Available for plans : Foundation, Growth, Strength.

Overrides allow Payroll Admins and Global Admins to override the value of salary components, statutory contributions, and TDS amounts that have been defined at a salary structure level. Overriding allows you to maintain a common set of salary structures that applies to a lot of employees but make changes to the individual values at an employee level. 

TABLE OF CONTENTS

• Overriding employee salary components
• Overriding TDS contributions
• Overriding PF (Provident Fund) contributions
  • Overriding the PF component of employees in bulk
  • Overriding the PF component of employees in bulk through Excel
• Overriding Employees' State Insurance (ESI) contributions
  • How to override the ESI contribution of a group of employees in bulk
• Overriding Professional Tax (PT) contributions
  • How to import PT overrides in bulk
• Overriding Labour Welfare Fund (LWF) contributions
  • For bulk LWF overrides
• Deleting bonuses in bulk

Keka HR Portal allows you to override a set of components as you wish from the Payroll Admin section. Let us take a look at how you can override these components. 

To override any component, go to the Payroll section from the left navigation tab and select Payroll Admin. Here, on the Operations tab, you'll find the Overrides(Salary Components/Contributions/TDS) section. 

Here, you'll find the various override options that are available to you on Keka. Let us look at how the various overrides can be done. 

Overriding employee salary components

You can override the value of the various employee salary components from this window. To override the employee salary components, click on the Employees' Salary Component Override from the Overrides(Salary Components/Contributions/TDS) section. 

On the Employees' Salary Component Overrides window, you can update the annual value of the various salary components that have been assigned to them. 

You can use the filters at the top to narrow the list of employees and make the process of updating the value of the salary components easier. 

Select the Pay Group you want to focus on from the drop-down at the top. You can also choose a particular Salary Structure to see the list of employees who are assigned those salary structures.

From the list of employees, find the employee(s) you want to override the values for and then find the component you want to update from the list of components in the columns against that employee. Enter the new annual value of the component in the field and then click Update.  

Repeat the steps to override the various salary components of all the employees you want. 

You can also override these salary components through an Excel file upload if you have to override salary components for employees in bulk. To do this, click on the Import Component Overrides. Select the Pay Group if you have more than one pay group configured. This will ensure that the Excel template you download from the next screen will contain the information of all the employees in this pay group. 

 From the Import Employee Salary Component Overrides window, Download the Excel Template by clicking on the indicated link. 

In the downloaded Excel file, you can find the salary information for all the employees in the pay group if it has been overridden. Else, the value in the salary structure is what is considered.

Find the employees you want to edit the component values for and enter the new annual value of the component in the relevant columns corresponding to the various salary components. 

After you've made the necessary changes, save the Excel file. On the Import Employee Salary Component Overrides window, upload the Excel file using the Upload Excel File button. 

In the Match Columns section, you can ensure that the fields on the Excel file are matched with the fields on the Keka HR Portal. Click Continue to move to the preview data section. Here, you will see if there are errors in the file that you have uploaded. Go back to the Excel file and make changes in case there are errors in the file. After you've fixed all the issues, click Complete to finish uploading the file and overriding the salary components you've edited. 

That's all there is to overriding the various salary component values. 

Overriding TDS contributions

To override TDS contributions for an employee or a group of employees, click on TDS(Tax Deducted at Source) Override from the Overrides (Salary Components/Contributions/TDS) section. 

On the TDS Deduction Override window, you can search and add employees for whom you want to override TDS. You can also import TDS overrides in bulk. Let us look at how you can do both of these.

To override TDS for individual employees, select the Pay Group from the drop-down at the top and the financial year. 

Click on +Add Employee on this screen to search and add an employee. Select the employee from the drop-down. On the Update TDS Employee Override window, select the range for which you want to override TDS by selecting the months in the Override Range From and Override Range To fields.

Also, enter the amount you are overriding in the TDS Override Amount field. Add a comment to show why you are overriding the TDS value and then click Save. This will save the override for that employee. Repeat the steps to override the values for the various employees. 

You can do this action in bulk using an Excel file too. To do this, click on Import TDS Overrides. 

From the Import TDS Overrides window, Download the Excel Template. On the downloaded Excel file, you can enter the new TDS details for the employees you want to override the TDS contributions for. 

Find the employees you want to enter new TDS values for. Enter the month from which you want to override TDS in the From Month column against the employee. Also, enter the month until which you want the override to be in effect in the To Month column. In the Amount column, enter the new TDS amount. Enter a note in the Comment column to show why the change is being made. Delete all the other rows except for the employees for which you are performing the override.

After you have entered the details for all the employees, save the Excel file and then on the Import TDS Overrides screen, upload the file by clicking on Upload Excel File. 

In the Match Columns tab, make sure that the columns in the Excel file are matched with the fields on Keka. Click on Continue to advance to the Preview Data tab. Here, the system will show if there are any errors in the Excel file that you have uploaded. You can make changes to the data on the Excel file here as well. 

