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General Queries

How are Optima Meal Vouchers different from other solutions?

Optima Meal Vouchers are first-of-its-kind electronic meal vouchers issued by Zeta in partnership with the RBL bank. Being a unique digital solution, Optima Meal Vouchers take away the hassles of physically storing, saving and sending vouchers to employees every month. The entire solution can be run and managed through a user-friendly desktop interface in a few clicks. Our solution is also 100% compliant with RBI and Income Tax guidelines. We also offer a unique advantage of allowing companies to customise their entire meal voucher programme as per the requirements of a company.

How can we signup for Optima Meal Vouchers?

You can signup with Optima through our website. Find the signup tab at the right top corner, click on the tab and select ‘For HR admins’. You can create an account free of cost from here. Alternatively, you can reach out to us at 022 61123989 or write to us at corpsales@zeta.in and our representatives will reach out to you for signing you up.

How can we send Optima Meal Vouchers to employees every month?

Sending meal voucher credits to employees every month can be done in a few clicks through our user-friendly digital dashboard. Just upload employee details like name and email ids/phone numbers and select a particular date to send grants. Meal vouchers will be sent to your employees automatically on the scheduled date.

Where will our employees be able to spend Optima Meal Vouchers?

Optima Meal Vouchers enjoy the widest acceptance in India. They can be used to buy food and non-alcoholic beverages at any store that accepts card payments. Moreover, your employees can buy food from office cafeteria and even from online food delivery services using Optima Meal Vouchers.

How can employees start using Optima Meal Vouchers?

Optima Meal Vouchers can be used via the Zeta Super Card, Super Tag and app, which are all connected to the Zeta accounts of each employee. While we are onboarding you, our representatives will help your employees download their Zeta app and activate their Super Card and Super Tag.

What if some employees do not have smartphones?

Optima Meal Vouchers can be used by employees who do not have smartphones. They can make their expenditure via our Mastercard-powered Super Card which is accepted at all stores that accept card payments. They can track their balance and access their account via Zeta on Web, our web-based desktop interface, accessed via the Zeta website.

Is Optima compliant with legal norms?

Yes. Optima is 100% compliant with all RBI and Income Tax guidelines.

Usage

How can we customise our programme?

Optima offers the unique advantage of a 100% customisation of our solutions as per the requirements of your company. We can tailormake your Optima Meal Vouchers solution your way to fit in any requirement that you may have. You just need to reach out to your account manager and let them know about the customisations you need.

How will we send voucher credits to our employees?

You need to upload the details of your employees like their names, numbers/email ids on our digital dashboard and select a date for payouts. Just ensure, there are enough funds in your Optima account for all the payments to go through. You can easily add funds to your account by NEFT or cheque transfers.

Can we access reports on our usage?

Yes, Optima’s unique digital dashboard gives you access to all kinds of reports and analytics that you may need to track your meal voucher programme. You can opt for employee specific reports, usage patterns, projection reports and more using our dashboard.

Is there a way of revoking credits sent by mistake?

Yes, using the dashboard, you can easily revoke an order that you have sent out by mistake. However, if the user has already used the credits, you’ll have to settle this internally. Unused credits can always be revoked.

How can I activate Zeta Gift Card service?

To avail Zeta Gift Card services, please contact Zeta Customer Care at support@zeta.in.

Are there any charges involved?

No, there are no charges involved in activating Zeta Gift Card.

Can I customise Zeta Gift Card according to my company policies?

Yes, you can customise parameters like amount, validity, design and stores at which the card can be used.

Is there a limit to how much money a corporate can send via the Zeta Gift Card?

You can set the value on your Zeta Gift Card as per company policies. However, any value exceeding Rs 5000 will be taxed

Can we get a refund if it is charged to a wrong user?

In case it is charged to a wrong user, please drop a mail to Zeta Customer Care at support@zeta.in.

What do I do if I face any issues?

Please drop a mail to Zeta Customer Care at support@zeta.in or chat directly with our support team.

General Queries

What is Optima Medical Reimbursements?

Optima Medical Reimbursements is a digitised employee tax benefits solution and offers employees the option to claim up to Rs 15,000 as tax-free reimbursements in a year. It is completely paper free and using this, you can distribute grants to all employees, anywhere in the country, in just a few seconds. Our solution also allows you to outsource all bill verifications to Optima and access reports/analytics on your programme digitally. Optima grants can be sent to employees via the same Zeta platform that supports all the other employee tax benefits that comprise the Optima smart benefits suite.

