Importing pay group assignments in bulk

Available as an add-on for plans : Foundation, Growth, Strength.

Every employee who joins your organization on Keka is assigned a pay group by default. You can set any pay group you have configured as the default pay group. You can also import pay group assignments for your employees in bulk if you want to reassign pay groups when there are lateral movements by the employees or when you are adding a new pay group to your organization's Keka HR Portal. 

You will only be able to assign a nee pay group through this method for employees who have joined recently or employees for whom payroll hasn't been processed on Keka yet. When you reassign the pay group for an employee, all the payroll data for that employee will be lost. You will have to add the salary data and statutory details such as PF and ESI establishment ID again. 

Let's see how you can import pay group assignments in bulk on Keka. 

Navigate to Payroll from the left navigation pane. Select the Payroll Admin and then select the Operations tab.

Find the Payroll Imports section on this page and click on Import Pay Group Assignment. 

This will open the Import Pay Group Assignment window. You can do this using an Excel template that you can download from this page. Click on Download the Excel Template to get the Excel template which you can edit. 

You will now see the Download Excel Template screen where you will get to choose what information should be included in the Excel Template. If you want details of all employees, select the All Employees checkbox on this screen. You can also choose to download the info for a specific group of employees. Select Only Group of Employees and in the filters that show up, select the particular filters you want to apply so that only details of the specific employees you want are in the Excel file. 

Click on Download once you have made your selections on this window. 

In the downloaded Excel template, you can find the Employee Number and Employee Name for the cross-section of employees you have chosen in the previous screen. You can select the new pay group that needs to be assigned to these employees in the PayGroup Name column. 

Delete the rows except those of the employees you are changing the pay group for on the Excel file.  Select the pay group you want to assign to these employees in the Pay Group Name column from the drop-down of all the Pay Groups that are configured in your system. 

Save the Excel file and then switch back to the Import Pay Group Assignment window. Click on Upload Excel File  to upload the file you have saved. 

In the Match Columns section, ensure the mapping of fields from the Excel file to the fields on Keka is correct. Click Continue and move to the Preview Data section. Here, you'll see if there are any errors in the file that you are uploading. If there are errors, click Back and go back to the Upload Template section and re-upload the file after making the necessary corrections in the file.

Once the errors are rectified, click on Complete. Click Confirm to finish the upload. 

This will update the pay groups for the selected employees.

You can change the pay group for new employees as you wish before the payroll is processed for them for the first time. If you want to change the pay group for an employee for whom payroll has been processed in the past, follow this process.

More questions regarding assigning pay groups in bulk? Let us know and our product experts are here to help!