Manually overriding reimbursable component claims

Introduction

Reimbursable components in Keka allow employees to claim expenses under specific categories—like medical reimbursement. These components accrue every month, and employees typically submit claims for admin approval. But what if an employee is unable to submit a claim?

As a Payroll or Global Admin, you can declare claim amounts on their behalf. This guide shows how to manually override reimbursable component claims, either directly from the portal or in bulk using Excel.

Go to the Manual Override Section

1. Navigate to Payroll from the left menu.
2. Click on Payroll Admin.
3. Under the Operations tab, find Reimbursable Component Claims (Manual Override).
   
    

You’ll see a list of all reimbursable components added to your organization’s global repository.

Override via Portal 

The process is the same for all reimbursable components.

1. Click on any Reimbursement under the manual override section.
2. On the Reimbursement Claim screen, select a Pay Group and Salary Structure to filter the employee list.
3. Locate the employee whose claim you want to override.
4. In the Claim for <Month> column, enter the new claim amount for the current month.
5. Review the Accrued Balance column to check the employee’s eligible amount.
6. Click Save & Close to apply the changes.
   
   

Repeat for other employees as needed.

Override via Excel (Bulk Upload)

1. Click Import Employee Claims.
   
   
    
2. On the import window, click Download Excel Template.
   
   
3. Open the template and locate employees you want to update.
4. In the Claim Amount column, enter the new claim value.
5. Delete rows for employees you’re not updating.
6. Save the file.
   
   

Return to the portal:

7. Click Upload Excel File and select your saved template.
   
   
8. In the Match Columns step, confirm the Excel columns match Keka fields.
9. Proceed to Preview Data to review and fix any errors.
10. Click Complete to finalize the claim overrides.