INDIA INFOLINE GROUP IIFL TRAVEL MANUAL. Policy and Procedure for travel bookings across IIFL Group

Transcription

1 INDIA INFOLINE GROUP IIFL TRAVEL MANUAL Policy and Procedure for travel bookings across IIFL Group IIFL Administration Department June 2016

2 Table of Contents IIFL Travel Policy... 3 Introduction and Objective... 3 Applicability... 3 Business Travel types... 3 Mode of Travel... 3 Travel Pre-Authorisation... 3 Entitlements & Eligibility... 4 Travel by Hired or Personal car... 4 Travel Desk... 4 Making a Travel Booking... 5 Travel Expense Reimbursement... 5 Non-Reimbursable Expenses... 5 Cancellations... 6 Cost Optimisation Guidelines... 6 Falsification of Expenses... 6 Personal Trips Adjacent To Business Trips... 7 Emergency Response... 7 Exceptional Scenarios... 7 Travel Booking Flow... 8 Travel Booking Process in Egencia:... 9 Logging In... 9 Find A Flight Outbound Flight Reading Search Results Inbound Flight Flight Summary Flight Checkout Page Booking Multiple Flights Within India First Flight Selection Page Adding The Second Flight Flight Checkout Page Need A Hotel? To Book only a Hotel without flights Hotel Search Results Hotel Infosite Hotel Checkout Page I IFL TRAVEL MANUAL

3 Need A Self-Drive International Car? To Book a Car Only Drop Off Selection Car Checkout Page Confirm Booking Reservation my Trips My Invoices My Profile Traveller Tools Forgot Your Password? Getting Assistance Online Travel Information Other Travel Assistance Changing Your Password Notes I IFL TRAVEL MANUAL

4 IIFL Travel Policy Introduction and Objective Managing an organization as diverse as IIFL at times requires employee to travel to a location other than their base location. This Travel Policy is laid down to ensure a comfortable travel experience for its employees. The objective is to provide a set of guidelines which facilitates employee travel, boarding & lodging, reimbursements and sundry expenses for all business related travel including relocation. Applicability The policy is applicable to all employees in IIFL Group. All employees of the IIFL Group are eligible to travel in relation to relevant business requirements. Employees of vendors are typically not allowed to do bookings through IIFL travel desk. They should get their bookings done through their respective organization travel policy and claim reimbursement for the same if eligible. Reimbursements by vendor employees will be subject to limits specified in IIFL travel policy and pre-approval of respective IIFL HOD. Business Travel types The policy covers the following business related travel requirements that an employee may need to incur 1. Internal business meetings 2. Client meetings 3. Conferences and Trainings 4. Relocation 5. Office visits 6. Any other travel approved by Management Mode of Travel Depending on the requirement and eligibility, employee can use any of the modes of transport Road, Rail or Air. Employee is encouraged to opt for the most cost efficient option. Travel related information will be reviewed by Senior Management and any instances of wasteful expenditure will be questioned for appropriateness. Travel Pre-Authorisation All travel must be approved in advance by a person not below the grade of a Vice President. Business unit specific exceptions maybe allowed for certain category of travel after they have been approved by the COO and the MD. IIFL will not reimburse cost incurred for travel without appropriate approvals. Employees are encouraged to plan their travel as far in advance as possible. All requests for travel less than a week from the date of request will need to be approved by the COO. 3 I IFL TRAVEL MANUAL

