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It is important to maintain the filing details and other relevant information related to the various statutory components like Provident Fund (PF), Employees' State Insurance (ESI), Labour Welfare Fund (LWF), and Professional Tax (PT). Regulations mandate that the details like establishment ID, UAN number and other particulars be captured and updated regularly so that the deductions that are being made are deposited regularly and these details are also captured without fail on Keka.
You can add the statutory details for your employees directly from the employee profile or from the Payroll Admin section. Let us look at how you can view and manage the statutory information for your employees.
TABLE OF CONTENTS
Updating statutory information for individual employees
To update this from the employee profile, search for the employee using the search bar on the Keka HR Portal. Click on the employee profile from the drop-down to open the employee's profile.
On the employee profile, go to the Finances Tab and select the Summary section. Here, find the Statutory Information section.
On hovering over this section, you can find the Edit Icon. Click on it to open the Edit Statutory Information for the employee.
Alternate navigations
You can also get here from the Payroll Admin section of the Keka HR Portal. Navigate to Payroll from the left navigation pane. Select the Payroll Admin tab. Make sure that you're on the Operations tab. Find the Payroll Status, Tax Regime and Financial Details section here.
From here, click on Employees' Statutory Info to open the Employees' Statutory Information page.
On this page, you can find a list of employees. Using the filters on this page such as the Pay Group, PF status, ESI Status and LWF status will allow you to filter the list down to the relevant employees. You can also use the search bar to select a particular employee.
Once you have located the employee, click on Edit under the Actions column corresponding to this employee to edit the statutory information. This will again open the Edit Statutory Information page.
On this page, you can see the status of various statutory components currently configured in the system for the employee. You can add the details pertaining to the various statutory components here.
To view and edit the details of any component, select the component from the left pane on the Edit Statutory Information page.
Updating Provident Fund (PF) information
Select Provident Fund (PF) from the left pane to view the PF details of the employee. You can view the employer's PF Establishment ID and change this information if it needs updating. You can also select if the employee's contribution needs to be allocated fully to EPF or if the employee is contributing to Employees' Pension Scheme(EPS) too.
If you do not have the PF information for the employee, select the checkbox to indicate that the PF information is not available yet or if the employee is not eligible for PF. If you have the PF details of the employee, you can enter details such as the Universal Account Number (UAN), PF Registration Date, PF Number and the Name on the Account.
Enter the relevant details in the fields to save the information on the system.
Updating Employees' State Insurance (ESI) details
To update the ESI details of the employee, select Employees' State Insurance (ESI) from the left pane. On the right pane, select the checkbox if the employee is not eligible for ESI. If the employee is eligible for ESI, unselect this checkbox.
If you unselect the checkbox, you can configure the various details pertaining to ESI for the employee. You have to enter the Employer's ESI Establishment ID. You will also find the option to select if the ESI details of the employee are available to you or not. If the details are available, unselect the checkbox and enter the Employee's ESI Number in the field provided.
Updating Professional Tax details
Select Professional Tax (PT) from the left pane to view the current PT Details that are configured on the system. Professional Tax is deducted at a rate that is determined by the various states. Depending on the state the employee is located in, the deduction's value varies.
You can make changes to the PT Establishment ID of the Employer from this screen. Other details such as the State and Registered Location are automatically changed once you change the Establishment ID.
Updating Labor Welfare Fund (LWF) details
To update the LWF details for an employee, select the Labour Welfare Fund section from the left pane. If the employee is eligible for LWF, select the checkbox on this screen.
Once you have viewed and updated all the statutory information corresponding to the employee, click Update to save the information.
Updating Statutory information in bulk
You can also update the various statutory information in bulk using Excel file imports. You can do this while importing the financial information of the employees in bulk or just focus on the statutory information. Here's how you do both of these actions on Keka.
Navigate to Payroll from the left navigation pane. Select the Payroll Admin tab. Make sure that you're on the Operations tab. Find the Payroll Status, Tax Regime and Financial Details section here.
From here, click on Employees' Statutory Info to open the Employees' Statutory Information page.
This will open the Employee's Statutory Information page. Click on Import in Bulk to open the Upload Employee Statutory Details page. From this page, Click on Download the Excel Template. This will download an Excel template that you can use to update the statutory details of the employee.
In the downloaded Excel template, you can enter the statutory information for the employee in the corresponding columns. The Employee Number and Employee Contributing to PF are mandatory fields that need input. You can choose to enter the relevant details in other fields or leave them empty in case it is not applicable to the employee.
You can view the current information configured for that employee in the system and also make changes to this here. Update the various fields for the different statutory components. These are the various columns on the excel file.
- PF Establishment ID of the organization
- PF Details Available
- PF Number
- PF Joining Date (dd-mmm-yyyy)
- Name On PF Account
- UAN
- ESI Eligible
- Employer ESI Number
- ESI Details Available
- ESI Number
- PT Establishment Id
- LWF Eligible
Enter the relevant information into these fields for the employees you want to update the details. After you're done, save the Excel file.
On the Upload Employee Statutory Details page, click Upload Excel File to begin the process of uploading the data you have entered in the Excel file.
Select the Excel template you have updated from your system. This will take you to the Match Columns section. Ensure that the columns on the Excel file are matched to the right fields on Keka. Click Continue to move to the Preview Data section.
Here, the system will display any errors that are present in the Excel file that you've uploaded such as missing data in mandatory fields. Go back to the Excel file to correct any errors you may find. Once you've resolved all the errors, click Complete to finish uploading the file.
This completes the upload of statutory information for the chosen employees in bulk.
You can also update the statutory information while uploading employee financial information in bulk. To do this, on the Operations tab of the Payroll Admin page, find the Payroll Imports Section and click on Import Financial Information.
Here, select the Pay Group for which you want the financial information to be updated from the drop-down. Click on Download the Excel Template. This will download the Excel template with the currently configured financial information of all employees in the selected pay group.
You can enter the statutory details of the employees in the relevant columns on this Excel sheet and then upload it to the system, following the same steps as described above.
That brings us to the end of this document. More questions about managing the statutory components for your employees? Get in touch with our product experts who will be happy to help.
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