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How to Import Monthly Payroll Inputs and Ad-Hoc Payments in Keka

Learn how to collect monthly team incentive data from Google Drive and correctly import it as ad-hoc payments into Keka using the provided Excel template.

By Rajath Bhat

Accessing Monthly Payroll Inputs

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Navigate to your company's Payroll folder in Google Drive: https://drive.google.com/drive/folders/1n8Qtd1p76Zo7klFO_9cbpf00Q4MEIWln?usp=drive_link
Step #1: Navigate to your company's Payroll folder in Google Drive: https://drive.google.com/drive/folders/1n8Qtd1p76Zo7klFO_9cbpf00Q4MEIWln?usp=drive_link
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Navigate to the 'Monthly Payroll Inputs' folder, where all the data lives. Note the URL: https://drive.google.com/drive/folders/1AcuvfcH-r-4pTQe86GI93b8-NeQ4Z5zk?usp=drive_link
Step #2: Navigate to the 'Monthly Payroll Inputs' folder, where all the data lives. Note the URL: https://drive.google.com/drive/folders/1AcuvfcH-r-4pTQe86GI93b8-NeQ4Z5zk?usp=drive_link

Part 1: Monthly Incentives

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Double-click Monthly Incentives - Team wise to find department-specific incentive data.
Step #3: Double-click Monthly Incentives - Team wise to find department-specific incentive data.
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For this example, let's start by double-clicking Sales Incentives 2025 payroll to open the sheet.
Step #4: For this example, let's start by double-clicking Sales Incentives 2025 payroll to open the sheet.
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Review the required columns: Employee Number, Name, Amount, One Time Payment Type, and Comment.
Step #5: Review the required columns: Employee Number, Name, Amount, One Time Payment Type, and Comment.

Importing Incentives into Keka

Once you have verified the incentive inputs, you can import them into the Keka payroll system.

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Log in to Keka, navigate to Payroll on the left menu, and click Run Payroll.
Step #6: Log in to Keka, navigate to Payroll on the left menu, and click Run Payroll.
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Select the current month's payroll cycle. In this example, we select 'May 2026'
Step #7: Select the current month's payroll cycle. In this example, we select 'May 2026'
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Click the Reimbursement, Adhoc Payment, Deduction section.
Step #8: Click the Reimbursement, Adhoc Payment, Deduction section.
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The Salary Component Claim section is typically empty. Click Save & Continue.
Step #9: The Salary Component Claim section is typically empty. Click Save & Continue.
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Click Save & Continue to skip the Expenses section as well.
Step #10: Click Save & Continue to skip the Expenses section as well.
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In the Adhoc Payments section, click Import Adhoc Payments.
Step #11: In the Adhoc Payments section, click Import Adhoc Payments.
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Click Download the Excel Template to save a copy to your computer.
Step #12: Click Download the Excel Template to save a copy to your computer.
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Return to the Sales Incentives Google Sheet, highlight the entire data table, and copy it.
Step #13: Return to the Sales Incentives Google Sheet, highlight the entire data table, and copy it.
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Open the downloaded Keka template in Excel (or a compatible spreadsheet editor) and paste the data. A sample Keka template (before the incentive data is populated) is shown below for reference:
Step #14: Open the downloaded Keka template in Excel (or a compatible spreadsheet editor) and paste the data. A sample Keka template (before the incentive data is populated) is shown below for reference:
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Save the populated Excel file.
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Return to Keka and click Upload Excel File.
Step #16: Return to Keka and click Upload Excel File.
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Select the Excel file you just saved and double-click to upload it.
Step #17: Select the Excel file you just saved and double-click to upload it.
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Review the column mapping to ensure the fields match correctly, then click Continue.
Step #18: Review the column mapping to ensure the fields match correctly, then click Continue.
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Verify the imported records in the final review step, then click Complete.
Step #19: Verify the imported records in the final review step, then click Complete.
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Click Confirm to finalize the import process.
Step #20: Click Confirm to finalize the import process.
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Wait for the "Success" confirmation message, then click Save & Continue.
Step #21: Wait for the "Success" confirmation message, then click Save & Continue.
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If you have no ad-hoc deductions to process, click Close to return to the main dashboard.
Step #22: If you have no ad-hoc deductions to process, click Close to return to the main dashboard.

Processing Other Teams' Incentives

For these teams, you must manually calculate the total incentives and transfer them into the required format (Employee Number, Amount, One Time Payment Type, Comment) using the Keka Excel template before importing. Ensure all one-time payments correspond accurately to their respective fields.

The incentive data that should be processed in the same way as detailed in this Part 1 include the following sheets:
1. CR Team: https://docs.google.com/spreadsheets/d/1OMBM8Cp3x08IGmQUQ2u3CXj1n6no2PBjseA5ld5cP0k/edit?usp=drive_link

  1. FTE Teachers: https://docs.google.com/spreadsheets/d/1QFgbcOIWVFCkOEuA_6T88ed4ShJzybyHHSWjV7hHMIA/edit?usp=drive_link

  2. CS Team: https://docs.google.com/spreadsheets/d/1m1S3gfyxQV7QicusvlQcKN_H_QZ-ABZvvrN8NR1MVbA/edit?usp=drive_link

  3. All other teams: https://docs.google.com/spreadsheets/d/1DNEP6F7qq-bg5UM5OCcI9HKlH3B4FRq1h30OuwJ-6tE/edit?usp=drive_link

Part 2: Comp-off / Week-off credit inputs

Follow the directions here to add payments corresponding to additional work done on official holidays and week-offs: https://docs.google.com/document/d/1nVksPTjSmZ-nvMPReWFpHslSvaiJiK9mQ30JImgmkZg/edit?tab=t.0