Keka updates – April 2020
Multiple Default PT locations – Apr 07, 2020
In some cases when employees are working remotely based on projects or at client work location different from actual work location, the payroll processing and compliance will be done based on actual work location other than doing it based on employee work location. So to handle these type of situations for PT deduction and filing, we used to configure professional tax as per default state by mapping all other states under one state.
Now we have made couple of enhancements to this allowing the user to add multiple default locations which can be used when user have different legal entities in different locations. From now user will be able to configure a state as default for one set of states and another state for another set of states.
With this feature, admin can map multiple states under one state and thus enabling the system to manage professional tax deduction and filing as per the selected state statutory rules. To configure in such a way admin needs to add all the other states to be mapped under the selected state as pictured below
This can be done from Settings >> Payroll >> Statutory Filing Information >> Professional Tax
Added Form S, Form Q of Tamil Nadu and Form II, Form C and Form D Compliance Forms of Maharashtra – Apr 07, 2020
Form S -(Register of Employees with Hours of Work):
This report will provide the details of employee’s shift timings, daily break hours and weekly holidays.
To view this report, navigate to Payroll>>Reports>>Compliance Reports>>Form S
Form Q (Register of employment):
This is a monthly report, that provides a detailed view of leave credit, leave availed and leave balance in a month, along with overtime hours worked by the employee.
To view this report, navigate to Payroll >> Reports >> Compliance >> Form Q
Form II (Muster Roll cum wage register of Maharashtra):
This is a monthly report, that gives details of leaves credit at the start of the month, leaves availed during month, and leave balance at the end of month, along with overtime hours worked, Count of hours worked daily along with payable wages
To view this report navigate to Payroll>>Reports>>Compliance Reports>>Form II
Form C – (Payment of Bonus Act):
When an employer has paid any bonus or other customary bonus to an employee or paid a part of the bonus payable under this Act to an employee before the date on which such bonus becomes payable then the employer shall be entitled to deduct the amount of bonus so paid from the amount of bonus payable by him/her to the employee under this Act in respect of that accounting year and the employee shall be entitled to receive only the balance.
To view this report navigate to Payroll>>Reports>>Compliance Reports>>Form C(Under Maharashtra’s compliance forms)
Form D-(Equal Remuneration Act):
Every employer shall maintain a register related to the workers employed by them covering component wise remuneration details consolidated based on category of workers in the following format. This register also include gender data of employees grouped on categories.
To view this report, navigate to Payroll>>Reports>>Compliance Reports>>Form D (Under Maharashtra’s compliance forms)
Budget 2020 Changes – Apr 07, 2020
The Finance Minister introduced New Tax regime in the Union Budget 2020 presented in the parliament on February 1, 2020.
Optional New Income Tax Regime:
While there is no change in the existing Income-tax slab rates for individuals, a new tax regime has been proposed under which individuals foregoing exemptions and deductions would be taxed at reduced tax rates.
Some Important Key Points:
- The exemptions and deductions that would need to be foregone includes inter area exemptions and deductions claimed widely by individuals including House Rent Allowance (HRA), Leave Travel Concession (LTA), standard deduction, deductions under Section 80C, deduction in relation to self-occupied house property, set-off of loss from house property against any other source of income etc.
- Surcharge and education cess would apply as per existing rates.
- The new tax regime is optional. Individuals who opt to claim available exemptions/ deductions would be taxed as per the existing rates.
- Individuals who earn taxable income up to INR 5,00,000 continue to be exempt from tax liability under the existing and new tax regimes.
We are also providing flexibility of opting in or out of the new tax regime in our Keka Application:
- Employer can restrict their employees to either select tax regime for themselves or the employer can choose it for their employees.
To enable this setting, please go to Setting>>Payroll>>My Finance Settings. You can enable/disable settings for allowing employees to choose tax slabs for themselves and can set a cut-off date for the same. (Admins can do it at anytime of the year on behalf of the employees)
If this setting is enabled Employee can change their tax computation regime from My Salary Tab
If an individual clicks on “Click here” (as seen in above image), he/she will be redirected to the screen, where he/she can opt-in/out of the tax regime.
