a quick reference guide - accenture · pdf filecovers your cross-border business trips and...
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Accenture Travel Services A Quick Reference Guide
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Contents1. Introduction ......................................................................................................... 2
1.1 Range of Services Offered ........................................................................ 2
1.1 Tools ................................................................................................................ 2
2. Guidelines for Travel Bookings ....................................................................... 3
3. Things to Know ................................................................................................... 4
4. Additional Information and FAQs ................................................................... 5
5. Contact Information .......................................................................................... 6
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Accenture has instituted a set of tools to bring all aspects of your job-related travel under one roof and streamline the various transactions. This brochure provides a basic understanding of these tools and the processes involved in making travel bookings. For detailed information, please refer to Travel Policy 1396.
Range of Services Offered Travel services available on the E-Travel tool include:• Flight and train booking—both domestic and international
• Hotel and guest-house booking
• Car rental service
• Corporate Card program
A key advantage of booking through the managed travel program on the tool is that you can avail all the applicable company-negotiated discounts from our preferred suppliers.
Tools The following tools are available for employees to make travel bookings:
Portrait profile toolThis database helps the company keep track of the employees availing travel services. In case of any eventuality, this information will be shared with the relevant authorities.
• This is a mandatory tool. Your details, including emergency contacts, travel documents and electronic authorizations, must be updated on this tool.
• Once you have updated your details, you may initiate the booking process on other tools.
Online booking toolUsing this tool, you can book:• Domestic airline tickets
• Point-to-point airline tickets for international travel
• Accommodation in international hotels
E-travel toolThis tool helps you book:• International tickets with multiple stopovers
Introduction • International one-way tickets • Domestic accommodation in guest houses and hotels
• Rental cars
You can also raise requests to procure foreign currency using this tool.
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Guidelines for Travel Bookings
Book in advance• Take advantage of the discounts provided by our preferred suppliers.
• Raise your travel request as soon as your travel dates are confirmed.
• Make all your reservations—air, rail, hotel and car
rental—at least seven days in advance.
• For travel within the country, initiate your bookings 14 days in advance.
Combine travel components• Book all travel components on the same itinerary to minimize the travel-related processing fees incurred by Accenture.
Accommodation booking• In line with the business practices defined in our policies, book hotel accommodations at economical rates.
• Confirm the check-in and check-out times at the hotel before booking.
• Consider an extended-stay hotel or a corporate apartment if you are working with a client team and staying for more than three nights per week at a client location.
Car rental• All car rentals must be arranged with Accenture- preferred suppliers only.
• Book a car for the entire duration of your travel, if required.
• Limit your car booking to actual usage only.
Local commute• Car rental from or to an airport or a railway station should be availed on a direct payment mode.
• It is mandatory to make your own airport transfer arrangement in Bangalore and Hyderabad.
• These business-travel expenses are reimburs able and can be claimed through myT&E.
• Use the cheapest mode of travel in accordance with the local guidelines, but ensure that your safety is not compromised.
Cancellation• If your trip is called off, please inform the travel desk for timely ticket cancellation and refund.• Cancel your travel arrangements on the E-travel tool if you used it to make your bookings.
• If you send a cancellation request by e-mail, raise the same request on the E-travel tool as well.
Corporate card• Employees on work-related travel must use a company-sponsored corporate charge card, wherever the card is accepted, for all reimbursable travel expenses.
• Employees can receive this card by submitting an application on the E-travel tool. Please follow the steps mentioned on the link.
Expense reporting• All travel expenses should be charged to the project or sponsoring organization using the appropriate WBS element.
Corporate card program: American Express (Amex)• You will be covered under travel insurance if you book your entire travel using the Amex card.
• To apply for an Amex card, download the application form from the E-travel site and submit it at the address provided, along with the required self-attested documents (salary slip, proof of identity, proof of address and PAN card).
• If you already have an Amex card, check its validity before making any bookings.
Security and travel insurance• When traveling to high-risk locations, please access Global Watch on the Accenture Portal prior to making reservations or embarking on travel, and adhere to any specific company travel guidelines.
• Find out whether your home-country insurance covers your cross-border business trips and trip extensions.
• For more advice, contact your home country’s Relocation Management Solutions (RMS) team.
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Things to Know
Immediately call the Accenture Security Operations Center (ASOC) in case of an emergency, such as an accident, natural disaster, terrorist attack, insurrection and detention by immigration.
