Configuring tax declaration settings

Introduction

Setting up the last date for tax declarations and proof submissions is essential to ensure that all tax computations are processed in a timely manner. This allows payroll to proceed without delays and gives you enough time to review and take action on the submitted proofs at the end of the financial year.

This guide explains how to configure tax declaration settings in Keka, including setting cut-off dates, enabling approval workflows, and setting up reminders.

Set Up Tax Declaration Due Dates

 Go to Payroll Settings

1. Navigate to the Payroll tab on your Keka dashboard.

2. Click Settings.

   

Choose a Pay Group

1. If your organization has multiple pay groups, select the pay group you want to update.

2. Click the Settings icon next to that pay group.

   

Open Taxes and Deductions

1. Go to the Taxes and Deductions tab.

2. Click the three dots (⋮) menu and select Update IT Declaration Due Date from the dropdown.

   

Configure the Dates

1. On the Income Tax Declaration Due Dates screen, enter the last date for declarations and proof submission.

2. Save your changes once done.

   

Setup Cut-off Dates for Tax Declarations

Keka allows you to define key cut-off dates for tax declarations and submissions.

For All Employees

• Monthly Start Date: The first date each month from which employees can add or edit their tax declarations.
• Monthly End Date: The last date of the month by which employees can make changes to their declarations.

• Yearly Cut-off Date: The final date for tax declarations for the ongoing financial year. After this date, no further changes or declarations can be made for that year.

  Note: The monthly start and end date can be the same, but the end date cannot be before the start date.

  

For Employees Joining After the Financial Year Cut-off Date

If an employee joins after the defined Financial Year cut-off, you can set a separate cut-off specifically for them. This ensures they have enough time to declare their investments. You can define:

• Maximum number of days from the date of joining to declare investments.
• Last date for declaration for employees in this category.

Setup Approvals for Tax Declarations

Keka allows you to manage approval workflows for tax declarations.

Require Approval for Changes Before the Cut-off Date

• Enabled: Any changes or declarations made by employees will require payroll admin approval to be considered for tax computation.
• Disabled: All declarations are auto-approved for tax computation, regardless of admin approval, before the cut-off date.

Allow Declarations After the Cut-off Date

• Enabled: Employees can submit declarations after the cut-off date. If the approval setting is enabled, these submissions will require admin approval.
• Disabled: Employees cannot submit declarations after the cut-off date.

Enable Declaration Reminder Emails

Enabling this setting triggers two types of reminder emails:

• Admins: Receive reminder emails when declarations are pending approval.

• Employees: Receive emails when their declarations are approved or rejected.

  Note: Approval/rejection emails are sent daily at 4 PM IST. Any approvals/rejections made before 4 PM are notified that day, and those after 4 PM are notified the next day.

  

Setup Cut-off Date for Proof Submission

You can make proof submission mandatory for all tax declarations by enabling the following setting:

• Enabled: Employees must submit proof for each tax declaration. The proof must be approved by the admin for the declaration to be considered for tax computation.

• Disabled: Proof submission is not required. Declarations are automatically considered for tax computation without admin approval.

  

Impact of Proof Submission Cut-off Date

If proof submission is enabled, the cut-off date for proof submission will affect tax computations. For example, if the cut-off date for proof submission is 15th February, only declarations made up to 31st January will be considered for tax computation. Declarations made after this date will require proof approval by the admin to be included in the tax computation for the current month.

Setup Reminder Mail Triggers for Declarations and Proof Submission

To ensure timely submissions, you can set up reminder emails for employees and admins.

1. Go to Global Settings.

   

2. Click on the Communications tab.

3. Under the event triggers, click on payroll

   

4. Search for the following event triggers:
   • Declaration Cutoff Reminder

   • Declaration Proof Cutoff Reminder

     

Enable Reminder Triggers

• Toggle the reminder button to activate it. This will send out reminders 7 days in advance of the due dates for tax declaration and proof submission.

Adding Conditional Criteria

1. Click the +Add Conditional Criteria button.
2. Choose a data point (e.g., Employment Status, Department, etc.).
3. Define the operator (e.g., equal to, not equal to) and set the value.

4. Add more filters as needed and click Add.

   

Configuring Email Notifications for Event Triggers

1. Click +Add Action and select Send Email.
2. Provide a name for the email action and choose the recipients (employee roles or Keka user roles).
3. Customize the email subject and body.

4. Click Create to finalize the event trigger and email configuration.