July Keka Updates
Minor Updates – July 01, 2019
Work Force Management:
- Fixed issue with resource assignment when resource is assigned and deleted from multiple tabs
- Fixed issue with showing logs in next day for dynamic shift employees when IN punch is after 5:30 AM
- Fixed issue with deductions for no attendance when there are logs
- Fixed issue with showing previous values for employee relations profile approval request in Inbox
- Fixed issue with showing deducted leave in My Team Leave calendar in few scenarios
- Fixed issue in showing income tax projections when employee last working date is in upcoming cycles
Minor Updates- July 02, 2019
- Added indication to point new updates in ‘Keka Updates’ screen
- Fixed issue with displaying marital status in letter templates
- Fixed issue with images in Birthday and Work anniversary mail notifications
Work Force Management:
- Fixed issue with flexible shift in showing logs for multiple days
- Fixed issue related to WFH or OD bulk approval for two separate halves on same day
- Minor bug fixes related to Time Attend
- Removed Statutory details like IT , PF , ESI and PT Info Tabs(as shown in below Image) from Legal Entities under Settings >> Company Settings >> Legal Entities.
They are already present in Payroll Settings under Statutory Filing Information Step.
Revamped question bank with new enhancements – Jul 03, 2019
Question bank with new enhancements:
In this implementation custom templates can be created and can be imported into form settings step.
For example, a template can be created with reporting manager name as template name, and all the question he need to answer can be added into template and can be imported into form step
Ability to clone goals for Global admin and Performance admin
Ability to clone goals for global admin and performance admin:
Implemented ability to clone goals for Global admin and Performance admin, these admins can clone goal from Performance->Goals
Only individual goals can be cloned, upon clicking individual goal->options-> clone this goal, goal can be cloned.
Manage review completion settings from review administration
In this implementation we will allow the admin to modify review completion settings i.e Who can write review summary and Who can release review form review administration “Finalized” step
Settings can only be modified if no employee is in “Finalized” step
Minor Updates – July 04, 2019
- Added request amount step in pay group migration which shows pending expenses, loans, component claims in current pay group and ability to take action.
- Added ability to round-off component values monthly in payroll processing.
- Updated the FVU version from 6.2 to 6.3 (Which is used to generate Form 24Q).
- Fixed statutory filing information step wizard when PF / ESI is disabled.
- Fixed showing incorrect annual quota (-1) in export when unlimited annual quota is configured.
- We are displaying Business Unit name in employee profile to easily identify which Business Unit the employee belongs to
- Fixed issue in showing aggregates in Run payroll screen when Hide in Payslip component has negative arrears.
- Fixed issue in generating Form-24Q for Q4 when employee is having 80CCD(1) deductions.
Visual representation of overridden component in salary breakup – Jul 09, 2019
Visual representation (curved arrow) in case salary component is overridden in given salary structure.
Earlier, there has been no visual representation in case any salary component was overridden, which made it difficult for the user to figure out if the component value is formula based/fixed value/overridden value. To avoid any such ambiguity, if the component has an overridden value, it will be indicated with a curved arrow against the component (As indicated in image below).
This comes in handy when cross verifying payroll data, and checking for the correctness of data in cases such as LOP, etc.
Tracking policy penalisation for half-day week-off & half-day leave
Till now, tracking policy was not working for employees who were having half-day week-off, or were on half-day leave. Irrespective of policies configured for ‘No Attendance Logs, Late Arrival, Shortage of Work Hours, and/or Missing Swipes,’ the system would fail to penalise employees in case of attendance discrepancies.
This issue is now fixed, and employees will be penalised as per tracking policy, even if they have a half-day week-off, or are on half day leave.
Half day week-off:
For any of the following discrepancies on a half-day week-off:
- No attendance logs
- Late arrival at work
- Shortage of work hour, or/and
- Missing swipes
The deductions due to tracking policy would work similar to full day, i.e. employees will be penalised if they arrive late to office, don’t come to office, leave without completing designated %age of work hours, or have missing swipes.
