Manager nomination for employee rewards workflow with greytHR Request Hub

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

Employee reward programs are pivotal in boosting employee morale, recognizing efforts, and fostering a culture of appreciation. A structured nomination process ensures that deserving employees are recognized for their contributions, aligning with organizational goals and motivating others.

The greytHR Request Hub simplifies the nomination process, enabling managers to easily nominate employees for rewards through a dedicated feature, reducing manual effort, and ensuring timely approvals.

Scenario

Managing employee reward nominations involves identifying deserving candidates, coordinating approvals, and processing rewards. Without a structured system, this process can be cumbersome for managers and HR, leading to inefficiencies and delays in recognition.

Parties involved

• Manager (Nominator): Submits reward nominations for team members.

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

• Employee (Nominee): Receives the reward based on the approved nomination.

Set up a reward nomination workflow policy

Admins can configure a customized employee reward nomination 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 the Workflow Type as Request Hub.

2. Enter the Policy Name as Employee Reward Nomination Policy and provide  Policy Description.

3. Select the Request Type as Employee Reward Nomination. Note: You can click the Edit icon to add or modify request types according to your company’s requirements.

4. Choose the desired Employee Filter.

• Click Save Policy and Next to proceed to the Workflow Levels settings.

2. Configure Workflow Levels

• Select the Workflow Initiator as Manager.

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

1. Selecting the Employee to be Nominated.

2. Specifying the Award Category.

3. Uploading supporting documents or feedback if applicable.

   1. Click Add Form to create a customized form for the reviewer.

   2. Click Save.

   3. Select the Make Attachments Mandatory for Reviewer checkbox if applicable.

   4. Click Save to finalize the task creation.

• Similarly, you can create a task list for the selected reviewer. Click Add Task. Tasks may include 

1. Verifying the Nomination Details.

2. Assessing Performance.

3. Approving or Modifying Award Recommendations..
   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 the request and forward it to the next reviewer (available when multiple reviewers exist).

   2. Reject: Reject the request (available for all reviewer levels).

   3. 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.

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 reward nomination 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 reward nomination, managers can initiate requests using Request Hub.

How managers can nominate employees for rewards

Managers can initiate reward nominations requests for their team members from the greytHR ESS portal by navigating to Request Hub.

1. Select the Request type and the name of the team member.

2. Add Remarks, and set the Priority Level.
   Note: To raise requests for multiple team members, you can select the team members from the Request For dropdown. The system raises separate requests for each selected team member.

3. Add a CC if you want to notify another department or reviewer.

4. Click Submit.
   Note: Once submitted, you can track the request under the Pending tab.

Once the manager submits the employee reward nomination request, it is sent to the designated reviewers (such as the HR team) for approval.

How Reviewers Handle Reward Nominations

To review and take action on a manager's Employee Reward Nomination request, log in to the greytHR ESS portal and go to To Do > Review.

1. Click Request Hub.

2. Select the required request and click View Details.

3. On the Review Request page, complete the assigned task if any.

4. Note: You can view the previous actions under the Event Timeline section.

5. Click Accept/Reject.