EMPLOYE

E
HANDBOO
K-Keka

AIM
This document aims to familiarize the readers with their Keka
Account. It aims to equip them with a working knowledge of
the software, required to perform day-to-day functions such
as Attendance and Leave management etc.

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 Introduction

Aim:
This document aims to familiarize the readers with their Keka Account. It aims to equip them
with a working knowledge of the software, required to perform day-to-day functions such as
Attendance and

Target Audience:
This document is designed for all employees.

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 Index

Keka Account Helpdesk

1. Register on the Keka Portal 1. Raise a Email
2. Log-In with Keka Password
3. Log-In with Office 365
4. Log-In with Google My Team
5. Log-In with mobile OTP 1. View Team-Summary
6. Log-Out from your Keka account
7. Forgot Password? My Finances
8. Change your Password
9. Edit your Profile
10. Change the display color theme
11. View your Timeline
12. View Assets assigned
13. Add & Update Documents
14. Search for Peer-Profiles
15. Dashboard

Leave
1. View your Leave Policy
2. Check your Leave Balance
3. Apply for Full Day Leave
4. Apply for Half Day Leave
5. Edit your Pending Leave Requests
6. Cancel your Pending Leave
Requests
7. View List of Holidays

Attendance
1. Check Attendance Logs
2. How to Clock-In using Keka
Website?

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 3. Clock in remotely using Keka 1. View Your Salary
Mobile App 2. View & Download Pay Slips
4. Remote Clock-in using Keka 3. View your Income Tax Computation
website 4. Payroll Initialization
5. Raise On Duty request 5. Declaration
6. Apply for Work From Home 6. Previous Income
7. Apply for Partial Day 7. Generate Form 12BB
8. Request credit for Compensatory-off 8. Free Tax Filing
(Comp-Off) 9. Preferences
9. Apply for Overtime
10. View your Capture Scheme details
11. View your Tracking Policy details To Do
12. Raise Regularization Request 1. Create a Task-List
2. Add Tasks to a list

Expenses & Travel Org

1. Add an Expense Claim
2. Raise request for Advance 1. Access Employee Directory
Expenses* 2. View Organization Tree
3. View you Pending Expense Claims 3. View Organization Documents
4. History of Paid Claims (Expense and 4. Publish your Articles.
Advance Claims) 5. View and participate in Poll
6. View Announcements.

Register on the Keka portal

You will receive an invitation mail with a link to register, at the time of joining. This email
will be sent to your registered email-id, which will also serve as your Username.

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 1. Open the invitation mail and click on the Accept Invitation option.
2. You will be redirected to create your password.
3. Please save this password for future use.
4. You have now successfully completed the registration process.
**Note: Please contact your HR for assistance, in case you do not receive the Invitation mail
or face any other difficulty during the registration process.

Login with Keka Password

This is the easiest and most widely used mode for logging in. All you have to do is visit the Keka
Portal and provide your registered Username and Password for authentication.
Procedure:
1. Navigate to the Keka portal using the link “subdomain_name.keka.com”.
2. In case you are unable to login using the subdomain link, please visit our website at
https://www.keka.com/ and click on the login button.
3. Select the Login with Keka Password option.
4. Enter the Username and Password.
5. Click on the Login button.

**Note: In case you forget your password, refer to the Forgot Password? article to find a
detailed procedure for resetting your password.

Login with Office 365

If your Office 365 account has already been registered with Keka, you can use it to log in to your
Keka account in a few quick steps.
Procedure:
1. Navigate to the Keka portal using the link “subdomain_name.keka.com”.
2. In case you are unable to login using the subdomain link, please visit our website at
https://www.keka.com/ and click on the login button.
3. Select the Login with Office 365 option.
4. You will be asked to Sign in to your Office 365 account: provide your Office 365
Username and Password-> click on Sign In.
5. You will be directed automatically to your Keka account.

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 **Note: Some organizations allow employees to login using only selected methods. If you are
unable to login using the above method, it maybe because your organization does not allow
this mode of login. Please try logging in using another method or contact your HR for more
information.

Login with Google

You can use your registered Google email-id to sign in to your Keka account.
Procedure:
1. Navigate to the Keka portal using the link “subdomain_name.keka.com”.
2. In case you are unable to login using the subdomain link, please visit our website
at https://www.keka.com/ and click on the login button.
3. Select the Login with Google option.
4. Sign in to your Google account using your Google Username and Password->click on
Sign In.
5. You will be directed automatically to your Keka account.
**Note: Some organizations allow employees to login using only selected methods. If you are
unable to login using the above method, it maybe because your organization does not allow
this mode of login. Please try logging in using another method or contact your HR for more
information.

Login with Mobile OTP

This mode lets you login to your Keka account using a system generated OTP sent to your
registered mobile number.
Procedure:
1. Navigate to the Keka portal using the link “subdomain_name.keka.com”.
2. In case you are unable to login using the subdomain link, please visit our website at
https://www.keka.com/ and click on the login button.
3. Select the Login with Mobile OTP option.
4. Enter your registered mobile number.
5. Click on the Send OTP button.
6. You will receive an OTP on your mobile. Enter the OTP.
7. Click on Login.
8. You will be directed automatically to your Keka account.

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 **Note: Some organizations allow employees to login using only selected methods. If you are
unable to login using the above method, it maybe because your organization does not allow
this mode of login. Please try logging in using another method or contact your HR for more
information.

