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Zeta Optima platform allows you to initiate various employee tax benefit transfers, for example, instant distribution of fuel and travel reimbursements to all employees in one go. Ensure that you've set up a Optima fuel & travel card program and loaded your funding account prior to execute an employee transfer. In addition, make sure that you choose a correct company to initiate a new transfer through an active program if you've configured multiple legal companies under your organization.

Using Optima fuel & travel program, corporates may choose to provide conveyance allowances or reimbursement on fuel and travel expenses as per company policy and IT guidelines.

To Initiate a Fuel & Travel Card Transfer

  1. Log into the Zeta Optima platform.
  2. Locate the Company dropdown at the top left of the screen and choose a company under which you want to create a new fuel card transfer. This is an optional step if you only have a single legal company.
     
  3. From "Zeta Optima" menu, go to Active Programs > Fuel Card program. This opens up the "Overview" tab, i.e., fuel card homepage. 
     
  4. Click New Transfer Order option to initiate a new fuel card transfer. This opens up the new transfer page. Note that the new transfer order option is available in all sub-tabs for quickly creating new transfers.
     

  5. In the “New Transfer” screen, configure the following:

    Upload File with Employee Details

    Drag and drop an employee file or browse to the folder to upload the file. Formats supported are XLS, XLSX and CSV types with maximum of 5 MB size limit. Note that the valid file contents are name, mobile number or email ID, amount to be released as shown in below excel illustration.

    See a sample preview for quick help.

    Schedule Transfer DateEnter the scheduled transfer date on which you wish to transfer the fuel card to the employees every month
    Purchase Order NumberOptionally, you may wish to enter purchase order number for internal tracking
    Initiate TransferOnce you’ve completed above steps, click Initiate Transfer. For convenience, you see fund balance right above the initiate transfer option. Ensure that you keep sufficient funds in your funding account. Your transfer will be stalled in case you run short of funds and you’d be prompted to load money to execute your transfer successfully.

You’ve just initiated/scheduled a new fuel card transfer using Zeta Optima dashboard. Employees would receive the fuel credit on the scheduled date as specified in the transfer. A confirmation message is displayed on your screen along with an email notification sent to your registered email ID.

The Zeta platform provides you a robust notification system that keeps you updated about all transfer stages such as new transfer scheduled, failed or credited and so on via the email notification.

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