WABTEC India

Online Booking Tool - User Guide

Self-Booking Tool – User Manual for Wabtec Group India Traveler’s

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 Index
WHAT IS FCM HUB? ........................................................................................................................................ 4
PROFILE CREATION FOR WABTEC GROUP TRAVELLERS & TRAVEL ARRANGERS: ....................... 4
HOW TO ACCESS WABTEC GROUP - FCM HUB: ....................................................................................... 4
LOGGING IN FOR THE FIRST TIME? ........................................................................................................... 4
WABTEC GROUP - FCM HUB HOME PAGE: ................................................................................................ 5
PROFILE UPDATE BY WABTEC GROUP INDIA TRAVELLERS:............................................................... 7
PERSONAL DEATAILS UPDATION: .............................................................................................................. 7
PERFERENCES UPDATION: ............................................................................................................................ 8
CONTACT INFO UPDATION: .......................................................................................................................... 9
MEMBERSHIP NUMBERS: .............................................................................................................................. 9
PASSPORT / VISA UPDATION: ................................................................................................................... 10
AUTHORIZAITONS: ....................................................................................................................................... 10
WABTEC GROUP TRAVELDESK TEAM DETAILS: .................................................................................... 11
POLICY: ............................................................................................................................................................ 11
NAVIGATION TO FCM ONLINE BOOKING TOOL: ................................................................................... 12
TRAVEL ADMIN/TRAVEL ARRANGER’S PROCESS FOR BOOKING TRAVEL FOR SENIOR
MANAGEMENT GROUP.................................................................................................................................. 13
WABTEC TRAVEL POLICY AIR (DOMESTIC/INTERNATIONAL): ..........................................................................14
APPROVAL PROCESS: ............................................................................................................................................15
BOOKING PROCESS ONLINE & OFFLINE................................................................................................................16
APPROVERS / MANAGER RESPONSIBILITIES- .....................................................................................................17
ONLINE BOOKING PROCESS: ..................................................................................................................... 17
THE BENEFITS UNDER CORPORATE FARE AS FOLLOWS: ......................................................................................20
HOTEL BOOKING PROCESS:........................................................................................................................ 25
CAR BOOKING PROCESS: ............................................................................................................................ 27
SEND FOR APPROVAL (APPROVAL REQUIRED PAGE)- ........................................................................................28
MY TRIPS DASHBOARD- ........................................................................................................................................30
FOR APPROVERS - ..................................................................................................................................................31
E – TICKET ISSUANCE & HOTEL VOUCHER- ..........................................................................................................32
HOW TO CHECK VISA INFORMATION? .................................................................................................... 33

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FCM INDIA MOBILE APP FEATURE FOR WABTEC GROUP: ................................................................. 35
STEP 1.1: LOGIN PAGE .........................................................................................................................................35
STEP 1.2: LOGIN PAGE COMPANY CODE ..............................................................................................................36
STEP 2: HOME PAGE FOR USERS ...........................................................................................................................37
STEP 3 - AIR SEARCH ...........................................................................................................................................38
STEP 4- MISSED SAVING ......................................................................................................................................39
STEP 5 – APPROVAL PROCESS & BOOKING PROCESS.........................................................................................41

Version of the Document:

Prepared By: Managed By: Issue Date Document Version

Aakash Kanojia Smitha Thomas 8/27/2018 V 1.1

For any issue related to login to FCM HUB Support, please write in to wabtec.support@in.fcm.travel.

**Important Instructions – Please refer to Wabtec Global Travel Policy in case of any further
clarification required on the approval process for Flights, Hotels, Cars etc.

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What is FCM HUB?
FCM HUB is an online travel management tool that is available 24/7 via the web.
FCM Portal provides a safe and secure online location for your company’s travel information and has been
customized to suit your organization. This complete travel resource incorporates travel policies, profiles and
a range of FCM products and services.

Profile Creation for WABTEC GROUP Travellers & Travel Arrangers:

Profile information will be created and stored within the FCM system through an automated HR feed that
comes from WABTEC GROUP HRMS system on daily basis. The Feed pushed to FCM has the list of all the
active employees for Wabtec Group.