How is Optima Medical Reimbursements different from existing solutions?

Optima Medical Reimbursements is the first digitised medical reimbursements solution in the world. The traditional form of claiming tax benefits through medical reimbursements involves a lot of paperwork, manual bill verification, saving and storing paper bills for a long time and more. Optima makes the process quick and paperless for the first time. With Optima Medical Reimbursements, employees can make claims on-the-go via the Zeta app and all verifications and statement preparations are outsourced to Optima’s experts.

How can we offer Optima Medical Reimbursements to our employees?

The first step is to create an Optima account for your company. This will give you access to the Optima corporate dashboard, which serves as the command centre for the entire Optima smart benefits suite.

From here you can

  • Add funds

  • Schedule a date for payout of grants

  • Access reports and statements

The sign-up page can be found at https://corp.zetaapps.in/#/login. You can also call +91 22 61123989 to speak to us directly and access assistance in signing up with us through or team of experts.

How can we send Optima Medical Reimbursements to our employees?

Once you’ve logged in to your company’s Optima account, you will need to add funds to ensure that employees receive their grants. The funds are added to a pool account owned and operated by RBL Bank Ltd. To transfer grants, upload a .csv, .xls or .xlsx file containing employee details like name, email id and phone number (a sample form can be found on the dashboard itself). Finally, select a date for the payout and the grants will be distributed automatically.

How much can we transfer to employee’s accounts?

While the Income Tax Act specifies that employees can claim up to Rs 15,000 as tax-free medical reimbursement, as an organisation, there is no limit on how much can be transferred to employees. But non-KYCd employees cannot hold grants worth more than Rs 20,000 in their card. This limit rises to Rs 1 lakh after KYC.

What if an employee submits a bill that is illegible?

Optima uses specially-developed software that can read text. It is far more capable than the human eye at recognising characters.

How often can we transfer grants to employees?

This is entirely dependant on your company policy. Since transfers can be scheduled, the Optima corporate dashboard offers the flexibility of distributing grants any number of times in a year.

How can employees spend the balance in their Optima Medical Reimbursements Cards?

Employees can spend the balance in their Optima Medical Reimbursements Cards through the Zeta app and the Mastercard-powered physical card, the Zeta Super Card. During the onboarding process, employees will receive their Zeta Super Cards. They will also be educated about use and features of the Super Card and the app.

Where can employees spend the balance in their Optima Medical Reimbursements Cards?

Employees can spend the balance in their Optima Medical Reimbursement Cards or claim bills from pharmacies, doctor’s offices, labs and offices of other medical practitioners and online medicine delivery stores. However, it is possible for you to customise and specify where employees can spend their grants.

Usage

What aspects of the Optima Medical Reimbursements programme can we customise?

Every aspect of the programme, from the employees who are eligible, to where and how grants are spent, and more can be specified by you. Optima Medical Reimbursements is the only fully-digitised, 100% customisable medical reimbursements programme in the country.

To customise the implementation of the Optima Medical Reimbursements programme reach out to us and we’ll help you out.

Is there a way to access the reports prepared by Optima?

Yes, you can. The Optima corporate dashboard gives you access to reports such as:

  • Order history

  • Employee-wise statements

  • Consolidated statements

  • Analytics

Is there a way of revoking credits sent by mistake?

Yes, using the dashboard, you can easily revoke an order that you have sent out by mistake. However, if the user has already used the credits, you’ll have to settle this internally. Unused credits can always be revoked.

What happens to the grants if an employee leaves our company?

While an ex-employee can use the grants that have been credited to him or her, it is still possible for you to revoke any unused credits.

What happens to any unused credits in employee’s accounts at the end of the financial year?

Any balance that remains in the Optima Medical Reimbursements Card is automatically transferred to the employee’s Cash Card. You can factor this amount in while processing employee payroll. It is also possible to automatically revoke any unused grants, which can be credited back to the employee after making necessary tax-related deductions.

Generic Queries

What is the Optima Communications Card?

The Optima Communications Card is a digital solution that allows you to manage your organisation’s communications reimbursements programme. It helps employees save up to 30% in taxes on the bill payment of mobile, landline and internet connections used for work purposes. You can also save time and resources by electronically distributing communication grants to employees in an instant, outsourcing claim verifications and more.

