Create Holiday Allowance Workflow in greytHR Request Hub

Updated in February- 2025 | Subscribe to watch greytHR how-to video

Holiday allowance ensures employees are compensated for additional expenses incurred during holidays, serving as a token of appreciation and motivation. A structured nomination process guarantees fairness, accuracy, and timely disbursement of allowances, fostering employee satisfaction.

The greytHR Request Hub simplifies the nomination process, enabling managers to nominate employees for holiday allowances through a dedicated feature, reducing manual processes and ensuring faster approvals.

Scenario

Managing holiday allowance nominations involves identifying eligible employees, verifying holiday schedules, coordinating approvals, and processing payments. Without a structured system, this process can lead to delays, inaccuracies, and dissatisfaction.

Parties Involved

• Manager (Nominator): Submits holiday allowance nominations.

• HR/Payroll Team (Reviewer): Reviews and approves the nominations.

• Employee (Nominee): Receives the approved holiday allowance.

Set up a holiday allowance workflow policy

Admins can configure a customized holiday allowance request workflow within the Request Hub.

To set up the workflow:

From the greytHR Admin portal, go to Workflow > Setup > Workflow Levels.

1. General Settings

• Click Add Workflow Levels.

• Under General Settings:

1. Select Workflow Type as Request Hub.

2. Enter the Policy Name as Holiday Allowance Policy and provide a brief Policy Description.

3. Select Request Type as Holiday Allowance Payment. Note: Use the Edit icon to modify request types if needed.

4. Choose the desired Employee Filter to define eligible employees.

• Click Save Policy and Next to proceed.

2. Configure Workflow Levels

• Select the Workflow Initiator as Manager.

• Click Add Task to create a task list for initiator. Tasks may include:

1. Selecting the employee for nomination.

2. Mentioning the Justification for the holiday allowance.

3. Attaching supporting documents if needed.

   1. Click Add Form to create a customized form for reviewers to capture details such as holiday dates and allowance amounts.

   2. Click Save.

   3. Enable the Make Attachments Mandatory for Reviewer checkbox, if applicable (e.g., travel receipts or holiday schedules).

   4. Click Save to finalize the task creation.
      Note: Repeat these steps to add more tasks for reviewers.

Similarly, you can create a task list for the selected reviewer.

• Click Add Task. Tasks may include:

1. Verifying Nomination Details.

2. Assessing Eligibility.

3. Approving or Modifying Allowance Amount. Note: Repeat these steps to add more tasks for reviewers.

• Select the required number of Levels (1 Level/2 Levels/3 Levels/4 Levels/5 Levels).

• Select Application Actions based on your requirements.

1. Available actions for reviewers include:

   1. Approve & Forward: Approve and send the nomination to the next reviewer.

   2. Reject: Decline the nomination.

   3. Auto-forward Due Days: Automatically forward the request after a specified duration if no action is taken.

• Click Next to proceed to Workflow Policy settings.

3. Workflow Policy Settings

• Select the Escalation Duration and Escalation Point. If the final reviewer does not take action within the specified duration, the request escalates to the designated escalation point.

• Enable Initiator Actions, such as:

1. Initiator can reopen the workflow.

2. Enable auto-close based on your requirements.

4. Review and Submit

• Click Review and Submit to finalize and create the holiday allowance workflow policy.

5. Activate the Policy

• After creating a Request Hub policy, you need to activate it to reflect in the greytHR ESS portal. Click the Activate button on the policy card and choose the required date.

• You cannot edit the policy after activation, but you can delete it by clicking Delete. The request also gets deleted from the greytHR ESS portal.

After creating a workflow for employee holiday allowance payment nomination, managers can initiate requests using Request Hub.

How Managers Can Nominate Employees for Holiday Allowance

Managers can initiate holiday allowance nominations using the greytHR ESS portal as follows:

1. Go to Request Hub.

2. Select the Request Type as Holiday Allowance Payment and choose the employee(s) to be nominated.

3. Add Remarks and provide details such as holiday dates and allowance amounts.

4. To nominate multiple team members, select their names from the Request For dropdown. The system will raise separate requests for each employee.

5. Add a CC to notify other departments or reviewers if required.

6. Click Submit.

Once submitted, the nomination request can be tracked under the Pending tab.

Once the manager submits the employee holiday allowance nomination request, it is sent to the designated reviewers (such as the HR admin or Payroll admin) for approval.

How Reviewers Handle Holiday Allowance Nominations

To review and take action on holiday allowance nominations log in to the greytHR ESS portal and go to To Do > Review > Request Hub.

1. Select the relevant request and click View Details.

2. On the Review Request page, complete the assigned task if any, such as verifying holiday details or policy compliance. Note: View previous actions in the Event Timeline section.

3. Click Accept or Reject to finalize the request.

This structured process ensures timely and accurate disbursement of holiday allowances, boosting employee morale and reinforcing a culture of appreciation.