Individual Profiles will be created on a Traveller or Travel Arrangers behalf via an HR Feed received directly
from your Company Management into the FCM system. With the first-time login Travellers/ Travel arrangers
needs to update their name as per their “PASSPORT” as a onetime activity. Along with this Travellers
/Travel Arrangers can updated other information such as meal & seat, frequent flyers Numbers, Passport
details etc. in their profiles. The detailed profile set up is explained in this user guide.

Note: It’s important for every Traveller/Travel Arranger to update the name in the profiles as per their
“Passport” only. If the name is not as per the passport and ticket gets issued in the wrong name than
tickets needs to be cancelled which will charged as per the Airlines Fee if its booked under Non Refundable
fare for Domestic/International.

How to access WABTEC GROUP - FCM HUB:

HUB is your one-stop travel information hub from where you will be able to access your personal profile
information and request approval to travel. You will also have access to a host of travel tools, training
guides and important travel policy documents

User can directly log in to FCM HUB:

Link to HUB: https://hub.fcm.travel/WabtecIN

Username: your email address (all letters lowercase)

Password: Due to heightened security your New Password must contain the following characters:

2 Upper case
1 Numeric
1 Alphabetical
1 Special
1 Lower case
eg. password: TRavel&12 (please do not
us this example)

Logging in for the first time?

Your username is your work email address. To maintain password security, please click the “Forgot
your Password” link on the login page. This will allow you to generate a password.

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WABTEC GROUP - FCM HUB HOME Page:
Wabtec Group Travellers / Travel Arrangers needs to log in on FCM HUB with their official email ID &
Password. Please save the URL to favorites for future use.

Note - For the first-time login, the navigation steps for password reset is mentioned in Page number 3.

Company Notes on the Welcome Pop-Up. By checking the box, this Pop Up can be disabled for future.

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After the user clicks on the close button, they will land on the Dashboard for WABTEC GROUP FCM HUB.
This dashboard is updated with Wabtec Group Travel standards, Wabtec Corporate Travel Policy, Wabtec
Corporate Travel User Guide & FAQ, Vat Recovery Internal Guidelines, Chubb Travel & Medical Assistance
Guidelines etc.

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Profile Update by WABTEC GROUP India Travellers:
Every Travellers/Travel Arrangers for WABTEC GROUP India needs to update their profiles. Starting from
Name as per their Passport, Personal details, Preference (Meal, Seat etc.), Emergency contact details,
Membership Numbers, Passport & Visa and Authorization.

PERSONAL DEATAILS UPDATION:

Traveller needs to update their personal details under this section. The First & Last Name to be updated
as per the Passport.

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Also under the “Other Employee Info section the highlighted fields are flowing through WABTEC GROUP
HR feed which will be essential for the WABTEC GROUP Global Reporting. This section will be greyed out
for every user.

PERFERENCES UPDATION:
Travellers/ Travel Arrangers can update their Meal/Seat and any other preference under this section. Under
This section users can update their Car Preference, Hotel Preference etc.

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CONTACT INFO UPDATION:
Traveller/Travel Arranger needs to update Phone numbers (Mobile, Landline). User can also add the
additional email Id where they wants the eticket copy to be sent.

MEMBERSHIP NUMBERS:
Travelers/Travel arrangers need to update the Frequent Flyers, Hotel Loyalty number, Car loyalty numbers
under this section.

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PASSPORT / VISA UPDATION:
Travelers and Travel Arrangers can update their Passport and VISA details here so that before expiry the
Traveler will get alert.

AUTHORIZAITONS:
IF any Traveler needs to add their Travel Arranger so that they can create request, do bookings on their
behalf.

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WABTEC GROUP Traveldesk Team Details:
Under this section, user will get the details of FCM Office & Consultation.

Note - The Traveldesk will be available till 6 pm. Post that emails/calls will be routed through FCM –
Emergency Travel Services Team.

Policy:
Under this section, user can find WABTEC GROUP’s Travel Policy, Corporate Aviation Protocols-March
2016 002). Preferred vendor list & any miscellaneous information that Wabtec Group India want’s their
travellers to be updated with.

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Navigation to FCM Online Booking Tool:
Form the Home page of FCM HUB Dashboard, Travellers/Travel Arrangers needs to client on “Create
New” box which will navigate into FCM Online Booking tool. After user lands into the search engine for
Online booking tool, they can look for the Domestic, International Flights & Hotels & Visa Information.