5 Entitlements & Eligibility The table below defines the eligibilities across various grades. Please note that the limits specified for expenses are an upper limit. This document provides guidelines on how to select the most optimum travel option later and employee should familiarise themselves with it. Employees of vendors should get their bookings done through their respective organization and claim reimbursement for the same, if eligible. Reimbursements by outsource employees will be subject to limits specified in IIFL travel policy and require pre-approval of respective IIFL HOD. Employee Grade SVP and Above AVP/DVP/ VP/EVP Manager/ Senior Manager Flight - Upto 6 hours Economy Class Economy Class Economy Class N/A Deputy Manager and below Flight - Over 6 hours Business Class Business Class Economy Class N/A Hotel Class 4/5 Star 3/4 Star 2/3 Star Guest House or 2/3 Star Hotel Room Occupancy Single Single Shared Shared Domestic Hotel Limits Rs per day Rs per day Rs per day Rs per day International Hotel Limits Rs per day Rs per day Rs per day N/A Train 1st AC 2nd AC 3rd AC 3rd AC Car AC Sedan AC Sedan AC Hatchback Non AC Hatchback Meals - Domestic Rs per day Rs per day Rs per day Rs. 750 per day Meals - International Rs per day Rs per day Rs per day N/A Travel by Hired or Personal car For outdoor duties away from the base location, employee is eligible to use a Taxi or a Hired Car from approved service providers. All hired car requests should be routed through Egencia with appropriate pre-approvals, failing which the claim will not be reimbursed. In case employee uses their personal vehicle for such travel, they can claim reimbursement as per rates specified below. The claims would be subject to review by respective HOD. Four Wheeler: Rs 8.00/- per km. Two Wheeler: Rs 3.00/- per km. Travel Desk For Flight and Hotel bookings, employee should use the Egencia travel solution. The Travel desk is available 24/7 however from 8am to 8pm pm on Monday to Friday is considered as business hours through the year,. Refer to the Egencia Travel Manual on IWIN for details about the booking process. An Emergency Travel desk operated by Egencia is available from 8pm to 8am IST Monday to Friday, Saturday, Sunday & Egencia Holidays. Note that any transaction carried out during this timeframe will involve additional charges that will need separate approval from respective VP and HOD. For Train bookings, employee should contact the IIFL Travel desk via at traveldesk@indiainfoline.com. Working hours for the same are 9am 6pm on all normal working days. All requests should be accompanied with preapprovals from respective VP. In case of urgent requests, employee can book the tickets on their own accord through IRCTC or Railway Reservation centres. The costs incurred can be claimed via the standard travel reimbursement process. Cost of Flight, Train and Hotel room stay booked through the Travel desks will be billed directly to the company. 4 I IFL TRAVEL MANUAL

6 Making a Travel Booking To ease the process of travel bookings for employees, IIFL has partnered with Egencia India Pvt Ltd to provide a web based travel portal along with a 24x7 Telephone and Support. The travel portal can be used by employees to directly execute their travel bookings as per travel policy entitlements. Employees can also call or mail to the Egencia Travel Desk to get their travel arrangements done. A detailed step by step Egencia booking guide will be available on IWIN for reference. Employees must ensure that they have taken all the necessary prior approvals for their travel itineraries from their respective HOD at a minimum VP grade before making any bookings. The HOD approvals have to be recorded on an and forwarded to traveldesk@indiainfoline.com for record. Employee serving the notice period will not be allowed to make travel bookings on the Egencia portal. As soon as an employee files his resignation with IIFL, the employee will deactivated by the IIFL Travel Desk. Travel bookings done post resignation will be recovered from the Full and Final settlement amount. Travel Expense Reimbursement Travel Expense reimbursements have to be submitted by the Employee within four weeks of their return as per the process laid down by Finance. Currently, all reimbursements should be submitted through the Oracle tool. Employee is eligible to claim reimbursement for the following expenses incurred while travelling: 1. Meals and non-alcoholic beverages 2. Train or Bus tickets booked by the employee 3. Taxis and other valid local transport 4. Airport transfers 5. Flight and Hotel charges not booked through the Travel desk 6. Reimbursement for use of personal vehicle All claims should be supported by valid receipts. Any expenses incurred in excess of the limits as specified in this policy, shall be reimbursed only after the same is recommended and approved by respective HOD. Physical or scanned copies of Airline boarding pass must necessarily be submitted to the IIFL travel desk post completion of travel and non submission will lead to recovery of the travel expenses from the employee. Joint travellers should submit their travel bills individually and independently, they can settle their personal accounts off line after the reimbursement. It is advisable to use the Egencia portal to do their travel bookings to maintain transparency and approval flow. Any exception must be accompanied with a pre-approval. Employees travelling overnight between cities by rail / road are eligible to claim for meals and incidental expenses as per actual cost incurred. Reimbursement for use of car is permitted only if cost of reimbursement is lesser than normal mode of transport. Rate of reimbursement will be same as mentioned under intra city car hire. With respect to training, training calendars need to be set well in advance and followed to avoid any need of any cancellations/cases of urgent travel. Laundry expenses are payable only for a stay of 5 nights or more. Non-Reimbursable Expenses The following travel expenses are not reimbursable since they are primarily for personal use. Any exceptions need to be pre-approved from the COO. Alcohol Fees for upgrades of air, hotel 5 I IFL TRAVEL MANUAL

