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The payroll status of an employee defines if the payroll is to be processed for that employee or not. 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.  

TABLE OF CONTENTS

• Disabling or enabling payroll for an individual employee
• Disabling or enabling payroll in bulk
• Enabling or Disabling payroll in bulk using Excel

Let us see how you can update the payroll status of any employee in your organization's Keka HR Portal. 

Go to Payroll from the left navigation pane and then go to the Payroll Admin tab. Select the Operations tab. 

On this page, find the Payroll Status, Tag Regime & Financial Details section on this page. 

You can update the payroll status for an individual employee, a group of employees, and also in bulk using an Excel template. 

Disabling or enabling payroll for an individual employee

To update the payroll status of any employee, click on Payroll Status from the Payroll Status, Tag Regime & Financial Details section.

On the Employee Payroll Status page, 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

To enable or disable payroll in bulk, on the Employee Payroll Status page, 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

On the Employee 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 this document helps you in managing the payroll profile of any employee in your organization. More questions? Get in touch with our product experts and we will be happy to help!