How to change the salary structure of employees in bulk

Each employee in an organization has a salary structure assigned to them, which is used to calculate the component value in their salary. Depending on the organization's needs, different salary structures may be configured with different components or formulas/values. For example, an intern may have a salary structure with only a stipend component, while a full-time employee will have a different structure that suits their job position. In Keka, employers can easily change an employee's salary structure as needed, such as when converting an intern to a full-time employee.

Steps to Change Salary Structure in Bulk

1. Go to the Payroll tab.

2. Click on Payroll Admin.

3. Select the Operations tab.

   

4. Under Payroll Imports , click on Import Salaries with Effective Date.

   

5. In the Import Salaries with Effective Dates window:

   • Select the relevant Pay Group (if multiple are configured).

   • Click Download the Excel Template.

     

6. In the downloaded Excel file:

   • Locate the employees whose salary structures you want to update.

   • Delete all other employee data.

   • Update the Structure Type column with the new salary structure.

7. If you don’t want to revise the gross salary:

   • Leave the Salary Amount column blank.

   • Enter 0 in the Percentage column.

8. If you do want to revise the gross salary:

   • Enter the new salary amount or a percentage increase as needed.

9. Enter the Effective From Date in the format dd-mmm-yyyy (e.g., 02-Mar-2023).

   

10. Save the updated Excel file.

11. Upload it using the Upload Excel File button in the Import Salaries with Effective Date window.

    

12. Match the Excel columns with Keka fields.

13. Click Continue to preview the data.

14. If any errors appear, fix them in the Excel file and re-upload.

15. If no errors, click Continue again to finish uploading.