles for minors (child /infant) cannot be created using the Link stated above.
Travel desk needs to support/create Minor profile using Create Guest Profile feature.
For booking under the same PNR , Service delivery team needs to support with the booking offline post profile creation.