Keka introduces a powerful automation suite (available with PSA Advance plans) that enforces timesheet submission, manages leave based on work hours, automates invoice generation, and eliminates manual payroll audits.
Benefits
- Improved timesheet compliance: Enforce timely and accurate timesheet submission.
- Enhanced payroll accuracy: Automate payroll processing by integrating timesheets and leave data.
- Reduced manual effort: Streamline payroll and timesheet management with automation.
- Faster invoice generation: Improve cash flow by accelerating invoice creation.
- Increased efficiency: Save time and resources through automated processes.
Steps to configure:
Navigate to Projects, choose Settings under Finances section, then under Timesheet tab enable the toggle for 'Use timesheet data to process keka payroll'.
Then go to Policies & Settings section, under that choose Timesheet policies. Select the Timesheet policy of your choice and click on Timesheet Policy Settings.
To update the Timesheet policy settings screen will appear. Click on Hour Settings and fill in with details as per your requirement.
Understanding Timesheet Restrictions and Penalties
Hour Settings
These settings define the minimum and maximum number of hours an employee can log in a given day.
- Per Day: Specifies the time frame for applying the hour restrictions.
- Minimum Hours: The least number of hours an employee must log for a given day.
- Maximum Hours: The greatest number of hours an employee can log for a given day.
- Gross/Effective: This determines whether the minimum and maximum hours apply to the total hours logged (gross) or the hours worked after deducting breaks and other non-work time (effective).
Timesheet Period Restrictions
This setting specifies the time frame for evaluating timesheet compliance.
- Per Week: Indicates that timesheet compliance is assessed on a weekly basis.
Shortage of Time Penalty
These settings determine the actions taken when an employee falls short of the required minimum hours.
- Exempt: No penalty is applied for not meeting the minimum hours requirement.
- Allow Buffer Period: A grace period is provided before penalties are applied.
- Deduct: A specific amount is deducted from the employee's pay for each hour short of the minimum.
- Loss of Pay/Paid Leave: The penalty can be applied as a reduction in pay or by deducting paid leave.
Understanding Timesheet Submission Settings and Compliance
Submission Settings
These settings control how employees can submit their timesheets.
- Allow daily time submission: Enables employees to submit their timesheets daily.
- Allow submitting current timesheets even if past timesheets are not submitted: Permits employees to submit the current timesheet without completing previous ones.
- Limit submission of timesheets: Restricts the ability to submit timesheets based on specific criteria (e.g., time period, status).
- Time Offs: Specifies how time-off information is handled within the timesheet (e.g., automatic deduction, manual entry).
- Allow attachments: Allows employees to attach supporting documents to their timesheets.
Timesheet Submission Compliance
These settings enforce timesheet submission rules and penalties.
- Daily/Weekly Submission: Determines the frequency of timesheet submission (daily or weekly).
- Deadline: Sets the due date for timesheet submission.
- Reminder: Configures automatic reminders for employees to submit their timesheets.
- Resources: Defines the resources available to employees for timesheet-related assistance.
- Enforce Penalization: Specifies the actions taken for late or missed timesheet submissions.
- Exempt: No penalty for late or missed timesheets.
- Deduct: A specific amount is deducted from the employee's pay.
- Loss of Pay/Paid Leave: The penalty involves a loss of pay or paid leave.
To validate the Timesheet Policy Settings:
Navigate to Employee assigned section and choose an employee.
Employee profile screen will appear. Click on Leave section under Time tab.
Scroll down and locate the Leave Note section to view the current status.
For Descriptive Comments:
Go to Time section and choose Attendance log section under Attendance tab.
Scroll down and look for the date that shows a penalty, then click on that date to view the reasons for the penalty.
Click here to watch video: PSA Leave Payroll Automation