On this pop-up screen employees can switch to whichever regime they want, and this page consists of all the required information about the tax slabs , telling which tax regime is suitable for what income groups the employee
falls under, and according to what declarations he made.
We have given an option to update income tax regime in bulk in Admin ops
Payroll >> Payroll Admin >> Income Tax Regime of employees
Clicking on the link will navigate user to the page from where we can update Tax regime of individual employee, as well as in bulk for multiple employees:
The excel sheet, to update employees’ tax regime in bulk, consists of the pre-filled data that indicated the current tax regime of the employee, as well as an option to choose the new tax regime they want to follow.
From this drop-down we select the regime we want and can upload it in the application
Implemented Report for Employee Profile Picture Upload Status – Apr 07, 2020
Implemented a report to check employee profile picture upload status. Now you can check from report who all have not uploaded their profile picture at one single place with the help of this report.You can access this from Org >> Dashboard.
Global Admin, HR Manager and HR Executive have access to this report.
Minor Updates – 06 Apr, 2020
Core HR :
1.Added additional fonts in Employee letters:
We have added 3 additional fonts in letter templates which are standard and mostly used:
2.Displaying attachments count in Employee documents report:
When employees have submitted the documents with out any attachments, it was difficult for admins to track who submitted the attachments and who have just submitted the details. To resolve this problem, we have added attachments count in Employee documents report which can be accessed from the path Org > Dashboard > Employee status reports > Employee Documents report
Admin can identify the employee who didn’t submit the attachments whose attachments count is shown as ‘0’ in Employee documents report
Displaying past experience details ordering based on date of joining in the report:
If an employee have submitted multiple previous experience details, we are now sorting them based on date of joining provided in the past experience details. This report can be accessed from the path Org > Dashboard > Employee demography reports > Past experience report
Added ability to restrict employees from applying past dated attendance requests beyond selected months. – Apr 07, 2020
Added ability to restrict employees from applying past dated attendance requests (Work From Home, On Duty, Attendance Adjustment, Attendance Regularization) to certain months.
We have added two settings:
1) Employee can raise past dated attendance requests, but not beyond ‘x’ months, ending on ‘y’ of current month.
In this setting, admins can select for number of past months employee can raise attendance request. In months drop-down options are ranging from ‘Current Month’ to ‘6’ months.
Example : Let’s say in Work From Home request, if ‘Current Month’ is selected as month and date is selected as ’10’. Then employee can raise past dated work from home request for past days of current month till 9th date of current month (requesting on).
Similarly, if ‘1’ is selected as month and date is selected as ’10’. Then employee can raise past dated work from home request for past days till 1 month i.e from 11th of past month to 9th of current month. And if current date (requesting on) is exceeded then employee cannot raise past dated request.
2) Restrict past dated attendance request ‘x’ calendar days.
In this setting, for only the mentioned number of days employee can raise past dated attendance requests .
Example : Let’s say in On Duty request if 5 is selected as the maximum number of days for applying past dated request. Then from the current date (e.g 6-Apr) employee can raise past dated On Duty request till 5 days
(i.e till 01-Apr).
Minor Updates – 08 Apr, 2020
1) Previously for auto credit comp off leaves, expiry was not considered and the expiry was only there for manual credit comp leaves. Now we have included expiry for auto credit comp leaves also. The same expiry which was set for manual credit comp off leaves will be used for auto credit comp off.
2) “Leaves” Tab from “Time Attend” tab is been shifted before to “Shift and Holidays”.
Minor Updates – 14 Apr, 2020
Core HR: Added Notice date column in Relieved employees report to give more visibility regarding employee exit details.
Expenses: To make search easier regarding past expense claims. Given two date range filter in Org >> Expenses & Travel >> Past Claims :
- Paid Date
- Approved Date
Expenses: Added an status filter in the expense claim break up report. So that admins would be able to view or download the Expense claims based on the status selected.
