Updated in February - 2025 | Subscribe to watch greytHR how-to video
Employees often have inquiries about their income tax deductions, including details of monthly deductions, annual projections, and tax-saving options.
The greytHR Request Hub provides a structured and efficient process to manage such inquiries, ensuring timely responses and accurate information sharing.
The system automates inquiry submissions, routing, and responses, reducing manual effort for the HR and payroll teams.
Managing income tax deduction inquiries involves collecting inquiry details from employees, verifying the tax deduction records, and providing detailed responses to employee inquiries. This streamlined process ensures transparency and compliance with tax regulations.
Employee (Inquiry Initiator)
HR/Payroll Team (Request Reviewer and Responder)
Admins can configure a customized workflow policy for handling income tax deduction inquiries using the greytHR Request Hub.
From the Admin portal, go to Workflow > Setup > Workflow Levels.
Click Add Workflow Levels.
Under General Settings:
Select the Workflow Type as Request Hub.
Enter the Policy Name as Income Tax Deduction Inquiry Request Workflow Policy and provide Policy Description.
Select the Request Type as Income Tax Deduction Inquiry 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
Selecting the Financial Year for which the inquiry is being raised.
Mentioning the specific concern (e.g., higher tax deduction, incorrect tax calculation, missing exemptions).
Uploading supporting documents (e.g., investment proofs, tax declarations).
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
Reviewing the Employee's Tax Details.
Verifying the Submitted Documents.
Confirming Tax Deductions and Providing Clarifications.
Updating Employee Tax Records if Required.
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 the reviewer does not take action, 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.
Click Review and Submit to finalize and create the workflow policy for Income Tax deduction inguiry 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 Income Tax deduction inquiry requests, employees can initiate requests using the Request Hub.
Once the workflow is set up, employees can initiate inquiries about income tax deductions from the greytHR ESS portal and navigating to Request Hub.
Select the Request Type as Income Tax Deduction Inquiry Request.
Add Remarks and set the Priority Level.
Add a CC if you want to notify another employee.
Complete the task, fill out the form, Mark as Completed, and save the changes.
Click Submit.
Once the employee submits the Income Tax Deduction Inquiry Request, it is sent to the designated reviewers (such as managers, or payroll admins) for approval.
To review and take action on employee Income Tax deduction inquiry requests 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.