Post Payroll Actions for Off-Cycle Runs

Introduction

After processing an off-cycle payroll in Keka, you gain access to all related post-payroll functions-even if the regular payroll for the month hasn't been finalized or locked. This makes it easy to manage mid-month salary payments, bonuses, or corrections without workflow disruptions.

This guide covers how off-cycle payroll impacts pay registers, payslips, payments, automation, and statutory compliance.

Payroll Aggregates and Pay Register

• All off-cycle payroll records are automatically included in the payroll aggregates on your dashboard.
  
   

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• The Pay Register shows both regular and off-cycle records, filtered by their processing status.

  
   

Manage Payslips: Off-Cycle Integration

Under Manage Payslips, you'll find two separate tabs:

• Regular Payroll

• Off-Cycle Payroll
  
  
   

For off-cycle payslips, you can:

• Release

• Hold

• Send

• Download in bulk

The payslip table includes a new column: Off-cycle Type

File naming format for downloads:

[Employee Name] - Payslip - [Off-Cycle Name] - [Month Year].pdf

Applies to both individual and bulk downloads.

Manage Payments: Payroll Type Selection

If an off-cycle payroll exists for the month, a dropdown menu appears in the Manage Payments section.

You’ll see:

• Regular Payroll

• A list of all processed Off-Cycle Payrolls
  
  
   

If any pay component (e.g., Bonus or Expenses) is set to be paid separately, you’ll also see:

• One tab per separately paid component

• One consolidated tab for Salary

Salary Payment Automation & Restrictions

Off-cycle payrolls can be disbursed using salary payment automation, just like regular payroll.

Important Restrictions:

• Deletion is blocked if payments are in progress or completed.

• In such cases, the system will display:
  “Off cycle cannot be deleted as payment has already been initiated for employees”

Statutory Contributions & Compliance

Keka handles off-cycle payrolls independently within statutory sections:

• Provident Fund (PF)

• Employees’ State Insurance (ESI)

• Professional Tax (PT)

• Labour Welfare Fund (LWF)

• Income Tax (IT)

Each of these sections provides three distinct views:

• Regular

• Off-Cycle

• Consolidated

This ensures accurate reporting and compliance for all payroll types.

Notes & Tips

Note: Off-cycle post-payroll actions are available regardless of the status of regular payroll.

Important: Once off-cycle payments are in progress or completed, they cannot be deleted.