Managing Reward Point Redemptions Using the Debit Option

Introduction

The Debit option under Spot Rewards in the Rewards module allows admins to manually deduct reward points from employee accounts when points are redeemed.

This feature helps organisations track reward point usage directly within the platform. When employees redeem their points for rewards such as gift cards, merchandise, or other perks, admins can record the redemption by debiting the corresponding points.

Each debit entry creates a clear transaction record, ensuring transparency and accurate reward balances.

The debit flow only records the deduction of reward points. The actual reward distribution (for example, issuing gift cards or payouts) must be handled separately outside the platform.

Steps

Debit reward points from an employee account

Admins can debit reward points for one or more employees.

1. Go to Engage from the left navigation panel.

2. Click Rewards.

3. Open the Spot Rewards tab.

4. Click Adjust reward balance.

   

5. Select the Debit option.

6. Enter the number of points to debit.

7. Provide a reason for the redemption.

8. Under Select employees, choose one of the following:

   1. Specific Employees : Search and select individuals manually whose points need to be deducted.

      

      2. Based on department, location, worker type: Use filters to auto-select a group.

      1. Example filters:

         1. Department:  Engineering

         2. Location: Hyderabad

         3. Worker Type: Permanent

            

9. Review the transaction summary.

10. Click Debit X Keka Points to complete the action.

    

Once the transaction is processed, the selected points are deducted from the employee’s rewards balance and recorded in the transaction history.

Filter Transactions by Type (All, Credit, or Debit)

You can also use the transaction filters to quickly view all reward activities or narrow down the list to only credit or debit transactions.

All Transactions

1. Displays both credit and debit reward transactions in a single list.

2. Provides a complete history of all reward activities for employees.

3. Helps admins track overall reward movement and balances in one view.

Credit Only

1. Shows only transactions where reward points were credited to employees.

2. Helps identify recognition or reward allocations given to employees.

3. Useful for tracking positive reward distributions and contributions.

Debit Only

1. Displays only transactions where reward points were deducted from employees.

2. Helps track redemptions, adjustments, or point deductions.

3. Useful for monitoring reward usage and balance reductions.

Options & Variants

Debit points for multiple employees

Admins can select one or more employees when debiting reward points. The same number of points and reason will be applied to all selected employees.

Record offline reward redemptions

If employees redeem rewards outside the platform—such as requesting a gift card from HR—admins can debit the corresponding points to ensure the employee’s balance remains accurate.

Field Reference / Parameters

Notes, Tips, Important, Warnings

Note: Every debit action is recorded as a transaction in the reward history, helping admins maintain a clear record of point usage.

Tip: Always provide a clear reason for debiting points so employees can easily understand the deduction in their rewards history.

Important: Debiting points only records the redemption of reward points in the system. It does not process the actual reward fulfilment.

Examples & Use Cases

Example 1: Gift card redemption
An employee redeems 500 points for a gift card provided by HR. The admin debits 500 points from the employee’s account and records the reason as “Gift card redemption.”

Example 2: Merchandise redemption
An employee exchanges reward points for company merchandise. The admin debits the corresponding points to update the employee’s balance.

Example 3: Manual correction
If points were mistakenly credited to an employee, the admin can debit the excess points and record the reason as “Points adjustment.”

Troubleshooting

Symptom: Employee’s reward balance does not reflect a redemption
Cause: The debit transaction was not recorded in the system
Fix: Go to Rewards → Adjust rewards, select Debit, and enter the appropriate points and reason.

Symptom: Employees are unsure why points were deducted
Cause: The reason for the debit was unclear
Fix: Always include a clear and descriptive reason when debiting reward points.

FAQs

1. Can admins debit points for multiple employees at once?
   Yes. You can select multiple employees when performing a debit transaction.

2. Will employees be notified of the deduction?
   Employees can see the debited points and the reason for the deduction in their rewards history.

3. Does the platform deliver the reward automatically after points are debited?
   No. The platform only records the deduction of points. The actual reward delivery must be handled separately by the organisation.

Next Steps

After recording a redemption, organisations can:

• Distribute rewards such as gift cards, vouchers, or merchandise to employees.

• Regularly review reward transaction history to track reward usage.

• Maintain internal processes for reward fulfilment and approvals.