Half day leave:
- No Attendance Logs: If an employee has no attendance logs recorded for the other half of the day (he was supposed to be present) on a day that has half day leave, he/she will be penalised for the half-day (half-day period that doesn’t have any attendance log).
Note: Employee will only be penalised for half-day of no attendance and not complete day.
Eg: Tracking policy has 1 day leave deduction for no attendance day, then for a day that has half day leave, 0.5 day leave will be deducted for the part of day that doesn’t have attendance recorded for the employee.
- Late Arrival: If employee has applied for half-day (second half) leave and arrived late (beyond the grace period specified), during first half of the day, he/she will be penalised similar to working day, for late arrival.
Note: If employee has half-day (first half) leave, then there’d be no deduction for late arrival for the day.
- Shortage of Work hours: Suppose employee has been assigned 9 AM to 6 PM shift, with 1 hour of break duration. The total Gross Hours assigned are 9 Hours, and Effective Hours are 8.
If employee has taken/applied for half day leave (either first half or second half), then Gross and Effective hours considered for tracking policy penalisation would be half of the actuals, i.e. Gross Hours will be 4.5 hours and Effective Hours will be 4 hours.
- Missing swipes: No change for half-day, tracking policy will work similar to full day.
Separated PF & ESI configuration steps under Statutory Filing Information
[UI Enhancement] Adding/Updating PF & ESI Information under ‘Statutory Filing Information (Step 7)’ in Payroll Setup
Earlier, Company’s PF and ESI Information could be added from same screen (Provident Fund & ESI Info) for a legal entity (as displayed in image below).
Old screen (PF & ESI as part of same screen/step)
This has been spilt into two different screens (Provident Fund Info & ESI Info) now (as displayed in image below).
New Screen (Two separate screens/steps for PF & ESI)
This change has been made to accommodate an upcoming feature of managing multiple PF & ESI accounts for same legal entity, i.e. a single legal entity can have multiple PF and ESI accounts, which can be assigned to different group of employees within the organisation/legal entity.
Minor Updates – July 09, 2019
- Removed rounding of income from salaries, as per 288A it should round off Total income (then it should include income from house property, agricultural income,..)
- Fixed issue in downloading FORM 16 in bulk when employee number is composed with “/” or “\”.
- Fixed issue with Financial Year assignment, when employee exit date is in middle of Keka starts from month which is not yet processed.
Weight is not made mandatory while creating job function
Weight is removed as mandatory field while creating job function, User could provide weight by enabling assign weight button
In case, weight is disabled average would be taken for assigned competencies.
Ability to send Announcements and Polls for particular Location – Jul 12, 2019
Admin (Global Admin, HR Manager, HR Executive) can now send Polls and Announcements for a particular location by selecting the required location filters.
Ability to create Segments
Employees across locations and departments can be grouped into segments based on common characteristics such as – same policies (leave, expense policies etc). Segments can also be used to assign permissions for these groups of employees.
Segments can be added from the path Org > Employees > Org Structure > Segments. Global Admin, HR Manager and HR Executive can access this information.
We can assign multiple heads for a segment. A segment head can access Leave, Attendance, Time sheet, Talent and Documents access in Employee profile of all employees who fall under that segment.
Minor updates – July 11, 2019
- Showing last action taken on date in Leave history
- Updated text for prorate of annual quota in leave type configuration
- Provided ability to delete an Asset Category if there are no asset types in it
Refined review form, so that user can configure form settings at each individual reviewer level
Revamp Form settings:
In previous implementation, a single form is used to create reviewe form for reviewers, In current implementation Reviewe form is into steps and sections:
Where every individual reviewer is shown in seperate dialouge box and form can be made by including sections for that reviewer and questions can also be included from question bank
Ability to rollback released reviews
Ability to rollback released reviews:
Reviews which are released or in hidden state can be rolled back to awaiting for release step, from there further rollbacks i.e. to calibration or unlock reviews can be done
Ability to rollback to calibration step in bulk
Ability to rollback to calibration step in bulk:
Review can be rolled back to calibration in bulk from Writing review summary or Awaiting from release step
Ability to configure welcome email notification when an employee is invited in the application – Jul 15, 2019
A welcome letter to a new employee is a nice way to say welcome to our team. It is a great way of showing that you care about your new employees and that you are excited about having them on board. Writing and sending an upbeat welcome letter to a new employee is an important step in creating an effective on-boarding process.
