1. Strictly Private and Confidential
Process and Policy
Remote Submission of ERA Claims
2. EDUBRIDGE LEARNING PVT LTD. Strictly Private and Confidential
PROBLEM STATEMENT
Summary
Considering the Covid situation (offices are not accessible and courier companies are non operational),
employees are unable to submit their claims through hard copy to the centralised finance/accounts team.
OBJECTIVE
Device a mechanism where claims for reimbursement can be made by the employees remotely, ensuring that
document requirements and controls are monitored and adhered.
SOLUTION TOOLS THAT EMPLOYEES WILL USE FOR SUBMISSION
1. FreshDesk Ticketing Tool (Support Centre) - Has been operational for query resolution.
2. PDF Creator (Any third party PDF convertor tool) to ensure the documents are converted.
3. MS Excel – For preparation of ERA form (Remains same as before)
4. Email – Through outlook or webmail
TIMELINES
All ERAs pertaining to Feb 2020 and March 2020 to be submitted by 10th May 2020.
3. EDUBRIDGE LEARNING PVT LTD. Strictly Private and Confidential
Methodology – Process (1/3)
Open your Outlook (or visit your
email through webmail) and
start to Compose an EMAIL.
COMPOSE EMAIL
To:
support@edubridge.freshdesk.com
CC: Your Manager
Subject:
(Center) | (Center ERA/Personal ERA)
| (Month and Year)
Body:
BU, Region, Center Name and
Employee Id
1
2
4. EDUBRIDGE LEARNING PVT LTD. Strictly Private and Confidential
Methodology – Process (2/3)
Attach Documents in this email
• Bills – Consolidated as 1 PDF
• ERA Form – In Excel
• Not more than 2 Files to be uploaded
• Not more than 10MB file to be uploaded
If the above two are not considered, the ticket will close automatically
NOW PROCEED TOWARDS SENDING THIS EMAIL
Once you SEND this email, the email will go to the finance team
(through freshdesk) and to your manager (as they were marked in
CC, as an email).
Manager will have the attachments on the email for ERA raised by
the employee. Go through the documents and REPLY ALL with the
approval.
This will get recorded in freshdesk as well with the finance team.
3
4
Manager to check the
submitted ERA (as they
normally do for approval)
and based on soft copy
submission, Manager to
reply all on this email
itself, with their approval.
5. EDUBRIDGE LEARNING PVT LTD. Strictly Private and Confidential
Methodology – Process (3/3)
Congratulations!!
You have successfully submitted
you reimbursement claim.
Now, Accounts Team would
review and revert back in case
they have query.
6
Once we are back to our offices,
please ensure that hard copy
submission is couriered
immediately.
7
HOPE WE HAVE FURTHER SIMPLIFIED THE PROCESS.
EVERYTHING ON JUST THE EMAIL.
For you to track the status, the whole procedure that you just performed will be
converted immediately as a ticket on your freshdesk login.
6. EDUBRIDGE LEARNING PVT LTD. Strictly Private and Confidential
Quick Final Notes
• Not more than 2 files to be attached or else the ticket will automatically close and submission will not be
considered:
• ERA in Excel
• Supporting Bills – Consolidated as one PDF document.
• Total Size of the file to be less than 10MB. Please compress the document to the more readable form.
• Please ensure the following:
• Email to be marked to support@edubridge.freshdesk.com and CC to your manager. No one else.
• Subject line and Body format is followed or else the ticket will automatically close.
• ERA policy and document requirement remains as mentioned in the finance digest. You could access the
finance digest details on the ticketing tool or GreyT HR.
• This is an alternative method adopted for now and hard copy submission after situation is back to normal
will have to be done.
