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After you're done configuring the various pay groups details like the salary components, salary structures, filing details and more, there are some additional settings that you can configure to help you get the pay group functioning as you like.
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These settings include some settings related to how pay slips are configured, adding opening and closing statements for the full and final document and some miscellaneous settings which dictate how salary components are paid and HRA calculation.
Let's look at how these settings can be configured for a pay group.
To edit these settings, navigate to Payroll from the left pane and select the Settings tab.
On the Pay Groups tab, find the pay group you want to configure the salary structures for if you have multiple pay groups configured, and click the Configure icon.
Here, select the Other Settings tab to edit the various details we are discussing.
Managing pay slip settings
The admin will have an option to customize the payslip that an employee sees or receives. The payslip can be customized as per the company's policy and enables them to show only relevant information on the payslip.
From the Other Settings tab, select the Pay Slip Settings tab to begin making changes to your payslip.
Click on the three dots on the page and select Update Settings from the drop-down to begin editing the settings.
Once you click on "Update Settings" option, a pop-up will open allowing you to update the payslip preferences as shown below
General payslip settings
By enabling or disabling some of the options available on the Update Payslip Settings page, you can choose how your payslip appears and what information it contains. Let us look at these options in detail.
Append Tax Calculation Summary as Addendum in Payslip
This option lets you add a section on the payslip that shows how the tax that has been deducted has been calculated.
Include Additional Salary Column
Selecting this option adds another column to the pay slip with additional salary information. You can choose between the Year-To-Date column which shows the total salary that has been paid out to the employee in the year so far. You can also choose to include the actual gross amount of the component that is defined as per the salary structure that has been assigned.
Exclude N/A Payslip Fields
Selecting this option removes the fields that are not applicable or do not have any value from the payslip of that particular employee.
Include Loan Details in payslip
Selecting this option will include the details of any loan that the employee has availed from the organization including the loan EMI deducted and the outstanding amounts.
Include Leave Summary in payslip
This option includes the leave summary information on the payslip which includes the leave balance remaining under the different types of leave that the employee is eligible for
Include Arrear Breakup in payslip
Selecting this option includes the breakup of the arrears that is being paid to the employee for a previous pay period on the pay slip.
Display payslip generated via imported salaries to employees. (These payslips will be visible to admin by default)
Selecting this option will display the payslip generated from salary information that was imported into the Keka HR Portal for the current month even though payroll processing did not happen on Keka.
Payslip password protection
You can choose to password-protect the payslips that the employees download from the portal by toggling the button next to this option. If you enable passwords, the PAN number of the employees in the upper case will be set as the password if they want to access the payslip.
Payslip Customization
You can further customize the structure and the fields on the payslip using the options here.
The first thing to focus on here is the payslip structure.
You can choose between 2 structures - Earnings, Contributions and Deductions or Earnings and Deductions.
If you choose Earnings, Contributions and Deductions, the payslip will have 3 sections - The Earnings section where the various salary components are detailed, the Contributions section which contains the various information about statutory contributions made, and the Deductions section which gives details of the deductions such as Income Tax and Professional Tax as well as other deductions if applicable.
If you choose the Earnings and Deductions format, the payslip will contain 2 sections. The contributions and deductions applicable will both be included in the deduction section.
You can preview both these formats by clicking on Preview Template.
Choose the template you want to go with. You can make changes to the template at any time and the changed format will be used starting from the next payroll cycle.
Payslip fields
Finally, the last configuration you have is to select the various fields that you want to be shown on the payslip.
You can see the various fields available on the left side and the fields that will appear on the payslip on the right side. Drag and drop items you want to be added to the payslip from the left pane to the right pane. You can also select the order in which these fields appear based on where you place the field on the right pane.
If you do not want a field already selected to be shown on the payslip, drag that field from the right pane to the left.
After you've made the necessary changes, click Save to save the settings you've configured.
That brings us to the end of payslip settings. The next aspect to consider is the full and final settings.
Full and Final settings
You can configure the opening and closing notes that are to be included in the full and final document that the employee receives here in these settings. To add these notes, select the Full & Final Settings tab on the Other Settings page.
Here, click on the +Add Note link in the Opening Note in F&F Statement section to add the opening note.
This will open up a text area where you can enter the note you want to add to the F&F document. Click Save once you have added the note to save it.