We have provided ability to create your own welcome letter template and also the recipients of that email from the path Settings > Integrations & Automation > Event Triggers. Admins can add this event by selecting the ’employeeinvited’ trigger in ‘Employee’ category.
The created template will be triggered automatically when ever an employee is invited in the application (Either it can be inviting a single employee or bulk invite)
Minor Updates – Jul 17, 2019
- Changed company name from “Org short name” to “Legal name of the company” in all statutory reports.
- Fixed issue in ESI adjustment from special when there is an override.
- Ability to apply ongoing leave when there are no restrictions for past and future dates.
- Fixed issue of deleting the metric unit when the goal is deleted which has key results in it.
Ability to configure Birthday and Work Anniversary email notification templates – Jul 20, 2019
With this feature, Global Admins can configure the Birthday and Work anniversary email templates as well as the email recipients according to their requirement. They can include the relevant images and place holders also in the template.
This can be done from the path: Settings > Integrations and Automation > Event Triggers.
Please white list the from email address ‘email@example.com’ if anyone is facing issue in receiving Birthday/ Work Anniversary mail notifications.
Employee Details with Custom Fields report
If any important information is being captured through custom fields from employee profile, now they can get a consolidated report with all the required details of the employee along with custom fields data. This is like a master details report including employee profile custom fields as well.
Global Admin/ HR Manager/ HR Executive can access this report from the path: Org > Dashboard > Employee status reports, with the name ‘Employee Details with Custom Fields’
Work hours & attendance reports
Two new reports are being added. With these two reports we are able to see the resource work hours in a selected time period.
Resource work hours summary
A detailed view of all resources’ timesheet work hours i.e, total hours ( billable& non-billable) in a selected period is shown in this report.
Timesheet hours with shift, leave & holidays summary
A detailed view of all resources’ timesheet work hours with shift, leaves & holidays in selected period are shown here. This report is visible only to the clients who have attendance and leaves. We are able to see the shift hours and leaves along with work hours.
Minor Updates – Jul 19, 2019
- Enhanced UI of Timesheet status report, Project-wise timesheet status report, Employee-wise timesheet status report. With new UI, we are allowing multi selection in filters like locations, departments, time-sheet status etc.
- Added 80EEA and 80EEB section under Chapter-VIA deductions (as per the new budget changes).
Ability to digitally sign Form 16 (updated) generated from TRACES – Jul 22, 2019
Users can now upload Form 16 full set (Part A & B) generated from TRACES, to Keka, and digitally sign them. Follow the steps below to install document signer tool, upload Form 16, and sign them digitally.
- Navigate to Payroll >> Form 16 >>Generator Tool. Click on Download Form 16 Generator Tool.
- Once downloaded, extract the Zip file and install ‘Keka Document Signer.exe’.
- After installation login to the Keka document signer. On successful login the below screen will be shown:
Click on Settings (Navigation bar on left) to configure the options. You can choose to either use Part B generated from TRACES or Part B generated from Keka.
If you choose to ‘Upload Part B generated from TRACES’, follow the steps below to digitally sign Form 16:
Step 1: If ‘Sign Form 16 documents digitally’ is selected, clicking on ‘Generate Form 16’ button will ask you to choose the certificate you wish to use to sign the document. Select the certificate you wish to use and click on “OK”
Step 2: Click on ‘Upload Form 16 Part A” button, it will prompt to upload Form 16 Part A (Zip file downloaded from TRACES).