Log Out from your account

To log out from your Keka account, proceed as follows.
Procedure:
1. Click on your name at the top right corner of the screen.
2. A dropdown menu appears.
3. Select Logout.
4. You will be logged out of your account.

Forgot Password?
Reset your password in a few simple steps, as described
below. Procedure:
1. Navigate to the Keka portal using the link “subdomain_name.keka.com”.
2. In case you are unable to login using the subdomain link, please visit our website at
https://www.keka.com/ and click on the login button.
3. Select the Login with Keka Password option.
4. Click on Forgot Password ->enter your Username i.e.. your registered email-id.
5. A link for resetting the password will be sent to your registered email id.
6. Create your new password-> click on the Reset Password button.
7. Your password will now be changed. Please save this password for future reference.

Change Your account Password

You can change your Keka password as follows. However, make sure that the new password
meets the prescribed minimum strength.
Procedure:
1. Click on your name at the top right corner of the screen.

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 2. A dropdown menu appears.
3. Select Change Password.
4. Enter your current password.
5. Provide a new Password->Confirm it in the field below.
6. Click on Change Password.
7. Your password has now been changed. You will be provided with a link to login again.

Edit your Profile

Not all information in your Profile can be edited. Depending on your organization’s
guidelines, some fields will be accompanied by an edit icon, signifying that they are open
for modifications while some others will be marked with a lock-icon, indicating that you
do not have permission to edit these fields. You may hover over any of the icon in order
to learn more about them.
Procedure:
1. Click on your name at the top right corner of the screen.
2. A dropdown menu appears.
3. Select Profile.
4. Go to About/Profile/Job/Documents/Assets tab, depending on the modifications you wish
to make.
5. Locate the section you want to edit. Click on the Edit option on the top of the respective
section.
6. Go to the field you want to edit. A lock-icon above the respective field indicates that you
do not have permission to modify the information. Otherwise, click on the edit icon.
7. Make the necessary changes.
8. Click on Update button at the bottom.
**Note: Please contact your HR manager, in case you wished to modify information in any of
the locked fields.

Change the display Color-theme

You can change the color scheme of your Keka account to add a personal touch to it. An
option to switch between Dark and Light modes is also available.
Procedure:
1. Login to your Keka account.
2. Click on your name at the top right corner of the screen.
3. A dropdown menu appears.
4. A color-pallet is available at the end of the menu. Choose your preferred color.

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 5. Use the toggle switch to specify whether you wish to apply the Dark mode or the Light
mode.
6. The Color and Mode modifications will be reflected on your screen instantly.

View your Timeline

All your important work-events such as joining date, promotions, transfers etc. Are captured
and displayed on a timeline. You can view this by following the procedure below.
Procedure:
1. Login to your Keka account.
2. Click on your name at the top right corner of the screen.
3. A dropdown menu appears.
4. Select Profile.
5. Click on the Timeline tab.

View Assets assigned

All the assets assigned to you can be viewed as follows.
Procedure:
1. Login to your Keka account.
2. Click on your name at the top right corner of the screen.
3. A dropdown menu appears.
4. Select Profile.
5. Click on the Assets tab.
6. You will be presented with a list of all assets assigned to you

Add & Update Documents

All the documents updated by you will be visible here. You can also update or add new
documents under the respective folders.
Procedure:
1. Click on your name at the top right corner of the screen.
2. A dropdown menu appears.
3. Select Profile-> click on the Documents tab.

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 4. All the documents uploaded by you will be visible under the respective folders (on
the right-side).
5. You can go to the respective folder->Document name-> Click on the action button-
>View/Update Document.
6. To update the document, click on Add Attachment and attach the updated file.
7. Click on Update Document button.
8. In case, no document has been added, you will automatically see an Add Details option
when you go inside the respective folder.

Search for Peer-Profiles

You can know more about your peers by taking a look at their profiles. The respective
employee’s email-id and contact number (optional) will also be visible on their profiles.
Procedure:
1. Login to your Keka account.
2. A Search bar appears at the top of your screen.
3. Enter name of the Employee whose profile you are looking for.
4. Click on the Employee name when it appears as a suggestion.
5. You will be directed to the respective employee’s profile.
6. You can click on the Timeline tab to view the respective employee’s timeline.

Dashboard
Your dashboard lets you grab a quick overview of your account. It updates you about your
peers’ activities such as their birthdays, work anniversaries etc. It also provides quick
links to some everyday activities. These are discussed below in detail:
1. Click on Home.
2. The following information will be available for Quick access:
a. Inbox: lists the number of action items pending in your inbox
b. Holidays: shows upcoming Holidays; you can click on View All to view the full
list of holidays.
c. On Leave Today: lets you know which members of your team are on leave today.
d. Quick Links: Important links will be available here for quick access.
e. Working Remotely: displays which members of your team are on working
remotely today.
f. Time Today: gives you quick option to Clock in or Clock out. This will only be
visible if it has been enabled by the organization.
g. Leave Balances: summarizes your available leave balances

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 h. Celebrating Birthdays: lists employees who have their birthdays today
i. Celebrating Work Anniversaries: lists employees who are celebrating their
work anniversaries today.
j. Announcements: Any new announcements will be visible here.
k. Polls: You can view and respond to ongoing polls here.
l. New joinees: A list of new joinees will be displayed here.