- Added “Secondary Job title” attributes in letter templates – Job Info section
- Added “Sub List Numbering” in the Letter templates which gives you the auto incremented sublists for number lists which are added.
Preboarding for Candidates. – Apr 14, 2020
The new Preboarding feature will be replacing the previous offer stage in job hiring flow and also the offers tab.
How it works( the flow of prebording) :
- From any stage of job’s hiring flow (stages which are before preboarding stage) the initiate preboarding action can be performed to move that candidate to preboarding stage.
- Once the candidate is moved to preboarding stage i.e initiate preboarding is done, he will reflect in the preboarding tab’s start stage (you can navigate to that tab by clicking the preboarding icon on the left margin).
Preboarding Stage 1 – Start Stage :
- All the candidates whose preboarding has been initiated will reflect in this stage.
- You also have options to add candidates individually or in bulk directly to the preboarding stage i.e directly to the offer process.
- You can perform various actions on candidates such as start preboarding, cancel preboarding and archive candidate.
- And to start the preboarding process, you have to select start preboarding action.
-> Start Preboarding :
- When you perform this action, you will be able to select the document types which you want to collect from the candidate and then candidate will be moved to Collect Info Stage.
- And if you don’t want to collect any document types, then deselect the collect document checkbox and the candidates will be directly moved to Release Offer Stage skipping the Collect and Verify info stages.
Preboarding Stage 2 – Collect Info :
- The candidates will be moved to collect info stage once you start preboarding and specify the document types to collect.
- You can perform various actions like change required documents, Upload documents on behalf, Cancel preboarding and archive candidate.
- After uploading documents of candidate on his behalf and saving it, you will get a option ‘move to verify info stage’ on the top right corner of the upload documents on behalf page.
-> Change required documents : You can update the selected document types for submission by using this action.
-> Upload documents on behalf : You can upload the documents of a candidate on behalf of him by using this action.
Preboarding Stage 3 – Verify Info :
- The candidates will reflect in Verify info stage once you perform move to verify info stage action on them.
- In verify info stage you can cross check and verify the details uploaded by the candidate or on behalf of him and approve or reject a document by using the reject or approve button present at the bottom of each document detail page.
- You can perform various actions like Verify, Initiate Offer, Change required documents, Cancel preboarding and Archive candidate.
- After verifying you can Initiate the Offer process by clicking the Initiate Offer action and the candidate will be moved to the Release Offer stage.
Preboarding Stage 4 – Release Offer :
- In this stage you can Generate offer for candidates, Release those offers and also Revise the offer.
- You can perform various actions such as Generate offer, Release offer, Revise offer, Download Offer Letter, Move to Hired, Cancel Preboarding and Archive Candidate.
- While generating offer you can select the offer template, give the compensation details and various other details related to offer generation.
- You can also perform various bulk actions such as offer generation, Releasing offer and downloading the offer Letters of candidates.
- And you can also move the candidate directly to Hired stage using the move to hired action.
- After Releasing the offer the candidate will be automatically moved to Offer Acceptance Stage.
Preboarding Stage 5 – Offer Acceptance :
- After the offer is released to the candidate he will automatically reflect in Offer acceptance stage.
- In this stage you can change the status of the offer based on the candidates response and final decision of the organisation.
- You can perform various actions such as Revoke Offer, Revise Offer, Offer Declined by Candidate, Move to hired and Archive candidate.
- Once you revise a offer from offer acceptance stage the candidate will be moved to release offer stage for again releasing the revised offer.
- And using remind action you can send candidates reminder mail to respond on the offer letter.
- And after offer is accepted by candidate you can move him to hired stage using the Move to hired action.
Preboarding Stage 5 – Hired :
- Once the candidate is moved to hired stage, he will reflect in keka >>Org >>Hiring >>Offers, from where you can add that candidate into keka portal along with document details and various others submitted during hiring process.