7 Grooming, nail or hair salon expenses Health club fees Laundry for trips less than 5 nights Massage Medicines Movies (either in-room or at the theater) Personal bar bills Personal books, magazines or other entertainment Personal travel portion during business trip Spouse's expenses if accompanying employee on trip Toiletries Theatre, cinema or opera tickets Traffic citations (parking tickets or fines) Cancellations Bookings can be cancelled by contacting the Egencia Travel Desk via or phone. Cancellation and No-Show costs will need to be approved by the respective HOD. In absence of such approvals, the costs will be recovered from the employee. Cost Optimisation Guidelines Cost consciousness should be every employee s concern and this section provides guidelines on how the cost of travel can be optimised. Explore alternate options before deciding to travel. Using a Videoconference may be sufficient. For travel to a location which is less than 600 kms the preferred option is road or rail. Exceptions should be allowed only for urgent business exigencies. The Egencia travel portal will by default provide the IIFL recommended lowest possible air fare and employees must ensure that they try and book the lowest and best possible option for flight and hotels to promote cost savings. If available, IIFL guesthouse facility must be availed. Claimant needs to check with zonal operations team for availability of the same. Availability status may be checked with the concerned Area Operating officer. Room sharing should be encouraged whenever two or more employees are travelling together. Please note this is applicable only if the travellers are of the same gender. Employees in the grade of Vice President or above, may take their local team out for one meal during their travel. For instances of frequent travel, such costs will be reimbursed only for one meal per quarter. Laundry expenses are payable only for a stay of 5 nights or more. Employee should check with the hotel staff for availability of complimentary ironing facilities. Flight and Hotel bookings should be done together in a single transaction and should not be booked separately. Multiple transactions on travel portal leads to multiple transaction fees by Egencia and to minimize the transaction fee per booking Hotel and flight booking should done in a single booking transaction. If an employee loses any asset of the company entrusted to him/her while on tour, the company reserves the right to recover the replacement value of the lost asset from the concerned employee. Falsification of Expenses Submitting fraudulent receipts or falsifying your expense report will result in disciplinary action being taken against the employee. 6 I IFL TRAVEL MANUAL

8 Personal Trips Adjacent To Business Trips Employees maybe allowed scheduling the dates of their travel to accommodate personal trips before or after a business trip. This is subject to the price for the modified dates being equal or less than what the business trip would have entailed. E.g. Employee going on a business trip ending on Friday can extend their return flight to cover the weekend as long as there is no additional cost to the company. All such arrangements need to pre-approve as part of the travel itinerary approval. Emergency Response In case of any unforeseen emergency, the employee should contact their IRA or Human Resource team for any assistance. IRA can then accordingly escalate the matter with concerned department of IIFL if needed. Exceptional Scenarios Any travel request not covered by this policy would be approved only post discussion with the COO. Management reserves the right to amend and / or alter this policy anytime at its discretion. The decision of the management shall be final and binding on the employees in the interpretation of the clauses of this policy. 7 I IFL TRAVEL MANUAL

9 Travel Booking Flow Through Egencia: Flights, Hotels and Cars EMPLOYEE REQUEST APPROVAL FOR TRAVEL ON SUBMIT FLIGHT, HOTEL, CAR REQUEST PROCEED FOR TRAVEL APPROVER (VP OR ABOVE) PROVIDE APPROVAL PROVIDE SYSTEM APPROVAL EGENCIA (ONLINE / OFFLINE) BOOK FLIGHT, HOTEL, CAR SEND CONFIRMATION TO EMPLOYEE SEND DETAILS TO IIFL TRAVELDESK IIFL TRAVELDESK MAINTAIN RECORD Through IIFL Traveldesk: Trains EMPLOYEE REQUEST APPROVAL FOR TRAVEL ON SUBMIT TRAIN BOOKING REQUEST TO TRAVELDESK PROCEED FOR TRAVEL APPROVER (VP OR ABOVE) PROVIDE APPROVAL IIFL TRAVELDESK FORWARD REQUEST TO VENDOR SEND CONFIRMATION TO EMPLOYEE MAINTAIN RECORD TRAIN BOOKING VENDOR BOOK TRAIN TICKET SEND DETAILS TO IIFL TRAVELDESK For any questions or queries please get write to traveldesk@indiainfoline.com 8 I IFL TRAVEL MANUAL

10 Travel Booking Process in Egencia: IIFL has partnered with Egencia India Pvt Ltd; to manage its travel requirement and provide an online platform for travel bookings to employees of IIFL. Below enlisted are the step by step instructions to help employees make an online travel booking using the Egencia Travel Portal. Logging In Visit Click to Sign in here 2. Enter your login ( address) and Password 9 I IFL TRAVEL MANUAL