Leave
This section is designed to assist you in Leave Management. You can avail a particular
number of paid leaves for each calendar year. These leaves will be distributed under
various Leave Types such as Casual Leaves, Sick Leaves etc. and will be limited in
number. The type and number of Leaves available for the employees, will be
defined by the organization under Leave Plans. Leave Plans are a structured group
of Leave Types specific in number. For a detailed explanation of Leave Plan and
Leave Types, please refer to the Glossary at the end of this manual.

View your Leave Policy

To view the Leave Policy assigned to you:
1. Navigate to the Me tab present on the left side panel.
2. Select Leave from the dropdown menu.
3. Click on the Leave Policy Explanation option.
4. A detailed explanation will be presented to you.

Check your Leave Balance

You can check your Leave Balance using the following procedure.
Procedure:
1. Navigate to the Me tab present on the left side panel.
2. Select Leave from the dropdown menu.
3. Your Leave Balance along with your Leave History will be visible here.

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Apply for Full-Day Leave
You can apply for Full-Day Leaves as
follows. Procedure:
1. Navigate to Me tab present on the Left side panel-> select Leave from the dropdown
menu.
2. Click on the Apply Leave button on the right-hand side of the page that appears.
3. The Leave Request form appears: select the dates for your Leave.
4. Select the Leave type from the dropdown menu which displays Leave Types along with
the number of available leaves under each type.
5. Provide a Note regarding your request.
6. You can notify other employees by adding their names under the Notify section. Added
employees will be notified, once your leave has been approved.
7. Click on Request leave.
8. Now, you have successfully applied for leave.
*Note: If you are not able to select a particular Leave Type from then dropdown menu in Step
5 above, it may be because of the restrictions placed on it as per the organization’s Leave
Policy. Please navigate to Me ->Leave->Leave Policy Explanation to learn more about your
Leave Policy or contact your HR manager for more details.

Apply for Half- Day Leave

If you want to apply for a leave only for the First half or Second half of a particular day, you
may proceed as follows. However, please note that you can apply for a Half Day, only if
this option has been enabled by your organization
Procedure:
1. Navigate to Me tab present on the Left side panel-> select Leave from the dropdown
menu.
2. Click on the Apply Leave button on the right-hand side of the page that appears.
3. The Leave Request form appears: select the date on which you want to apply for a Half-
Day Leave.
4. Select First Half or Second Half , depending on which half of the day you want leave
for.
5. Select Leave Type as Half Day from the dropdown menu.
6. Provide a Note regarding your request.
7. You can notify other employees by adding their names under the Notify section. Added
employees will be notified, once your leave has been approved.

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 8. Click on Request leave.
9. Now, you have successfully applied for leave.

Edit your Pending Leave Request

Pending Leave Requests refers to the requests which have not been acted upon yet, that is,
these requests are waiting for approval from the concerned authority. To edit your
Pending Leave requests, follow the procedure below.
Procedure:
1. Navigate to Me tab present on the Left side panel.
2. Select Leave from the dropdown menu that appears.
3. You will find the Pending Leave Requests section at the top of the page. Here, you will
be able to view all your pending leave requests.
4. Locate the request you want to edit and click on its respective Action button->click on
Edit Leave.
5. In the form that opens, you can change your Leave Dates and Leave Type.
6. Click on the Update button after making the necessary changes.

Cancel your Pending Leave Request

You can only cancel leave requests which have not been acted upon by the approvers
(designated by your organization).
Procedure:
1. Navigate to Me tab present on the Left side panel.
2. Select Leave from the dropdown menu that appears.
3. You will find the Pending Leave Requests section at the top of the page. Here, you will
be able to view all your pending leave requests.
4. Locate the request you want to cancel and click on its respective Action button->click on
Cancel Leave.
5. In the form that appears, review your request details and mention a reason for the
cancellation.
6. Click on Confirm.

View List of Holidays

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These consist of the National/State or Cultural holidays granted by the organization, as per their
policies. To view your list of Holidays:
1. Navigate to Home tab present on the Left panel.
2. Go to Holidays widget.
3. Click on the ‘View All’ option at the top of the panel.
4. The current Holiday List appears.

Attendance
This section is designed to assist you in managing your Attendance. Your Capture Scheme
and Tracking Policy will be created and assigned as per the organization policies. With
Keka, you can check your Attendance logs, raise regularization requests, record attendance
via web, Keka Mobile app or under some circumstances via the Remote clock-in method, all
in quick simple steps.
Check Attendance Logs
Keeping track of your attendance, is now made simple and easy.
Procedure:
1. Navigate to Me >> Attendance.
2. Under the Logs & Requests section, go to Attendance Logs.
3. Your attendance logs for the last 30 days will be visible here, by default.
4. You can click on the Month for which you want to view the logs.

How to Clock-In using Keka website?

Your mode of Clock-In will depend on the Attendance Capture Scheme/Policy assigned by your
organization. If your mode of Clock-In has been set to Web Clock-In, you will be required to
visit the Keka Website (via a browser) and proceed as follows:
1. Go to the Keka Website and login to your Keka account.
2. Navigate to Me tab on the left side panel.
3. Select Attendance from the dropdown menu that appears.
4. Go to the section, titled Actions on the far-right side of your screen.
5. Click on Web Clock-in . If mandated by your organization, you will be required
to provide a note.

