Enabling or disabling payroll for any employee

Payroll processing is the way organizations compensate their employees for their services. However, not all employees are included in the monthly payroll processing. For instance, consultants may not receive regular monthly salaries. In Keka, you have the option to disable payroll processing for these individuals. You can enable payroll processing for them whenever they are to be started paid regularly.

Employees whose payroll profiles have been disabled by this method will not be included in a pending payroll month and any pending payments which are carried from previous months will be ignored. Also, neither the employee nor the Admin will be able to access the respective employee’s My Finance page.  

There are 3 ways to Enable or disable payroll 

• Enabling or disabling payroll for a single employee
• Disabling or enabling payroll in bulk
• Enabling or Disabling payroll in bulk using Excel

Enabling or disabling payroll for a single employee

Navigate to Payroll (1) >> Payroll admin (2) 

In the Operations (3) tab, go to Payroll Status, Tax Regime & Financial Details section, and select Payroll Status (4).

 If you have configured multiple Pay Groups, select the relevant Pay Group from the list, select the employee, and enable or disable payroll for this employee as per your need. 

Disabling or enabling payroll in bulk

Navigate to Payroll (1) >> Payroll admin (2) 

In the Operations (3) tab, go to Payroll Status, Tax Regime & Financial Details section, and select Payroll Status (4).

Select the relevant Pay Group if you have more than one pay group configured.

Select the desired employees and select Enable payroll or Disable payroll to make changes in bulk.  

Enabling or Disabling payroll in bulk using Excel

Navigate to Payroll (1) >> Payroll admin (2) 

In the Operations (3) tab, go to Payroll Status, Tax Regime & Financial Details section, and select Payroll Status (4).

On the Payroll Status page, select Import Payroll status. 

The Import Payroll Status details page opens up and from here, you can Download the Excel Template.

In the downloaded Excel file, update the Payroll Status Enabled/Disabled field. 

Save the file and upload this to the Import Payroll Status detail page using the Upload Excel File button. 

Match the columns in the Excel file to the fields on Keka and then click Continue. Preview the data for any errors on the next page. Go back and correct the errors if any. Once you are done, click Complete. 

To know more about uploading data using Excel files, click here. 

Once the Payroll is disabled for an employee, they will no longer be able to view any of their financial details. They will also be removed from the pay register. 

If a month’s payroll is finalized, then you will have to perform a full rollback & re-finalize the payroll if you want to process the payroll for that employee(s).

We reccomend using this method to disable payroll only in instances when it has been established that the payroll never needs to be run for the said employee. Enabling a disabled payroll will result in data loss and discrepancies. If you wish to withhold salaries for certain employees temporarily, we suggest you use our Salary on Hold feature. 

Hope you are now able to disable or enable payroll for your employees quickly and without any problems. 

In case you have more questions,  reach out to our product experts for help!