Accenture Security Operations Centre phone numbers are: International: +1-202-728-0645India: +91-80-4106-2762
You must always:• Carry your travel insurance documents.
• Check the validity of your passport and visa for the duration of the travel.
• Carry additional copies of the invitation letter, visa, passport and photographs.
Your safety, well-being and comfort are of paramount importance to Accenture. Take the time to become familiar with these travel safety tips and always remain alert and aware of your surroundings.
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Additional Information
Once you receive the tickets, please check if they are as per your travel needs. Every reissuance adds a processing fee to the total cost. Reach the airport ahead of the scheduled time to avoid missing your flight. If your journey includes stopovers, check if you require transit visas.
FAQsQ1. How is my personal information used?
A. To protect sensitive personal information, such as your home address, credit card numbers and frequent flyer numbers, the tool will disclose this information only to you and your designated travel arranger(s). Your credit card numbers will never be divulged to anyone. Please note that the user interface (UI) and encryption feature of the database only allows us to validate the last four digits of a credit card number.
Q2. Why must I specify my gender and date of birth in my travel profile?
A. As mandated by the United States Department of Homeland Security, your gender must be specified in your travel reservations to comply with the United States Advance Passenger Information System (APIS) regulations. The APIS applies to flights arriving at or departing from any United States airport.
Q3. How can I get help with updating my travel profile? Where can I find navigational and technical assistance with the profile tool?
A. Please call the appropriate telephone number provided in the contact information above and follow the prompts.
Q4. Are airfares and other rates provided on the tool?
A. No, the rates are not confirmed until the ticket is booked. Airline fares change constantly and once seats in a particular price segment are sold out, they are no longer available for purchase.
Q5. How do I know I am getting the lowest airfare?
A. Accenture’s negotiated airfares are accessible by CWT travel counselors. In accordance with the Accenture travel policy, you will be offered the lowest logical airfare available at the time of booking. You can also expand your search parameters to find any additional low-fare options.
Q6. Should I make my hotel, car and air reservation at the same time?
A. Yes, it is advisable to confirm all your trip components on the same itinerary. For car reservations within the city or airport drops and pick-ups, ensure that your booking is made at the same time, as Accenture incurs additional processing fees each time a car is booked.
Q7. Can I combine business and personal travel?
A. If you want to combine business trips with flights for personal purposes, you should clearly indicate in advance which part of the journey is private. Travel counselors will now handle personal and official transactions separately for reimbursing travel expenses in line with myT&E guidelines.
Q8. Can I access the E-travel tool from a client location?
A. Yes, E-travel tool is a web-based tool and can be accessed from anywhere. In case you encounter a firewall, you may request an exception to gain access to the tool.
Q9. I am in a remote location with no access to the Internet or e-mail. How do I raise my travel request?
A. You can reach out to a colleague to raise the request on your behalf. Executive assistants can raise a request on behalf of their executives. In case they are not accessible and your travel need is urgent (within 12 hours), you can call the travel desk and give the particulars of your travel plan, WBS element and supervisor. The travel desk will initiate your request; however, you need to raise the same request on the E-travel tool within 24 hours of completing your travel.
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Contact Information
Air/Rail service from CWT:Pan India Helpdesk: +91-124-6705668Toll free number: 18001080910
Car & Accommodation desk:Accenture locations : 66666, option 4, sub-option 3
Outside Accenture locations: +91-80-4077-6666, option 4, Toll free number: 1800-419-0666, option 4,
Email details:Air/rail services from CWT: [email protected]
Car & Accommodation desk Carzonrent: [email protected] club: [email protected] car: [email protected]: [email protected] rent a car: [email protected]: [email protected] desk: [email protected]
Websites for travel bookingAccenture Portal: https://portal.accenture.com
Travel service online (CWT): https://portal.carlsonwagonlit.com
E-travel website: https://india.etravel.accenture.com
OBT: https://booktravel.accenture.com
Global Watch: https://sites.accenture.com/publishing/GlobalWatch/Pages/default.aspx
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About AccentureAccenture is a global management consulting, technology services and outsourcing company, with more than 293,000 people serving clients in more than 120 countries. Combining unparalleled experience, comprehensive capabilities across all industries and business functions, and extensive research on the world’s most successful companies, Accenture collaborates with clients to help them become high-performance businesses and governments. The company generated net revenues of US$28.6 billion for the fiscal year ended Aug. 31, 2013. Its home page iswww.accenture.com.
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