Recovering Asset damage charges

Keka HRMS just made asset management smarter and more accountable! With the new asset damage charge feature, companies can now seamlessly track and charge for damaged assets, ensuring resources are used responsibly. Say goodbye to complicated tracking and hello to efficient, fair asset management—all within Keka’s platform.

Previously, damages could only be charged during an employee’s exit process. With this new feature, however, asset managers can now levy charges as soon as an asset is recovered or marked unavailable.

Table of contents

• Charging for a Damaged Asset through an Employee's Profile
• Three modes of collecting damage charges
• Asset Damage Charges Tab
• Charging for a Damaged Asset at the Asset Level
• Asset History
  
  

Charging for a Damaged Asset through an Employee's Profile

To charge for a damaged asset, begin by opening the employee profile for the individual you wish to charge. Navigate to the Assets tab, then select the Assigned assets sub-tab. In the Actions column, click on the three dots and choose the "Recover Asset" option.
 

Fill in the required details and check the box labelled "Charge employee for asset damages," specifying the amount you wish to recover. From the dropdown menu, select your preferred method for collection: "Collect from Payroll," "Collect from Outside," or "Collect During Exit (F&F)."



Additionally, select a date, provide an explanation of the damage to the asset, and if needed, attach relevant documents. Finally, click "Save & Recover" to complete the process. An email notification to inform about the asset damage charges, recovery and removal will be sent to the employee’s work email and the asset manager.

Three modes of collecting damage charges

Collect from Payroll: If you select this option, the damage cost will appear as an ad-hoc deduction for the employee in the payroll cycle. Once the payroll is processed, the charge status updates to “collected.”

Collect from Outside: This option allows employees to pay through cash or other methods. Privileged users can then manually mark the charge as “collected” to keep the status updated.

Collect During Exit: This option stores the damage charges in the employee’s profile until the exit process. The charges will be automatically applied during the full-and-final settlement (FNF), helping the organization close the account efficiently without follow-up.

Asset Damage Charges Tab

Employees can access a comprehensive view of all pending damage charges and their current statuses. This feature provides both employees and managers with transparency regarding the charges, fostering accountability and encouraging responsible management
of assets.

Charging for a Damaged Asset at the Asset Level

Now that we have discussed how to charge for damaged assets through employee profiles, let’s explore how to manage charges at the asset level.

To do this, navigate to the Org section and select the Assets tab. From there, access the Asset list and choose the specific asset you wish to charge for. This will display a list of employees to whom the asset has been assigned. Locate the employee in question, click on the three dots in the Actions column, and select the "Recover Asset" option to initiate the charging process.

Asset History 

Admins can track an asset’s entire damage history, view charges for past incidents, and check the current status directly from the Assets tab by clicking View Audit History. This level of transparency offers insights into usage patterns and helps prevent recurring damage by holding users accountable.

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