Introduction/Purpose:

The Grants Request feature in the Employee Self-Service (ESS) system enables employees to submit requests for various grants provided as per company policy, such as weddings, Birth, Burial, etc. This feature aims to streamline the process of requesting financial support from the organization, ensuring that employees can easily request and track their grant requests. By implementing this feature, organizations enhance transparency, promote employee engagement and facilitate timely responses to requests, ultimately fostering a supportive work environment.

Process Flow:

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How to Navigate: 

To access the Grants Request feature in the Employee Self-Service system, follow the below steps:

1. Click on the Menu icon:  The Menu icon is located at the top right corner of the ESS system. Click on this icon to open the main navigation menu, providing access to various sections within the Employee Self-Service (ESS) platform.
2. Find the My Info section:  In the main navigation menu, locate the My Info section. This section contains options related to personal information and requests, allowing employees to access and manage various aspects of their records.
3. Click on the Grant Request:  Within the My Info section, find and select the Grant Request option. Clicking on this option opens the Grant Request feature, where you can initiate and manage requests for grants or other financial assistance as offered by the organization.

Grants Request Listing:

The Grants Request page presents a comprehensive overview of all grant requests submitted by the employee. Users will see the following columns:

• Component Type: Indicates the specific type of grant being requested, such as a Wedding Grant or Educational Grant, ensuring accurate categorization for processing.
• Event Date: The scheduled date of the event related to the grant request (e.g., 30/09/2024), which helps assess the timing and urgency of the request.
• Description: A brief summary explaining the purpose of the grant request (e.g., “Invitation for marriage event”), providing context for the reviewers.
• Requested On: The date the request was officially submitted in the system (e.g., 24/09/2024), which helps track the timeline of the application.
• Approval Status: Shows the current status of the request—such as Pending, Approved, or Rejected—keeping users informed about their request’s progress.
• Action: Offers options to manage the grant request, including:
  • Edit:  Allows users to modify the request details if it has not yet reached the approval stage.
  • View Approval Status:  Enables users to check detailed updates on the request’s approval process, including any feedback from reviewers.

Recording & Update:

When submitting or editing a grant request, users must provide the following information:

• Component Type : Employees must select the type of grant they are requesting. This field is mandatory.
• Once the employee select the component the amount which is predefined in the component will be reflected in the form.

• Event Date : Users are required to enter the date of the event related to the grant. This field is mandatory.
• Attachment : Users can upload relevant documents to support their request. The system allows for zero attachments at the start.
• Description : Users should provide a clear description of the grant request. This field is mandatory.
• Notes: An optional field for users to add any additional notes that may assist in the review process.

Actions:

After filling out the grant request form, users will have the following options:

• Submit for Approval: This option allows users to submit their request for review by the approving authority. 
• Discard: Users have the option to discard the request if they decide not to proceed.

By utilizing the Grants Request feature, employees can efficiently manage their financial support needs while ensuring that their requests are processed in a timely manner. This contributes to a positive work environment where employees feel supported in their personal and professional milestones.