This guide will assist you in setting up employees in your company regardless of whether it's the first time or not.
Checklist of items / information required for the creation of employee(s) in a company:
i) Employee Code (If any)
- This code is a unique code that every employee will have in their profile. If you do not have any unique code or whatsoever, you may just use the system default by leave it at 'NEW' and the system will auto generate based on the latest number.
ii) Employee Name
- Employee's full name according to their NRIC.
iii) Identity Card / Passport
- IC / Identity card should always be maintain for locals or any employee(s) if they have one, if not then you will need to tick Is Foreigner and maintain the Passport number.
iv) Martial Status
- Marital Status are important for an employee as it is a mandatory field for users maintain. Other than, it affects the PCB Calculation as well as different marital status has different amount of rebate.
v) Spouse Information (If any)
- Spouse information such as whether spouse is working or disabled or not, number of tax deductible children and deductible child relief point.
vi) Basic Rate
- The employee's basic salary rate excluding all sorts of additions and deductions.
vii) Department
- Department is required to be maintain as it can be used for numerous functions such as report filtering, payroll processing, leave entry, announcements and many more.
viii) Wages Type
- To define how is the employee's salary / wage calculation, either based on Monthly, Daily, Hourly or Piece Rate.
ix) Payment By
- To define how will the employee will be paid. There are 3 options available, Cheque, Bank Transfer, and Cash.
x) Pay Frequency
- To define how frequent the employees will be paid. There are 2 options available, either monthly or fortnightly (every 2 weeks)
xi) Join Date
- Join date of an employee is important as it will affect numerous things such as leave entitlement, payroll process, etc
xii) Employee Status & Retirement Date / End of Contract
- Employee Status and the retirement is one of the requirement from the government as this information will be captured inside the CP8D. The retirement date is automatically calculated based on the retirement age maintain in the company profile. If the employee is not a permanent staff but a contract worker, then maintain End of Contract Date.
xiii) Statutory
- There are generally 4 statutory that you have to maintain when creating / maintaining any new employees.
a) EPF Table - Used to define what is the EPF Contribution Rate from both employee and employer portion.
b) SOCSO Category - Used to define what is the SOCSO Contribution Rate from both employee and employer.
c) Tax Category - Used to determine what is the tax calculation rate for the employee.
d) HRDF - Determine whether a company has to contribute HRDF to the based on the employee's wages or not. [Note: There will be no deductions for the employee]
- There is also the statutory account number such as EPF, SOCSO & Tax Number.
xiv) Additions & Deductions
- Generally used to add fixed allowances (additions) and deductions that will recur every month.
xv) Bank Accounts
- If the employee were to receive the payment via Bank Transfer, you are then required to maintain their bank account information when you are creating the employee's profile.
These are mainly the important / crucial information required for a smooth payroll processing. However, there are still many fields for users to fill in / maintain such as their genders, race, and many more.
END OF GUIDE