Step 3: After uploading Part A click on “Next” and Click on “Upload Form 16 Part B” button, it will prompt user to upload Form 16 Part B (Zip file downloaded from TRACES).
Once done, click on Generate button . The complete set of Form 16 will be generated.
If you choose to ‘Upload Part B generated from Keka’, follow the below steps to digitally sign Form 16:
Step 1: If ‘Sign Form 16 documents digitally’ is selected, clicking on ‘Generate Form 16’ button will ask you to choose the certificate you wish to use to sign the document. Select the certificate you wish to use and click on “OK”
Step 2: Click on “Upload Form 16 Part A” button, it will prompt to upload Form 16 Part A (Zip file downloaded from TRACES).
Step 3: After uploading, click on “Next” and click on “Generate” button.
The completed set will be generated as below.
Once the generation & signing is complete, user will receive “All files signed successfully” message.
Once Form 16s are generated and signed, it will be available on Keka web portal (Payroll >> Form 16) for download. You can also email this Form 16 to employees in bulk.
Note: If you have already installed old version of Keka Document Signer, on successful login into it, it will automatically prompt to download the latest version.
Minor Updates – July 22, 2019
- Added ability to import Income from other sources and self occupied details in bulk using Import Investment Declarations.
- Fixed issue in showing income tax calculation when employee exit date is before Keka starts from date.
- Added ability to enable VPF at pay group level from PF & ESI Settings under Settings >> Payroll.
- Implemented ability to search based on Asset ID and Asset name in Asset assignment screen
Ability to view latest announcements on Home screen – Jul 23, 2019
We have given ability to view latest announcements on Home screen. This will be visible for all the users who belongs to the Department and Location to which the announcement is published.
By clicking on ‘View all’ option, they can navigate to Announcements dashboard where they can access the entire information related to all announcements.
Maker Checker – Ability to authorize employees to approve their financial information changes
As a security enhancement, we have now authorised employees to review and approve any ‘Financial Preferences’ changes made to their profile. These ‘Financial Preferences’ changes includes any updates made to following:
- Salary Payment Mode – Bank Transfer, Cheque, or Cash.
- Bank Information: Bank name, Account number, IFSC Code, or Name on account.
- PF & ESI Information – PF number, UAN, Joining date, Name on account, or ESI number.
- PAN Information – PAN number, Date of birth, name on PAN card, or Father’s name.
- Aadhaar Information – Aadhaar Number, Aadhaar enrolment number, or Name on Aadhaar.
How to enable this authorization?
Navigate to Settings >> Payroll >> Finance settings and enable the setting under ‘FINANCIAL CHANGES APPROVALS’ as shown below:
When will employee receive the authorization request?
When employer changes financial information of a user who is registered and active, the employee will be notified via email and asked to take action. The action on this request can be taken from Keka Inbox under finances folder.
Once employee approves / rejects the request, both employee and employer will receive an email showing the action and requested details. The data will be updated under preferences tab only after employee approves the request.
Approval request will be triggered to employees whenever financial changes are made from any of the following options:
- Employee Preferences (From employee’s profile – Finance tab)
- PF & ESI info under Payroll Admin tab
- Financial Import
- Employee Import
- PF & ESI Import
PS: Until employee approves the request old details will be shown at all places and they will be considered for processing.
Ability to hide Announcement to employees after a specific date – Jul 25, 2019
We have provided the ability to hide an announcement to employees after some specific date. Employees will be able to see the announcement only until the provided date, after that date It will not be visible in announcements list. Global Admin/ HR Manager/ HR Executive can still access that announcement from Announcements dashboard.
Employee Work Experience Report
Employee’s past experience and current organization experience details will help while doing an employee performance reviews or while assigning projects etc. To help in such kind of situations, we have now built a report providing the employees basic details along with their ‘Past Experience’ and ‘Current Org Experience’ in terms of years.
The past experience will be calculated based on the experience details provided in Employee profile / Documents. Employee current organization experience will be calculated based on employee Date of Joining to till date.
