Available for plans : Foundation, Growth, Strength.

TABLE OF CONTENTS

• Setup cut off dates for tax declarations
• Setup Approvals for tax declarations 
• Setup Cut off date for proof submission 
• Setup reminder mail trigger for declarations and proof submission
  • Setting up criteria for the trigger
  • Setting up email on event trigger

It is recommended to define the last date for tax declarations and proof submission by employees. This ensures that all tax computations for employees are calculated in time, and payroll can be processed without any delay. You also get enough time to take action on the submitted proofs at the end of the financial year. 

Let's understand how you can set up these configurations.

Navigate to the Payroll tab and click on Settings.
If you have multiple pay groups configured for your organization, select the pay group for which you want to make changes to Income tax declaration settings and then click on the Settings Icon.

Select the Taxes and Deductions tab. Click on the three dots on this page and then select Update IT Declaration Due Date from the drop-down. 

On the Income Tax Declaration Due Dates screen that opens up, you can configure the dates. 

Setup cut off dates for tax declarations

To set up the last date for tax declarations by employees, you can define: 

For all employees

1. Monthly start date: This date represents the first date in every month from which employees can add/edit declarations.

2. Monthly end date: This date represents the last date in every month till which employees can add/edit declarations. 

3. Yearly cut-off: This date represents the last date of tax declarations for the ongoing Financial Year. After this date, the employees cannot make any new declarations or change the existing ones for the ongoing Financial Year.

The start and end date for the month can be same but end date cannot be before the start date. 

For employees joining after the financial year cut-off date

If the date of joining of an employee along with the maximum number of days within which an employee can declare from date of joining is beyond the defined Financial Year cut-off date, then separate cut off date for the financial year can be defined for such employees to ensure they have enough time to declare their investments.

You can define the maximum number of days from the date of joining within which employees need to declare their investments or the last date of declarations for the financial year after which employees falling under this criteria cannot add/update declarations. 

Setup Approvals for tax declarations 

1. Require approval of any changes in IT declarations submitted before cut-off date 

• If enabled: Any declaration or change by the employees requires approval by the payroll admin to be considered for tax computation. 
• If disabled: All the declarations made by the employees are auto-considered for tax computation irrespective of the approval/rejection by the admin till the cut-off date. 

2. Allow employee to submit IT Declarations after cut off date and require approval of any changes after the cut-off date 

• If enabled: Employees will be able to submit declarations even after the cut-off date. However, if the approval setting is also enabled, then all such declarations and changes made after the cut-off date will require admins' approval/rejection. 
• If disabled: Employees will not be able to make any declarations after the cut-off date. 

3. Enable declaration reminder emails 

Enabling this setting will do the following:

• Trigger reminder emails to the admins when declarations are pending approval. 

• Trigger emails to employees, once the declarations are approved/rejected.

Approval/rejection mail to the admin/employee is sent once everyday at 4 PM IST. 

Eg: All the declarations that are approved/rejected before 4 PM in a day will be informed to the employee via a consolidated mail at 4 PM and any approval/rejection after 4 PM is informed by a consolidated mail for all such declarations the next day at 4 PM.

Setup Cut off date for proof submission 

You can enable the setting Employees are required to submit proof of IT declaration to make proof submission mandatory for all tax declarations by the employees. 

• If enabled: Any declaration made by the employee will require proof to be submitted. The proof needs to be approved/rejected by the admin for the declaration to be considered for tax computation. 
• If disabled: All the declarations made by the employees are auto-considered for tax computation. Proof submission or approval by the admin is not required. 

NOTE: If the setting for proof submission is enabled, then any tax declaration made by the employee stops getting considered for tax computation in the month in which the cut off date for proof submission falls (considering the payroll for the previous month is finalised). 

For eg: Cut off date for proof submission is 15 February, then all the tax declarations by employees will be auto considered for tax computation only till 31 January. After 31 January, the submitted proofs needed to be approved/rejected by the admin for the declarations to be considered for tax computation. 

Setup reminder mail trigger for declarations and proof submission

You can also set up triggers to send reminder emails to the employees to submit tax declarations or proofs. 

Let's see how this can be done. 

Navigate to Global Settings.

Click on Integrations and Automation and select the Event Triggers tab in the navigation bar, and then search for Declaration.

You will see the below events:

• Declaration Cutoff Reminder 
• Declaration Proof Cutoff Reminder

Enable the reminder by clicking the toggle button in the status column and employees will be reminded 7 days in advance about the upcoming due dates.

Setting up criteria for the trigger

You can add conditional criteria to the event trigger to execute actions only when certain conditions are met. Here's how:

Click on the Investment Declaration Proofs Cutoff Date Reminder Event event trigger.

A new screen will appear where you can click on +Add Conditional Criteria.

Select the data point (1) from the drop-down menu (e.g., Employment Status, Registration Status, Department, Location).

Choose the operator (e.g., equal to, not equal to) and specify the value based on the selected data point.

Add more filters by clicking on +Add New Filter (2). Click Add (3) to create the conditional criteria.

Setting up email on event trigger

To configure email notifications for the event trigger, follow these steps:

Click on +Add Action (1) and select Send Email (2) from the drop-down menu.

A new screen will appear where you will have to provide a name for the email action (1). The, specify the recipients (2) by selecting employee roles or Keka user roles.

You can customise the email by editing the subject, body, and other details. Once done, click Create (3) to add the email action to the event trigger.

We hope you now have a good understanding of configuring tax declaration settings on Keka!

Please feel free to browse through other articles or reach out to one of our product experts in case of further queries!

Related Links:

How to download tax declarations?

Declaring investments for tax saving

How can employees declare income tax?

Approving or rejecting tax declarations by employees