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TABLE OF CONTENTS

• Introduction
• Assigning perks for a specific employee
• Assign perks individually from the Perks section
• Assigning perks to multiple employees at once
• Ending assignment of perk for any employee

Introduction

Discover the flexible and efficient ways to assign perks to your employees on Keka. Whether you're looking to reward a specific individual, tailor benefits for a group, or implement perks across your organization, this article guides you through three distinct methods: assigning perks directly from an employee's profile, adding perks individually via the Perks section, or assigning perks to multiple employees at once. Elevate your team's motivation and satisfaction by seamlessly integrating perks into their compensation package with Keka.

Perks once created on the system can be assigned to any employee based on the requirement.

Let us look at these 3 ways to assign perks -

Assigning perks for a specific employee

You can assign a perk to an employee from the employee profile. To do this, search for the employee using the search bar and select the employee profile. On the employee profile, navigate to the Finances tab and then select the Pay tab. 

In the Salary Timeline section, go to the current salary revision that is applicable to the employee and click on the three dots in this card. From the drop-down, select +Add Perk. 

On the Add Perk overlay window, select the Perk Type using the drop-down which will contain the different perk types you have defined for the system. To know more about how to create and manage perks, click here.

If the value of the perk is to be defined at the employee level, you will be given the option to edit the value of the perk Amount as well as the Taxable Amount. 

While assigning a perk to an employee, you can select the Effective from date. The perk will be paid to the employee in the pay cycle in which effective date falls. Earlier, the perk used to be paid in the subsequent pay cycle after being assigned to an employee. Now you can control when the perk starts getting paid to an employee.

Enter the desired values and then click Save to add the perk for the employee.

Note: Effective from date cannot be in a month for which payroll has already been processed.

Assign perks individually from the Perks section

You can also add a perk to an employee via the Perks tab in Payroll. Open the Payroll page from the left navigation pane and select the Perks tab. Then, go to Employee Assignment. 

You can click on the + Assign Perk button corresponding to the employee from the list of employees and assign a perk to them. You can also use the Search bar on the window to search for the employee. 

Alternatively, you can click on the +Assign Perk button to open the Assign Perk window. 

On this window, you will find a search box where you can search for the employee you want. Select the employee to whom you want to add the perk. 

Selecting the employee will give you more options. You can choose the Perk Type that you have pre-configured in the system using the drop-down.  You will also have the option to enter the amount for the perk in case it is defined at an employee level. Enter the details and then click Assign to assign the perk to the employee.

Assigning perks to multiple employees at once

You can assign perks in bulk on Keka right from the system. To perform this action, navigate to Payroll from the left pane and open the Perks tab. Click on the Employee Assignment tab to see the various perk assignments that are currently made on the system. 

Click on + Bulk Assign Perk from this window.

This opens the Import Employee Perks window. From this window, select the relevant pay group from the drop-down if you have multiple pay groups configured on Keka. Click on Download Excel Template to download the template with all the employees in the pay group.

In the downloaded excel template, enter the employee details to assign perks to them. Enter the Employee Number and Employee Name. Clicking on the cell under the Perk Type column will show you the various perk types that have been configured on the system as a drop-down.

Note - You cannot use this method to update the perks you have already assigned. You can only assign new perks using the Excel file.

Enter the Amount Given and the Taxable Amount if the perk type is configured such that the value of the perk is defined at the employee level. If it is a fixed value or based on a formula, leave these fields empty. The system will auto-calculate the values in this case.

Note - If you enter the value for perks which have a fixed value or are calculated based on the formula in the excel file, the manually entered data will be overridden with the system-calculated value.

After you've entered the necessary details, save the excel template.

Back on the Import Employee Perks window, click on the Upload Excel File button to upload the excel file you've edited. 

On the Match Columns section, see if the columns on the excel file are properly matched with the fields on Keka. Click on Continue. 

The final section is where you can preview the data and the system will indicate if there are any errors in the excel file you've uploaded. Click Continue once you've solved all the errors, if any.

In the Confirm and Continue window, click on Confirm to finalize the upload.

Ending assignment of perk for any employee

After a perk has been processed and an employee no longer avails the benefit, you can now stop the perk from being paid to an employee by ending the perk assignment. 

To end perk assignment, navigate to the left navigation menu and click on Payroll(1). Within the Perks(2) tab, go to the Employee Assignment(3) tab. Here, in the list of employees who have been assigned perk, click on the action menu and then select End Assignment (4).

As you click on End Assignment, confirm you want to end assignment and the perk will not be paid to the employee from the next pay cycle onwards. 

Alternatively, you can do the same by going to an employee's profile. 

Go the employee for which you would like to end perk assignment. Click on Finances(1) and select Pay(2). Within pay, go to the Salary tab(3) and in the employee's salary structure where perk has been assigned click on the action menu i.e. three dots and then select End Assignment (4).

Note: The assignment of a perk can be ended any time after it has been processed. The same perk cannot be re-started, instead you can reassign the perk to the employee if the employee wishes to avail the benefit again.

Those are the various ways in which you can assign perks to your employees. Have more questions about assigning perks to your employees? Get in touch with our product experts and we will be glad to help you out! 

Related Links:

Adding and Managing Perks