Similarly, you can add a closing note as well by clicking on the + Add Note button in the section Closing Note in F&F Statement.
After you've added the notes, you can edit these at any time by clicking on the Edit icon corresponding to these sections to re-open the text area and make the edits.
That's the end of the section on Full and Final settings. Up next, are some other important settings related to a pay group that will help you further fine-tune how it works for you.
Miscellaneous settings
Some other settings are critical to the operation of the pay group which fall under the Miscellaneous Settings tab on the Other Settings page.
To edit these settings, click on the three dots on the Miscellaneous Settings tab and select Update Settings from the drop-down.
Payments that are made separately outside the regular salary
The first setting to consider on the Miscellaneous Settings page is whether you want payments such as bonuses, expenses or cash advances to be included in the bank statement that is generated for salary payment or if you want separate statements to be generated for these.
If you select a particular component, if it is being paid out to an employee, it will be via a separate bank statement and not a general statement like the one generated for salary.
Component rounding
Component rounding determines if you want the monthly value of any component to be rounded off to the nearest whole number value every month. If you select the option to round off monthly values, if the total value of any component is 1205.77, it will be rounded off to 1206. If the value is 1205.33 will be rounded off to 1205.
If you choose to not round off the monthly value of each component, you will have an additional option to round off the net pay of the employee to the nearest digit. If you choose the option to round off the monthly value of each component, you get more options here too. You can choose to round off to the nearest digit or you can round down or round up in all cases.
In case you round off each value, you can also choose if the difference between rounded and non-rounded values needs to be adjusted against the special allowance. This resultant special allowance amount will also be rounded off.
Pages & Section restriction settings
The My Pay page on the employees' Keka HR Portal displays important information including the salary summary, payslips and tax information. You can restrict the visibility of this page if required on your organization's portal.
To hide the My Pay page for all employees, select the checkbox Hide My Pay Page from Employees. If you are choosing to not hide this page, you restrict the visibility of taxable income under the Manage Tax section. To do this, select the Hide taxable income details under the 'Manage Tax' section from employees checkbox.
You can also choose to restrict the visibility of the My Pay page based on the IP that the employees are logging in from. This can be useful if you want to prevent your employees from opening the page from the office or a particular facility.
Select the Apply the Restriction for Specific IP Address checkbox and in the fields that show up, enter the IP ranges for which you want this restriction to apply. If you want to apply the restriction to a single IP address, enter the same IP address in From IP and To IP fields.
You can also add more ranges by clicking on + Add Range.
HRA Declarations
Employees can declare the rent they have paid towards tax exemption under HRA if they are following the old tax regime. In such cases, selecting this option allows you to consider INR 1,00,000/- as the rent paid by default if the employee does not make a declaration. The employees will still have to submit the proof if they have to avail of this tax exemption.
You can also choose to divide the total rent paid by the employees on a month-on-month basis or consider it annually. If you choose the Month-on-Month option, the total rent will be divided equally among the months and the tax exemption will be calculated based on these monthly amounts.
If you choose the Annual option, the annual value of rent paid and HRA will be considered for tax exemption calculation.
Additional Option - Bonuses, reporting manager privileges, and approvals
There are a couple of additional options that you can configure here.
Tax implication for bonuses
The first option to select is if you want to include the bonuses that are scheduled to be paid out at a later date and need to be considered for tax calculations. If this option is selected, the total tax that is deducted every month as TDS will also take into account the bonuses that are to be paid out later.
If you choose to not include it, you can choose if the tax for the bonus needs to be deducted in the month it is being paid out or if it is to be pro-rated across the months in the financial year.
Select the options according to the settings you want for the pay group.
Reporting manager privileges
You can enable or disable the option for reporting managers of any employee to release, hold and void salaries for their reporters. If you choose to enable this option, the reporting manager can manage the salary payout for their reportees.
Approval for financial information changes
Enabling this option will make it mandatory for employees to approve any changes in the financial information that has been made. Financial information includes aspects like salary payment modes, bank information, PF & ESI information, PAN information and Aadhar information.
Make the necessary selections to configure the various options for the pay group and click Save to save the settings changes.
Those are the various options you have to configure how the pay group works including customizing the pay slips, Full & Final (F&F) settings, and other such options.
More questions? Let us know and we will be glad to help you!
Related Links:
How to manage and release pay slips
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