Updated in February - 2025 | Subscribe to watch greytHR how-to video
Child care allowance is a benefit provided to employees to support their families and promote work-life balance. By automating the child care allowance request process through the Request Hub, organizations can enhance efficiency, improve employee satisfaction, and demonstrate their commitment to employee welfare and inclusivity.
The greytHR Request Hub feature also allows employees to request childcare allowances through a structured and transparent process.
Managing childcare allowance requests involves collecting the necessary details, validating eligibility, and updating payroll to reflect the approved allowance. Automating this process ensures efficiency and consistency, enhancing employee satisfaction.
Employee: Submits the child care allowance request.
HR Team (Reviewer): Reviews, validates eligibility, and approves the request.
Payroll Team (Processor): Processes the approved allowance and updates the payroll system.
As an admin, you can configure a customized workflow for childcare allowance requests within the Request Hub.
From the greytHR Admin portal, go to Workflow > Setup > Workflow Levels.
Click Add Workflow Levels.
Under General Settings:
Select the Workflow Type as Request Hub.
Add the Policy Name as Child Care Allowance Request Policy and provide a Policy Description.
Select the Request Type as Child Care Allowance Request.
Note: You can click the Edit icon to add or modify request types according to your company’s requirements.
Choose the desired Employee Filter.
Click Save Policy and Next to proceed to the Workflow Levels settings.
Select the Workflow Initiator as Employee.
Click Add Task to create a task list for the initiator. Tasks may include:
Submit child care allowance details.
Click Add Form to create a customized form for the reviewer.
Click Save.
Select the Make Attachments Mandatory for Reviewer checkbox if applicable.
Click Save to finalize the task creation.
Similarly, you can create a task list for the selected reviewer.
Click Add Task. Tasks may include:
Verifying the eligibility criteria.
Validating the supporting documents.
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. Available actions for reviewers include:
Approve & Forward: Approve the request and forward it to the next reviewer (available when multiple reviewers exist).
Reject: Reject the request (available for all reviewer levels).
Auto-forward Due Days: Specify the number of days after which, if no action is taken by the reviewer, the task automatically moves to the next-level reviewer.
Click Next to proceed to 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:
Initiator can reopen the workflow.
Enable auto-close based on your requirements.
Info: If you enable auto-close, define the auto-close duration. The system calculates the duration from the request initiation date.
Click Review and Submit to finalize and create the workflow policy for training requirement request activities.
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 childcare allowance requests, employees can initiate requests using the Request Hub.
As an employee, you can initiate a childcare allowance request from the greytHR ESS portal by navigating to Request Hub.
Select the Request Type as Child Care Allowance Request.
Add Remarks and set the Priority Level.
Add a CC to notify the manager, if necessary.
Complete the task, Mark as Completed, and save the changes.
Click Submit.
The request is routed to HR an payroll team for review and validation.
To review and take action on a child care allowance request, log in to the greytHR ESS portal and go to To Do > Review.
Click Request Hub.
Select the required request and click View Details.
On the Review Request page, complete the assigned task if any.
Note: You can view the previous actions under the Event Timeline section.
Click Accept/Reject.
If the request is approved, the Payroll team:
Processes the approved child care allowance.
Adjusts the salary to include the approved allowance amount.
Updates the payroll system to reflect the change in the upcoming payroll cycle.
The employee receives a notification confirming the approval and inclusion of the allowance in the upcoming payroll cycle.