- You can perform various actions on candidates present in hired stage such as Revise Offer, Revoke offer and Archive candidate.
- After the candidates are added into keka portal from offers tab in keka >>Org >>Hiring, the candidate will be automatically moved to the joined tab( present at the top of preboarding page) in Hiro.
- And all the archived candidates from any stage will be moved to Archive tab( present at the top of preboarding page) from where you can Rollback them if required.
- You can add the predefined Preboarding Archive Reasons from Settings >>Archive Reasons (Hiring)>>Preboarding Archive Reasons.
- Once you cancel preboarding of a candiate and initiate it again, then the preboarding process will be initiated again from the start stage.
- Any candidate moved to hired stage without creating offer will get a action button of Move to Release offer, where you can move him and generate offer if needed.
Implemented review initiation mail for employee in event triggers. – Apr 14, 2020
Now review initiation mail will be send to an employee whenever the review will be initiated for him/her by admins by default.In order to enable or disable this user has to navigate to settings>>Integrations and Automation>>Event Triggers
In order to edit or delete the notification user needs to click on the event.
Ability to hide proposed rating for reviewers while submitting review form – Apr 14, 2020
Admins can now hide proposed rating option for reviewers while submitting the review form.Proposed rating field can be disabled from two places:
1.While setting up the review process >> feedback form flow >> advance requests
It can also be done from review administration >> feedback form flow settings >> Advanced settings
Enhancements in Direct Reports Leave Import – Apr 14, 2020
With direct reports leave import, RM will have the ability to import leave of his/her direct reports. From My team > Summary we can import leaves for the direct reports.
All the leaves that are imported are approved automatically irrespective of the approval chain.
You can now use the mach columns and online editor options to import the details easily. All the leaves can be imported through the excel file. When the excel template is download, all the direct reports will be shown in the excel. Also the leaves made through the import can never be overridden.
And also the leave that are imported through the excel will also be visible in leave history.
Ability to view billing users in the application – Apr 15, 2020
Global Admin, HR Manager, HR Executive can now view their billing account users in the application from the path: Settings >> Keka Account & Billing >> Billing.
If the Admin is the billing user and have access to the billing portal, they can navigate to the billing portal from the same screen by clicking on ‘Access Billing Portal’ button
Ability to Enable / Disable Keka support login and view support login audit for Global Admin in the organization – Apr 15, 2020
From Keka, we always try to provide the best support in your onboarding process and with quick response if you are facing any issues. Our support login ability will help us to identify and solve your problems on time. We always send an email to the global admin when our team is doing support login to your organization.
To make our bond more stronger and with utmost security, we have now given the ability to Enable or disable doing support login to your organization. Global Admin in the organization can Enable / Disable the Keka support login from the path: Org >> Settings >> Keka account & Billing >> Support Access.
Global Admin can also access the support login audit. The support login person name along with the purpose of login will be shown in the support activity audit immediately with date and time.
We are also providing the audit information to track who enabled and disabled this setting
It is always recommended to allow support login to resolve your problems quickly and provide you timely support.
Enhanced employee job tab User interface – Apr 15, 2020
We have enhanced the Job tab user interface to make it more interactive and user friendly.
All the employee fields are grouped in to 4 different sections according to the functionality.
- Job Details: Employee job related information like, employee number, probation, notice period etc.. can be updated from this section
- Employee Time: Employee leave and attendance details can be updated from this section
- Organization: Organization related assignments like Location, department
- Other: Other feature related assignments like time sheet, expense policy can be updated from this section
Audit of all field changes can be accessed from single place by clicking on any audit options provided in the page. Entire audit history will be shown where you can search the required field to check the history of changes made.
Ability to view employee time and attendance tab for managers. – Apr 15, 2020
Managers can now view attendance summary, raise attendance related requests(apply work from home,on duty,raise regularization and attendance adjustment requests) on behalf of employee and also take actions on pending requests(work from home or on duty requests,regularization requests etc) via Keka mobile app.
