How to view/update the statutory information for an employee or in bulk?

In order to provide employee benefits, companies, and organizations are required to follow legal regulations and register for schemes like PF, ESIC, and LWF depending on their size and employment structure. These contributions are a part of the employee's salary structure and are calculated based on specific rates and formulas. Each employee has unique statutory information like PF/ESI/LWF number, registration date, and location that the employer needs to collect for filing purposes. The employer can update these details in the Keka portal for individual employees or in bulk for payroll processing and generating reports.

The payroll can not be finalized untill and unless we provide the employer's statutory information.

Let us take a look at how you can do this. 

Viewing and updating statutory information for an individual employee

Type the Employee Name in the Search bar (1) and click on the profile.

From the Employee’s Profile, go to the Finances (2) tab and then the Summary (3) sub-tab 

Scroll down to find the Statutory Information section and then click on the Edit (1) icon to edit the Statutory Information.

On the Edit Statutory Information screen, you can update the details of the employee’s and employer's Provident Fund (PF) and ESI. Also, you can update the  Professional Tax (PT), and Labour Welfare Fund (LWF) (if eligible) information by going to the respective sections.

Click on Update once all the detailed are updated.

There is another way to update the statutory information for an individual employee.

Go to Payroll (1), choose Payroll Admin (2), and select the Operations (3) tab. 

Scroll down to Payroll Status, Tax Regime & Financial Details section and click on Employees' Statutory Info (1). 

In the window that opens, select the relevant Pay group (1) if you have multiple pay groups configured. 

To edit the information for any individual employee in the list, click on Edit (2). 

This will open the Edit Statutory Information window where you can select Provident Fund, ESI, Professional Tax, and LWF sections from the left pane and edit these details as required. 

Once done, click Update.

Updating statutory information in bulk

Go to Payroll (1), choose Payroll Admin (2), and select the Operations (3) tab. 

Scroll down to Payroll Status, Tax Regime & Financial Details section and click on Employees' Statutory Info (1). 

To update information in bulk, from the Employee Statutory Information screen, click Import in Bulk.

Download the Excel template that is given on the Upload Employee Statutory Details screen. 

In the Excel file, add or edit statutory information as needed.

Once done. save the Excel file and upload it using the Upload Excel File on the portal.

To learn more about importing data from Excel on Keka, click here.

This will update the statutory information for the employees on the portal. 

Updating statutory information along with financial details in bulk.

Go to Payroll (1), choose Payroll Admin (2), and select the Operations (3) tab.

Scroll down to find the Payroll Imports section and click on Import Financial Information (4). 

This will open a new window from where you can download the Excel template and use it to update and import information, similar to what we did in the above section.

To learn more about importing data from Excel on Keka, click here.

The updated information will reflect in all the statutory reports generated from Keka.

Have more questions about statutory information? Get in touch with us.