Updated in February - 2025 | Subscribe to watch greytHR how-to video
Employee Stock Option Plans (ESOPs) and Restricted Stock Units (RSUs) are key components of compensation strategies that align employee interests with organizational success. However, managing ESOP/RSU-related queries manually can result in delays, miscommunication, and inconsistencies, which may impact employee satisfaction and trust.
The Request Hub feature allows employees to submit queries related to ESOPs or RSUs through a structured and transparent process.
Managing ESOP/RSU-related queries involves addressing questions about vesting schedules, tax implications, redemption processes, and plan details. Manually handling these queries can lead to delays, miscommunication, and inconsistencies, which may impact employee satisfaction and trust.
Employee (initiates a request).
HR/Finance Responder (reviewer and responder to the query based on organizational policies and equity plans).
As an admin, you can configure a customized ESOP/RSU query workflow within the Request Hub.
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 ESOP/RSU Query Workflow Policy and provide Policy Description.
Select the Request Type as ESOP/RSU Query.
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:
Describe and submit the query.
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:
Review the query.
Note: Repeat the 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 ESOP/RSU query management activities.
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 ESOP/RSU queries, employees can initiate queries using the Request Hub.
As an employee, you can initiate an ESOP/RSU query from the greytHR ESS portal by going to Request Hub.
Select the Request Type as ESOP/RSU Query.
Add Remarks and set the Priority Level.
Add a CC to notify the manager or any other employee, if necessary.
Complete the task, Mark as Completed, and save the changes.
Click Submit.
The query is routed to the HR or Finance Team for review and validation.
To review and take action on an employee’s ESOP/RSU query, HR or Finance responders can log in to the greytHR ESS portal and go to To Do > Review.
Click Request Hub.
Select the required query 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 and provide a detailed and accurate response.
Once the query has been addressed, the responder provides a detailed response to the employee.