Client Training Practice

Questionnaire
Core HR, Attendance, Leave & Payroll
Core HR:
1. Mention the path from where HR Manager/Executive can enable/disable resignation option for all
employees from Keka portal. Paste a screenshot of the setting.
Ans. Org > Exit> Settings > Show Resignation Form for the employees to resign from the organization.

2. Mention the path from where a admin can download a report on employees who are in probation
currently and take a screen shot of the report format.
Ans. Org> employees> probation> In probation

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3. Mention the path from where an employee can raise a new helpdesk Ticket.
Ans. Org> Helpdesk (Feature available in advanced version)

4. How to delete holidays widgets from the Home page Dashboard?

Ans. Home> Dashboard> Quick Access >add/delete widget

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5. Mention the path from where HR Manager/Executive can view the List of invited employees with
their status of registration. Take a screen shot of the report format.
Ans: Org> dashboard> Employee reports> Invites and registrations> Invited employees

6. How to enable the setting “Approval by HR Admin” if employee makes changes to the mobile
number?
Ans. Settings> Roles and Permissions> User Roles> HR manager> HRIS> Core HR privileges> Approve
Profile Change requests

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7. How can Global Admins view how many employees have acknowledged a document that was
uploaded?
Ans. Org> Documents> organization documents> views/acknowledgements

8. Who can view the employee whose profile is marked as “Private” in the “Search bar” on the top of
Keka account?
Ans. Privileged users – eg.Global Admin

9. How to add a new field called “Vehicle Number” under employee profile and make it mandatory field
for every employee in the organization? Share the screenshot.
Ans. Org> dashboard> summary> employee custom fields > add new card

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10.Explain how to initiate onboarding to employees who are already in the portal.
Ans.Org> Onboarding> onboarding tasks> not initiated> select employee name> select name of task>
Initiate onboarding

11.How can a HR Manager/Executive configure on which day the exit survey form needs to be sent to
the employee under the "In Exit" process?
Ans. Org> exits> exit survey> exit form survey settings> edit ‘when is survey sent’> make changes to
the number of days the exit form needs to be sent

12.Mention the path from where HR Executive/Manager can add employees in bulk?
Ans. Org> dashboard> summary>add employees in bulk> upload template> match columns> preview
data

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Attendance & Leaves:
1. Mention the path from where we can enable the setting of “All Leave Balances are carried forward”
at the end of the Leave year?
Ans. Time Attend >Leave >Leave Plans > select the relevant leave plan from the left pane and go to
the Year End Processing > Begin Year End Process

2. How to enable the Sandwich policy for a leave type?

Ans. Time Attend > Leave >Leave Plans> select the Leave Plan & leave type under which you want to
add/remove sandwich leave policy, and then click on the 3 dots on the right hand side and click
on Settings of the Leave Type as shown below - Over the next window, navigate to the Additional
Restrictions page, scroll down and click on Additional Settings> Select the check boxes related
to Sandwich Policy as highlighted in the screenshot. Once settings are configured, click on Save &
Close >On the Additional Restrictions page itself, select the check box that says Do not consider
holidays accompanying half day leave, as leave and Do not consider weekly offs accompanying
half day leave .

3. How to assign a shift to a group of employees?

Ans. Time attend> Shifts /weekly offs and holidays> Assisgments> update shift> effective date range>
choose shift> effective from and effective upto date> shift type> update shift

4. How to remove Tracking policy for an employee?

Ans. Time attend> Attendance tracking > Tracking policy allocation> select employee> enable
employees are no longer a part of any tracking policy option> update tracking policy

5. How to enable the setting of allowing Manager to Override the Leave restrictions and apply the leave
on the employee's behalf?
Ans. Time attend> Leave> Leave Plans> development tram leave plan>select leave type> settings
(threedots)>New window- Applying leave and approval section > Click save and continue>

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 additional settings (optional) section > Enable Manager can override all the restrictions while
applying leave on behalf of the employee' option> save and continue
6. Mention the path from where we can enable the setting of “Automatically capture employee location
for every specified time intervals’
Ans: Time attend> Attendance tracking> Capture scheme allocation> choose employee> select
actions> update capture scheme according to requirement . (capture scheme should be already
created – from capture scheme> add attendance capture> select option –automatically capture
employee location every ‘---‘ Minutes)

7. Mention the path to set penalization for late arrivals of employees in the tracking policy.
Ans. Time attend> attendance tracking> penalization policy allocation> select employee>choose
penalization policy to assign> select date range > click update penalization policy

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8. How can an employee request for Comp Off credit if it is part of the Leave plan assigned to them?
Ans. Me> leave> request credit for compensatory off> choose date range> add note > upload
supporting documents if required> click confirm

9. How can the manager change the type of leave applied by an employee?
Ans. Go to global search tab > enter employee name> in employee profile, under time, select leave>
scroll down to bottom of the page to leave history> search for the leave that has to be changed>
under actions, click options> select change leave type > select new leave type from drop down>
enter reason> click confirm> leave type will be changed.

