In Keka, setting up payment information for employees can be done in multiple ways, either individually for each employee or in bulk by importing financial details. Here’s how you can efficiently manage payroll information for your workforce.
Adding Payment Information Individually
When you add an employee through the Add Employee wizard in Keka, you will have the opportunity to provide financial details during the compensation step.
However, if you haven’t enabled payroll for that employee or if the employee was added via bulk import, you'll need to manually navigate to the employee's profile and input the payment information.
Steps to Set Up Payment Information for an Employee:
1. Search for the Employee:
- Use the search bar at the top of your Keka dashboard to find the employee whose payment information needs to be updated.
2. Navigate to the Employee Profile:
- Upon accessing the employee’s profile page, you will find several tabs including About, Profile, Job, Finances, and more, providing a comprehensive overview of the employee's details.
3. Click on the ‘Finances’ Tab:
- In the Finances tab, you will land on a page where you can set up or update the employee’s payment information.
- This is where you can configure the Pay Profile, including compensation, benefits, and deductions.
4. Setup Payroll
- Upon accessing the Finances tab, if payroll has not yet been set up for the employee, you will see a prominent banner indicating this status, click on the Setup Now button located within the banner.
5. Enable Payroll
- Once you click Setup, the first step is to Enable Payroll for the employee by toggling the switch. This action will add the employee to the payroll process.
6. Selecting the Pay Schedule
After enabling payroll, you’ll need to choose a Pay Schedule. The pay schedule is associated with the pay group you have already configured. Here’s what happens in this step:
- Pay Frequency (e.g., bi-weekly, monthly) will be displayed based on the selected schedule.
- Next Pay Day will be shown according to the pay schedule.
Make sure to select the appropriate pay schedule, as this will determine how often the employee gets paid.
7. Entering Salary Information
The next section is for Salary. You can specify whether the salary is based on Per Annum or Per Hour. Enter the correct amount and choose the salary format that fits the employee’s compensation model.
8. Choosing Overtime Policy
From the Overtime Policy dropdown, select the applicable policy you have set up for overtime work. These policies are configured in advance to align with your company’s pay practices.
9. Salary Effective Date
Choose the Salary Effective Date to indicate when the salary changes or setup will take effect. This is important for ensuring that any new salary amounts are applied from the correct date.
10. W2 Electronic Consent
If the employee has opted for electronic delivery of their W2 forms, check the box labeled Provided W2 Electronic Consent. This ensures that the employee’s tax forms are delivered electronically.
11. Adding Additional Components
In this section, you can include additional salary components such as bonuses, reimbursements, and allowances:
- Click on Add Components to open a list of pre-configured options.
- Select the component from the dropdown menu.
- Enter the amount for the component.
- Choose how frequently this component will be paid, whether it’s One Time Pay, Per Pay Period, or over multiple pay periods (up to 6 pay periods). If you select one time pay you also have to choose a payment date for the component.
You can add multiple components by repeating this process for each component.
12. Adding a Note
You can also add notes by clicking the Add Note button. These notes can be used to provide additional context about the payroll setup or component details. These notes will be visible to the employee, making it a transparent process.
Once all the details have been entered, click Save to finalise the payroll setup for the employee.
Once the payment information has been successfully entered, you will be able to view the compensation details. You can choose to either hide or display the figures by clicking on the eye icon. If you need to revise the salary, simply click on the three dots and select Revise Salary. Alternatively, within the compensation card, you will find a hyperlink for revisions; clicking this will redirect you to the revisions section, where you can make necessary salary adjustments.
