Bulk Import of Employee Financial Details
In the Payroll Admin section, Keka provides a streamlined process for bulk importing employee bank details, compensation details, benefits assignment making it easy to manage and update payroll information. This feature ensures that you can efficiently handle large volumes of data with minimal manual input. Here's how you can utilize this functionality:
Accessing Payroll Imports
Navigate to the Payroll Admin (1) section. Click on Payroll Imports (2) in the category list on the left side of the screen.
To import bank details, go to the Payroll Imports section where you will find the option for Bank Details Import. Simply click on the Import (1) button to begin the process.
Steps for Importing Bank Details
Select the relevant pay schedule from the dropdown menu to ensure that the template includes only those employees associated with that specific schedule.
Click on the Excel Template (1) link to download the template file.
This file outlines the necessary structure and columns for importing bank details. Be sure to consult the upload instructions (2) on the right side of the screen, as they will assist you in preparing the file correctly, minimising the need for any revisions later on.
Please note that this import process only allows for the addition of new bank details; any updates to existing information are not permitted. For manual payments, the required information includes the Employee Number, Employee Name, Payment Method, and Manual Payment Consent.
Open the downloaded Excel template and fill in the required information.
It is important to note that the column names highlighted in red are mandatory and must be filled out completely; failure to do so will prevent the successful import of your data. The template includes essential fields such as:
- Employee Number
- Employee Name
- Payment Method (e.g., Direct Deposit, Manual)
Additionally, the following columns may be required based on your payment method:
- Direct Deposit Authorization (if applicable): This form authorizes the employer to deposit funds directly into the employee's bank account.
- Manual Payment Consent (if applicable): This pertains to payments processed manually, which may involve various methods such as:
- Accepting cash and providing change
- Collecting credit card information over the phone
- Issuing an invoice and reconciling the resulting payment
Ensure that all mandatory columns are filled out accurately to facilitate a smooth import process.
Once the template is filled out, return to the Payroll Imports section and click on Upload Excel File. Select the completed template file from your system and upload it.
After uploading, Keka will guide you through matching the columns from the Excel file to the system's database fields. Ensure all columns are correctly matched to the respective data fields.
Review the data in the preview section to confirm that all entries are correct and complete. This step allows you to make any final adjustments before the data is committed to the system.
Once you are satisfied with the data preview, finalize the import process. Keka will process the uploaded data and update the bank details for the employees accordingly.
By following these steps, you can efficiently manage bulk imports of employee bank details in Keka, ensuring smooth and accurate payroll processing.
Steps for Importing Compensation details.
You can also import compensation details in a manner similar to importing bank details. Click on the import button.
Start by selecting the appropriate legal entity (1) and worker type (2). This will allow you to download the Excel (3) template specifically tailored to include only those employees associated with the selected legal entity and worker type. Additionally, be sure to review the upload instructions (4) located on the right side of the screen to ensure a smooth import process.
Steps for Benefit assignment Import
The process for importing benefit assignments is similar to the previous bulk import steps.
Click on import button. Begin by selecting the appropriate legal entity (1), then download (2) the template. Once you have filled out the required details, be sure to consult the upload instructions provided on the right side of the screen, as they contain essential guidance for successfully uploading this template.
Bulk importing employee details through Keka’s Payroll Admin section significantly simplifies payroll management, reducing manual input and ensuring accuracy across large datasets. Whether importing bank details, compensation information, or benefit assignments, the system guides users through a structured, step-by-step process. With the use of downloadable templates, upload instructions, and real-time data validation, the platform ensures smooth and error-free imports. By following these processes, organisations can efficiently manage payroll updates and employee data while minimising administrative workload and potential errors.