In order to raise requests or take actions on the pending requests user needs to navigate to attendance tab present near employee profile tab.To access employee attendance tab:Go to Org tab >> Employee Directory >> Search for the user to check his/her attendance.
Managers can also check the attendance of their team members by navigating to ‘My team’ tab, selecting the team member’s name to view his/her attendance.
Please update to the latest version available on Play Store to avail this feature.
Update to the latest version of Keka HR Mobile App from the links given below:
Added ability to set expiry for carry over leaves and credited leaves – Apr 17, 2020
Previously, if any expiry is set in “Leave Accruals” step for accruals or credited leaves and if expiry is also set in “Year End Processing” step for the carry forwarded leaves then accruals step expiry override the expiry which is set in “Year End Processing” step.
Now we have given ability to set expiry differently for carry forward leaves and credited leaves in “Year End Processing” step.
Setting : “Any leave that has an expiry date, either through previous carry forward, or expiry settings under step 2(leave accrual) remain unchanged.”
Admins can enable this setting and the expiry which was set for accrual or credited leaves will not change after year end processing.
If admin wants to override the expiry set in “Year End Processing” step then they can enable the setting. So the expiry which was there in “Leave Accruals” step will be configured to the carry forwarded leaves.
If there is no expiry set in “Leave Accruals” step and the setting is enabled then the expiry which is set in “Year End Processing” step will be configured for the carry forwarded leaves.
If there are no accruals and credited leaves for the leaves type, expiry is set in “Leave Accruals” step and setting is also enabled in “Year End Processing” step then the expiry which is set in “Year End Processing” step will be configured for the carry forwarded leaves.
Note : If expiry condition in “Year End Processing” is configured then only expiry will be there for carry forwarded leaves in last 2 cases. Otherwise there will be no expiry for the carry forwarded leaves.
How to configure this setting?
Leave Type Configuration >> Year End Processing
Additional setting to complete employee probation automatically / manually for each employee – Apr 18, 2020
Do you want to confirm your employees’ probation automatically based on the probation end date that you have defined earlier?
Do you have some process that need to be verified before completion of employee probation and need manual involvement to complete probation for each employee?
Yes, you can now setup this option based on your requirement. You can either make the probation completion automatic or explicit confirmation with the new setting: ‘End employee probation automatically’
This setting can be accessed by Global Admin, HR Manager, HR Executive from the path: Org > Employees > Settings > Employee Defaults
If Employee probation completion is selected as automatic,
Based on employee probation end date, employee probation will be marked as ended on that date without any manual intervention. An email notification will be triggered to the reporting manager and HR persons on that date along with the reminder which will be sent a week prior to the probation end date.
You can always end the probation or change the date even if it is set to automatic. Probation will be ended according to the new date provided
If employee probation completion is selected as manual, by un-selecting the checkbox of that setting
Global Admin / HR Manager / HR Executive need to mark the employee probation as ‘Ended’ by navigating to employee profile > Job tab. Employees will be considered as ‘In Probation’ only even after the probation date is completed until the status is marked as ‘Ended’. Employees will still be shown in ‘Employees In Probation’ report.
From now on wards, we will consider the employee probation based on employee probation status only. Not based on the probation end date.
Following are the screens where you can end the probation or change employee probation end date (Either change or extend)
You can even revert the employee probation after ending it or can change the probation end date from the following window by clicking on edit probation details
If employee probation completion is manual option is selected, Admin requires a place where they can view all the employees whose probation is not confirmed yet. We have provided a separate report for this purpose which will be shown only when the manual probation completion option is selected for the organization.
This report can be accessed by Global Admin, HR Manager and HR Executive from the path: Org >> Dashboard >> Employee status reports >> Pending probation confirmation employees report
Ability to configure Expense privileges as part of Custom Roles and Permissions – Apr 18, 2020
As we have rolled out Custom Roles and Permission feature recently so that you can create a role as per your requirement. We are now extending this functionality to provide you the custom priivleges for all the features available in Keka. As part of it, we have now implemented custom privileges for Expenses & Advance requests and Travel desk as well.