How can we offer the Optima Communications Card to our employees?

The first step is to create an Optima account for your company. This will give you access to the Optima corporate dashboard, which serves as the command centre for the entire Optima smart benefits suite.

From here you can

  • Add funds

  • Schedule a date for payout of grants

  • Access reports and statements

The sign-up page can be found at https://corp.zetaapps.in/#/login. You can also call +91 22 61123989 to speak to us directly and access assistance in signing up with us through or team of experts.

How does the distribution of grants take place?

To distribute grants to employees, you must first ensure that sufficient balance is maintained in the corporate pool account owned and operated by RBL Bank Ltd. To transfer grants, upload a .csv, .xls or .xlsx file containing employee details like name, email id and phone numbers (a sample form can be found on the dashboard itself). Finally, select a date for the payout and the grants will be distributed automatically.

How much can we transfer to employees?

As an organisation, there is no limit on how much can be transferred to employees. However, non-KYCd employees cannot hold grants worth more than Rs 20,000 in their Optima Communications Card. This limit rises to Rs 1 lakh after KYC has been done.

What is the maximum amount employees can claim every month?

According to the Income Tax Act, there is no upper limit on how much can be claimed. The Act specifies that employees can claim reimbursements on the actual value of the bill. As an organisation, however, you can specify an upper limit on how much each employee can receive as a tax-free reimbursement.

How often can we transfer grants to employees?

This is entirely dependant on your company policy. Since transfers can be scheduled, the Optima corporate dashboard offers the flexibility of distributing grants any number of times in a year.

What can the balance in the Optima Communications Card be used for?

The Optima Communications Card can be used to claim tax benefits on mobile, landline, data card and internet bills. These bill must be issued in the employee’s name and the connections must be used by employees only for work-related purposes.

Usage

What aspects of the Optima Communications Card programme can we customise?

Every aspect of the programme, from the employees who are eligible, to where and how grants are spent, and more, can be specified by you. The Optima Communications Card is the only fully-digitised, 100% customisable communications reimbursements programme in the country. To customise its implementation reach out to us and we’ll help you get started.

Can we access the reports prepared by Optima?

Yes, you can. The Optima corporate dashboard gives you access to reports such as:

  • Order history

  • Employee-wise statements

  • Consolidated statements

Is there a way of revoking grants sent by mistake?

Yes, the Optima corporate dashboard allows you to easily revoke an order that you have sent out by mistake. However, if the user has already used the grants, you will need to settle this internally.

What happens to the grants if an employee leaves our company?

While an ex-employee can use the grants that have been credited to him or her, it is still possible for you to revoke any unused credits.

What happens to any unused credits in employee’s accounts at the end of the financial year?

Any balance that remains in the Optima Communications Card is automatically transferred to the employee’s Cash Card. You can factor this amount in while processing the employee payroll. It is also possible to automatically revoke any unused grants, which can be credited back to the employee after making necessary tax-related deductions.

What is the Zeta Fuel & Travel Card?

The Zeta Fuel & Travel Card is a digital solution that makes it easy for HR managers to distribute conveyance allowances or issue allowances covering fuel spends, driver salaries, auto insurance premiums, car leases and maintenance costs.

How is the Zeta Fuel & Travel Card different from other fuel cards?

The biggest difference is that with this card, employees will not be tied to one chain of fuel stations. They can purchase fuel from the fuel station that’s most convenient to them. Additionally, unlike other fuel cards, the Zeta Fuel & Travel Card doesn’t carry any annual fees either.

Can employees save on taxes with this card?

Yes, they can. According to the rules prescribed under the Income Tax Act, employees are entitled to tax-free reimbursements on fuel and maintenance costs and driver salaries (if applicable) on employee-owned vehicles that are meant for official as well as personal use. You can find more information here.

How can Zeta be integrated into a company’s existing benefits programme?

Working with Zeta does not require installing any software and to only requires creating an account online. Everything from distribution of grants to viewing reports can take place through this account. Zeta can also be seamlessly integrated into any third-party payroll software as well.

Is bill upload mandatory for Zeta Fuel & Travel Card?