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Travel Admin/Travel Arranger’s Process for booking travel for Senior Management
Group.
After the EA’s logs in to their account, they could see the name of the Partners on the right side of their
screen and to book the travel for SMG (Senior Management Group), they need to simply click on the
partner’s name, so the emulation will be done automatically.

Step 1

Step 2

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Wabtec Travel Policy Air (Domestic/International):

Now before moving ahead to online booking tool, here are the Wabtec Travel Policy
Guidelines that is configured by FCM for online and Offline bookings.

Standard booking class is Economy

For Intercontinental flights >7 hours flight time –> Business Class is allowed - (means Economy,
Economy Premium and Business class are bookable)
For Regional/domestic flights <7 Hours Premium economy, Business class & First are not bookable
First class is not allowed
All other traveller types: Economy and premium economy permitted

Long haul flights (WABTECH to confirm definition) in Business Class:

o The direct connection flight is allowed in Business Class on if the travel time is > 7hrs
o If Business Class is not available Economy class has to be booked after having consent from
the traveler with necessary approval in place.

Exception:
o A manager can exceptionally allow his traveler to travel “Business” class or “Economy
Premium” class in the following cases:
o Overseas flights that exceed 7 hours, frequent flights or tight business schedule.
o For medical reasons.

Air other:

o Lowest Logical Fare: As per travel policy there is no such amount or capping given,
however one Level approval /Line Manger must approve the trip. It is the responsibility
of the manager who approves the expenditure to guarantee the need of this expenditure,
the compliance with this policy and the compliance with their budget. The role of the
manager is also to challenge the travel requests and not to approve them systematically.
o Lowest Logical fare to also be benchmarked against journeys with One stop included
o Preferred airline configured to show as preferred in Phoenix
o Restrictive and full flexible fares can be booked. Decision has to be done on WABTECH / (Travel
booker)
o It is up to the travel arranger/booker to decide if fares with/without baggage are needed

Low Cost Carrier

o Low cost flights must be booked on the Phoenix if cheaper than in the GDS: As in INDIA our OBT
can be used to issue both LCC & GDS airlines from same platform.
o Travel booker must decide if baggage is needed
o Payment by Company Card for non-frequent traveler (WABTECH Will Provide)
o For Frequent Travelers Individual Corporate card will be provided which in turn Will be mapped
with traveler profile
Upgrade – Not Allowed

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 Additional services
o Seat reservations
o Only allowed if they are free of charge
o Additional services are only allowed when they are free of charge (either by the airline or FCM,
e.g. online check-in, special meals with fees)

Rail

o For travel under 4 hours the train is preferred. Same approval mechanism will work
o All class of travel are allowed, however in accordance to the approval from the respective line
manager.
o Reason codes for 1st Class necessary- List of reasons required from WABTECH

**Bookings out of policy needs to be authorized by Travel Management WABTECH at all times**

Car
o One level policy, all booking request will be approved by respective approver , there is no
such capping mentioned in travel policy .
o The preferred car rental supplier for WABTEC is: AVIS / BUDGET
o The agreement with AVIS / BUDGET is automatically uploaded in the online booking tool of the
Travel Management Company and agents have access to it.
o (Needs to be discussed)

Hotel
o RAC Code to be shared with FCM so that travelers can have the complete access to the
negotiated discounted hotel rates with specific suppliers.
o Preferred Hotel list should be uploaded on Home page of the HUB
o Agents to book hotel when there is a better deal than the contracted one & request must be
accompanied by necessary approval.

**Note - FCM Travel just need to book business trips, no private trips **

Approval Process:
Self-booking process has been defined as standard booking method of WABTEC. This means that all the
travelers should book their travels by themselves. User guides and trainings can be provided.

Each local Human Resources department will define the approval process.

However, it must include:

Travel authorisation by the direct line manager or the project manager (depending on the cost
center the trip is charged to) is required for all.

All Intercontinental trips or trips exceeding $3000 must be approved by a Group President or
Functional VP

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Booking Process Online & Offline

FCM India Online booking tool FCM HUB (booking via internet) shall be used in priority for most
travel reservations. Click here to access your country’s Travel Management Company contact info
and online booking tool internet address.