11 Find A Flight Logging in will take you straight to the booking screen: 1. Select from Flights, Hotels or Cars 2. Select a traveler from the drop down menu, or if you are booking for a guest traveler, select Occasional Traveler (you will be asked to enter the guest traveler name on the final page). 3. Select a Return or One way trip. 4. Enter departure and arrival cities (use predictive text to assist with your search). Select departure and arrival dates and times. 10 I IFL TRAVEL MANUAL

12 Outbound Flight 1. The lowest recommended return fare for both outbound and inbound flights is displayed based on your search criteria and company policy at the top of the results page. 2. An extensive list of outbound results are displayed according to flight segment, not the full return fare. Results can be sorted by: Airline, Departure, Arrival, Duration, Preferred, and From Price. By default, flights are sorted by price. 3. Start a new search or refine your search by selecting Traveler, Departure and Arrival cities and dates. 4. Filter results based on stops, airlines, airports 11 I IFL TRAVEL MANUAL

13 Reading Search Results 1. Icons indicate that a special fare is available for the flight (eg. Company Fare, LC icon for Low Cost Carrier fares, Egencia icon for Egencia negotiated fares) 2. Indicates that the flight/fares are not compliant with the Travel Policy. Depending if your company has an Approval Policy, a request for approval might be required. Hover over the icon to see reason(s) for out of policy 3. Select See all fares to expand and view a description of all fares and rules. 4. Click Select on your desired outbound flight. You will be directed to the next page for your return selection. Inbound Flight 12 I IFL TRAVEL MANUAL

14 1. Your selected outbound flight is displayed on the top of the inbound results page and can be edited using the Change button 2. A list of results are displayed which can be sorted by the following criteria Airline, Departure, Arrival, Duration, Preferred, From Price. For domestic flights only, you now have the ability to combine different for inbound and outbound flights (eg Outbound DEL-CCU with Jet Airways, Inbound CCU - DEL with Indigo) 3. Click on Select to choose an inbound flight Flight Summary Flight recap to review details of flights selected. 1. To edit flights Outbound or Inbound flights, use the associated Change button 13 I IFL TRAVEL MANUAL

15 2. Click Select and continue to review and finalize your trip. If you have selected a Low Cost Carrier, you will be prompted to tick the box indicating that you have read and accepted the airlines terms and conditions. By ticking this box, this will allow Egencia to immediately send the airline your details. Important: Low cost airline bookings are instantly purchased 14 I IFL TRAVEL MANUAL

16 Flight Checkout Page 1. At this step, you can add a hotel or a car to your trip and review your flight details. 2. You have the option to select your seat(s) using Seat by clicking, "Select seats for this trip" 3. To confirm your seat selection, click on Request seats Once you have reviewed your flight details, click confirm to continue with payment 15 I IFL TRAVEL MANUAL

17 Booking Multiple Flights Within India To book multiple destinations within India you will need to book multiple one way flights within the same booking. Select One Way Enter the departure and arrival city, the date and time of your first flight. Click Search NOTE: This will also work for a trip with an open sector. For Example; The traveller flies from Delhi to Mumbai, then drives to Pune and flies back to Delhi. This can all be booked in one itinerary using one way flights. 16 I IFL TRAVEL MANUAL

18 First Flight Selection Page The flight options are displayed, select the preferred flight. 17 I IFL TRAVEL MANUAL

19 Adding The Second Flight At the bottom of the Pricing and Services page there will be a box to add another flight. Enter the departure and arrival cities, dates and times of your required second flight. You will be taken to the flight selection page. Select the second flight. 18 I IFL TRAVEL MANUAL

20 You will continue to have the option to build onto this itinerary on the Pricing and Services page until you return to the origin. 19 I IFL TRAVEL MANUAL

21 Flight Checkout Page At this step, you can add a hotel or a car to your trip and review your flight details. NOTE: The booking will only allow you to add one hotel or car, if you need to book more than one hotel or car please book the additional hotel or car in a separate booking. If you need all booking details on one itinerary, please contact the Customer Service Team and they will be able to merge the itineraries for you. Once you have reviewed your flight details, click confirm to continue with payment 20 I IFL TRAVEL MANUAL