Once you have rectified all the errors and have confirmed the data on the file, click Complete to finish uploading the file. Click Confirm in the confirmation window to finalize the overrides. The overrides will now be active. 

Overriding PF (Provident Fund) contributions

The next important override you can perform is for the provident fund override. To override the provident fund contributions for an employee or a group of employees in bulk, click on PF (Provident Fund) Override - Employer and Employee Share, including VPF.

In the Provident Fund - Employee Options screen, select the pay group that the employee belongs to If you have set up multiple pay groups. Search and select the employee you want to override the PF for & click on Edit.

On the Override PF screen, you can enter the values with which the PF contribution needs to be overridden. You can use the toggle button on top to enable or disable PF for an employee. To override the value, toggle the ‘Do you want to override monthly PF Value?’ to Yes. 

In the Desired PF Override window, enter the monthly value or the formula that you want to override with and select Update.

For example, you can enter a value like 1800 or a formula like [Basic]*0.12. 

Say you want to set the PF contribution to 12 % of the basic if the basic is less than 15,000 or 12 % of 15,000 or INR 1800/- if the basic is above 15,000. You can use this formula

If ([Basic]<15000,[Basic]*0.12,1800)

You can also update the voluntary provident fund if the employee has chosen to contribute to that or leave it at zero. 

You also have the option to prorate the PF amount based on the number of working days that the employee has worked. 

For example, consider an employee whose Monthly Basic is Rs. 20000 and PF Employee Share = PF Employer Share = [Basic]*0.12 = Rs. 2400 but if it is overridden to Rs. 3000 and if the employee works only for 28 days out of 31 working days then: 

If Prorate option is disabled

Here Basic after applying LOP will be Rs. 20000*28/31 = Rs. 18064.5 which is greater than the statutory minimum for PF Calculation (i.e. Rs. 15000 Annually). So in this case PF will be the overridden value i.e. Rs. 3000. 

If Prorate is enabled 

Here direct LOP is applied on the PF overridden value . So PF will be Rs. 3000*28/31 = Rs. 2710 (after rounding off) 

If the same employee works only for 20 days out of 31 working days then: 

If Prorate option is disabled  

Here Basic after applying LOP will be Rs. 20000*20/31 = Rs. 12903.2 which is less than the statutory minimum for PF Calculation (i.e. 150000). So in this case PF Employer Share = PF Employee Share = [Basic]*0.12 = 12903.2*0.12 = Rs. 1548 (after rounding off) 

If Prorate is enabled  

Here direct LOP is applied on the PF overridden value. So PF will be Rs. 3000*20/31 = Rs.1935 (after rounding off). 

If you dont want this overriden PF amount to be reflected in the next month, then you have to select No in "Do you want to override monthly PF value?" for the next month so that the system again starts calculating PF as per the original configurations in the salary structure.

The option to override PF will function only if the “Allow admin to override PF Contribution, opt-out from PF, limit to statutory PF” setting has been enabled for the specific Pay Group. Click here to know how to do this

According to the regulation, it is mandatory to update both employee & employer contributions. The employer contribution shouldn’t exceed the employee contribution.

If the employee has opted for Voluntary Provident Fund (VPF), you can enter this contribution in the VPF column of this page. 

Overriding the PF component of employees in bulk

 If you want to override PF for your employees in bulk, here’s what you do. 

In the Provident fund – Employee Options window, select the pay group that employees belong to if you have multiple pay groups configured. 

Now, select all the employees for whom you want to override the PF values and select Bulk Override PF.

On the Bulk Override PF screen, add the monthly amount or formula for PF calculation.

You can use any of the existing salary components enabled in the employee's salary structure to define the formula to calculate the PF. Click on +Existing Salary Component to see the list of components. Select the relevant component from the drop-down and make changes. 

For Example – 1800 or [Basic]*0.12

Click Update to save the changes.

Overriding the PF component of employees in bulk through Excel

On the Provident Fund- Employee Options window, select the right pay group if multiple pay groups are configured and click Import in Bulk. 

This will open up the Upload Provident Fund Override window. You can download the Excel template from here by clicking on Download the Excel Template. 

In the downloaded file, change the PF override field to ‘Yes’ for the employees you want to override PF for. You can enter the updated PF values in the next columns indicating both the Employee and Employer share. 

Save this file, switch to the Update Provident Fund Override window, and select Upload Excel File.

In the next window, you will have to match the columns in the Excel sheet to the fields on Keka. If you are using the Excel template that you downloaded from the portal, you may not have to match manually unless you have added or edited the columns in the Excel file.  

Click Continue to preview the data you have updated. 

Preview the data here in the Preview Data section and see if there are any errors. If you have done the updates correctly, you will not have any errors on this screen.  Once done, select Complete. 

For detailed instructions on how to import data to Keka using Excel files, click here.

This will update the PF values for the employees based on the changes you made in the Excel file. 

