September Keka Updates
Added ‘Error’ and ‘Updates’ filter in imports – Sep 27 2019
When imports are done with large number of records, users are not able to find out the errors easily. To avoid such problems, we have provided ability to filter out the rows containing errors and updates. Among the filtered rows, users can hide the columns also to check the errors easily.
This filter is added in the following imports:
- Employee personal details import
- Employee custom fields import
- Assets import
- Shifts import
Added exit related mail notifications in event triggers
Mail notifications related to employee exits are added in event triggers. Global Admin can configure the email template, recipients list and from email alias for all the following events from the path Settings > Integrations & Automation > Event Triggers
Following notifications are added:
- Employee exit approval
- Employee exit cancellation
- Employee exit completion
- Employee self exit request
- Exit request rejection
Time consideration setting for Overtime policy -Sep 27, 2019
We have enhanced overtime policy settings for users to select which hours should be considered as overtime hours for a day. There are three options users can select, they are as follows:
1) All OT hours are considered:
When this option is selected, all overtime hours in that day are considered according to the rules setup in the overtime policy.
For example: Employee has a shift from 9 AM to 6 PM. Employee has worked from 8 AM to 7:30 PM. In this case, 2:30 hours are considered as Overtime.
2) Hours before shift start time:
When this option is selected, overtime hours worked by the employees before the shift start time will be considered as overtime.
For example: Employee has a shift from 9 AM to 6 PM. Employee has worked from 8 AM to 7:30 PM. In this case, only 1 hour is considered as Overtime.
3) Hours after shift end time:
When this option is selected, overtime hours worked by the employees after the shift end time will be considered as overtime.
For example: Employee has shift from 9 AM to 6 PM. Employee has worked from 8 AM to 7:30 PM. In this case, only 1:30 hours are considered as Overtime.
Ability to reverse loss of pay – Sep 27, 2019
What is LOP reversal?
Sometimes even when employee has worked, due to no attendance or for other reasons system may consider the day as Loss of Pay (LOP) and compensate the amount for the day by deducting from salary. In such case when employee regularises the logs or apply paid leave for the day, then the LOP needs to be reversed by the concerned authority and employee should be paid for the day(s) LOP has occurred in past.
LOP reversal can be used when the employee gets penalised for an unplanned/unannounced leave which was adjusted post payroll finalisation or when the leave applied was cancelled after payroll finalisation or when LOP was overridden incorrectly.
How and where can you reverse LOP?
For reversing LOP navigate to Payroll >> Pre-payroll actions >> Leave and Attendance >> LOP summary and from there you can either add an employee or Import in bulk.
Note: LOP can be reversed only for the last 3 processed months, i.e. last 3 months for which Payroll has been finalised.
How will the compensation amount get paid?
When LOP of an employee is reversed, the compensation amount will be paid out as arrears and information will be shown in pay register that arrears are generated due to LOP reversal
We have added a new payslip field called as “No. of LOP Reversal Days” and this will be shown in payslip as below
- LOP cannot be reversed for the salary which is on hold until it is released.
- If there is LOP reversal in current month with employee salary on-hold, then the LOP reversal will automatically be transferred to next month.
Enhancements of employee talent tab in employee profile – Sep 27, 2019
Talent tab can be accessed by managers, admin (RM/ MOM/ DH/ BU/ GA/ PA) of their respective reportees.
Active cycles and completed cycles are shown separately
Competencies and Core Values:
Competencies are displayed job function wise and core values are displayed as earlier with enhanced view
Functionality of continuous feedback would remain same with enhanced view
Added Business Unit filter in Employee status and Demography reports
Admin can now filter the reports data using Business Units. This filter is added in Employee status and demography reports. Admin can use ‘Select All’ option to select employees from all Business Units.
Minor update – Sep 23, 2019
Showing response of review form in same way as submitted by user i.e with line break or one single line response (Comment)
Minor Updates – Sep 21, 2019
Employees can now view their Attendance stats for a selected date range till 35 days. Added date range selection for Attendance requests. Users can now see the Date and Assignor for each Shift/weekly off assignment. This can be accessed under Job >> View history (For both Shift and Weekly off)
Added date range selection for Attendance requests.