Global Admin/ HR Manager/ HR Executive can access this report from the path: Org > Dashboard > Employee status reports > ‘Employee Work Experience Report’.
Ability to assign daily wages to the employees.
Most of the companies hire contract employees or freelancers to fulfil some of the temporary duties where they plan to pay those employees only for the number of days they have provided their service. Daily wages for such employees can now be configured on Keka, and they can be paid out monthly for the number of days worked.
How to configure Daily wage employee salary structures?
Navigate to Settings >> Payroll>> Salary Structure Configuration >> Daily / Hourly Wage. Click on Create Custom Structure and define the formula for the components that are required for daily wage employees (similar to custom salary structures)
How to assign ‘Daily Remuneration’ type to employees?
While adding new employee from ‘Org >> New Employee >> Salary Details’ step.
If the above step is skipped, remuneration type can be assigned from ‘Employee Finances >> Add Salary’ section as shown in the below image.
To assign remuneration type in bulk, navigate to ‘Payroll >> Payroll Admin >> Import Salaries with Effective Date’. From the dropdown under ‘Structure Type’, choose relevant daily salary structure and add per day salary. The remuneration type will be assigned to employees once imported.
How working days are calculated for daily wage employees?
In case of employees’ attendance are being captured on Keka (Bio-metric integration, Web/Remote clock-in), the system will auto-capture and calculate the number of payable days and this will reflect under Payroll >> Run Payroll >> Leave & Attendance >> Daily Pay when running payroll. If required, the payable days can be overridden either in bulk or for an individual employee.
To differentiate between monthly and daily wage employees, remuneration type is shown under ‘Gross’ column in Pay-register as shown in the image below.
Note: Week-offs and Holidays will not be considered for daily wage employees.
Minor Updates – Jul 26, 2019
The employee can now be restricted from submitting his present timesheet when he/she has past timesheets to submit. When this feature is enabled, an employee cannot submit a timesheet if there is a past due on his/her timesheet. So, in order to submit the present timesheet, he/she needs to submit all the past due. To avail this feature, please reach out to firstname.lastname@example.org
Migrated Legal Entities – Jul 27, 2019
We have now migrated the Legal entities with new user Interface. Admins can now access this from the path Org > Employees > Org Structure > Legal Entities
In addition to the existing fields, we have added ‘Sector’ and ‘Nature of Business’ in a legal entity. Nature of business code will be automatically generated based on the selected sector as per the standards.
Implemented the online editor in Employee Bulk Import
Employee bulk import is now migrated and provided the online editor feature in the import. If the employee bulk import file contains any minor errors or if the columns arrangement is not as per the keka excel template, users can still import the file and resolve the errors in the provided online editor. This will help to import quickly without canceling it for minor changes in the data.
Revamped attendance page providing additional details
Attendance page is revamped with additional details like
Shift details, day status (week-off) indication in “Timings” widget
Representation of shift change (if any) in coming days of current week
Shift name, timings detail in list and calendar view for each day
Attendance visual in calendar view
Month navigation in calendar view
In addition, user can see attendance requests within attendance page each of them sorted by request date
Partial day (a.k.a. Short Day Leave) request by employees
Partial day request allows employees to get permitted for early leaving or late arrival.
There are two types of partial day requests
If employee has to arrive late to work for some reason, and get permitted for late arrival from tracking policy deductions, a partial day request for late arrival can be made
For Example: If an employee raises a late arrival request for 20 mins and his shift start time is 9:00 AM, he can arrive to the office by 9:20 AM.
If employee has to leave early from work for some reason, and get permitted for early leaving from tracking policy deductions, a partial day request for early leaving can be made
For example: If an employee has raised a early leaving request for 30 mins and his shift ends at 6 PM, he can leave the office early by 30 mins, that is by 5:30 PM.
