Overview
Allowance Requests gives your employees the ability to ask for an allowance through the system. You will first need to set these up by creating the different requestable benefits.
Permissions
To request allowances individually, you will need the Request Allowance permission.
To request allowances in bulk, you will need the Manage Allowance Request permission.
How to Request an Allowance
Allowances can be requested individually or in bulk. The process for each is outlined below:
From your own Dashboard, or from another employee's profile, click on the Allowance Requests tab. From that tab, click Submit Allowance Request.
In the dialog that opens, complete the allowance request details. Some benefits contain extra details than others such as the below. These are all specified in the creation of the Requestable Allowance:
- Download/Upload attachment - When this is enabled, any allowance request sent by your employees would require a file to be included with the request. If you have a file that must accompany the Allowance Request, you can attach a master file here.
- Requester must specify an approver - If enabled, the requester must choose one approver for the Allowance Request, and only that approver will be able to approve it. If disabled, any manager with permission can approve the Allowance Request.
- Allowance Input Type - The allowance input type is the type of allowance the benefit will be based on. Allowance Requests of the type Quantity may be added as non-whole figures up to 2 decimal points.
Click Create and the allowance request will appear as pending until approved or rejected.
From the People section of Talexio, click on the ⋮ menu and click Upload - Allowance requests.
In the dialog that opens, click Download Template. From this same dialog, you will upload the completed template later.
The template has the following fields. Not all need to be completed, only those relevant to the allowance being uploaded:
- EMPLOYEE_CODE - This is the employee code of the employee who will receive the allowance.
- BENEFIT_CODE - This is the code of the benefit you wish to apply to the employee.
- ALLOWANCE_DATE - This is the date which the allowance will be applied to the employee.
- AMOUNT - This is the amount that would be applicable to the allowance type. For example, an Allowance Request as a km Allowance Input Type having an amount as "5" would be 5km. An Allowance Request as a Monetary Allowance Input Type having an amount as "5" would be €5.
- FROM/TO - An Allowance Request as a Time Range Allowance Input Type would not have an amount but a time range with a From and To time set.
- COST_CENTRE_NAME* - This is the name of the cost centre for which the allowance request would be attributed to.
- COMMENT* - This field allows you to supply a comment with the allowance request.
An example of a completed template. Once the file is completed, save the file and upload it to Talexio in the same location it was downloaded from in Step 2.
The Allowances will be uploaded to Talexio approved and would then show when the next payslip of the employee is created.
Files are not required when using the bulk upload even if the allowance requests a file. However, a file will be required when a user edits an allowance request uploaded in bulk.
A warning will be shown in case of duplicate allowance requests are added on the same day. This is only triggered if the all the information matches the previous request, if not, the request will go through the normal process.