Updated in February- 2025 | Subscribe to watch greytHR how-to video
Shift allowance payments recognize employees who work non-standard hours, such as night shifts, extended shifts, or weekend shifts. A well-structured nomination process ensures that eligible employees are accurately compensated for their additional efforts and that the process remains transparent and efficient.
The greytHR Request Hub simplifies this process, enabling managers to nominate employees for shift allowance payments seamlessly, reducing manual errors, and ensuring timely approvals and payouts.
Managing shift allowance payments involves identifying eligible employees, verifying work hours or shifts, coordinating approvals, and processing payments. Without a structured system, this process can lead to inaccuracies, delays, and dissatisfaction among employees.
Manager (Nominator): Submits shift allowance payment nominations.
HR/Payroll Team (Reviewer): Reviews and approves the nominations, ensuring policy compliance.
Employee (Nominee): Receives the approved shift allowance payment.
Admins can configure a customized shift allowance payment request workflow within the Request Hub.
To set up the workflow:
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.
Enter the Policy Name as Employee Shift Allowance Payment Policy and provide Policy Description.
Select the Request Type as Employee Shift Allowance Payment Nomination. 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 Manager.
Click Add Task to create a task list for the initiator. Tasks may include
Selecting the Employee for nomination.
Mentioning the Justification for shift allowance.
Attaching supporting documents if needed.
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.
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:
Verifying Nomination Details.
Assessing Eligibility.
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.
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.
Click Review and Submit to finalize and create the shift allowance payment nomination workflow 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 shift allowance payment nomination, managers can initiate requests using Request Hub.
Managers can initiate shift allowance payment nomination requests for their team members from the greytHR ESS portal by navigating to Request Hub.
Select the Request type and the name of the team member.
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.
Add a CC if you want to notify another department or reviewer.
Click Submit.
Note: Once submitted, you can track the request under the Pending tab.
Once the manager submits the employee shift allowance payment nomination request, it is sent to the designated reviewers (such as the HR admin or Payroll admin) for approval.
To review and take action on shift allowance payment nominations log in to the greytHR ESS portal and go to To Do > Review > Request Hub.
Select the relevant request and click View Details.
On the Review Request page:
Complete assigned tasks, such as verifying shift details or policy compliance.
View previous actions in the Event Timeline section.
Click Accept or Reject to finalize the request.
This structured process ensures accurate and timely payment of shift allowances, boosting employee satisfaction and maintaining trust in organizational processes.