Managing Employee PAN details

Introduction

As per Indian Income Tax regulations, every employee who pays income tax must have a valid PAN (Permanent Account Number) recorded in the system. When PAN details are missing, a flat 20% TDS is applied.

In Keka, you can view and update PAN information for individual employees or make bulk updates for multiple employees. This guide walks you through both methods.

Important: Ensure accurate PAN entry to avoid higher tax deductions and compliance issues.

Update PAN Information for an Individual Employee

You can update PAN details either from the employee profile or through the Payroll Admin panel.

Method 1: From Employee Profile

1. Use the Search Bar to find the employee.

2. Click the employee’s name from the dropdown to open their profile.

   

3. Go to the Finances tab, then ensure you're on the Summary sub-tab.

4. In the PAN Information section, click the three dots icon.

5. A window titled Edit PAN Information will open.

    

6. Enter or update the PAN details.

7. Click Save.

    

Method 2: From Payroll Admin

1. Navigate to the Payroll section from the left menu.

2. Select the Payroll Admin tab.

3. Under the Operations tab, scroll to the Payroll Status, Tax Regime & Financial Details card.

4. Click Employee PAN Info.

   

5. You'll see a list of employees grouped by Pay Group.

   • Use the Pay Group filter to narrow down the list.

   • Use the Search Bar to find a specific employee.

   • Use filters to view employees with or without PAN details.

6. Click Edit in the Actions column next to the employee’s name.

    

7. Update the PAN information in the pop-up window.

8. Click Update.

Repeat the process for other employees as needed.

Update PAN Information in Bulk

1. Go to the Payroll section and open the Payroll Admin tab.

2. Under the Operations tab, find the Payroll Imports card.

3. Click Import Financial Information.

   

4. On the Import Financial Details page:

   • Select a Pay Group (if you have more than one).

   • Download the Excel Template.

     

5. Fill in the updated PAN details in the Excel file:

   • PAN

   • Date of Birth

   • Parent/Spouse Name

   • Name on PAN

   

6. Delete all other rows except for the employees you’re updating.

7. Save the file and click Upload Excel File.

   

8. In the Match Columns section:

   • Ensure each Excel column is mapped correctly to Keka fields.

   • Click Continue to preview the data.

9. If there are errors, fix them in the Excel file and re-upload.

10. Once all data is valid, click Continue to finalize the upload.

The updated PAN details will now be reflected in the Keka HR portal.