voe (verification of employment) - adp · voe (verification of employment) capgemini ... it should...

Standard Operating Procedure- VOE

VOE (Verification of Employment)

CAPGEMINI

https://ahs.probusiness.com/Citrix/AccessPlatform/auth/login.aspx

Response/Turnaround Time: 48 hours

Issue Severity: None

Key points to Remember:

1. The Capgemini VOEs are in -NASC-COS-TIER1.5

2. We do not send/prepare VOE letters if the request is from third party. (It will be mentioned in thedescription of Siebel CRM)

3. In address column, the street address should come before the apartment number

4. There should be two spaces between the state and zip code

5. The zip code should be 5 digits if there are four digits it should be prefix with Zero (0)

6. There should not be any special characters in address line.

7. There should be 3 lines gap left between the address of the EE and body of the letter

8. It should be one space between the salutation and the paragraph.

9. There should be two spaces, when we end a sentence and start a new one.

10. Consultant and manager should come at the end of the designation of employee.

11. Once the letter is completed; please attach it to the SR attachments

12. Any issues or queries please send an email to “Stokka Karlene”

13. For few VOE’s, employee request us to include the name of the place with “To whom it mayconcern” then we needs to add the same on the Template

https://ahs.probusiness.com/Citrix/AccessPlatform/auth/login.aspx


Letter that we prepare:-

Experience Letter (visa)

Drivers License letter

Experience Letter (VISA)

Check the description of CRM to see what the employee is requesting.

Navigation to people soft in Capgemini:

Go to Capgemini Application>People soft


Please provide your User id and Password

Select “Administer Workforce” as shown below


Select Administer Workforce (GBL) as shown below

Select “Use”


Populate the employee with the last name here and click search

If there are multiple employees getting populated with the Last name we

can also search the employee by UPN id.

Procedure to find the UPN ID from CRM

Click on employee last name in CRM as shown below


In the Participant window please select ProPayroll option as shown

below

After selecting ProPayroll click on Payroll to know the UPN ID of the

employee


Use this ID to find the employee in Peoplesoft


Please pull VOE letter template, this is the copy of the Experience (visa)

Letter. All the information in blue will be changed according to the

employee details considered from People Soft


Updating the VOE Template

Use the information that has the arrows for the address line for both

letters.


Note: Consider the employee address from people soft application. If the address is provided in the description field of Siebel we need to consider that.

Effective date should be updated as Current date


Change the employee’s name, & address. Please note, the apartment

number goes on the 3rd line of the address information

John Doe

204 Sante Fe Trail

Apt 1003

Atlanta GA 12345


Go to the Personal Profile in People soft to get the “Gender”.

Please replace the employee’s name with the information that says

“employee name” in blue.


Go back to “Use” and select “Job Data” to get more information


Check for the employee status in Job Data. If the employee is an active

employee update as “has been” in the blue and if the employee has been

terminated then update as “was” Below (Employee Status in Peoplesoft)

tells you if the employee is active or terminated.


Please see “Company” information to get the company’s full name.


Go to “Employment Data” at the bottom of the “Job Information” screen to

get the date(s) of employment


Go back to “Job Data” at the bottom of the “Employment Dates” screen.

Replace the dates (Hire and Termination) of employment on the letter.

If the employee is active then use the word “present” in the letter (Hire

date through present). If the employee is terminated then put the

termination date (Hire date to Termination date)


If the employee is male use Mr. and if employee is female use Ms. Along

with employee’s last name.


Go to “Job Information” in People soft to get the Job Title of the employee.

Update the entire Job Title, (ex: “SC”- Senior Consultant).


Note: If the Job code is not D4, D3, D2 or D1 then we need to add the Job

title from the below list.

Mapping for Job codes

Cons. =Consultant

SC=Senior Consultant

Mgr. =Manager

SM=Senior Manager

AOS (Capgemini America, Capgemini Energy, Capgemini Applications Services):

Grades ending in…

E1-Admin Support


Example: HMHRE8 (E8-Associate Director)

Grades ending in….

B1-Manager

B2-Sr. Manager

B3-Sr. Manager

B4-Principal

Grades ending in…

E2-Associate

E3-Associate

E4-Sr. Associate

E5-Supervising

Associate

E6-Sup Assoc

Associate

E7-Assistant Director

E8-Associate Director

E9-Associate Director

E0-Director

O1-Admin Support

O2-Consultant

O3-Consultant

O4-Consultant


*** Change to how Job Title appears in VOE letters for CGUS and CGA employees ***

**CGUS employees: you will use the titles is columns A and B.

Example: Job Title in PS is Business Analyst (column C). You will use the title Consultant/Business Analyst (columns

A/B) on the VOE letter.

**CGA employees: you will use the title in column B only.

Example: Job Title in PS is Business Analyst (column C). You will use the title Business Analyst (column C) on the

VOE letter.