These privileges can be configured for both User roles and Implicit roles as well. You can check the available privileges in the following screenshots.
You can configure expense privileges for implicit roles as well from Settings >> Roles & Permissions >> Implicit Roles as per your requirement.
Note: Custom roles & permissions feature need to be enabled for your organization to configure these expense privileges
Added ability to define cut off date for tax regime selection for new joinees.- Apr 20, 2020
When a new employee joins the company post commencement of a financial year, he/she will be provided with an exemption/relief from the actual cut off dates to provide all the details in the system. So to automate similar situations during opt-in/opt-out of new tax regime, we have made an enhancement to the existing settings by adding another option for new employees. Through this the employee(s) who have joined the organization in middle of financial year can be provided relief to opt-in/opt-out for the new income tax regime.
To configure this, navigate to Settings >> Payroll >> My Finance Settings >> Section 115BAC Opt-in
Ability to configure Employee Finance privileges – Apr 20, 2020
When it is a matter of employee permissions and privileges, each organization may have a different perspective or strategy for the managerial capacity employees to run/organize the company. The related functionality to manage this was already introduced in our system with the recent feature “Custom Roles & Permissions”. Now adding more value to it, we have given the ability to configure employee finance privileges as well in custom roles.
With this new enhancement, user can now assign custom privileges for the employees in their organisation based upon their role. For instance, when you intend to give access to view all employee salary details to your managerial capacity but don’t want them to perform any other actions on employee salary, you can give just view salary privilege and manage it here.
You can configure finance privileges for implicit roles as well from Settings >> Roles & Permissions >> Implicit Roles as per your requirement.
Note: This will only be available to users who have opted for the feature (Add-on) of Custom Roles and Permissions
Ability to create Organization document folders only for selected departments and locations – Apr 21, 2020
If you want to add the organization related documents which are specific to a particular department and location, you can now create separate organization document folders by selecting the department and location. This folder will be visible only to the selected department and location employees. All the documents in that folder will be visible to the selected employees only.
You can either select a specific department and location or select all to display them for everyone in the organization.
Ability to carry forward and pay percentage of available leave balances to the next calendar year. – Apr 23, 2020
Previously, only fixed number of days were allowed to carry forward or to pay available leave balances to the next calendar year.
Now we have given option “Percentage of remaining leave” in the drop-down of “Fixed number of days” for the settings “Pay first and then carry forward remaining” and “Carry forward first and then pay remaining” in the “Year End Processing” step of any leave type configuration. Here, Admins can select the percentage of leave balances that need to be carry forwarded or paid in the next calendar year.
We have also given options for the maximum number of leaves that need to be paid or carry forwarded. This can be enabled by the settings,
Restrict maximum payable days to ___
Restrict maximum carried forward days to ___
Along with that, we have also given settings “Nearest half day, full day“, “Up to half day, full day“, “Previous half day, full day” to round off decimal days to half days or full days. This can be enabled when “Percentage of remaining leaves” is selected.
Example : Let’s say, the available balance is 10 and 75% of leave days need to be paid and 25% of leave days need to be carry forwarded. So during year end processing 7.5 leave days are shown in “Days Encashed” column and 2.5 leave days are shown in “Days Carried forward” column.
Ability to view Asset Recovered Import – Apr 27, 2020
Asset recovered report is implemented in order to view all the Recovered assets in an organization. You can access this from Org>Assets>Reports. The recovered assets will be shown when selected date range on “Asset Recovered on Date”. Now you can view details of “who recovered the date, When the asset is recovered, Condition of an asset during Recovery” along with the Basic asset details. You can able download this Asset recovered report.
Global admin, Asset Manager .
