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Request Hub Use Cases

Employee Request for Voluntary Provident Fund (VPF) Deduction within greytHR Request Hub

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

Voluntary Provident Fund (VPF) deductions allow employees to contribute beyond the statutory limit of their Employee Provident Fund (EPF), enabling higher savings for the future. A structured request workflow ensures employees can easily opt for VPF deductions, and the process remains compliant, transparent, and efficient.

The greytHR Request Hub automates the VPF deduction request process, enabling employees to submit requests seamlessly while ensuring timely approvals and accurate payroll processing.

Scenario

Managing VPF deduction requests involves verifying the employee's eligibility, coordinating approvals, and updating payroll systems. Without a streamlined workflow, the process can lead to delays, errors, and compliance issues.

Parties Involved

  • Employee (Requester): Submits the VPF deduction request.

  • Manager (Approver): Reviews and approves the request.

  • HR/Payroll Team (Reviewer): Updates payroll systems to implement the requested deductions.

Setting Up a VPF Deduction Workflow Policy

Admins can configure a customized VPF deduction request workflow in the Request Hub of the greytHR Admin portal. Here's how:

1. General Settings

  • Navigate to Workflow > Setup > Workflow Levels.

  • Click Add Workflow Levels.

  • Under General Settings:

  • Select Workflow Type as Request Hub.

  • Add the Policy Name as Voluntary Provident Fund Deduction Policy and provide a brief Policy Description.

  • Select Request Type as Voluntary Provident Fund Deduction.

  • Note: Use the Edit icon to modify request types if needed.

  • Choose the desired Employee Filter to define eligible employees.

  • Click Save Policy and Next to proceed.

2. Configure Workflow Levels

  • Select the Workflow Initiator as Employee.

  • Click Add Task to create a task list for reviewers. Tasks may include:

  • Verifying the employee’s eligibility for VPF deduction.

  • Ensuring the requested deduction percentage complies with statutory limits and organizational policies.

  • Approving the request and coordinating payroll updates.

  • Click Add Form to create a customized form for reviewers to capture details such as the requested VPF percentage and supporting documentation.

  • Click Save.

  • Enable the Make Attachments Mandatory for Reviewer checkbox, if applicable.

  • Select the required number of levels (1 Level/2 Levels/3 Levels/4 Levels/5 Levels).

  • Define Application Actions for reviewers, including:

  • Approve & Forward: Approve and send the request to the next reviewer.

  • Reject: Decline the request.

  • Auto-forward Due Days: Automatically forward the request after a specified duration if no action is taken.

  • Click Next to proceed.

3. Workflow Policy Settings

  • Set Escalation Duration and Escalation Point to ensure unresolved requests are escalated.

  • Enable Initiator Actions, such as:

  • Allowing the initiator to reopen the workflow.

  • Enabling auto-close based on the specified duration from the request initiation date.

  • Click Next to proceed.

4. Review and Submit

  • Click Review and Submit to finalize and create the VPF deduction request workflow policy.

5. Activate the Policy

  • After creating the workflow, activate it by clicking the Activate button on the policy card.

  • Choose the required activation date.

  • Note: Once activated, the policy cannot be edited, but it can be deleted if needed.

How Employees Can Submit a VPF Deduction Request

Employees can initiate a VPF deduction request using the greytHR ESS portal as follows:

  1. Go to Request Hub.

  2. Select the Request Type as Voluntary Provident Fund Deduction.

  3. Provide the required details:

  4. Requested VPF deduction percentage.

  5. Effective start date for the deduction.

  6. Remarks or justification, if applicable.

  7. Attach supporting documents if necessary.

  8. Add a CC to notify the manager or payroll team, if required.

  9. Click Submit.

Once submitted, the request can be tracked under the Pending tab.

How Managers and Payroll Teams Respond to VPF Deduction Requests

For Managers:

  1. Log in to the greytHR ESS portal.

  2. Navigate to To Do > Review and click Request Hub.

  3. Select the required request and click View Details.

  4. On the Review Request page:

  5. Verify the employee’s eligibility and the requested deduction percentage.

  6. Validate compliance with organizational policies.

  7. View previous actions in the Event Timeline section.

  8. Click Approve & Forward to forward the request to the Payroll Team or Reject with reasons.

For Payroll Teams:

  1. Access the request through Request Hub.

  2. Review details such as the requested deduction percentage and effective date.

  3. Update the payroll system to implement the VPF deduction.

  4. Mark the request as Completed once the deduction is implemented.

This structured process ensures accurate, timely, and compliant VPF deduction processing, fostering employee trust and satisfaction.