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 6. A pop-up appears requesting access to track your location. Click on Allow.
7. A Web Clock out button appears. You may click on this button when you want to log
out.
**Note: If you are unable to clock-in, please note that some organizations allow Web Clock-In
only from select IP networks. Please contact your HR for more information.

Clock-in remotely using Keka Mobile app

This option is particularly useful for employees whose nature of work often requires them to
travel and work within the Field. When you clock-in using this mode, organizations can
capture and keep track of your location at regular intervals.
To Clock-In remotely i.e. from outside office-premises, Keka provides you the option of
logging in via the Keka mobile app. However, this option may not be visible to you if it
has not been enabled by your organization.
Procedure:
1. Download the Keka HR app from Google PlayStore or App Store.
2. Click on the Login button.
3. Enter your work email-address and password.
4. Select your Login mode and log in to your account.
5. You will now be able to Clock in.
**Note: Please contact your HR to know more about this feature.

Remote Clock-In using Keka Website

This option is particularly useful for employees whose nature of work often requires them to
travel and work within the Field. When you clock-in using this mode, organizations can
capture and keep track of your location at regular intervals. You can use the Keka website
to clock-in remotely i.e. from outside office-premises, as follows.
Procedure:
1. Navigate to Me tab on the left side panel->select Attendance.
2. Locate the Actions block.
3. Click on the Remote Clock In option.
4. Allow access to your location by clicking on Confirm.
5. Now you have successfully clocked in.

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Raise an On Duty request
You can raise On Duty requests if you are working from Client locations or from a separate
branch of your organization.
Procedure:
1. Navigate to Me tab on the left side panel->select Attendance.
2. Locate the Actions block.
3. Click on the On Duty option.
4. In the form that appears, select a Start and End date for your request.
5. Provide a Note and enter the name of the employees who need to be notified, once your
request is approved.
6. Click on Request.
**Note: You will not be able to perform the above function, if the On Duty feature has not
been enabled by the organization under your Capture Scheme. Please contact your HR for
more information.

Apply for Work From Home:

This feature may or may not be available for you, depending on your organization’s
policy. If this feature has been enabled for you, you may put in a request to work from
home as follows.
Procedure:
1. Login to your Keka account.
2. Navigate to Me tab on the left side panel->select Attendance.
3. Locate the Actions block.
4. Click on Work From Home option.
5. Fill in the Request form stating the dates, reason and the employees to be notified
after the request is approved.
6. Click on Request.

Apply for Partial-Day Leave

Partial day leaves allow you to clock-out before or clock-in after your usual time i.e. you
may arrive several mins/hours late to work or leave several mins/hours before your
usual clock-out time.
However, you can avail this type of leave only if this feature has been enabled by your
organization.
Procedure:

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 1. Navigate to Me -> Attendance.
2. Under the Attendance tab, you will find the Actions menu.
3. Click on the Partial Day option.
4. A dialog box appears. Enter the date.
5. Select the option of Late arrival or Leaving early.
6. State the reason for taking a partial day and enter the names of persons to be notified.
7. Click on the Request button. Now you have successfully applied for a Partial Day Leave.

Request credits for Compensatory-off (Comp-Off)

Comp-Offs are leaves granted in exchange for working beyond your normal Work hours. You
can gather Compensatory Off credits as follows and then use these credits to avail Comp-Off
leaves. Before proceeding, please make sure that this Leave Type has been enabled for you.
Procedure:
1. Navigate to Me tab present on the Left side panel-> select Leave from the dropdown
menu.
2. Click on the Request Credit for Compensatory-off option on the right side of the page
that appears.
1. A Request Credit for Comp-off form appears. Select the dates for which you have
worked.
2. Add a description under the Note box->click on Submit.
3. Now you have successfully requested for comp-off credit.
4. The request will be forwarded to the Approvers, as designated by your organization.
5. Once approved, you will be able to see your credits as Comp-Off balance under the Leave
Balances section.
**Note: You can only avail this Leave Type, if your organization has enabled ‘Comp-off’ as
one of the Leave Types under its Leave Policy.

Apply for Overtime

You can apply for overtime only if your organization has defined an Overtime Policy and this
policy has been assigned to you. Your compensation will be calculated on the basis of the Pay
Code allotted to you. Pay Codes are formulated by the respective organizations. Please contact
your HR for more details.
Procedure:
1. Navigate to Me tab on the left side panel->select Attendance.
2. Under Logs & Attendance section, click on Overtime Requests.
3. Click on the Apply Overtime button.

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 4. Select the dates and Enter the number of hours worked as overtime per day.
5. Provide a Note.
6. Specify if you want any other employee to be notified of your request.
7. Click on Request Overtime.

View your Capture Scheme details

Capture Scheme is the mode used by your organization to track your attendance. For
example, attendance can be tracked using Biometric devices, through the Keka Website,
through Keka Mobile App etc. To view the capture scheme being used to track your
attendance, proceed as follows.
Procedure:
1. Navigate to the Me tab present on left side panel.
2. Select Attendance from the dropdown menu.
3. Under the Attendance page that opens, go to the Timings section. You will find your Shift
Timings displayed here.
4. Click on the Capture Scheme icon to view details on your capture scheme.