Ability to restrict employees from making expense claims for future date – Apr 27, 2020
Now, we have the ability to restrict employees from making expense claims for future dates. This setting can be enabled by unchecking the checkbox while creating the expense policy from Org >> Expenses and Travel >> Policies and Settings >> Expense and travel policies.
When this setting is enabled for already existing policy, it will not effect to the past expense claims that are already made. And this will not have any impact on Advance requests.
When the employee makes an expense request, the future dates will be disabled. And they will also be disabled while updating the claim from Org > Expenses and travel
Ability to view Document Audits – Apr 27, 2020
Want to have a look at employee documents audit to avoid chaos? In Keka, we are providing employee document audits for privileged users like Global admin, HR executive and HR manager.
Whenever the document is updated by the employee or on behalf of the employee, an audit is recorded and maintained. The audit can be viewed for each and every document in employee profile >> documents.
The audit is maintained only for the approved documents. Both the date and time at which the document has been updated will be seen in the document audit.
Global Admin, HR Manager and HR Executive can access this audit
Ability to link expense to project or cost center – Apr 27, 2020
With this new enhancement you can now link expense to assigned project or cost center while adding an expense or an advance request. You can link expense to project or cost center only for those requests which are not yet approved from Me >> Expense or from Employee Profile >> Expenses if you have privilege to access.
We have given two reports in Org >> Expense & Travel > Reports to check expense linked to project or cost center at a single place.
You can link expenses only to projects which are billable for which you have allowed expense to link to that project from setting present in edit project details from project tab and we have given visibility to view expenses linked to project by providing expenses tab in project details if the below setting is enabled. Visibility of expense tab in project details is given to Global Admin, Client Manager and to Project Manager ( Only to them who have permission to view financials. You can update permission from project details >> project managers tab)
Implemented Onboarding and Exit privileges as part of Custom Roles & Permissions – Apr 27, 2020
As we have rolled out Custom Roles and Permission feature recently so that you can create a role as per your requirement. We are now extending this functionality to provide you the custom priivleges for all the features available in Keka. As part of it, we have now implemented custom privileges for Onboarding and Exits as well.
These privileges can be configured for both User roles and Implicit roles as well. You can check the available privileges in the following screenshots.
You can configure privileges for implicit roles as well.
Different approval chain when claim amount exceeds the set limit – Apr 27, 2020
To enhance the control over the expense claims, we now have the ability to create a separate approval chain when the claim amount exceeds a certain limit. This following setting can be made easily while creating the expense policy from Org >> Expenses and Travel >> Policies And settings >> Expense and Travel Policies. When checked on the the corresponding setting option, the user will be able to create an approval chain for the exceeded expense claims.
Now, there will be 2 expense approval chains in which Approval Chain 1 will be followed when the claim amount is below the set limit. And, Approval Chain 2 will be followed when the claim amount is beyond the set limit.
Minor Update: 27th April, 2020
Added Exit requested on and Exit requested by columns in ‘Relieved Employees’ and ‘In notice period employees’ reports. This will help you to check when the employee exit has been initiated and by whom for any auditing purpose.
We have divided section 80G (Donations under social causes) into four different parts as per the statutory rules and limits on the donations made by an employee. This will be applicable from FY 2020-2021 and will be shown as below
Ability to configure employee job info privileges in custom roles & permissions – Apr 28, 2020
As part of custom roles & permissions, we have given the ability to set the privileges for employee job info. With this, we can give employee job tab access to reporting manager and the other roles.
Two separate privileges are provided to give either only view job details or update job details of an employee. These privileges are available in both user roles and implicit roles
Ability to use Gross and CTC in salary structure configuration – Apr 28, 2020
What is CTC?
The total cost incurred by the organisation when hiring an employee is known as CTC. Apart from Basic salary, it can also includes allowances such as HRA (House Rent Allowance), Medical Insurance, Food Coupons, etc. Other elements that are included in your CTC, can be Loans, Gratuity, Bonus, or any other benefits (direct or indirect) you are receiving. The components that are included in CTC, varies from organisation to organisation.