Offline booking services are also available (booking by phone or by e-mail):

For complex travel and multi-destination trips, booking with a live agent is recommended

Phone calls to the afterhours service (emergency service/24 hour) incur a separate charge
and should only be used for changes/cancellations of the most urgent nature.

Use of Proposed Fares and Suppliers

The Travel Management Company and online booking tool will suggest routes/fares/itineraries that use
Wabtec’s preferred airline, hotel and car rental suppliers. This will ensure that Wabtec saves money and
meets its contractual obligations with these suppliers. Travelers are advised to accept these
recommendations whenever commercially reasonable.

**Any refusals to use suppliers or class of service other than the ones proposed by the mandated
travel agency must be justified by sound business imperatives and require approval by the
employee’s respective Group President or Functional Vice President before the reservation is
confirmed.**

Wabtec Travel Policy rules are integrated in the FCM HUB & OBT for off-line and online booking process
and tools for air, train, hotel and car. FCM to provides WABTEC complete reporting, allowing WABTEC to
track travel expenditures and compliance with the Group Travel Policy.

Travelers are required to accept the lowest logical airfare available. To maximize savings, flights should
be booked:
Domestic Regional Intercontinental
Flights Flights Flights
14 days in 14 days in 21 days in
advance advance advance

Program Support:

• OBT level 1 – Local operations

• OBT level 2 – Online support team
• Operations – Team Leader
• Account Management level 1 – Local Account Manager
• Account Management escalations – Global Account Manager

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Approvers / Manager responsibilities-

It is the responsibility of the manager who approves the expenditure to guarantee the need of this
expenditure, the compliance with this policy and the compliance with their budget. The role of the
manager is also to challenge the travel requests and not to approve them systematically.

**Note- Please refer to Wabtec Travel Policy for futher details on Travel and Travel Related
policy structure. FCM will follow the guidelines stated in the travel Policy for offline & online
bookings.**

Online Booking Process:

Travellers/Travel Arrangers need to Create a Trip after giving up the name to the trip. The Traveller /
Travel Arranger need to select their billing entity to on the trip creation page to move ahead with the
selection of desired services they need to book from the tabs available in the top with the real time airline
Fares Hotel Rates & CAB rates etc. on to the search page

Step 1 – User Needs to create a trip after providing the name to the trip and selecting the billing entity
for the travel.

** Note – Once billing entity selected and ticket is issued on the selected entity, it’s not
amendable on ticket Copy & Invoices. **

Step 2 – On the right side of the home page the description for the past trip will be available.

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Step 3 – After clicking on “Create Trip” tab, the user will land on the Home Page of the online booking
tool. The travellers/travel arrangers will be able to select Air, Car, Hotel etc. and proceed it further for

Note - Approval though the system. The benefits of the tool is that now the travllers can obtain the Trip
approval with the selected cost. The moment approver/manager approves the request, system will issue
the domestic E- ticket and send to the travellers directly. For International, all the bookings will be done
by FCM SPOC for Wabtec.

Also, for the all the approvers/managers, they can approve or decline the request via email, mobile app
or SMS for their repartees. There is a separate section will be followed for Approvers in the end of this
user guide.

❖ User can search for Domestic/International flight (View only) options either one way, return or
multicity.
❖ Enter origin city in Leaving from and destination in Going to fields.
❖ Select the Date & Preferred Time for Travel in the search page.
❖ User may filter his/her search by selecting preferred carrier and timing in Airline preference and
Time fields, respectively.
❖ Click on <<Search for Flights>> button.
❖ You can select the flight as per your preference and post selection click on <<Select>>
❖ Every Travellers Billing entity will be auto fixed into the search page for accurate GST Capture.

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Note – Traveller/Travel Arranger can select Flights, Rail, Hotel Car etc. and send for approval
with Cost.

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After the user will hit search, they will get the flight Results. The flight results will include both Low Cost
Carrier (Indigo, Spicejet, Go Air, Air Asia) & Full Service Carrier (Jet Airways, Vistara & Air India). The
search will reflect WABTEC GROUP Contracted fare “Corporate Fares” & “Published Fares”.

Since WABTEC Group in India do not have any domestic airline deals, FCM has extended our
deal to Wabtec.

