Payroll Run Reports – FAQs – Home Page

Introduction

Payroll Run Reports in Keka HRMS help administrators access and analyse payroll-related information for employees across finalized payroll months. These reports provide insights into salary components, deductions, contributions, employee payroll status, gratuity, payments, reconciliation, and other payroll-related details.

Administrators can select the required report from the Payroll Run Reports section based on the information they want to review.

Navigation

Payroll → Reports → Salary Reports → Payroll Run Reports

Frequently Asked Questions

1. What are Payroll Run Reports?

Payroll Run Reports are a collection of predefined reports that help administrators review, analyse, and reconcile payroll information for employees. These reports provide detailed insights into payroll costs, salary components, employee payments, statutory contributions, and payroll status.

2. Where can I access Payroll Run Reports?

To access Payroll Run Reports:

Navigate to Payroll.
Open the Reports section.
Select the Salary Reports tab.
Choose Payroll Run Reports from the Categories panel.

The available payroll reports will be displayed on the page.

3. What types of reports are available under Payroll Run Reports?

Keka provides several predefined reports under Payroll Run Reports. These reports can be broadly categorised based on their purpose.

A. Payroll Reconciliation and Analysis Reports

Arrear Report for Each Employee: View the arrear breakup report for employees for any finalized payroll month.
Contribution / Deduction Reconciliation Report: Compare deductions and contributions for any two finalized payroll months.
Employee Reconciliation Report: View employees' monthly reconciliation reports for any finalized payroll month.
Gross Component Reconciliation Report: Compare gross component reconciliation for any two finalized payroll months.
Compare Payroll Components of Each Employee: Compare payroll components of employees across any two months.
Employee Payroll Status Report: View the payroll status of all employees for any finalized payroll month.

B. Salary and Cost Reports

Annual Cost Report (Including Components Paid Outside Gross): View the annual cost report with salary components paid outside gross or paid separately, such as expenses, bonuses, cash advances, and employer share.
Monthly Cost Report (Including Components Paid Outside Gross): View the monthly cost report with salary components paid outside gross or paid separately.
Group Wise Actuals Summary: View the department-wise or cost-centre-wise monthly cost summary.
Monthly Component Break Up (Pay Register): Compare payroll components of employees across any two months.
Monthly Component Break Up and Financial Details (Pay Register): View the Pay Register with salary component breakups and employees' financial details for any finalized payroll month.

C. Employee Payroll Status Reports

Payroll Status for New Joinees: View the payroll status of new joinees along with their date of joining.
Payroll Status for Exited Employees: View the payroll status of exited employees along with their exit dates.
Head Count Monthly Report: View headcount data for any finalized payroll month, including total count, new joinees, and new exits.

D. Payment and Transaction Reports

One Time Payments Report: View monthly one-time payment details, including payment name, amount, and comments.
One Time Deductions Report: View monthly one-time deduction details, including deduction name, amount, and comments.
Monthly Batch Payment – Bank Transfer, Cheque, Cash: View payment transfer reports with payment batches and payment modes.
Overtime (OT) Payments Report: View overtime payment details, including shifts, pay codes, and payment information.
Payroll Journal Vouchers Report: View the salary journal voucher report for any finalized payroll month.
Shift Allowance Payments Report: View monthly shift allowance payment details, including shift dates and start and end times.

E. Gratuity and Leave Reports

Gratuity Report: View gratuity payable to eligible employees along with payment details for the selected month.
Gratuity Excluding LOP Report: View gratuity payable to eligible employees, excluding Loss of Pay (LOP), along with payment details.
Gratuity Monthly Accrual Liability Report: View the gratuity payable to eligible employees as a liability for the selected month.
Leave Encashment Report: View leave encashed and the amount paid for different leave types within the selected date range.

F. Other Payroll Reports

Air Ticket Advance Accrual Report: View air ticket advance accrual details for eligible employees in a selected month.
Earned Bonus Report: View the accrual and payout details of earned bonuses for a selected bonus and bonus cycle.

4. Can I compare payroll information across two months?

Yes. Certain reports allow administrators to compare payroll information across two finalized payroll months.

These include:

Contribution / Deduction Reconciliation Report
Compare Payroll Components of Each Employee
Gross Component Reconciliation Report
Monthly Component Break Up (Pay Register)

5. Can I view the salary components paid outside the gross salary?

Yes. You can use the following reports to view salary components paid outside gross or separately:

Monthly Cost Report (Including Components Paid Outside Gross)
Annual Cost Report (Including Components Paid Outside Gross)

These reports include details such as expenses, bonuses, cash advances, and employer share.

6. Can I view payroll details for new joinees and exited employees?

Yes. Keka provides separate reports to track payroll information for new joinees and exited employees.

Payroll Status for New Joinees: Displays payroll status along with the date of joining.
Payroll Status for Exited Employees: Displays payroll status along with the employee's exit date.

7. Can I access payment-related information through Payroll Run Reports?

Yes. You can access payment-related information through reports such as:

One Time Payments Report
One Time Deductions Report
Monthly Batch Payment – Bank Transfer, Cheque, Cash
Overtime (OT) Payments Report
Shift Allowance Payments Report
Payroll Journal Vouchers Report

8. Can I view scheduled payroll reports?

Yes. The Scheduled Reports option is available in the Categories panel. Select it to access the scheduled reports section.

9. Can I search for a specific scheduled report?

Yes. Use the Search in scheduled search bar available at the top-right of the page to locate a specific scheduled report.

10. Can I create a custom payroll report?

Yes. The Create Custom Report option is available at the top-right of the Payroll Run Reports page. Administrators can use this option to create reports based on their reporting requirements.

Notes

The availability of payroll information depends on the selected report and its applicable reporting period.
Reports that mention finalized payroll months are intended to provide information for payroll months that have been finalized.
The reporting period and applicable filters may vary depending on the report selected.