1) Generate Form 16 on Keka
You can now generate Form 16 on Keka. Here are the steps to generate Form 16:
Pre-requisite: You will have to download Form 16 Part A of your employees from TRACES website.
Step 1: Go to Payroll >> Payroll Admin, and click on Form 16 under ‘Employee Financial Info’
Step 2: Select the employee for whom you want to generate Form 16. Upload ‘Form 16 Part A’ that has been downloaded from “TRACES”
Step 3: Once ‘Form 16 Part A’ is uploaded for the employees, generate ‘Form 16 Part B’ of Form 16. Once done, click on “Create form 12 Signed” against the employee.
Note: PAN and Employee Details must be accurate (on Keka) since Form 16 Part A data from TRACES will be matched with Keka records in order to generate Form 16.
2) Integrated F&F (Full and Final Settlement) for relieved employees
You can now do Full and Final settlement for the employees who were relieved from your organization. Follow the steps below to do F&F of an employee:
Pre-requisite: Leave Encashment Policy has to be set before processing F&F settlement.
Step 1: Exit Initiation for employee
Step 2: Once exited, go to Employees >> Exit, to process Full & Final settlement of the exited employee
Click on options (under Actions column) and choose ‘Process & Settle’. Once done, you will be guided through a wizard to complete the F&F.
Complete the pending activities, and click on ‘Next’ button.
Enter all payables and dues details for the employee. You can also add additional last minute ‘One-time payments and deductions’ on this page. Click on ‘Next’ when done.
You will get to see finalized settlement summary (Net F&F Pay). Select the payroll month in which you want to pay this amount to the employee and click on ‘Finalize and Settle’ button.
Related: How to setup leave encashment policy
Go to Settings >> Payroll >> Misc Settings. Click on ‘Add New’ to setup Leave Encashment Policy
Calculation expression per day can vary based on your requirement.
- If you want to pay leaves on yearly basis on gross, then the expression will be – [GROSS]/365
- If your leave encashment depends on a constant of 30 days each month, then the expression will be – [GROSS]/12*30
- If your leave encashment depends on number of working days, then the expression will be – [GROSS]/12*(No. of working days)
3) Tender resignation using Keka portal.
Pre-requisite: For employees to be able to resign using Keka, the Resignation settings needs to activated from Settings.
To activate Resignation option for your employees, go to Settings >> Onboarding & Exit >> Exit Settings. Click on the checkbox against ‘Show Resignation Form for employees to be able to resign from Keka’
An employee can now tender resignation using Keka portal. To do this, follow the steps below:
Step 1: Go to My profile >> Job Tab. On right side, you will find a new option ‘Resign’.
Once you click on ‘Resign’ button, you will have to provide additional information like ‘Reason of Resignation’ before you can Submit and Confirm your resignation.
Employee’s reporting manager will be notified through email about the resignation, to take further action.
Resignation request Approval/Rejection by Reporting Manager
Reporting Manager can Approve/Reject the resignation request by following the steps below:
Go to Employee’s profile and you will see a notification about the employee’s resignation. Click on ‘Take Action’ button to approve/reject the resignation.
4) Hiding Employee Details
Now you have an option to hide your employee personal details, such as personal email, mobile number etc.
Go to Employees >> Customize Employee Profile
Click on Settings icon against the filed you want to update view permissions for.
5) Bulk Approval/Rejection of Expense claims
Now you have an option to bulk approve/reject the expense claims.
6) Enable/Disable discussion option under articles
For any article which is being posted, you can now enable/disable discussions in articles. This will let your employees engage in discussions related to articles posted by you.
7) Image Attachment and hyperlink option in Polls & Announcements
A new editor has been implemented for Polls and Announcements, to let you have more control over the format and display of the content. You can also attach images and place hyperlinks using the new editor.
8) Timesheet Report
A new report for Timesheet has been added:
- Resource Allocation Summary
9) Multi-level Leave Approval
You can now setup a multiple-level leave approval policy by going to Settings >> Leaves & Holidays >> Leave Type (Casual leave, Paid leave etc.). Navigate to ‘Leave Approval’ screen of the leave type, and assign level of approvers.
It is important to hire the most suitable candidate who can perform well enough to reduce the need for more employees.
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