How to update expense policy individually or in bulk?

Expense policies within organizations are tailored to the roles and responsibilities of employees. These policies can differ across departments and designations to ensure that the rules governing expenses are suitable for each group. This flexibility of assigning different polices to people is crucial for effectively managing and regulating expenses within an organization. Let us now understand how to assign a new policy or change the existing policy for employees.

There are two ways to add or edit an expense policy,

1. Assigning Expense Policy Individually

2. Assigning Expense Policy in Bulk

To update the expense policy of an employee individually, navigate to employee's profile by searching for the employees name in the Global Search Bar.

In the Job tab of the employee's profile, scroll down to find Expense Policy details.

Click on the Pencil Icon to edit and update the new Expense Policy.

In the Update Expense Policy screen, select a new policy from the drop-down and add a note. Click on Update to save your changes.

To update an expense policy in bulk for a group of employees, click on Org(1) from the left navigation menu. Under the Dashboard(2) you will find Summary(3) click on it. In the Bulk Operations section click on the Import Employee Job Details(4) hyperlink.

Now you will be redirected to the Import Employee Job details screen, click on the Excel Template hyperlink to download an Excel template with the employee job details data.

In order to reduce the data in the Excel sheet, use the filters to set criteria for your data and click on Download

In the Expense Policy column click on the dropdown to find a list of Expense policies configured for your organization, and select a suitable policy to assign to the employee.

Upload the Excel sheet using the option Upload Excel Sheet(4). After uploading the Excel sheet, you will be taken to the Match Column tab, where you make sure each column in Excel is mapped correctly with the right field on Keka. 

The other tab is Preview Data, where you can check the data before it gets uploaded. Any errors you make in the Excel file while entering the data will be shown here. Rectify those errors and re-upload the Excel sheet to proceed. Once you have cleared all the errors, click on Continue to upload the data

Once you have cleared all the errors, click on Complete to upload the data.

For step-by-step guidance on importing employee data using an Excel sheet, you can access the necessary information by clicking on this link: Importing Employee data using Excel files on the Keka HR portal

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