How to Setup Payroll in Keka US

Introduction

Setting up payroll correctly is critical for ensuring your employees are paid on time while meeting all U.S. tax and legal requirements. Keka’s step-by-step payroll setup process covers everything from defining your pay schedule to verifying banking details and configuring tax filings.

This guide walks you through the complete process of setting up a pay group in the U.S., ensuring compliance and efficient payroll processing.

Payroll Setup Process

After you create a new pay group, you’ll need to complete six setup steps. If your legal entity, bank, or signatory details are already entered, those sections may auto-fill. Otherwise, you’ll be guided through each setup screen.

Set Up a Pay Schedule

Start by defining how often employees will be paid and setting your pay dates.

1. Select a Legal Entity that the pay group belongs to.

   Need help? See: Setting up a legal entity

2. Choose a Pay Frequency:

   • Weekly: Paid every week (e.g., every Friday). Common in hourly or service industries.

   • Bi-weekly: Paid every two weeks (26 times/year). Efficient for tracking overtime and benefits.

   • Semi-monthly: Paid twice a month (1st and 15th). Useful for salaried employees.

   • Monthly: Paid once a month. Best suited for fixed-salary roles.

3. Select Pay Dates:

   • Weekly: One pay date per week

   • Bi-weekly: One every two weeks

   • Semi-monthly: Two dates (e.g., 1st and 15th)

   • Monthly: One date at month-end

4. Name the Pay Schedule clearly for easy reference.

Click Save to begin, and save your selections once completed.

Add Signatory Details

The signatory is the person authorized to approve payroll and tax filings.

1. Click Setup under the Signatory section.

2. Enter the following details:

   • First Name, Middle Name (optional), Last Name

   • Designation (e.g., Managing Director)

   • Email Address

3. Click Save Signatory.
   You’ll also need to upload documents to verify the signatory.

 Add and Verify Bank Information

Keka uses your bank details to disburse employee salaries.

1. Click Setup under Bank Details.

2. Choose a verification method:

   • Plaid (Recommended): Connect and verify your bank account instantly and securely.

   • Manual Entry: Enter bank information manually and verify later.

   

Plaid Verification

• Follow the prompts to connect your account.

• Select an Authorized Signatory from the dropdown.

• Click Authorize to complete.

  

Manual Verification

Enter the following:

• Bank Name

• Account Type (Checking/Savings)

• Routing Number

• Account Number and Confirm Account Number

• Select the Authorized Signatory

• Click Authorize and Send for Verification

You must accept Keka’s payroll terms and conditions to allow salary debits.

Configure Statutory and Tax Filing

1. Click Initiate Tax Setup to begin.

2. Select Jurisdictions:

   • Choose all applicable federal and state jurisdictions where employees work.

   

3. Enter Federal Tax Info:

   • Provide your Federal Employer Identification Number (FEIN).

   

4. Enter State Tax Details:
   For states like Washington, input:

   • Employment Security Reference Number

   • Labor & Industries Account ID

   • Tax Rates (EAF, UI Tax Rate)

   • PAC Number, Unified Business Identifier (UBI)

   • Indicate PFML Exemption status

   • Set Effective Dates for each entry

5. Select the Authorized Signatory for tax filings.

Click Complete when all data is entered.

Filing Authorization

Authorize Keka to file taxes on your behalf.

1. Click Setup under Filing Authorization.

2. Select the Authorized Signatory.

3. Click Initiate Authorization.

   

4. Electronically sign all required federal and state forms in Keka.

5. Click Complete to proceed.

   

    

   Setting up payroll within Keka’s system is a comprehensive yet efficient process designed to meet U.S. payroll norms. By following the outlined steps—establishing a pay schedule, entering signatory and bank details, configuring tax filings, and authorizing transactions—you ensure a smooth and compliant payroll operation.