TABLE OF CONTENTS

• What is a Legal Entity?
• How to add legal entities in Keka?
• Editing a legal entity
• Deleting a legal entity

What is a Legal Entity?

A legal entity is a way of defining the legal structure and identity of the organization, as well as its rights and responsibilities under the law. A legal entity for an organization can help with:

• Establishing the purpose, vision, mission, and values of the organization
• Registering the organization with the relevant authorities and obtaining licenses, permits, etc.
• Managing the finances, assets, liabilities, and taxes of the organization
• Entering into contracts and agreements with other parties such as donors, partners, beneficiaries, etc.
• Protecting the organization from legal risks and liabilities
• Reporting and communicating the performance and impact of the organization

In Keka, you can use the same subscription of the Keka HR portal to manage HR systems in multiple legal entities that function as a part of the same group. This will be very helpful if you want to handle all operations from the same portal but the employees will receive payslips, offer letters, and other documents with different branding based on the legal entity they are working in. It also helps you set up different salary structures and manage the transactions in different currencies in case some of these entities are located in other countries.

How to add legal entities in Keka?

Let’s see how you can add various legal entities to your organization.

Navigate to Org (1) from the left navigation pane. In the Org Structure tab (2), go to Legal Entities (3). Click on the Add Legal Entities (4) button to add the legal entity details.

This will open up the Add Legal Entity window. Enter the relevant details of your Legal entity here.

You can add a Logo for the legal entity not exceeding 600 KB in size and with dimensions of 100x60 px. Add an Entity Name that will be used to identify the entity within the Keka HR portal. You also have to add the entity’s Legal name as per the incorporation documents along with the Company Identification Number and the Date of Incorporation.

Other fields to be added include the Type of Business, the Sector in which the entity operates, and the Nature of Business. You should also add the complete address for the legal entity along with the Country which will determine the currency that will be associated with that entity in the portal.

Once you are done entering these details, complete the process by clicking on Add.

You can add as many entities as you have, depending on your business structure. Once you have added a legal entity, the details will be visible on the Legal Entities window.

There are 2 other aspects that you need to focus on once you have added the legal entities.

• Authorized Signatories
• Bank Details

Authorized signatories are people in the organization who can sign important documents on behalf of the legal entity. You can add as many authorized signatories as you want.

To add an authorized signatory, from the Legal Entities page, select the relevant legal entity for which you want to add Authorized Signatories. Go to the Authorized Signatories tab and select Add Authorized Signatory. 

In the Add Signatory window, add the details of the signatory you would like to add. Signatory Name, Designation, Email, Father’s Name, and PAN Card Number are mandatory fields.

Once you have entered the relevant details, click Add Signatory to complete the process.

You can now view all signatories added to any legal entity by selecting the appropriate Legal Entity from the list.

You also need to add bank details for the legal entity to enable payroll and expense processing for the employees in this legal entity.

To add the banking details, from the Legal Entities page, select the Legal Entity. Go to the Bank Details page and click on Add Bank Details.

In the Add Bank Account window, enter the bank account details that you would like to add to that legal entity.

Once the bank account details have been entered, select Save to finish adding the bank account. 

You’ve now finished adding all the required details for a legal entity to function inside the Keka HR Portal.

Let us now look at how you can edit or remove a legal entity from the Keka HR Portal. 

Editing a legal entity

To edit the details of a legal entity that has been added to the Keka HR Portal, from the legal entities page, select the legal entity you want to edit from the left pane. Click on the three dots icon and from the drop-down, click on Edit. 

On the Update Legal Entity screen, make the necessary changes to the legal entity details that you have entered and then click Update to save the changes.

Deleting a legal entity

To delete a legal entity that you've added, select the legal entity from the left pane on the Legal Entities page. Click on the Three Dots icon and select Delete from the drop-down. 

Select Confirm on the confirmation window that opens up to delete the legal entity. 

A legal entity can only be deleted if there are no employees assigned to it currently. If you have employees assigned, reassign them to a different legal entity before attempting to delete this.

We hope you now have a good understanding of how to add and modify legal entities within the Keka HR platform!