View your Tracking Policy details

Tracking Policies are the set of rules that govern your attendance. Company policies for
dealing with shortage of attendance, Late Arrivals, Missing Swipes etc. can be found
under the Tracking policy.
Procedure:
1. Navigate to the Me tab present on left side panel.
2. Select Attendance from the dropdown menu.
3. Under the Attendance page that opens, go to the Timings section. You will find your Shift
Timings displayed here.
4. Click on the Tracking Policy icon at the top of this section. You will then find
detailed information about your Tracking Policy.

Raise Regularizations Request

Here you can adjust the time logs for your regular working hours here, in order to
avoid penalization (as per the rules prescribed by your organization). You can
raise attendance regularization requests as follows.

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Attendance can be regularized using two methods. One wherein you adjust your logs, the other
when you simply raise a request for that day, with missing logs, to be exempted from the
Tracking policy penalization. Whether one or both these options are visible to you in step-6,
depends on your company policy and settings.
Procedure:
1. Navigate to the Me tab present on the left pane->select Attendance.
2. You will find logs of your Attendance.
3. Search for the day you want to regularize-> click on the icon under Log section.
4. You will see Regularize link, click on it.
5. Request Time adjustment page will open.
6. Adjust the time from Attendance Adjustment box.
a. Select ‘Add/Update time entries to adjust attendance logs’ option.
b. Adjust the time according to your requirements.
7. Or else request for the day to be exempted from the tracking policy, depending on which
option is visible to you.
8. Click on Request.
*Note: If you do not find the option to raise Regularization request it might be because your
organization does not allow attendance regularization and therefore has not enabled this
feature. Please reach out to your HR for more details.

Expenses & Travel

All your Expense and Travel claims can be made here. You can also find a history
of your Expense claims here. There are two types of Expenses: Past Expenses i.e.,
when you have already incurred the expense and now are making a claim for it.
The second types of expenses are Advance Expenses, wherein, you make expense
claims in anticipation of the expenses that will be incurred. Advance Claims
options may or may not be visible to you, depending on whether or not this feature
has been enabled by your organization.

Please note that there may be additional restrictions defined by the organization,
when the claim amount exceeds a certain limit or you may not be allowed to claim
the amount past a certain number of days. In some cases, you may be required to
submit a receipt or provide comments mandatorily. All this depend on the policy
designed by your organization. Please contact your HR for more details

Add an Expense

You can save and submit your expense claims here. You can decide whether to
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submit your claim right away or save it for future in Step 10 of the following
procedure.

Procedure:

1. Go to Me tab present on the left panel.

2. Select Expenses & Travel from the dropdown menu-> Pending Claims.
3. Click on the Add an Expense button.

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 4. Select the category your claim falls under from the dropdown menu
under the Expense Category field.
5. Select the Project/Cost Center from the dropdown menu.
6. Select the Currency and the Amount for the expense.
7. Provide a note.
8. Upload Receipt for your expense.
9. If you wish to save this expense but not want to submit it for review yet,
click on Save Expense. Or, if you want to submit this current expense
for approval, click on Submit Claim.
10. You can click on Update and Add Another if you want to save this
claim and add another one.

*Note: If you are unable to submit a claim or have any related queries, please reach out to
your HR.

Raise request for Advance Expenses

Advance Expenses are the ones which you claim in anticipation of the expenses that
would be incurred.
Procedure:

1. Go to Me tab present on the left panel.

2. Select Expenses & Travel from the dropdown menu->Advance
Requests.
3. Click on Request Advance.
4. State the purpose of your request in the filed provided.
5. Provide a note for the approvers.
6. Click on +Add Advance/Travel Booking.
i. Select the category your claim falls under from the dropdown
menu under the Expense Category field.
ii. Select the Project/Cost Center from the dropdown menu.
iii. Enter the expense details in the fields provided as per the
Expense Category chosen in step i.
iv. Provide a note.
v. Add attachments, if any.
vi. Click on Add.

8. To make an advance Travel Booking:

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 i. Select respective travel category such as by Flight, 2nd AC Train
etc. from the dropdown menu under the Expense Category field.
a. Select the Project/Cost Center from the dropdown menu, if
applicable.
b. Specify From (Source) and To (Destination) travel details.
c. Provide the date of Onward and return journey
d. Provide a note.
e. Add attachments, if any.
f. Click on Add.
7. The Advance Requests History provides a list of the advance requests
raised by you in the past.

*Note: Please reach out to your HR, if you are not able to make an Advance claim.

View your Pending Expenses

Here you can view the expenses you have saved but not submitted for
approval as well as the expenses you have already submitted for approval.
These include incurred expenses and Advance Settlements.

Procedure:

1. Go to Me tab present on the left panel.

2. Select Expenses & Travel from the dropdown menu-> go to Pending
Claims.
3. You will be presented with the following two lists:
a. Expenses to be Claimed: These are the claims that you have saved
but are yet to claim (submit).
 To edit a claim:
i. Click on the Action button of the respective request-
>Edit.
ii. Make the necessary changes.
iii. Click on Update to save the updated changes.
The claim details will be update and the claim
will be saved.

Or, click on Submit Claim to submit your claim

for review to the concerned authorities. The claim will be
processed for approval.

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 Or, You may click on Update and Add Another to
update the current claim and add a new claim.