Column A Column B Column C

TS Level/ rank

Functional Job Role CEM Global Role Name / PS Job Title

n/a Business Analyst- 1

n/a Business Analyst- 1

Consultant Business Analyst Business Analyst- 1

Business Analyst- 2

Sr Consultant Business Analyst Business Analyst- 2

Business Analyst- 2

Manager Business Analyst Senior Business Analyst

Senior Business Analyst

Sr Manager Business Analyst Managing Business Analyst

Manager Application/Software Architect Senior Enterprise Architect

Senior Enterprise Architect

Sr Manager Application/Software Architect Managing Enterprise Architect

Principal Application/Software Architect Principal Enterprise Architect

Solution Architect Lead

Sr Consultant Solution Architect\ Solution Architect Lead

Solution Architect Lead

O5-Sr. Consultant

O6-Sr. Consultant

O7-Manager

O8-Sr. Manager

O9-Sr. Manager

O0-Director


Manager Solution Architect\ Senior Solution Architect

Senior Solution Architect

Sr Manager Solution Architect\ Managing Solution Architect

Principal Solution Architect\ Principal Solution Architect

n/a Applications Consultant-1

n/a Applications Consultant-1

Consultant Functional/Systems Analyst Applications Consultant-1

Applications Consultant- 2

Sr Consultant Functional/Systems Analyst Applications Consultant- 2

Applications Consultant- 2

Manager Functional/Systems Analyst Senior Applications Consultant

Senior Applications Consultant

Sr Manager Functional/Systems Analyst Managing Applications Consultant

n/a Software Engineer

n/a Software Engineer

Consultant Programmer/Developer Software Engineer

Software Engineer Lead

Sr Consultant Programmer/Developer Software Engineer Lead

Software Engineer Lead

Manager Programmer/Developer Senior Software Engineer

Senior Software Engineer

Sr Manager Programmer/Developer Managing Software Engineer

n/a Data Analyst

n/a Data Analyst

Consultant Data Analyst Data Analyst

Data Analyst Lead

Sr Consultant Data Analyst Data Analyst Lead

Data Analyst Lead

Manager Data Analyst Senior Data Analyst

Senior Data Analyst

n/a Programmer/Developer

n/a Programmer/Developer

Consultant Programmer/Developer Programmer/Developer

Programmer/Developer Lead

Sr Consultant Programmer/Developer Programmer/Developer Lead

Programmer/Developer Lead

Manager Programmer/Developer Senior Programmer/Developer

Senior Programmer/Developer

n/a Test Analyst


n/a Test Analyst

Consultant QA/Tester Test Analyst

Test Lead

Sr Consultant QA/Tester Test Lead

Test Lead

Manager QA/Tester Senior Test Consultant

Senior Test Consultant

Sr Manager QA/Tester Managing Test Consultant

n/a PMO Analyst

n/a PMO Analyst

Consultant Project Manager PMO Analyst

PMO Lead

Sr Consultant Project Manager PMO Lead

PMO Lead

Manager Project Manager PMO Manager

PMO Manager

Project Lead

Sr Consultant Project Manager Project Lead

Project Lead

Manager Project Manager Project Manager

Project Manager

Sr Manager Project Manager Program Manager

Principal Project Manager Program Director

n/a Service Delivery Analyst

n/a Service Delivery Analyst

Consultant Not applicable; AM title only Service Delivery Analyst

Service Delivery Lead

Sr Consultant Not applicable; AM title only Service Delivery Lead

Service Delivery Lead

Manager Not applicable; AM title only Service Delivery Manager

Service Delivery Manager

Sr Manager Not applicable; AM title only Senior Service Delivery Manager

Principal Not applicable; AM title only Service Delivery Director


Go to “Compensation” in Job Information Tab to get the employee’s annual

rate.


Replace the word “Name” with your name and for the “Title” please

replace with “ADP on behalf of Capgemini US, LLC or Capgemini America

Inc.” depending on the company the EE works for. Please use the Phone

number 1/877-736-7534


Once the letter is completed it will look like this


Once the processing is completed, save the document with employee name

in proper case and attach the same to Siebel CRM.

Steps for Auditing:

The document with instructions will be send to employee email address.

Please refer the below snap shot.


The VOE word document should be converted to PDF document

has to be sent to the employee personal email address with a

subject as #ms# Emailed VOE letter.

Once the emails are sent the SR can be closed.


If employee wanted the hard copy of the VOE document

(mentioned in Dash Description), auditor should create the

activity as “Please email hard copy to employer address and route

the activity to –COS-DE-RESEARCH keeping the activity status as

“Open”. Once the activity status is done we can close the SR from

our queue.

2. THE “DRIVER’S LICENSE” LETTER

The driver’s license letter is similar to experience letter.

The office location has to be updated from Work location panel. Refer the

screen shot below.


Details should be updated from people soft. Once the letter is completed it

will look like this

voe (verification of employment) - adp · voe (verification of employment) capgemini ... it should...

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