Bill upload is not mandatory in case of fuel reimbursements as we ensure that grants are spent only at fuel stations. While the transaction history is itself enough to validate the spends, bill upload can still be turned on, if required. It becomes necessary in case you want to issue other allowances such as car maintenance, driver’s salary etc.

What do I have to do as an HR manager to distribute grants?

Once logged in to your Zeta account on the web, you will need to upload the names and contact details of the employees to whom the grants need to be issued, along with the value of the grants. The grants will be distributed automatically on a date specified by the HR manager.

How can employees make payments?

KYC or Know Your Customer is required only when an employee wishes to maintain a balance more than Rs 10,000 in their Zeta Communication Card. While it is not mandatory, it is recommended. Our standard KYC process requires a photo ID, address proof and a photograph each from the employees.

What would be the validity of the Zeta Communication Card?

If you are giving your employees a monthly allowance, then payments can happen through the Zeta Super Card, a MasterCard-powered card. This method can also be followed by employees who don’t have smartphones.

Employees who are reimbursed for their expenses can follow the pay and collect model where they make payments in cash and then upload the bills for verification via the Zeta app to receive reimbursements in their Zeta Cash Card.

What are the transport allowance limits?

Transport allowance is given to employees to compensate for their travel expenses for official purposes. While there is no limit for the amount of conveyance allowance that can be given by an employer, the tax exempt limit is Rs. 1600 per month.

How do I use the Zeta Fuel & Travel Card for Car Hire?

Car Hire is when an employee rents a car from a third party for official purpose. In this case the company, the employee and the car owner (individual or merchant) enter into a tri-party agreement. Two models for car hire are supported:

  • When the employee incurs expenses related to fuel and maintenance, bills will be uploaded by the employee using the Zeta app for approval by Zeta. Once approved, the reimbursement amount will be credited the employee’s Zeta Cash Card.

  • We also support direct bill uploads by the owner of the hired car (vendor) and direct payments can be made to them in case they bear the expenses.

How does Zeta ensure that employees only use the Zeta Fuel & Travel Card for fuel purchases only?

We validate every transaction involving fuel vouchers by checking categories of the merchant where payment is being made. If the merchant is a fuel station, only then are fuel vouchers used for payment, else other instruments (cash card, gift cards, if eligible) are used.

Is the Zeta Fuel & Travel Card compliant with the regulations of the Income Tax Act?

Zeta Fuel & Travel Card is 100% compliant with the Income Tax Act (17(2)(viii) read with Rule 3(7)(vii) for Fuel Reimbursement, Section 10(14)(ii) for Conveyance Allowance) and the Information Technology Act, 2000.

Is employee KYC needed for the Zeta Fuel & Travel Card?

KYC or Know Your Customer is required only when an employee wishes to maintain a balance more than Rs 10,000 in their Zeta Fuel & Travel Card. While it is not mandatory, it is recommended. Our standard KYC process requires a photo ID, address proof and a photograph each from the employees.

How can I add funds meant to be distributed to the Zeta dashboard on the web?

You can use NEFT/IMPS to transfer funds to an RBL Bank pool account. Once transferred, you must share the transaction ID of the transfer with Zeta, which can be done by raising an “Add Fund Request” through the Zeta dashboard.

What would be the validity of the Zeta Fuel & Travel Card?

The default validity is 3 years from the date of issue by default. However, you can specify a validity period that the vouchers depending on your company’s policies.

In what denominations can I load the Zeta Fuel & Travel Card?

You can load any denomination. There is no restriction on the amount. You can even load odd amounts such as Rs. 1,024.

How do I contact Zeta Support?

Please send us an email at support@zeta.in.

What is Optima LTA Card?

The Optima LTA Card can be used by corporates like you to reimburse your employees’ travel expenses. Employees can use Optima LTA Card to claim expenses related to flight tickets, boarding passes, train tickets, bus tickets and cab bills.

Which Income Tax norm exempts LTA amount?

Claimed LTA amount is exempt as per the Income Tax Act under section 10(5).

Is Optima LTA Card compliant with the Income Tax Act?

Optima LTA Card is 100% compliant with the regulations listed in the Income Tax Act and the Information Technology Act, 2000.

Is KYC needed from my employees for Optima LTA Card?

KYC is not essential but highly recommended to ensure that your employees maintain a balance of more than Rs. 20,000 in their Optima LTA Card. Our standard KYC process is sufficient. We need a photo ID, address proof and a photograph from your employees.

