New Interim Process for Employee Expense

Claim Submission
User Instructions

Tuesday, April 14, 2020 Presenter Percy Erach Ukaji

© Atos - For internal use

Problem: Issues with present the Non-CTC Claim
Processing due to the nationwide lockdown
ITAP
▶ The Non-CTC Expense Claim process requires employees to send the original supporting documents along
with the duly filled expense claim form to Conduent.

▶ However, due to the lockdown, employees are unable to send expense claims documents to Conduent.

▶ The lockdown also has impact on the claim submission timeline and employees may require more time

▶ As a consequence, the expenses claims could not be processed until the nationwide or state level
lockdowns are lifted.

▶ Therefore to mitigate this limitation and inconvenience to employees, an alternate interim solution is
required during the lockdown period:
– The interim solution is described in subsequent slides
– Also in the interim solution, the 3-months period restriction for claim submission needs to be relaxed
– The interim solution needs to be made available only for all Non-CTC expenses since the CTC
related claims are already processed via People Strong our partner for Salary Processing

2 | Percy Erach Ukaji | © Atos - For internal use | IT & Business Processes |
Solution: Alternate Interim Solution for all non-CTC
related expense claims during the lockdown period. ITAP
You can now claim your, travel expense via ITAP–Travel and your non-travel expenses via MY ATOS EXPENSE by submitting the
scanned copies of your duly filled Expense Claim Form and Supporting original expense documents.

Please NOTE : This does not include CTC related claims made via People Strong.

The steps to claim the expenses is as follows:

▶ Enter your Travel expenses in ITAP–Travel and Non-Travel expenses in MY ATOS EXPENSE
▶ Print the statement from the application - On print screen select PDF from the dropdown instead of office printer to generate PDF
File. (Refer subsequent slides for more information)
▶ Scan your original bills and create PDF (Refer subsequent slides for more information)
▶ Zip all documents using 7-Zip application. Note, if you have not installed it, please install it from company portal.
▶ Send and email to atos.te.in@mailgb.custhelp.com
▶ The subject of the email should indicate the nature of expense with claim details as shown below
– “Local Travel LTE_X202007160”
– “Foreign Travel FTE_E201900555”
– “Non – Travel EC_TE101628339280030642”
▶ You will receive ticket number for tracking your expense claim use this number for any queries with Conduent.

▶ Please Note: the Attached Documents should be in PDF Format before zipping and attach only Zip document to your
email Before sending it to Conduent.

▶ Subsequent slides also describes the current and the new process.

3 | Percy Erach Ukaji | © Atos - For internal use | IT & Business Processes |
How to generate PDF file via Print function
ITAP

Step 1 Step 2
From the drop down Click Print to
select PFD generate PDF file

4 | Percy Erach Ukaji | © Atos - For internal use | IT & Business Processes |
Tips to crate PDF
ITAP
▶ How do I scan my bills I don’t have a scanner at home
– You can scan the documents using Mobile apps like Office lens, or any other
app you are using. On scanning save the file as PDF.

▶ I don’t want to install any scanning app. Is there any other way
– If you don’t have any scanning app you can take a photo with your mobile
camera send it to your PC
– On your PC using Photo application, open the image and save it as PDF. You
can also in File explorer click on the Photo / image file the image will open in
Photo app of windows and then save as PDF.

5 | Percy Erach Ukaji | © Atos - For internal use | IT & Business Processes |
Present Expense Claim Process
ITAP
Prints the expense
Enters expense in
statement from My Sticks the original
Employees My Atos expense
Atos Expense Expect bills to A4 size paper
and ITAP-Travel
/ ITAP

Submit the
Approval Process in
ITAP Conduent Document couriered documents to
despatch desk

Claim Rejected by Claim processed by

Conduent Conduent
Atos Pays END

Cycle continues

6 | Percy Erach Ukaji | © Atos - For internal use | IT & Business Processes |
New Alternate and interim process to be followed
during the lockdown period
ITAP
Prints the expense
Enters expense in My
statement SOFT COPY Scans the bills via
Employees Atos Expense and
FROM My Atos Mobile app.
ITAP-Travel
Expense / ITAP

Email it to Conduent
Approval Process in Zips the statement
ITAP Conduent email address
and scanned bills
provided by them

Claim Rejected by Claim processed by

Conduent Conduent
Atos Pays END

Cycle continues

7 | Percy Erach Ukaji | © Atos - For internal use | IT & Business Processes |
Thank You

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