Automate Payroll Process

[VanshS]

Hi Team,

I’m looking to streamline the internet and gym reimbursement process currently handled manually in payroll. Here’s the current workflow:

1. Employees email their reimbursement claims to the payroll inbox.

2. HR compile and send these to a vendor for validation.

3. The vendor returns two folders: one with accepted claims and another with rejected ones.

4. HR then manually follow up with employees regarding rejected claims for further details or to inform them of rejection.

To improve this process, I’m exploring if ServiceNow can help:

• Can we create child cases or a request where the vendor can directly access claims for validation?

• Post-validation, can the vendor directly communicate with employees for clarifications or rejections?

• Finally, the vendor would send a consolidated report for payroll processing.

Would appreciate your suggestions or insights on how we can implement this in ServiceNow.

[Mark Manders]

ServiceNow can help here, but the question is if the vendor has access to ServiceNow or do you need to set up an integration to their system for this? At this moment they get one compiled request and when you create requests, they get every request separately. 

You could have end users create the record (case/request) and have HR do some magic on a parent before the vendor is asked to get involved. A flow could take care of that.

When working in ServiceNow (or with an integration setting status on the request), you can utilize the notification option like with any request. 

The report can be used, assuming you have names and numbers as fields on the reimbursement cases. It's not clear from your question how the vendor is currently processing everything. See also your previous post:

https://www.servicenow.com/community/employee-center-forum/suggestions-for-automating-payroll-reimbu...

Since you give no information on the vendor's system, we also can't tell you how an integration would work with them. And your own idea of granting them access to your instance is still a viable solution, but since you are asking the exact same question a month later, this is not the way to go?

[VanshS]

Hi Mark,

The vendor is a third-party who currently does not have access to ServiceNow, and we do not intend to grant them access. Currently, HR compiles the data and with the help of an internal team it gets send to the vendor. The vendor then returns two Excel sheets—one with approved claims and the other with rejected ones. HR then has to contact users regarding the rejected claims, which is a time-consuming process.

We want to automate this workflow to minimize HR involvement, allowing the vendor to directly access the claim requests and communicate with users regarding the rejected claims for further verification.

[VanshS]

Hi Mark,

The vendor is a third-party who currently does not have access to ServiceNow, and we do not intend to grant them access. Currently, HR compiles the data and with the help of an internal team they send it to the vendor. The vendor then returns two Excel sheets—one with approved claims and the other with rejected ones. HR then has to contact users regarding the rejected claims, which is a time-consuming process.

We want to automate this workflow to minimize HR involvement, allowing the vendor to directly access the claim requests and communicate with users regarding the rejected claims for further verification.

[Mark Manders]

So just grant access to these records for the vendor.