Penalization on a partial day:
Employee can still be penalized by tracking policy for days with late arrival or early leaving request, if he/she exceeds the limit even after partial day request permission is considered
For late arrival request:
Suppose employee raised a late arrival request for 1 hour and his/her tracking policy has a grace time of 15 mins for late arrival. If the employee is late for more than 1 hour 15 minutes, then he/she will be penalized for late arrival for exceeding the permitted limit of 1 hour (by partial day request) and 15 min (by tracking policy grace time)
For early leaving request:
Suppose employee a early leaving or late arrival request for 1 hour, his/her total shift is for 8 hours and his tracking policy is set to penalize if work hour percentage is less than 100%. If employee works for less than 7 hours, then he/she will be penalized for working less than the permitted hours
Note : Settings to ignore late arrival, missing swipe deductions if employees completes 100% of work hours also consider work hours after excluding permitted limit given in partial day
Restriction for partial day request:
Partial day can be configured under capture scheme from Time Attend >> Attendance Tracking >> Capture scheme
Under step 5 of capture scheme, configuration for partial day can be made and various restrictions can be set for
- Number of requests allowed
- Duration per request (Based on instances) (or) Total duration of requests for a period of time (Cumulative duration)
- How soon (or) How early the request can be made.
- If the employee is allowed to raise a past dated request.
- The day of the month post which the employee is not allowed to make a past dated request.
- Number of days beyond which employee cannot raise a past dated request.
Note : Approval chain setup will be same for “Regularization requests” and “Partial day requests”
Applying for a partial day request:
Employees can apply for a partial day request from Me > Attendance
Reporting manager, L2 manager, Business Unit head, Department head, HR manager, HR executive, Global admin can request on behalf of employee from employee’s attendance page
Please note, restrictions set under partial day get overridden when applied by admins on behalf of employee
A day with a partial day request approved is shown in the attendance visual as follows with a tag “Partial day”
Note: Same day cannot have more than 1 late arrival or early leaving requests. However, for a day late arrival and early leaving requests together are permitted
Partial day requests can be approved from Employee’s Attendance > Attendance requests, Time attend approvals, My Team > Attendance approvals and from Inbox
Partial day requests report:
Partial day requests report can be found in Time Attend > Reports and My Team > Attendance > Reports under attendance requests reports.
From now on, instead of applying half day leave for permissions of late arrival or early leaving from office by few hours, they can make short day request
Minor Updates – July 29, 2019
Leave: In case of leave year end processing, if the leave has an expiry date, it will be preserved as-is and will no longer be reset because of the carryover process. Payroll: Fixed ‘Form-T’ downloading issue. Fixed issue with showing 0 salary for New Joiners during Pre-payroll steps.
Ability to adjust logs only for missing swipes
Using this Setting, employees can be restricted to adjust only those logs with missing swipes. Follow the steps below to configure this setting. 1.Go to Time attend > Attendance Tracking > Capture Scheme. 2.For Updating an existing Capture Scheme, Click on Update in the Capture Scheme options and Go to regularization step. 3.For Adding a new Capture Scheme, Click on Add Capture Scheme and go to Regularization step. 4.Choose Yes to allow the employees to raise an adjustment request. 5.Then Choose the option “Only Missing Swipes” from the drop down and Click on Complete. After this, the respective employees will be able to adjust only “In Missing” or “Out Missing” logs. The remaining options like Add/Delete and Modifying a log having time entry will not be shown to the employee as follows.
Shift and Week off import for Shift board
This import is provided to assign/update Shifts and Week offs for employees at shift board level. Only Global Admin, HR Manager and HR Executive can access this import. Step:1 To do this import, first, the user has to navigate to Time Attend > Shift Management > Shift board >View Shift board (The Shift board for which user wants to do import). Step:2 Click on “Import Shifts & Week-offs” button to open the Import wizard. Now the user can download the excel template from the wizard and upload the file after making necessary changes. The process of import is same as “Shift and Week off import” provided Under Time Assignments tab. Note: This excel will have only the Shift and Week off data of employees present in the Shift board.