Automating Timesheets, Leave and Payroll

Overview

In this guide, you will learn:

• How to configure Keka PSA to automate payroll using timesheet and leave data
• What hour restrictions and penalties can be applied
• How to enforce timesheet submission compliance
  

Who Can Do This?

• Global Admins
• HR/Admins with access to Projects and Timesheet Policies in Keka

Pre-requisites

1. A Timesheet Policy must be configured and assigned to employees.
2. Payroll and leave modules must be active in your Keka subscription.

Enabling Timesheet Automation for Payroll

1. Navigate to Projects > Settings under the Finances section.
2. Under the Time entries tab, enable the toggle for Use timesheet data to process Keka payroll.
   
   

Configuring Timesheet Policy Settings

1. Go to Projects > Policies & Settings > Timesheet Policies.
2. Select a timesheet policy and click on Timesheet Policy Settings.
   
   
3. Click on the Hour Settings section, then configure:
   • Per Day: Restrict hours on a daily basis.
   • Minimum Hours: Required minimum for the day.
   • Maximum Hours: Cap for the day.
   • Gross/Effective: Decide whether hours include breaks (gross) or only work time (effective).

4. Set Timesheet Period Restrictions:

   • Per Week: Apply restrictions on a weekly evaluation basis.

   
   

5. Configure Shortage of Time Penalty:

   • Exempt: No penalty.
   • Allow Buffer Period: Grace period before penalty.
   • Deduct: Deduct pay per missing hour.
   • Loss of Pay/Paid Leave: Adjust salary or leave balance for shortfall.

   
   

Timesheet Submission Settings and Compliance

1. In Submission Settings, configure:

   • Allow daily time submission.
   • Allow submitting current timesheet even if past weeks are pending.
   • Limit submission: Based on status or timeline.
   • Time Offs: Auto or manual handling of time-offs.
   • Allow attachments: Enable file uploads in timesheets.

   
   

2. In Timesheet Submission Compliance, define:

   • Daily/Weekly Submission requirement.
   • Deadline for submission.
   • Reminder nudges to employees.
   • Resources: Available helpdesk links or internal support.
   • Enforce Penalization: Choose from Exempt, Deduct, or Loss of Pay/Paid Leave.

   
   

How It Connects with Other Modules

• Leave:
  · Leave data is auto-fetched and integrated with the timesheet.
  · If policy restricts logging on leave days, submission is blocked.
• Attendance:
  · Attendance logs validate Gross/Effective hours.
• Payroll:
  · Timesheet hours flow into payroll calculations.
  · Penalties and deductions are auto-reflected.

FAQs

• Q: How do I know if payroll is using timesheet data?
  A: Check the toggle under Project > Settings > Timesheet.
• Q: What happens if an employee logs fewer hours than the policy minimum?
  A: Penalties will be applied as per policy (e.g., deduction or LOP).
• Q: Can employees attach files in timesheets?
  A: Yes, if allowed in submission settings.
• Q: Can I enable only leave-based payroll without timesheet integration?
  A: No, leave deductions apply via timesheet validations.

Troubleshooting

• Payroll doesn’t reflect penalties or LOP?
  · Ensure timesheet hours are below the threshold.
  · Check if penalization rules are configured and enabled.
• Can’t submit timesheets for a date?
  · The date may be a week-off, leave, or restricted by policy.
  · Hover over the cell or check Attendance logs for context.