Tax Filing Section

The Tax Filing section in Keka HR is a crucial component for managing all tax-related details for each pay group within an organization. Here’s an overview of how to navigate and utilise this section effectively:

• Initial Setup
  
• Accessing Tax Filing Details
• Viewing and Updating Tax Setup
• Completing Tax Setup
• Ongoing Management

Initial Setup

In the initial paygroup setup phase, you will encounter the Submit Tax and Filing information step where you need to input tax-related information for your legal entity.

Accessing Tax Filing Details

The Tax Filing section (3) can be found under the Settings (2) tab in payroll section (1). 

In this section, you can effectively manage tax filing details for each legal entity connected to your organization. It's essential to elaborate on the significance of tax setup and filing authorization, as these elements ensure compliance with legal requirements and facilitate accurate payroll processing.

Additionally, it’s important to note that when a new location is added and an employee within a legal entity is assigned to that location, the tax setup must be completed for this new location prior to processing payroll. This step is crucial to avoid any potential compliance issues and ensure that all tax obligations are met in a timely manner.

Each legal entity will have its own section. You can expand these sections to view and manage the tax setup and filing status.

Viewing and Updating Tax Setup

Upon clicking the dropdown for a legal entity, you will see the status of the tax setup and filing authorisation.

If there are pending forms or information not yet released by the government, the system will indicate the missing details. You can return to this section to update the information as it becomes available. It's important to emphasize that this information is essential for accurate tax withholdings and filings. Therefore, it is highly recommended to complete these updates as soon as possible, ideally before the end of the quarter.

Completing Tax Setup

If the tax setup is incomplete, click on View Tax Setup. This will lead you to a detailed screen showing both state and federal tax requirements.

Click Edit to update the necessary sections. This may include entering or confirming account numbers, uploading documents, or filling out required forms. After updating, click Save. Once all necessary information is entered, the status will change to 'Completed'.

Once you have completed the tax setup, the next step is to obtain filing authorisation. Each time you add a new location, it is essential to finalise both the tax setup and the authorisation for that specific jurisdiction.

Upon selecting the option to view filing authorisation, you will be presented with a list of various forms that require signatures, based on the locations you have added and those for which forms have already been signed.

Upon selecting the form you wish to sign, you will be directed to an online signing interface. Here, you will find a Sign and Submit button, along with a message confirming that you agree to the information you will provide while completing the form.

Once signed you will be able to see all the forms that are signed.

You have the option to download any of the signed forms for your tax records if needed. Additionally, if you need to regenerate a form, you can easily do so by selecting the regenerate form option and then signing it again.

Ongoing Management

You can revisit this section anytime to update tax details for any legal entity. This is crucial for maintaining compliance and ensuring smooth payroll processing.

The Tax Filing section provides a clear view of the status for each entity, helping you track which entities have completed their tax setup and which ones still require attention.