10.How to allow employees to apply for past-date leave?

Ans. Time attend> Select leave> Leave plans> select leave type in which past –date leave is to be
enabled> go to actions> menu(three dots)> click settings> save and continue on first section>
accrual and accumulation to visit next section> applying leaves and approval> scroll down to
additional settings and check box stating allow applying up to ___ days after the incident and enter
the number of dys in the past allowing employees to apply for leave> save and continue> save and
close

Payroll:
1. Mention the path from where the payroll Admin can enable password for downloading pay slips.
Ans. Payroll> settings> paygroup> other settings> payslip settings> menu (3 dots) > update settings>
enable/disable the payslip password protection and click save.

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2. Mention the path from where payroll Admin can download the report which shows the Income Tax
deducted for each employee for any given month.
Ans. Payroll> reports>salary report> monthly income tax statement

3. Mention the path from where payroll Admin can download a report which shows the increase in
Income Tax due to the bonus given last month.
Ans. Payroll> reports> salary reports> Monthly cost report

4. Mention the path from where Payroll Admin can verify the proof submission and decide to either
approve/reject IT declarations done by employees.
Ans. Payroll> Admin> operations tab> select income tax declaration approval> select pay group and
financial year for which you want to review the income tax declaration> click run> now to approve /
reject , click on review claims under the details column against the selected employee> on review IT
declaration claims page> select pending declaration from left side to see details and relevant
documents submitted by employee >approve/ reject

5. Mention the path from where we can disable TDS deduction for a custom based salary structure.
Ans. Payroll> settings> pay groups> find the pay group you want to disable TDS for> click configure >
on the pay group confirmation page, select taxes and deduction tab > professional tax > disable
professional tax

6. Mention the path from where the payroll admin can limit the PF employee contribution to the
statutory minimum for all employees?
Ans. Payroll> settings> paygroup tab> configure icon> pay group configuration> contributions tab>
three dot menu> update PF settings option> in PF settings window > to restrict the PF contribution to
the statutory minimum, select the option Yes, Employee's PF amount will be limited to statutory
minimum> update

7. Mention the path from which the admin can add one-time payments such as incentives for
employees while processing payroll in Keka.

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Ans.Payroll> settings> components> ad hoc components> add adhoc
allowance> over lay window pops up> enter name of allowance
component to be added > click add allowance > Now that you have added
the component, you can use it in the payroll run. Navigate to Payroll and
select Run Payroll. Here in the Run Payroll section, find
the Reimbursement, ad hoc payment, deduction section> On
the Reimbursement, ad hoc payment, deduction window, skip steps 1 and
2 by clicking on Save & Continue. Under Ad hoc payments, click + Add
Employee > After choosing the employee, look under Adhoc Payment
Type. This column will include the ad-hoc payment type you have recently
created. Choose it and then enter the Value under Amount. Then,
click Save and Continue.

8. How can the payroll admin View or Update employees 'PF, ESI, PT, and LWF details?
Ans. Search employee name in Global search> go to employee profile> Finances> Summary> Statutory
Information > Click Edit option> click provident fund > uncheck the box Check this box, if PF details
are not available yet, or employee is not eligible for PF Contribution> edit by going in payroll>
select payroll admin> under payroll status, tax regimes , financial details search for employees
statutory info > search for employee whose details are to be added or updated and click edit > edit
as per requirement > you can also import in bulk option available to upload the details in excel>
download excel template> enter pf details for the employees and save the file > go to same page
and click upload excel file and upload the file with the pf details > once file is upload it will move to
the match columns. Here check columns and click continue> once this is done , click complete to
upload the changes> you can also bulk upload the PF details from payroll and go to payroll admin,
here move to payroll imports and select import financial information> similar sheet will be found
which can be used to import PF, download excel template >enter details, save> upload it using
upload excel file option> click continue under match columns> if no errors, click complete

9. Rahul is the HR Manager/ Payroll Admin, and he is trying to process payroll through Keka, he has
completed six steps and done the preview run payroll, after the reconciliation he was willing to
finalize the payroll, but he is running into some errors with a pop-up message ’Payroll Processing
Aborted’.
Mention the steps that Rahul shall follow to rectify this error?
Ans. Go to payroll> click on run payroll > find run payroll option at bottom> navigate to review all
employees> when review all employees is clicked another window will pop up> step 1- net salary >
step 2- unprocessed salaries> find all errors in error message and make corrections accordingly

10.How can the admin release the withheld salary of an employee?

Ans. Log in to keka portal> click payroll tab > run payroll> scroll down to run payroll section>click on
salaries on hold and arrears> next window appears> click on +add employee and add the name of

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 the employee whose salary has been withheld > click on drop down under pay action and choose
process as salalry> click save and continue>

Thank You!

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