Users can now see the Date and Assignor for each Shift/weekly off assignment. This can be accessed under Job >> View history (For both Shift and Weekly off)
Ability to Buyout Notice Period – Sep 20, 2019
What is Notice period buyout ?
When an employee has resigned from the services, he/she has to serve notice period as per the company policy or as per the employment contract at the time of joining. When an employee is unable to serve the original tenure of notice period, employer would offer the employee to buyout the notice period. Notice period buyout is also termed as “Salary in lieu of Notice“.
Through this notice period buyout when an employee fails to serve the total tenure, based upon the days that he/she falls short of, the employer can compensate that amount automatically through Keka.
How and where to create Notice period buyout policies?
To create a new notice period buyout policy, navigate to the following path :
Settings >> Payroll >> Full and Final Settlement >> Notice Period Buy Out >> + Add New
Note: The amount/formula configured in the policy needs to be for one day.
How will notice period buyout gets calculated while processing full & final settlement?
When employee last working day is selected before to the actual last working day (as per company policy), then system considers the employee to be serving a shorter notice period and will show you an option to buyout in “Payables and Dues” step.
For example in the following picture, original notice period of the employee is 1 Month, but notice served by him is only 1 day. So he is 29 days short.
Now in Payables & Dues step you need to select the applicable buyout policy and system will automatically calculate the amount based on the policy configuration. Based on the need you can override no.of days (Buyout period) and also the buyout amount to be paid as shown in the below picture
Implemented excel export in “Employee review ratings over multiple review cycles” report – Sep 20, 2019
In “Employee review ratings over multiple review cycles” report, earlier we were showing the graphical representation of the data.
Now, we have added excel export option for easy access of data where you can compare the review ratings of employees in different cycles.
Navigate to Performance>> Reports>>Employee review ratings over multiple review cycles to access this report
Added new user role – Expense Manager – Sep 20, 2019
An Expense Manager has all permissions to manage expenses of all employees.
Following are privileges that an expense manager will have:
- Ability to take action on expenses from Org >> Expenses
- Ability to create, edit & delete Expense Categories
- Ability to create, edit & delete Expense Policies
- Ability to create & edit Currency Conversions
- Expense Reports
- Ability to manage employee expenses from profile.
To add an employee as expense manger, admin need to navigate to Settings >> Roles & Permissions >> Select an employee from search list under expense manager role.
For now we will enable this from backend and few more privileges can be enabled related to expense management from backend such as:
Manage Expense Settings: An employee who has only permissions to access expense settings such as Expense categories, Policies & Currency conversions.
Manage Org Expenses : An employee who has privilege to manage take action on expenses which are pending with approval, pending with payment and past claims from Org tab.
Manage Expense Reports An employee who has permissions to view expense reports.
Manage Employee Expenses: An employee who has permission to view any employee expenses from profile, has ability to add, edit and taking action on expenses & claims.
Added leave requested by name in leave request report – Sep 13, 2019
Showing the name of Requester in Team Leave requests and Employee leave requests reports:
Users can now view the name of the requester in Leave requests reports.
Managers, Department and Segment heads can view this from My team >> Reports >> Leave >> Team leave requests report.
Global Admins/HR Managers/HR executives can view this from Time attend >> Reports >> Leave requests report.
Currency conversions in expense management – Sep 12, 2019
Added ability to add multiple currencies conversion rates and the same can be used to calculate the payable amount for expenses.
How to create a Currency Conversion Rate
To create a new currency conversion rate navigate to Org >> Expenses >> Settings >> Currency Conversions.
On clicking +Add a conversion, a new conversion rate can be added as shown in below image.
How to view the list of currency conversion rates added in the system:
To view the list of already added currency conversion rates , navigate to Org >> Expenses >> Settings >> Currency Conversions .
How to claim an expense by choosing a different currency format (other than INR ) ?
