Locking and Unlocking IT Declaration & Proof Submission

Introduction

In Keka, you can allow or restrict income tax (IT) declarations and proof submissions for selected employees — even after the general submission window has closed.

This feature is helpful in scenarios such as:

• Allowing new joiners to declare investments after the monthly cutoff.

• Letting employees with rejected proofs re-upload them without reopening submissions for everyone.

• Allowing exiting employees to update their declarations before final settlement.

You can lock or unlock:

• IT declaration submission for employees after the monthly cutoff date.

• Proof submission for employees after the financial year-end cutoff date.

Here’s how to manage both settings in Keka.

Manage IT Declarations for Selected Employees

Go to Payroll Admin

1. Navigate to the Payroll tab.

2. Click Payroll Admin.

3. Under Operations, open the Income Tax Declarations card.

4. Select Manage IT Declaration Due Date on Employee Level.

   

View Employee List

A new window opens showing all employees and their declaration submission status.

Lock or Unlock Declarations

• Select one or more employees using the checkboxes.

• Click Lock Declaration Submission or Unlock Declaration Submission as needed.

  Note: If you don’t make any changes here, the pay group’s default monthly declaration window and cut-off dates will apply to all employees.

  

Lock IT Declarations

1. Check the boxes next to employees you want to lock.

2. Click Lock Declaration Submission at the top.

For individual employees:

• Click the lock icon in the Actions column.

• A popup will appear asking you to confirm.

• You can also notify employees by email about this change.

  Note: Declarations cannot be locked if the monthly declaration window is still open as per pay group settings.

  

Unlock IT Declarations

1. Select the employees you want to unlock.

2. Click Unlock Declaration Submission.

For individual employees:

• Click the unlock icon in the Actions column.

• In the popup, set a new due date and confirm.

• The declaration window will auto-lock on the new date you set.

• Optionally, notify employees via email.

  Note:

  The new date cannot extend beyond next month’s declaration window start date.

  If proof submission is locked, unlocking declarations will also unlock proof submission until the auto cut-off date.

Manage Proof Submissions for Selected Employees

Go to Payroll Admin

1. Navigate to the Payroll tab.

2. Click Payroll Admin.

3. Under Operations, open the Income Tax Declarations card.

4. Select Manage Proof Submission Due Date on Employee Level.

   

View Employee List

A new window opens displaying employees and their proof submission status.

Lock Proof Submission

1. Select the employees you want to lock.

2. Click Lock Proof Submission.

3. A popup will appear asking you to confirm the action.

4. Optionally, send an email notification to affected employees.

   Note: Proof submissions cannot be locked before the financial year cut-off date for proof submission.

Unlock Proof Submission

1. Select the employees you want to unlock.

2. Click Unlock Proof Submission.

3. In the popup, set a new due date and confirm.

4. The proof submission window will auto-lock on that date.

5. You can also send an email notification to employees.

   Note: Unlocking proof submission does not automatically unlock IT declaration submission.

Lock or Unlock from the Employee Profile

You can also manage IT declarations and proof submissions directly from an employee’s profile.

1. Open the employee’s profile.

2. Go to the Finances tab.

3. Click Manage Tax.

4. Under Declarations, you’ll see the current status for both IT Declaration and Proof Submission.

5. Click the three dots (⋮) on either card to lock or unlock using the same steps described above.