Managing employee statutory information

Introduction

Keeping your employees' statutory information up to date is essential for payroll compliance and accurate deduction processing. In Keka, you can manage details related to:

• Provident Fund (PF)
• Employees' State Insurance (ESI)
• Professional Tax (PT)
• Labour Welfare Fund (LWF)

This guide shows you how to update statutory details for individual employees or in bulk using Excel templates.
 

Update Statutory Information for a Single Employee

From the Employee Profile

1. Search for the employee using the top search bar.
2. Open the employee's profile.
3. Go to the Finances tab and select Summary.
4. Scroll to the Statutory Information section.
   
   
5. Hover and click the edit icon to open the editing screen.
   
   
   
    

From the Payroll Admin Section

1. Go to Payroll > Payroll Admin.
2. Make sure you're on the Operations tab.
3. Locate Payroll Status, Tax Regime and Financial Details.
   
   
4. Click on Employees' Statutory Info.
   
   
    
5. Use filters like Pay Group, PF/ESI/LWF status, or the search bar to locate the employee.
6. Click Edit under the Actions column for the chosen employee.
   
   

You’ll now be on the Edit Statutory Information screen where you can update PF, ESI, PT, and LWF details.

Component-wise Updates

Provident Fund (PF)

1. Select Provident Fund from the left panel.
2. Update the Employer PF Establishment ID.
3. Choose if the employee contributes to EPF only or EPF + EPS.
4. If details are not available or the employee is not eligible, check the appropriate box.
5. If eligible, enter:
   • UAN
   • PF Number
   • PF Joining Date
   • Name on PF Account

Click Update to save changes.

Employees' State Insurance (ESI)

1. Select Employees' State Insurance from the left panel.
2. Check the box if the employee is not eligible.
3. If eligible:
   • Uncheck the box.
   • Enter the Employer ESI Establishment ID.
   • Indicate if ESI details are available.
   • If available, enter the Employee's ESI Number.
     
     

Professional Tax (PT)

1. Select Professional Tax from the left panel.
2. Update the PT Establishment ID.
3. Based on this, the State and Registered Location auto-update.
   
   

Labour Welfare Fund (LWF)

1. Select Labour Welfare Fund from the left panel.
2. Check the box if the employee is eligible for LWF.

Click Update to save all statutory changes.

Updating Statutory Information in Bulk

You can update employee statutory details for multiple employees using Excel templates.

1. Go to Payroll > Payroll Admin.
2. On the Operations tab, click Employees' Statutory Info.
3. Click Import in Bulk.
   
   
4. On the upload page, click Download Excel Template.
5. Fill in the required data in the Excel sheet.
   
   

Required Columns:

6. Save and upload the completed Excel file on the Upload Employee Statutory Details page.
7. In the Match Columns step, ensure fields match correctly.
8. Review data in the Preview Data step.
9. Fix any validation errors and re-upload if needed.
10. Click Complete to finish.
    
    

Alternate Bulk Update via Financial Import

You can also update statutory data while importing financial information:

1. Go to Payroll > Payroll Admin > Operations.
2. Click Import Financial Information under Payroll Imports.
   
   
    
3. Choose the relevant Pay Group.
4. Download the Excel template.
5. Enter or update statutory fields in the file.
6. Upload the sheet and complete the import as described above.