When clicked on Add a Expense under (Me >> Expenses >> Pending Expenses) , a new filed called Currency will be shown. On clicking it , the list of currency types added will be shown. , On selecting the currency type and based on the conversion rate defined by the admin the amount that the employee can get will be auto-calculated and shown as below
Things need to be noted:
- System will allow the user to add only one currency conversion rate for a currency type.
- All the Currencies will be converted to INR by default.
- Any change in currency conversion rates will be considered automatically while adding new expenses by the user.
- Amount Payable will be paid to the employee only when the claim is approved.
Enhancements in Expenses – Sep 12, 2019
Added ability to do Mark as paid and Change Pay Cycle in bulk under Pending Payments section under Org>> Expenses.
Change Pay Cycle in Bulk:
Expenses which are approved with a pay cycle and still not get paid, can be allowed to change it’s pay out cycle. This can be done in bulk on clicking Change pay cycle after multiple selection of expenses under Org >> Expenses >> Pending Payment.
Below screen will allows the user to select the required cycle to be get paid out.
Mark as Paid in Bulk :
Any expenses which are Paid Outside Keka payroll will need to be marked as paid by selecting the date on which it got paid out. This can be done for multiple claims on clicking over Mark as Paid under Org >> Expenses >> Pending Payment.
Below screen will allows the user to select the claims settlement date for expense processed outside Keka payroll.
Added ability to change the Payment mode and payment cycles from Inbox by all levels of approvers
Quality checker-Validations will be shown when required fields/roles are missing – Sep 10, 2019
User will be shown validations as per which reason, review can’t be initiated for employee, when there are any discrepancies
For example: If reporting manager is included as part of review, but if employee doesn’t have reporting manager, validation will be shown upon initiating review.
- Ability to revert back the progress of the goal which has metric type “Yes/No”
- Fixed issue of showing employees to cycles who has future date of joining
Enable or disable PF overrides in bulk
With this feature, PF overrides can be enabled/disabled for multiple employees (in bulk) using import.
To do this, go to ‘Payroll >> Payroll Admin >> PF Overrides (Define employer and employee share, including VPF) >> Bulk Import’.
Download the Excel sheet, and follow the steps below to enable/disable the PF overrides.
- To enable PF Override; Select “Yes” under ‘PF Override’ column in the excel sheet.
- To disable PF Override; Select “No” under ‘PF Override’ column in the excel sheet.
Once done, upload the file back, and the respective employee PF override status will be updated.
Enhancements in letter templates: Header & footer, additional attributes, media configuration & employee profile custom fields – Sep 09, 2019
Header & Footer:
Global Admin/ HR Manager can now create a letter template by including header and footer.
Header and Footer can be added from the 2nd step (Header & Footer) while creating a letter template. Users can include different components provided in the editor as in the letter template like, Image, link, different font formats etc. The header and footer included in the template will be visible in all pages of the letter
Users can even add the attributes provided:
- Employee basic header Info: Information like employee number, name, etc..
- Organization Info: Company name, address, etc..
- Can add custom fields as per the requirement
Global Admin / HR Manager can configure different media settings for letter templates.
- various paper sizes: A3, A4, A5, Legal, Letter
- Border sizes and padding from top, left
- Orientation: Portrait, Landscape
- Media: Plain paper, Letter head
All of these settings will be useful to generate letters as needed and to print the hard copies in required formats
Employee profile custom fields:
All the custom fields which are added in employee profile will be visible in the attributes list under ‘Employee Custom Fields’ section in letter templates. Global Admin/ HR Manager can generate letters with the custom fields data as required
Included the following additional attributes under ‘Employee Basic Info’ section
- Father Name
- Father’s Occupation
- Mother Name
- Mother’s Occupation
- Blood Group
Minor Updates – Sep 09, 2019
- Added validation for Mobile Number in the application. The maximum length of mobile number can be of 18 digits with major supported number formats.
Added ability to generate letters with employee ‘Profile Image’ – Sep 06, 2019
We have added additional attribute in letter template under ‘Employee Basic Info’ section. Global Admin/ HR Manager can add this ‘Profile Image’ attribute while creating a letter template. Letter will be generated with the profile picture which is added in employee profile
Profile picture uploaded in the employee profile will be visible in the letter as shown below
Option to prorate leave balance when the accrual is not configured – Sep 05, 2019
Users can now prorate leave balance though the accrual is not set.