Here’s an example of CTC and its breakdown:
Suppose CTC of an employee is Rs. 10,00,000
Here’s a breakdown of the above CTC:
Basic: Rs. 5,00,000
HRA: Rs. 2, 50,000
Medical: Rs. 15,000
Food Coupon: Rs. 36,000
EPF Contributions: Rs. 21,600
Gratuity: Rs. 20,000
Medical & Life Cover Insurance: Rs. 13,200
Annual Bonus: Rs. 125,000
CTC is basically summation of Direct Benefits (Basic, HRA, Medical Allowance etc.), Indirect Benefits (Medical & Life Cover Insurance, Food Coupon etc.), and Saving Contributions (Gratuity, EPF etc.).
CTC of an employee includes deductions/contribution such as Provident Fund, Medical Insurance etc. Though they are part of your compensation, but you do not get them as part of in-hand/net salary. Though these components increases your CTC, you net salary doesn’t increase.
What is Gross?
In simple words, Gross Salary = CTC – Employer’s Contributions (such as EPF, ESI, Gratuity). Gross salary will be the amount that is paid before deduction of taxes or any other deductions. Gross salary will be inclusive of bonuses, or any other additional payments.
Here’s an example of Gross Salary calculation:
From the CTC example above
Basic: Rs. 5,00,000
HRA: Rs. 2, 50,000
Medical: Rs. 15,000
Food Coupon: Rs. 36,000
EPF Contributions: Rs. 21,600
Gratuity: Rs. 20,000
Medical & Life Cover Insurance: Rs. 13,200
Annual Bonus: Rs. 125,000
CTC = Rs. 10,00,000
Gross Salary = CTC – EPF Contributions – Gratuity = Rs. 10,00,000 – Rs. 21,600 – Rs. 20,000 = Rs. 9,58,400
Why do we need both Gross and CTC for the configuration of salary structures?
Each organization might have different configuration when it is comes to salary structure, and this configurations may differ from department to department or even employee to employee as well.
- So some organizations will pay all the employer shares, gift/food coupons, insurance out of their pocket and will offer employee just the Gross Salary and use the same as base for calculations. The Basic salary of employee in this case is usually calculated based on Gross Salary of employee. In this case user can directly enter the Gross salary in Keka system to calculate the other salary components. There can be other components that are indicated to be outside this Gross salary.
- Whereas, some organizations will include all employer shares, gift/food coupons and offer CTC salary to employees, and use the same as base for calculations. So in this case they will enter the CTC amount in our system as the salary components will be calculated based on CTC for them.
Though such configurations were already possible with the existing system, there are few changes that has been made recently as detailed below:
Even though both configurations were possible, in the later one (using CTC) user were not be able to configure Gross for the calculation of components (that are dependent on value of Gross). As the only input taken from user has been CTC, we didn’t allow users to calculate or configure any component based on the Gross. But from now onwards we will be giving access to configure a component formula either on Gross or CTC. This will also resolve the existing problems where at times, the ESI & PT is getting calculated on Gross and not CTC even when the value provided by user is CTC.
This configuration will also resolve the issues that users were facing when configuring PF using both Basic and Special Allowance as part of the formula.
Ability to disable immediate email notification to the approvers when leave and attendance requests are submitted – Apr 30, 2020
During this lock-down, many of our employees are working remotely and applying attendance and leave requests in Keka. There are more chances that Approvers may annoy by many pending approvals emails. To solve this problem, We have given the option to disable immediate email notifications to approvers upon request is made. If this setting is selected approvers will not receive email notification immediately when an employee submits leave or attendance request, but they can still see those requests in Inbox, Daily Digest and other places.
Note: Other emails works as usual. This will disable email notification to the approvers only when request is submitted.
This setting can be configured for below request types.
- Remote clock-in
- Work From Home
- On Duty
- Partial day /Attendance Adjustment /Attendance Regularization
- Leave Type Configuration