 To delete a saved claim:

i. Click on the Action button of the respective claim-
>Delete.
ii. Click on Confirm.
iii. Your saved claim will be deleted.

b. Advance Settlements & Advance Claims in process: These are the

claims that you have already claimed (submitted) but are yet to be
acted upon by the concerned authorities. You can edit and delete
these claims as follows:
 To edit a claim:
i. Click on the Action button of the respective claim->
Manage Expenses.
ii. Make the necessary changes.
iii. Click on Update to save the changes. Or, you may
click on Update and Add Another to save changes to
current claim and add another claim.
 To delete a claim:
i. Click on the Action button of the respective claim-
>Delete.
ii. Click on Confirm to delete the claim and all
the expenses under it.

History of Paid Claims (Expense and Advance)

To view a list of Paid expenses including Advance Claims, proceed as follows.

Procedure:

1. Go to Me tab present on the left panel.

2. Select Expenses & Travel from the dropdown menu-> Past Claims.
3. You will find a list of paid expenses including Advance Settlements.

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 4. To view the details of a particular expense-> click on the Action button
of the respective claim ->View.
5. You will be presented with the respective details of the Claim.

Helpdesk
Here, you can raise an email and follow the ones in which you are tagged in.

Raise an Email

In case you encounter difficulties, you can seek help from your organization,
Procedure:

1. You can simply drop an email to [email protected]

My Team
Summary

Here, you will be able to catch a brief glimpse of your team’s activities.

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Procedure:

1. Login to your Keka account.

2. Navigate to My Team->Summary.
3. Following information about your team will be visible to you:
a. Who is Off today: number of team members on leave
b. Not in yet today: team members who are yet to arrive at the
office
c. Employees On Time today: number of members who arrived on
time
d. Late Arrivals today: number of members who came late
e. Work From Home/On Duty today: number of members working
from home
f. Remote Clock-ins today: number of members who clocked in via
the Remote Clock-In option
g. Team Time Off Calendar: dates on which members are on leave
h. My Peers: list of your team members

My Finances

View Your Salary

To view your salary, proceed as follows:

1. Navigate to My Finances->My Pay->My Salary.

2. Your salary will be displayed on the screen.
3. Click on the dropdown-menu-icon to view your Salary Structure.
4. You may click on the reverse-icon to see your Salary Change History.
5. Click on the Salary Breakup option, to view breakup.

View & Download Pay Slips

You can download your pay slips in a few easy steps :

1. Navigate to My Finances->My Pay-> Pay Slips.

2. Select the year and month for which you want the pay slip.
3. Click on the Download Payslip button at the top.

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 4. The respective pay slip will be downloaded to your device.

View your Income Tax Computation

You will find a detailed breakdown of your Income Tax computation here.

1. Navigate to My Finances->My Pay->Income Tax.

2. Select the Financial cycle.
3. A detailed computation of your Income Tax will be displayed.

Payroll Initialization
You will need to complete the following review process to be able to view your payroll
information for the first time.
Procedure:
1. Navigate to My Finances.
2. You will find the Payroll Initialization Page.
3. Click on the task-1 Review Salary. To view your Salary structure, click on the Salary
Breakup option.
4. Review your salary and click on Done.
5. Click on task-2 Review Pan Card & Bank Information.
6. Review your Pan Card details ->click on Continue.
7. Review your Bank details->click on Review.
8. Click on task-3 Provident Fund (PF).
9. Verify the information->click on Review.
10. Click on task-4 Tax Declaration.
a. 1.5 Lac Exemption:
Click on Continue after reviewing your tax deductions under 1.5 lakh
exemptions. Maximum exemption of 1.5 lakh per annum is fixed for all investments
under Section 80C.
b. Other Exemptions:
Click on Continue after reviewing your tax deductions. Other deductions under
income tax laws can be viewed here.
c. Tax Saving Allowances:

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 Click on Continue after reviewing your tax-saving allowances. These
allowances are exempted from Gross for Income tax calculation only when a
claim is submitted
d. House Property:
i. Add Current residence address:
ii. Click on the Add Residence button.
iii. If living in a rented property:
 Click on Add Rent. A dialog box appears. Enter the required
details and upload your Rent Receipts.
 Click Next.
 Specify your landlord’s name and address.
 Specify whether Landlord PAN information is available by
selecting the respective checkbox.
 If the PAN Information is available, select Available and provide
his PAN card number.
 If PAN information is not available, select Not Available and
proceed to select a landlord type.
When Selecting a landlord Type, if the landlord is not a government
employee or non-resident of the country, select Other. In such a case,
you will have to submit a declaration form. A default format of
declaration form will be available if you click on the Declaration
Format option
 Fill the form and upload it.
 Click on Submit.

iv. If you own the property:

 Select the “Yes. I own the current residence.”
 Provide your House Loan details.
 Upload Proofs.
 Click on Save.

v. To add other properties owned by you:

 Click on Other Houses Owned in Step i. They may be eligible for
tax exemptions depending if they are rented or purchased on
loan.
 Provide the property details.
 Upload Proofs.