The Benefits under Corporate Fare as follows:

Minimal cancellation (In case of Indigo/Spice jet/Go Air). For Jet Airways, Air India & Air Vistara
please refer to the Fare Rules mentioned just below the fare value.
Date Changes free (In case of Indigo/Spice jet/Go Air). For Jet Airways, Air India & Air Vistara
please refer to the Fare Rules mentioned just below the fare value.
Complimentary Meal on board for all 3-low cost (Indigo, Spice jet, Go Air) and Seat selection.

Note: The class of services is fixed as per WABTEC GROUP Travel Guidelines mentioned on Page no. 13
to 15. If the travel is booked within 14 days system will auto reflect the “Out Of Policy” which gets
captured in the MIS.

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After the selection of the preferred flight, the user needs to click on SELECT to move to the next page.

If the Traveller have selected the higher fare than system will give you alternate cheaper options
within 60 minutes of time selected by you.
Still if you want to book your preferred flight then choose from the ‘Reason of choosing higher
fare’ and click on <<submit>>.

Note - ** This will go to the approver as a part of MIS saving with the selection of the current
fare.

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Step 1 - Once the user clicks on submit, they will land into the “Approval Required” page where the
details like Name, Email ID, Phone number, Meal & Seat preference, FF# will be auto fetched from the
Profile. Hence, it’s very important to update the profiles on FCM HUB with all the latest updated.

Step 2- Also as WABTEC GROUP Travel Guidelines, PROJECT CODE is Mandatory for all the Bookings
done through FCM OBT.

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Step 3 - The GST information will auto flow in the PNR which brings 100% GST capture on all Bookings
done form FCM System

Step 4- User Need to accept the terms and click on Book Flight to get the tickets issued for the selected
Airlines. Also, the Airline provide 9 Minutes to close the transaction and if passed the session will log off.
System will also provide the information of the Approvers to the uses.

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Step 5 - Before Sending it for approver system will ask the user to click on proceed with their selection
to be sent for approver.

Step 6 – After user click on proceed, the flights will be added to the trip. Accordingly the Travellers can
add the Hotel, Car, Rail, Visa etc in their trip and send a consolidate email to the approver/manager for
approving.

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Hotel Booking Process:
To look for the Hotel booking, user needs to click on the (Bed icon) on the Trip Page and click on search.
The system will auto calculate the date as per the flight.

Note - In case the dates need to be changed or extended than on the hotel search page user can click on
Modify search and change the dates.

After feeding up the details for the Hotel, the user need to click on Search to get the results for the
Hotels. The search for the Hotels will land the user by default to WABTEC GROUP contracted Hotels
Rates.

Wabtec contracted global rates are mapped in the online booking tool which will fall under corporate
contracted rates

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After the results are displayed, user can do opt for the following.

Option can be emailed from EMAIL RESULT.

Click on Show more rooms to check the other room categories.
Click on Cancellation Policy to check the Hotel cancellation policy.
Click on more details to check the Amenities and location on Google Map.
Click on <<Select>> to move it to the next step.

If you have selected the higher tariff then system will give you an alternate cheaper option.
Still if you want to book your preferred option then choose from the ‘Reason of choosing higher
tariff’ and click on <<submit>>.

Note - Provide a Reason and move proceed with the booking by clicking on Submit Button.

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Once the user clicks on submit, the Hotel will be added to the Trip which will be sent for approval from
Manager/approver. The details like Name, Email ID, Phone number, Hotel Loyalty Program Number will
be auto fetched from the Profile. Hence, it’s very important to update the profiles on FCM HUB with all
the latest updated.

Car Booking Process:

To add the car to the Trip, Traveller/Trvel Arrangers can click on Airport Transfers, Local Cab (at
disposal), Outstation Cab etc.

**NOTE- If there is no requirement for the Cab or Hotel Travellers can stand alone book the
Flights only as well**

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Send for Approval (Approval Required Page)-
After adding Flight, Hotel, Car etc. to the trip, now the traveller needs to click on “Send for Approval” to
their respective approving authority.

Once the user clicks on “Send for Approval”, they will land on final page before submitting it
for approval.

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Note – The Travellers approver data has come from WABTEC global HR feed so in case of any
correction, please reach out to your HR team.