You can only add an amount when overriding through Excel import & will have to download separate spreadsheets for different pay groups. If you wish to override based on a formula, please follow the steps for bulk updating as discussed in the Overriding PF of employees in bulk section above 

You should now be able to override PF for individual employees as well as a group of employees with these simple steps.

Overriding Employees' State Insurance (ESI) contributions

To override the ESI contributions, click on the ESI (Employees' State Insurance) Deduction Override from the Overrides(Salary Components/Contributions/TDS) section. 

On the ESI deduction override window that pops up, choose the Pay group (if you have multiple groups) and the Financial year. Then, click + Add employee.

Use the search field to search out the employee and click on the name when it appears.

On the Update ESI employee Override window, choose the Override range from and Override Range To. Then, add Employee Override Amount Per Month and Employer Override Amount Per Month in the fields. 

In the Comment box, add a note on the override you have just made. Then, click Save.

Once saved, you will find a message about the successful ESI override showing up.

How to override the ESI contribution of a group of employees in bulk

On the ESI Deduction Override window, choose the Pay group (if you have multiple groups) and the Financial year. Then, click on Import ESI overrides. 

On the next window, click on Download the Excel template.

The downloaded Excel template will look like the following. Remember that the columns with titles in red are mandatory ones. Make necessary changes in the fields and then save the file on your computer. 

Now, on the Import ESI overrides window on the portal, click on Upload Excel file and upload the file you have just saved.

In the Match Columns section, ensure that the columns on the Excel file match with the fields on Keka. Click Continue to move to the Preview Data section. Here, you will see if there are any errors in the Excel file you have prepared and uploaded. Once you have corrected any errors that are shown here, click Complete to finish uploading the ESI overrides. 

If you want to learn how to upload/download Excel data, click here.

Overriding Professional Tax (PT) contributions

On the PT deduction override window, use the drop-down to choose your Pay group (if you have multiple groups) and the Financial year. Then, click on + Add employee.

Use the search field to search out the employee. Click on the name when it appears.

On the overlay window, use the drop-down to select the Override date range from and the Override date range to. Add the override amount in the PT override amount field. Leave comments in the text box and click Save.

You will now find a pop-up message showing the successful addition of PT override.

How to import PT overrides in bulk

You can also import PT overrides in bulk using the Excel file import. For that, click on Import PT Overrides from the PT Deduction Override window. 

On the next pop-up window, click on Download the Excel template. After making necessary updates, save the file and then upload it by using the Upload Excel file button. 

On the Match Columns section, ensure that the columns in Excel match with the fields in Keka. Click Continue to proceed to the Preview Data section of the window. Here the system will show if you have made any errors when entering details into your Excel file. After you've rectified all the errors, click Complete to finish uploading the file.

This will complete the process of overriding professional tax for your employees. 

Overriding Labour Welfare Fund (LWF) contributions

To override employee LWF contributions for employees, click on LWF (Labour Welfare Fund) Override link from the Overrides (Salary Components/Contributions/TDS) section.

On the LWF Deduction Override page, If you have multiple pay groups, select the Pay Group you want to modify and select the Financial year you want to modify this for.

Select Add Employee and search for the employee you want to override LWF contribution for.

In the Update LWF Employee Override window that opens, select the appropriate override range from and override range to values. 

Also, enter the Employee Override Amount per month and the Employer Override Amount per month. Add a Comment to specify any reason for the override and click Save. 

For bulk LWF overrides

If you have multiple pay groups, select the Pay Group you want to modify and select the financial year you want to modify this for.

The Import LWF override window will open. From here, you can download the Excel file template or if you have one handy, you can use it too. 

In the template, select the range for which you want to override the LWF by selecting From Month and To Month. If you want to override this for just one month, keep the From Month and the To Month the same.

Enter the updated amounts in the Employee (Overridden) & Employer (Overridden) fields and add a Comment.

Save and upload the Excel file using the Upload Excel File button on the Import LWF Override screen.

In the next window, map the columns on Excel to fields on Keka if you are using your own Excel template. Click Continue to move to the preview data screen. 

Check to see if there are any errors on this screen. If there are no errors, click Complete to finalize the LWF override. 

Deleting bonuses in bulk

You can delete the various bonuses that have been assigned to the various employees in bulk here. You can only delete the bonuses that are pending to be paid out in the coming months or the ones that were paid outside the Keka payroll process. 

To delete bonuses in bulk, select Bulk Delete Bonus from the Overrides (Salary Components/Contributions/TDS) section.

On the Bulk Delete Bonus page, you will find the details of all the bonuses that are pending. From here, you can select the bonus payments that you want to delete. 

You can use the search bar on the page to find specific employees and delete bonuses that are assigned to them. You can also search for a specific bonus type or payout date as well.

Select the bonuses you want to delete from the list and then click Delete.

That brings us to the end of the section about overrides covering some of the key aspects such as salary components, statutory components, and bonuses. 

More questions about component overrides? Reach out to our product experts and we will be happy to help you!