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  Click on Save.
*Note:
● Self-Occupied House Property - House that is used as a place of residence by an
individual and/or his spouse, parents or children.
● Let Out House Property - House that is given on rent for whole or part of the year.
● Deemed Let Out House Property - If a person has more than one house which is both
not given on rent, only one can be considered as self-occupied. The other one would be
called Deemed Let Out Property and would be treated like a rented property even if it
not given on rent

Tax Declaration
Here, you can view and edit your Tax Declarations for the fiscal year. Such
declarations will help exempt a certain amount of your income from taxes. This
information when shared with the employer helps them to arrive at an appropriate net
taxable income to deduct TDS (Tax Deduction at Source) from the salary as per the
particular slab rate
Procedure:
1. Navigate to My Finances->Manage Tax-> Declaration.
2. Click on the 1.5Lac Exemptions tab: Maximum exemption of 1.5 lakh per annum is fixed
for all investments under Section 80C. To edit the declaration amount for required tax
exemption, click on Edit under Actions column->enter the amount->click on Save.
3. Similarly, click on the Other Exemptions tab to declare exemptions in this category. To
edit the declaration amount for required tax exemption, click on Edit under Actions
column->enter the amount->click on Save.
4. Click on Tax Saving Allowances tab to declare under this category.
5. To make House Property Declarations: click on the House Property tab and proceed as
follows:

Add Current residence address:

i. Click on the Add Residence button.

ii. If living in a rented property:
1. Click on Add Rent. A dialog box appears. Enter the required
details and upload your Rent Receipts.

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 2. Click Next.
3. Specify your landlord’s name and address.
4. Specify whether Landlord PAN information is available
by selecting the respective checkbox.
5. If the PAN Information is available, select Available and provide
his PAN card number.
6. If PAN information is not available, select Not Available and
proceed to select a landlord type.
7. When Selecting a landlord Type, if the landlord is not a
government employee or non-resident of the country, select Other.
In such a case, you will have to submit a declaration form. A
default format of declaration form will be available if you click on
the Declaration Format option
8. Fill the form and upload it.
9. Click on Submit.
10.
iii. If you own the property:
1. Select the “Yes. I own the current residence.”
2. Provide your House Loan details.
3. Upload Proofs.
4. Click on Save.
5.
iv. To add other properties owned by you:
1. Click on Other Houses Owned in Step i. They may be eligible for
tax exemptions depending if they are rented or purchased on
loan.
2. Provide the property details.
3. Upload Proofs.
4. Click on Save.

4. To add Income From Other Sources:

i. Click on the Income from Other Sources tab.

ii. Click on +Add other Sources.
iii. Enter the required information and upload related proofs.
iv. Click Save.

*Note: Income from other Sources (IFOS) is a residual (extra) category that is used to classify
income that is not classified under any other Heads of income. Heads of Income:

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 1. Income from Salary
2. Income from House property
3. Income from Capital gain (Capital gain - profit from the sale of property or investment)
4. Income from PGBP (Profits & Gains of Business or Profession) 5. Income from other
sources (IFOS).
Section 56- incomes taxable only in IFOS:
1. Dividend Income (Dividend Income- payment made by a company to its shareholders
or members out of the profit earned by the company)
2. Income earned from winning lotteries, games, gambling, or betting of any kind.
3. Money or property received without consideration during the previous year
as compensation.
4. Money received as an advance for negotiation in the transfer of assets.
5. Any sum contributed towards PF, ESI, etc. by an employee to employer. Only if it is not
deposited in the relevant funds

Previous Income
Financial details regarding your previous employment will be recorded here, if you have
joined in the middle of the financial year. These details are necessary for your Income Tax
Computation.
To view your Previous Income Details:
1. Navigate to My Finances->Manage Tax->Previous Income.
2. You can edit these details by clicking on the edit icon under the Actions column.
3. Similarly, to delete these details, click on the delete icon under the Actions column.

Generate Form 12BB

Form 12BB is a provisional statement that has details about your proposed investments and
Expenses that are Income Tax deductible. You can generate and download your Form 12BB as
follows.

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Procedure:
1. Navigate to My Finances->Manage Tax->Form 12BB.
2. Make sure that it is set to the current financial cycle, displayed on the upper-right-side of
the screen.
3. Click on Generate Form 12BB.
4. Your form will be downloaded onto your device.

Preferences
Preferences have information regarding your PAN, Salary Deposit, PF, ESI, and Aadhaar. You
may approach your HR for updating these documents.
Procedure:
1. Navigate to My Finances->Preferences.
2. Here, you will find the required information.

To Do
Create a Task List
If you have a chain of tasks to be performed (by yourself or others), you can consolidate them
under a single list, hereon referred to as a Task List. You can first create a Task List by following
the procedure given below and then add Tasks to this list with the help of the instructions
provided in the article titled Add Tasks to a List.
Procedure:
1. Navigate to the To Do tab on the left panel.
2. Click on Add New List.
3. Provide a name for the list.
4. Assign a color to the list from the pallet.
5. Click on Add.
6. Your List will be created.
*Note: To edit or delete a Task List: click on the corresponding icon adjacent to the name of
the Task List on the left panel.

Add Task to a List

Once a Task List is created, you can start adding Tasks to the list.
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Procedure:
1. Navigate to the To Do tab on the left panel.
2. Click on the List you want to add the task to.
3. In the textbox that appears, enter the task-name and press the Enter-key on your keyboard
to create a task.
4. On the right-hand side a form opens up. Here, name an assignee for the task: click on the
default name ->provide the name of the assignee-> click on the checkmark just besides
the field.

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 5. Specify a Due Date and provide a short description for the task.
6. Under the Sub Tasks section, create Sub Tasks, if any: type out the name of your sub-task
and press the Enter-key on your keyboard. Repeat the same process for adding more
tasks.
7. To delete a Task or a Sub Task, hit the delete icon adjacent to the respective Task or
Sub Task.

