Suggestions for Automating Payroll Reimbursement Process in ServiceNow

[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.

[VanshS]

Hi Mark

Thanks for your suggestions. To answer your question, Vendor don't have access to ServiceNow and I don't know how the integration would work with them. 

Currently, they receive a zip folder from HR consisting all the requests so basically the whole process in manual which consumes a lot of time so can you please suggest how we can automate this. I was thinking of creating a seperate Employee center portal for this case and will provide limited access to vendor.

Feel free to put your suggestions.