The system will reflect the user about the name of approve for the tirp. Travellers can specify the
purpose of Trip which will be viewed by the manage.

IMPORTANT POINT –

1- After the approval form the Manager/Approver, the system will auto issue the Flights and Eticket
hence please ensure all the details such as Name (as per passport or govt. Id is updated on the
profile, billing entity must be selected correctly, Project code to be specified correctly.
2- After the approval form the Manager/Approval, the user need to go to “My Trip” and book the
Hotel & Car

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My Trips Dashboard-
Travellers can view all their existing and future trip under My trip options. Also as mentioned above on
page 28, Flight will be auto issued after the approval. But for Hotels & Car, Travellers need to click on
“Book” option under the My Trip section.

After the approval the dashboard view

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For Approvers -

There are 2 ways by which the approver / manager can approve or decline the trip request raised by
travellers/Travel Arranger:

1- Via Email – After Travellers/Travel Arranger submit the Travel Request on the OBT, the system
generated approval email will come to the manager. This email will also have the selected flight
by the travellers along with MIS saving for not selecting the lowest fare. So, after reviewing it
Manager/Approver can approve or decline.

2- Via log in to their account and clicking on “To Approve option”.

NOTE - In case the approval is not available for approving hence WABTEC Travel ADMIN
must approve the Travel Request.

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E – ticket issuance & Hotel voucher-
E Ticket will be booked and Ticket copy emailed to your official email id.

Note – For Cancellation/Reissue, user needs to contact FCM SPOC FOR WABTEC during office
hours. For Post office Hours, it’s the ETS team which needs to be contacted for Cancellation
& Changes.

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Hotel Voucher to be generated once the Travellers book it online after going to My Trip
option.

How to check visa information?

Once you logged in the system ,please click on Visa tab.

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 Select the country for which you need to check the visa information.
Click on <<Get Details>>.
Click on Visa Notes to check visa requirement for the specific category like
Tourist/Business/Student.

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FCM India Mobile APP Feature for WABTEC GROUP:
Air Search and Book.
Hotel Search & Book
Car Not Operational Currently.
Cart Search function.
Booking with reporting parameters.
Integration with Mobile calendar (If you book through app, it will sync with
your mobile calendar).
Pending cart search function.
My Profile - Edit and View.
Web check-in link.
Offline Cart view (can see recent carts without net connection).
View Fare Rule.
Search, View & Email flight option s for non SBT users.
Self-Booking facility on BTC model.
User friendly.
This will work for customer which are on bill to company.
FCM India can be downloaded from App Store for (IoS users) and Play Store (Android). User
need to download FCM India Mobile app only as there are other FCM Global Apps available,
which are not compatible for India.

Step 1.1: Login Page

This is a one time log in requried on the FCM India Moible app for WABTEC GROUP. The user
need click on to company Code Sign in and move to the next step.

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Step 1.2: Login Page company Code

User needs to specify “HUB” as a company code and move to the next screen. On the next
page user needs to put their Log in credentials for FCM HUB as a one time activity for App.

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Step 2: Home page for Users

After user logs in to the APP, on the Home page they would be able to see their name. They can review
their travellers profiles which gets auto synced form FCM HUB. At present FCM India Mobile App can be
used for the following tasks: -

1- Book Air & Hotel.

2- Review all the Itinerary booked online

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Step 3 - Air Search
Traveller can do the selection for the flights as per their travel plan and as per the Travel Guidelines, the
options will be visible.

Search Results to be displayed as:

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Step 4- Missed Saving

If the travellers do not selects the lowest fare, than MIS saving reason will be required before the
issuance.

(a) Fare comparison on higher fare selection (b) Reason code if higher fare selected

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For Hotel Search & Bookings:

Hotel Search Results & Cancelaltion Policy

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Step 5 – Approval Process & Booking Process
Scenario 1 - For doing the booking after the selction, user will land on the bookings details page and
complete the booking before sending it for approval. Same approval process as per Website will apply on
Moible abpp..

Travellers/ Travel Arrangers must ensure that all the Reporting fields should be filled in for booking the
ticket and as per Wabtec Group India’s guidelines, Project Code is mandatory for processing the ticket.

After the Issuance, a copy of E ticket will go to the Travellers/EA’s.

Thankyou!!

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