Org
Employee Directory

This is a directory of all employees in your organization. You may use it to

search for employees.

Procedure:

1. Navigate to Org->Employees->Employee Directory.

2. Select a Department, Location or a combination of both to get desired
results.
3. To locate a particular employee from the Department and Location
selected in the above step, you may use the search bar.
4. You may use the Select All option from the dropdown menu both for
Department as well as Location, to select all Departments and all
Locations respectively.

View Organization Tree

This feature enables you to study the structure of your organization at a quick glance. For
ease of use, Zoom-In and Zoom-Out using the respective icons at the top left corner. You
may view the hierarchy structure for any employee of your organization by providing
their name in Step-2 of the procedure below.
Procedure:

1. Navigate to Org-> Employees -> Organization Tree.

2. Enter the name of the employee.
3. A hierarchy tree appears locating the employee in the organization hierarchy.
4. You may click on the “Locate Me” icon on the top right side of the screen, to find
yourself in the organization structure.

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 5. You may use the Toggle Orientation icon at the top left corner to change the orientation
of the tree from vertical to horizontal or vice-versa.

View Organization Documents

The folders here contain documents uploaded/filled by HR. These documents are
available for viewing by all employees.

Procedure:

1. Navigate to Org->Documents.
2. You will be presented with the documents uploaded by the Admin or
other concerned authority.

Publish your Articles

Keeping your teammates updated of recent developments and sharing your views and
opinions with them is always a good idea. Articles are a great medium to achieve just the
same. You may create, edit and publish your articles as follows:
Procedure:

1. Navigate to Org->Engage-> Articles->Manage.

2. Click on New.
3. Give a Title to your Article and start writing in the empty space below.
4. Select the Category from the right side. You may choose multiple categories.
Or create a new category: click on the “+” icon (just beside Category) ->enter Name of the
category, its Parent Category and add a small description-> Save.

5. Add related Tags. Make sure to press the enter key as soon as you enter the tag-name.
6. Disable/Enable discussions on the article as per your preference.
7. Add Attachment if any.
8. Upload a featured image.
9. You may preview the article using the Preview option at the top.
10. You can now choose to Publish the article or Save as Draft by clicking on the respective
option at the top.
 To Update an existing article:
i. Navigate to Org->Engage-> Articles->Manage.
ii. Under the list of Published articles, find your article and open it.

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 iii. Make necessary changes.
iv. Click on Update.
*Note: To find your saved Drafts, Navigate to Org->Engage-> Articles->Manage->Drafts.

View and participate in Polls

Here, you can view and participate in the polls conducted by your organization.
Procedure

1. Login to your Keka account.

2. Navigate to Org->Engage->Polls.
3. You will be displayed with a list of Polls: these include polls which are still active
and others which are closed for response.

View Announcements
You can keep up with the Announcements made by your organizations here.
Procedure:

1. Login to your Keka account.

2. Navigate to Org->Engage->Polls.
3. You will be displayed with a list Announcements made by your organization.

Glossary
Leave: The time in which you are absent to work and yet get paid.

Leave Plans: They are a structure of leaves with varying types like (sick
leave, casual leave, Etc.) made for different kinds of employees tailored to
their custom needs.

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Ex: In an IT company the Admin has software developers as a set and sales team as
another set. The working hours of developers are 8 hours per day where as sales
teams working hours are 10-12 hours per day. So, the company needs multiple
leave plans for a set of employees. Example of Multiple Leave Plan: Employees
who are in the management group (CXOs, Managers etc.) of your organization are
eligible for 30 Casual leaves, 20 Sick leaves, and 10 Paid leaves during the leave
calendar year. Employees in the sales team are eligible for 10 Casual leaves and 10
Sick leaves during the leave calendar year. In the above case, the organization is
having 3 different Leave Plans and it varies based on employees' job groups When
creating each Leave plan you need to define the leave types (Casual, Sick, Paid,
etc.) applicable in a plan and its corresponding settings.
Examples of Single Leave Plan: All employees in the organization are eligible for
24 Casual and 12 Sick leaves during the leave calendar. In this case, there is just
one leave plan followed across the organization, so you need to define the leave
types applicable.

Leave Types: For different occasions, we observe different kind of leaves. These
leaves do not include Holidays and Week Offs. Different employees may have a
different number of leaves for the same leave type.

Ex: A company may have 12 sick leaves annually (. i.e.12 sick leaves per the
calendar year) for employees, but it may be 20 sick leaves for Sales Team and
Production Team. The number of leaves depends on the company’s HR Leave
Policies.

Examples include:

Sick leave: You can apply for this leave when the reason is Medical reasons.
Casual leave: This leave is when you want to take the day off for no Official
reason.

Marriage leave: You can apply for this leave when you are getting married.

Comp-off (Compensatory off leave): This leave is granted to you in exchange for
your work on a holiday or a weekend.

Bereavement leave: This leave grants you time to grieve for some unfortunate
incident.

Paid leave: Our Company pays us even when we are on leave.

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Maternity and Paternity leaves: You can avail this leave on becoming Parents..

Floater leave: To observe any special festival/occasion (holidays not present in

company calendar).

Special leave: Sometimes we need leave to Celebrate Special moments in life.

This leave is configures just for those moments!

Unpaid leave: These leaves result in Loss of Pay (LOP).

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