Updated in February - 2025 | Subscribe to watch greytHR how-to video
Accurate and up-to-date bank details are essential for timely payroll processing and financial transactions. Manually handling requests to change bank details can lead to errors, delays, and security risks, causing inconvenience to employees and additional workload for HR and Payroll teams.
The greytHR Request Hub feature allows employees to request changes to their bank details through a secure and efficient process.
Managing bank detail change requests involves collecting new bank information, validating it for accuracy and security, and updating the payroll system to reflect the change promptly. Automating this process ensures efficiency and reduces errors.
Employee (Requester): Submits the request to update bank details.
HR Team (Reviewer): Validates and approves the request, ensuring policy compliance.
Payroll Team (Processor): Updates the bank details in the payroll system.
As an admin, you can configure a customized workflow within the Request Hub for bank detail change requests.
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 Change in Bank Details Policy and provide Policy Description.
Select the Request Type as Change in Bank Details.
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 providing:
Submit Bank Account 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:
Verify the new bank information and 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 change in bank details requests.
After creating a 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 bank detail change requests, employees can initiate requests using the Request Hub.
As an employee, you can initiate a request to change their bank details from the ESS portal by navigating to Request Hub.
Select the Request Type as Change in Bank Details.
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 for validation and verification.
To review and take action on a bank detail change request, HR representatives can 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 Approve and Forward to forward the request to the Payroll Team or Reject with reasons.
The Payroll Team will update the bank details in the payroll system and ensure the changes are reflected in the upcoming payroll cycle. Once the bank details are updated, the employee will receive a notification confirming the approval and update completion.