PAYROLL: Improved Past Payroll Import validations

Overview

We’ve introduced improvements to Past Payroll Import validations and pay schedule management to better align Keka’s payroll configuration with Check’s Pay Schedule API.

These updates provide payroll administrators and support teams with better control over pay schedule creation, payroll cycle corrections, and payroll funding methods, while ensuring payroll cycles remain compliant with Check’s scheduling rules.

The goal of this enhancement is to reduce payroll preview errors caused by overlapping or misaligned pay periods, particularly in semi-monthly schedules, and provide the necessary tools to resolve them directly within the product.

Key Enhancements

1. Pay Schedule Configuration Aligned with Check API

The Pay Schedule creation and edit flow has been updated to match the fields and structure used by Check’s Pay Schedule API.

With this change:

• Pay schedule fields are now fully aligned with Check’s configuration model.
• Field-level validation errors returned by Check are directly surfaced in the UI.
• This ensures accurate configuration and reduces downstream payroll preview errors.

Additional rules include:

• Legal entity cannot be edited once a pay schedule is created.
• If any regular or off-cycle payroll has been finalised, the pay schedule cannot be edited.
• The company start date logic remains unchanged, including automatic adjustment of the first payday if it falls on a holiday or weekend.

2. Payroll Cycle Date Corrections

Support users can now manually update payroll cycle dates when system-generated cycles do not align with customer expectations.

This is particularly useful for semi-monthly schedules, where incorrect configuration of the first cycle may cause overlapping payroll periods.

Key details:

• Cycle dates can be updated only if the payroll is not finalised.
• Changes are restricted to support personas.
• The system provides informational warnings when changes may impact payroll periods.

Important behavior:

• Date updates apply only to the edited payroll cycle.
• Future payroll cycles remain unchanged, preserving the original pay schedule structure.

This allows teams to resolve payroll preview errors without modifying the entire pay schedule.

3. Improved Handling of Semi-Monthly Pay Schedules

Semi-monthly schedules follow fixed calendar anchors, meaning:

• Pay schedules behave as static templates.
• Any misalignment in the first payroll cycle can cascade into future cycles.
• Automatic system corrections are not possible.

With this update, admins and support teams now have explicit tools to correct individual cycles, enabling them to resolve payroll preview errors while maintaining the original pay schedule rules.

4. Payroll Funding Method Control

Payroll administrators can now select or update the payroll funding method directly from the Run Payroll screen.

Previously, this option was available only during the Final Preview step.

With this enhancement:

• Funding method selection is available earlier in the payroll process.
• Supported funding methods include ACH and Wire.
• ACH remains the default option.
• Changes can be made until the payroll is finalised.

This allows admins to configure payroll funding before reaching the final preview stage, improving workflow efficiency.

Impact

These improvements help payroll teams:

• Reduce payroll preview errors caused by overlapping payroll cycles
• Align pay schedule configuration with Check’s payroll infrastructure
• Safely correct individual payroll cycles when needed
• Select payroll funding methods earlier in the payroll process
• Reduce dependency on manual backend corrections or support interventions

Overall, this update provides greater control and flexibility when managing pay schedules and payroll cycles, while ensuring payroll processing remains accurate and compliant.

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