Who will take care of calculating the amount exempt from tax from the user’s LTA claim?

We take care of incorporating all the checks and balances specified by the Income Tax guidelines on LTA claims and arrives at the tax exempt amount.

What do I have to do as an HR?

As an HR, you have to provide the names and contact details of the employees whose leave travel allowance must be reimbursed, and the eligibility of each employee as well. You have the option to pay an amount to an employee upfront or later once the employee has submitted the bills.

What do my employees have to do to claim LTA?

Employees can view their Optima LTA Card on the Zeta mobile app, which is available for Android, iOS and Windows phones. Employees can pay using the Zeta app to upload tickets of their travel and other relevant documents that are required to claim reimbursements. Employees can also manage the LTA allowance for their dependents from the app itself.

How does the Bill Upload feature work?

You can enable/disable this feature by contacting Zeta Support. This option will be available against the Optima LTA Card on the Zeta app and the Zeta web portal. Employees can upload a picture of their travel documents from the app.

How are the bills verified?

We verify all travel documents that are uploaded by your employees. We leverage a government-approved database to verify the shortest distance between two locations and thereby ensure compliance to legal mandates. All travel documents are validated as per company policies as well. This includes checking whether:

  • The employee was part of the travel

  • The employee was on leave for the duration of the travel

  • The employee has uploaded all the relevant documents based on the mode of transport

What is Spotlight?

Spotlight is a 100% customisable R&R solution for companies which includes a plethora of options comprising digital vouchers, physical gift cards and incentive solutions. It helps companies reward their best talents and celebrate the important moments of their lives with hyper-personalised gifts.

For what purposes can Spotlight be used?

You can use Spotlight for all your rewards and gifting requirements for performance awards, long-service awards, festive gifting, annual awards, employee engagement, on-the-spot gifting and other special occasions.

What are the different gifting options in Spotlight?

Digital gift vouchers:

  • These are digital gift vouchers resting on cloud accounts which can be instantly sent to your employees on their Zeta accounts via their phone number or email ID. Employees can access these vouchers on the Zeta app or web portal and spend them via their Super Card.

Physical gift cards:

  • These are prepaid gift cards powered by MasterCard. These cards are pre-activated and ready-to-use and can be loaded by corporates with any amount between Rs 500 and Rs 50,000 in less than 60 seconds. These gift cards come in attractive and customisable packaging options, ideal for on-the-spot gifting.

How can we start using Spotlight?

As a company, you need to sign up with us, select and customise your reward programs as per your requirement, upload employee details like names, email ids/phone numbers of those who you want to send rewards to, transfer funds to your account and schedule a date for disbursement. Your employees will receive their Spotlights on the scheduled dates.

What customisation can I do on my Spotlight programme?

Spotlight is a 100% customisable and allows you to choose templates, personalised messaging, design, colour schemes, inclusion of logos and many more customisations to ensure you are offering a personal touch in your gifts to your employees.

How can I integrate Spotlight in my current employee recognition and engagement programme?

Spotlight is designed to integrate seamlessly with your existing employee engagement and recognition programme without any additional costs to you.

Where can my employees use their Spotlight?

Spotlight card/vouchers can be spent at over 11lakh+ outlets across India. They can be spent at any store that accepts Mastercard payments.

How can I get started?

You can sign up with us from the Spotlight section on the Zeta website. Alternatively, you can write to us at corpsales@zeta.in to initiate a discussion with our sales representative.

What can employees use their Zeta Super Card for?

The Zeta Super Card is a secure physical card that your employees can use to spend their Optima tax benefits. Each employee gets a Super Card that is linked to their Optima account.

How does the Zeta Super Card help in managing tax benefits?

The Zeta Super Card offers a degree of control and flexibility over where and when your employees can spend their grants.

What about compliance?

The spending parameters for the Zeta Super Card are set to work in accordance with Income Tax Act norms. Eg. 1: Meal vouchers can be spent only at outlets that sell food and non-alcoholic beverages. Eg. 2. Fuel grants can be spent only at fuel stations etc. These spending parameters can be customised even further according to your company’s policy.

How will employees receive their Zeta Super Cards?

When a company gets on board with us, we’ll set up a help desk at your office to activate and issue Zeta Super Cards to each one of your employees. Individuals can also request for a free Super Card here.