This can be configured under Settings >> Leave & Holidays >> Edit /Setup of Leave type >> Leave accrual
As per the setting, when an employee joins in the middle of the month, the annual quota will be allocated from the date of joining.
If annual quota is 12 and employee is joining on 16th June, the prorated leave allocation will be 6.5 for the remaining year.
If the employee joins on 1st July, he will get 6 leave.
Employee Leave & Attendance reports access to Segment Head from My Team – Sep 05, 2019
Segment heads can now be able to access the employees leave and attendance related details from My Team. Global Admin/ HR Manager/ HR Executive can create segments from the available Departments and Locations, add heads for those segments.
A Segment head can access the Leave and Attendance related information of all the employees who falls under the created segment. The access permissions will be same as that of a Reporting Manager/ HR Manager/ HR Executive.
All the segments to which the user have access to will be displayed in My Team. Following details can be accessed by selecting any of the segment
- My Team Summary
- Leave Approvals, Reports and other leave related statistics
- Attendance Approvals, time assignments, reports and statistics
Ability to add projects and assign team members with/without Timesheet feature for expense tracking in future releases. – Sep 05, 2019
We have given the ability to add projects and assign team members even without Timesheet feature for expense tracking in future releases.
A new project can be added by clicking on “Add Project” as shown below
Clients can be added while adding the project itself as shown below
Employees can be added / remove under the project by navigating into the Project >> Add employees as shown below
Enhanced employee exit task management – Sep 05, 2019
We have enhanced the employee exit task management. Admin can now create a pre-defined task lists based on employee role or based on category and assign to employees while processing the Full and Final settlement. These tasks will be visible in Inbox of concerned employees, admins can access those tasks from Exits tab in employee profile.
- Task lists can be added by Global Admins/ HR Managers from the path Org > Exits > Tasks. User can add any number of tasks and default assignment for each task. User can also define the due date with respect to the employee last working day.
- The created task lists can be assigned to the employee while processing the exit i.e. In the ‘Pending Tasks’ step of Full & Final settlement. User can even add an individual task or select the predefined task list
- Global Admin/ HR Manager can access the exit tasks from ‘Exit’ tab in employee profile. Admins can add any custom task from here or can even update – Task title, Description, Due date, Assigned To.
- Users can view the task lists by clicking on Task from Employee Profile/ Inbox. All the comments and actions performed on the task will be preserved and displayed in the task details screen
Minor Updates – Sep 04, 2019
- Added Profile image attribute in letter templates: Global Admin/ HR Manager can now generate letters with employee profile picture which are added in their profile
- Ability to select ‘All Departments’, ‘All Locations’ options in employee directory filters
Added Notice period completion event in work flow – Sep 04, 2019
We have added Notice period completion event in work flow.
Global Admin can configure the email recipients list, from email alias and the email template as per their requirement by using the attributes provided in the template editor.
This can be accessed from ‘Settings > Integrations & Automation > Event Triggers – Exit completed event’
This event will be triggered when an employee notice period is completed
Included Business Unit column in employee job details import. Users can now select the required Business Unit and the concerned department. It will be helpful when 2 or more Business Units contain the same department
Me > Attendance page has been enhanced to show the leave type when hovered on the leave tag. Tracking policy penalties now have a separate tag with penalty cause.
Implemented a role review group admin to configure and manage reviews of all employees within the group. – Sep 04, 2019
Let’s say as a department head, you want to configure and manage reviews of all the employees in particular department. In order to solve this, we have given an ability to add admin for each review group who can manage reviews of all employees in that group.
Global admin and Performance admin can add review group admin role while creating/updating the review group. You can add multiple people as review group admins for a review group.
You can view the review group admins as below.
Review group admin can manage the assigned review group (Review cycles, employees in the group and review administration related to the review group). Review group admin can access Performance>>Reviews tab where he can view and manage the review groups assigned to him.