22 Need A Hotel? When booking a flight or car there is an option to Add a hotel on the Checkout page. Selecting this option will take you directly to the hotel search results page. To minimise transaction costs, Flight and Hotel bookings should be done together in a single transaction and should not be booked separately. To Book only a Hotel without flights: 1. Select the Hotel tab 2. Select a traveller from the drop down menu, or if you are booking for a guest traveller select Occasional Traveller (you will be asked to enter the guest traveller name on the final page). 3. Search by Hotel location, Check in and out date. You also have the option to filter your search by Hotel name, Price per night and Star Rating. 21 I IFL TRAVEL MANUAL

23 Hotel Search Results 1. Company negotiated rates appear at the top of the results page. Favourite or preferred hotels will also appear at the top of the page marked with a star or your company logo. 2. You will also have access to Egencia Preferred Rates and Expedia Special Rates. 3. Click on View Rates to instantly see rates available at the hotel Note: For multi room and multi night bookings, the price given is an average per night and per room 22 I IFL TRAVEL MANUAL

24 4. Search results can be sorted by Price, TripAdvisor rating or distance 5. Click on the expandable map to locate on a map all hotels listed on the page 6. Filters allow you to restrict the display criteria by hotel name, price, star rating, hotel amenity and neighborhood. 7. Click on View more hotels to display more results on the same page 8. To select a hotel, click View rates and Select your hotel 23 I IFL TRAVEL MANUAL

25 Hotel Infosite Click on the hotel name in the search results to get direct access to detailed information about the hotel 1. Hotel Details provides full hotel description, images and amenities. 2. TripAdvisor Reviews provides hotel reviews and ratings from business travellers. 3. Hotel Location provides address and map details, as well as location highlights and nearby points of interest. 4. Rooms & Rates provides room type, day rate, amenities, cancellation penalties and terms and conditions. 24 I IFL TRAVEL MANUAL

26 Hotel Checkout Page 1. At this step, you can add a car or flight to your trip and review your hotel details 2. You can view the Hotel standard Fees, Policies, Cancellation and changes, as well as send a comment to the hotel Follow the prompts to finalize the booking 25 I IFL TRAVEL MANUAL

27 Need A Self-Drive International Car? When booking a flight or hotel there is an option to Add a car on the Checkout page. Selecting this option will take you directly to the car search page. To Book a Car Only: Select the Car Tab Select the Date, Time, Car Hire Company and City If you are searching for a drop off location different from the pick-up location, you can untick the box to add your drop off location to the search. Click Search 26 I IFL TRAVEL MANUAL

28 You can modify your search criteria : location, dates, hours. You have options to filter the search criteria from Car class to rental companies. When using those filters the display refreshes automatically and instantly. The Best Value options are the cheapest rates of the highest in policy car class. Display results; By default the display is shown by preferred supplier marked with a star (set up by your Travel Manager) but you have the ability to sort results by price or destination (if you searched for a specific location) You will see all the range of car class available for each supplier (in policy cars and the first category above the in policy category). 1. When searching for a specific location (other than airports) a map is displayed on the left side on the display page; it allows you to see all the agencies available around the pick-up or /and the drop-off locations. The icons indicate which supplier. 2. In this case you can also sort the agencies by distance from your location point. You can then see the nearest one where a car in policy is available. 27 I IFL TRAVEL MANUAL

29 Drop Off Selection If your are looking for drop-off and pick-up locations that both are addresses, cities or custom locations, you will choose the pick-up agency, the car class on the first page and have an additional page to choose the drop off agency. You can see at a glance all the specifications of the car number of passengers, of luggage, air conditioned, milage included. By clicking on the car picture, the car type or the car price you will open a pop up window with information detailing the breakdown in price, extras, and coverage. 28 I IFL TRAVEL MANUAL

30 Car Checkout Page 1. You will see a recap of all your selection. The price will be displayed in the currency of the website. If the booking is for another country, the price will also appear in local currency. You can still check the detailed rates & conditions. 2. You have the detailed address and opening hours of the agencies you will pick up and drop off your car. 3. Also if needed you can send a message to the car rental company. In case of a pick up at the 18 airport, providing the flight number enables the car vendor to make the car available at the right terminal. Moreover they use it to be alerted when a flight is late and the traveller might arrive late to pick the car up You have the ability to request some specific options such as a navigation system, snow chains or winter tires. The request is then sent to the supplier but the confirmation is not necessarily done immediately. Confirm Booking When all the services you require are included in your itinerary on this final screen, you are ready to go ahead and confirm your booking. 29 I IFL TRAVEL MANUAL

