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.

[VanshS]

as mentioned earlier we don't want to grant them servicenow access because to security constraints, is there any other way out?

[Mark Manders]

How do you imagine this would work? You are asking how to grant a 3rd party direct access to requests but at the same time saying you won't allow them to access the platform the requests are on. It's one or the other, you can't have both. Either you grant them access to the platform so they have direct access to the requests, or don't grant them access and they have to do it in their own system, because they don't have direct access.

[VanshS]

I was thinking something around Inbound and Outbound email actions so in that way vendor can communicate with the users without access to servicenow.