Nomination details refer to information about an employee's nomination of beneficiaries for various benefits, such as life insurance, provident fund, and gratuity. Maintaining accurate records of nomination details is important for employers to manage the distribution of benefits to an employee's beneficiaries in a timely and efficient manner.

The Nomination page in the greytHR Admin portal helps you to add nominees for your employees’ EPF, EPS, ESI, and Gratuity accounts. You can also view the existing nominee details of an employee.

To view the Nomination page, from the greytHR Admin portal, hover over the 9 dots and select Employee > Information > Nomination Details.

You can perform the following actions on the Nomination page:

Add nominee details for an employee.
Edit nominee details of an employee.

Add nominee details for an employee

To add a nominee as per your employee's preferences, from the greytHR Admin portal, hover over the 9 dots and select Employee > Information > Nomination Details.

On the Nomination page, from the select an employee search box, enter the name or number of an employee to whom you want to add a nominee. A list of nominees for the selected employee appears.
Click the Add button to add a new nominee. A form appears.
From the Nomination For dropdown list, select the required account, such as EPF, EPS, and Gratuity.
From the Family Member dropdown list, select the family member preferred by the selected employee.
In the Nomination % text box, enter the percentage preferred by the employee.
Select the Mental Illness/Minor checkbox as per your requirements. A list of fields appears according to the selected checkbox.
Note: The Mental Illness/Minor checkboxes are only applicable to the EPF, ESI, and EPS accounts.
In the Guardian Name text box, enter the guardian's name of the employee.
From the Guardian Relation dropdown list, select the relation of the guardian to the employee.
Select the Guardian Address Same As Nominee checkbox if the guardian’s address is the same as the employee's.
Note: If the address is different, uncheck the Guardian Address Same As Nominee checkbox and enter the relevant details.
Click Save to confirm the nominee details.

Note: You can bulk upload employee nomination details through Excel Import. Admins can use the Nominations Importer to upload nomination records for multiple employees in a single action, reducing manual effort and simplifying data management.

Edit the nominee details of an employee

To edit the nominee details of an employee, from the greytHR Admin portal, hover over the 9 dots and select Employee > Information > Nomination Details.

On the Nomination page, from the select an employee search box, enter the name or number of an employee for whom you want to edit the nominee details. A list of nominees for the selected employee appears.
On the relevant nominee details card, click the Edit icon to edit the details.
Update the relevant information as per your employee's requirements.
Click Save to modify the nominee details.
Note: You can also click the Delete button to delete the nominee details. The Delete pop-up appears. Click Confirm to delete the irrelevant nominee details.

Frequently Asked Questions

What are Nomination Details and why are they important?

Nomination details specify the beneficiaries chosen by an employee for benefits like EPF, EPS, ESI, and Gratuity. Keeping this information updated helps ensure that benefits are distributed smoothly and legally in the event of unforeseen circumstances.

How to add nominee details for an employee?

To add a nominee as per your employee's preferences, from the greytHR Admin portal, hover over the 9 dots and select Employee > Information > Nomination Details.

On the Nomination page, from the select an employee search box, enter the name or number of an employee to whom you want to add a nominee. A list of nominees for the selected employee appears.
Click the Add button to add a new nominee. A form appears.
From the Nomination For dropdown list, select the required account, such as EPF, EPS, and Gratuity.
From the Family Member dropdown list, select the family member preferred by the selected employee.
In the Nomination % text box, enter the percentage preferred by the employee.
Select the Mental Illness/Minor checkbox as per your requirements. A list of fields appears according to the selected checkbox.
Note: The Mental Illness/Minor checkboxes are only applicable to the EPF, ESI, and EPS accounts.
In the Guardian Name text box, enter the guardian's name of the employee.
From the Guardian Relation dropdown list, select the relation of the guardian to the employee.
Select the Guardian Address Same As Nominee checkbox if the guardian’s address is the same as the employee's.
Click Save to confirm the nominee details.

Can I enter guardian details for a nominee?

Yes. If the nominee is a minor or mentally ill, you must provide guardian information, including:

Guardian’s name
Relation to employee
Address (same as nominee or different)

How can to edit the nominee details of an employee?

To edit the nominee details of an employee, from the greytHR Admin portal, hover over the 9 dots and select Employee > Information > Nomination Details.

On the Nomination page, from the select an employee search box, enter the name or number of an employee for whom you want to edit the nominee details. A list of nominees for the selected employee appears.
On the relevant nominee details card, click the Edit icon to edit the details.
Update the relevant information as per your employee's requirements.
Click Save to modify the nominee details.

Can admins delete nominee details if they are no longer valid?

Yes. Click the Delete icon on the nominee card, then confirm the deletion in the pop-up.

Can admin upload nomination details in bulk?

Yes. A can upload nomination details for multiple employees at once using the Excel Import feature. Select Nominations from the Importer Type dropdown to get started.

What nomination types are supported in bulk upload?

The bulk upload supports four nomination types — EPF, EPS, Gratuity, and ESI.

How can admins upload nomination details in bulk?

To upload nomination details in bulk, from the greytHR Admin portal, hover over the 9 dots and select Employee > Admin > Excel Import.

On the Excel Import page, click Import From Excel. A form appears.
Under Step 1: Excel Importer, from the Importer Type dropdown list, select Nominations Bulk Upload.
Click Download a sample file. An Excel file downloads to your system.
Open the file and fill in the required details — Employee Number, Family Member, Nomination For, and % of Nomination. Delete any blank columns, then save and close the file.
Click Upload File and select the saved file from your computer.
Click Next. The Excel Importer Mapping section appears.
Map the fields from Excel to the application terms if required, then click Next.
Review the validated data and click Next to import.
Click Ok to complete the process.

What columns are required in the nominations Excel file?

The file must include four columns: Employee Number, Family Member, Nomination For, and % of Nomination.

Can admins nominate the same employee for multiple nomination types?

Yes. Admins can include multiple rows for the same employee across different nomination types in a single upload.

Can an employee have multiple nominations under EPF or Gratuity?

Yes. EPF and Gratuity support multiple nominations per employee. However, the total percentage across all records for that employee must equal 100%.

Can an employee have multiple nominations under EPS or ESI?

No. Only one nomination is allowed per employee for EPS and ESI.

Can admins nominate "Self" as a family member?

No. Self-nomination is not allowed. The family member must already exist as a dependent in the system.

What happens if a nomination record already exists for an employee?

The upload updates the existing record instead of creating a duplicate.

Related articles:

Add/edit employee's Bank/PF/ESI details

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