31 Please look over the itinerary and make sure all details are correct. 30 I IFL TRAVEL MANUAL

32 1. Cost Centres - If your company requires a cost centre or department code for accounting, you will be asked to select that here. 2. Low Cost - This will appear for low cost airlines, please tick this to allow us to send the airline your details. 3. Savings - If your company has a best fare of the day policy, and you havent booked the lowest airfare/hotel/car you will need to select a reason. 4. Payment - Enter company or personal payment details 31 I IFL TRAVEL MANUAL

33 Reservation 1. Once you have clicked Confirm to validate your trip, a booking reference number and overview will be generated. 2. A confirmation is automatically sent 2 32 I IFL TRAVEL MANUAL

34 my Trips 1. To view any trips you have booked, click on the Trips tab from the homepage. 2. You can view current or completed trips for yourself and your travellers. 3. You will also be able to view any trips that you have started but not completed. Note: Trips that have not been booked or ticketed and are no longer required, can be deleted by selecting the trip and deleting it. My Invoices 1. Search for invoices by: Date range Traveller (from the drop down menu) Booking reference 33 IIFL TRAVEL MANUAL

35 Document number Who the trip is booked by (if not by the traveller) 2. To view the documents as PDF, select the check box next to the appropriate invoice, then click on the Download selected documents 3. To export the search result as an Excel file, click on the Export result list 4. You can also download all documents in the results window by clicking on Download all documents 34 I IFL TRAVEL MANUAL

36 My Profile 1. To update profile information for yourself or other travellers, click My profile on the toolbar. 3. Save relevant profile information including phone numbers, air preferences, meal preferences, credit card details, passport details, frequent flyer numbers and/or hotel memberships: General Information update name, date of birth, personal address and phone numbers (Mandatory), business details, account details and passport information Cost Centres can only be amended by travel directors. Please contact your company travel director to change this information in your profile. Delivery Addresses company address details Payment Means add credit card details (depending on company policy) 35 I IFL TRAVEL MANUAL

37 Subscriptions & Loyalty Cards add frequent flyer memberships for airlines, hotels and cars Alerts & Customization - add preferences and alerts advising card and documentation expiry dates, adjust display currency Travel Preferences add seating and meal preferences Traveller Tools In the Tools tab, you will have access to: Online check in: Provides links directly to the airlines check in sites Travel News: Access detailed news on any event that may affect business travellers. Real-time global travel alerts are listed and easy to locate on a global map. Maps and Directions: Get directions, or check distances on a map view for when you arrive in a new city Currency Conversion: Online converter Country Watch: Provides a link to the Ministry of Foreign Affairs for access to country specific Travel Advice. Visas: Provides information on how to obtain access to the Egencia India visa provider. 36 I IFL TRAVEL MANUAL

38 Forgot Your Password? Log in to: click on Sign in 2. Click on the Forgotten password link 3. Enter your login (your company address) and type the captcha code. Click I need to reset my Password 4. Check your , click on the link within the 5. Enter a new password as prompted 37 I IFL TRAVEL MANUAL

39 6. Log back into Egencia.co.in with your newly created password Tips for first time log-in Be sure to save the link as a favourite in your web browser for easy access in the future! Check your personal travel profile by clicking on the My Profile link at the top of any page Passport Name - Please ensure your profile reflects your passport name, as airlines have the right to refuse boarding if the name on your airline ticket does not match the name on your passport Credit Card - For security purposes, credit card details were not uploaded onto the new site. If your travel bookings are to be paid by your individual credit card, ensure that you save your credit card details in the Payment Means Tab Passport/Visa - Incomplete passport and visa details will not have been uploaded onto the new site. Please double check your personal information and ensure that all fields are completed. Personal Preferences - Remember to save your personal preferences, including frequent flyer numbers and other important information! 38 I IFL TRAVEL MANUAL

40 Getting Assistance Online Help To access Online Help, click the Help button on the relevant link on each page Online Travel Information See Traveller Tools on the navigation bar for access to Travel News, Maps, Currency Converter etc. Other Travel Assistance For assistance please contact the Egencia contact centre Toll Free: Toll: Changing Your Password To change your password click on My profile in the navigation bar. Click the Modify button (If you are a travel arranger find your name in the list and follow the same steps) In the General Information tab scroll down to the Account section, change your password and click Save 39 I IFL TRAVEL MANUAL

41 Notes 40 I IFL TRAVEL MANUAL