Adding New Employee

Modified on Tue, 22 Aug 2023 at 01:13 PM

Step 1

On the left menu, select the 'Employees' tab and click on 'Directory'.

Step 2

After clicking on 'Directory', you will see a list of employees such as the screen image shown below:

Step 3

Select or search for an employee on the search bar.

Once you have selected an employee, you will see the selected employee profile as shown below:

Step 4

To make any changes, select the 'Edit' button located on the top right corner of the page:

As an administrator, you have the access right to edit employees' profile information.

Note: Compulsory and important fields that are required in the set up are marked with an asterisk (*). Here's what it means:

Personal tab = First Name, Last Name, Phone number, Identification number
Bank & Statutory tab = EPF, SOCSO, EIS, Income Tax
Work tab = Work email
Employment date = Hire date, confirmation date

Note: Employees’ information are presented under 6 different tabs:

Tab 1: Personal Tab

This tab includes employee’ basic information such as contact numbers, address, IC, passport information, and social media links. *Note: Employees are able to make amendments on this tab by themselves except the 'Identification Number' field as it affects payroll calculation.

Personal Information:

Disability = If an employee suffers from any disability, click on the icon and it will turn blue as an indication. (Note: This will affect your Income Tax calculation)
Birth Date: Employee’s date of birth (e.g. Date/ Month/ Year)
Gender = Male, Female, or Others.
Religion = Employee’s religious belief (e.g Muslim, Buddhism, Christian, Hinduism)
Marital Status = Employee’s current marital status (e.g. Single, Married, Widowed, Divorced)
Race = Employee’s ethnicity (e.g. African, Caucasian, Chinese)
Nationality = Employee’s citizenship (e.g. Malaysian, American)

Contact Information

Address 1, 2, 3 = Particulars of the place where the employee lives
Country = The nation where the employee currently resides (e.g. Malaysia)
State = The province where the employee lives (e.g. Selangor)
City = The town where the employee lives (e.g. Subang Jaya)
Phone Number* = Employee’s personal telephone line (e.g. +60124468787) Note: This is an important field for your admin to reach out to you.
Personal Email = Employee’s personal email address that serves no business purposes

Social Media Link

Facebook, Linkedin, Twitter & Instagram (Note: Please use the full link as displayed below: E.g. https://www.facebook.com/yourfacebookname/)

Tab 2: Family Tab

In this section, you will find information in regards to your employees' respective family members, spouses & children. The information that you key in here will be linked to 'dependent claims' under 'Claim Items'. (Note: Employees are able to make amendments on this tab by themselves.)

Parent info

In this section, you can input your employees' parents' name, phone number, and if they have any disabilities that need to be addressed. This can be done by clicking the wheelchair icon on the right as shown below:

Spouse info

Name = Employee’s husband/ wife’s name
Phone number = Employee’s husband/ wife’s contact number
Disability = Click on the icon to indicate employee spouse’s disability
Occupation = Employee’s husband/ wife’s current job/ vocation
Employer Name = The company that the employee’s husband/ wife is working at

Children info

Number of children = The current number of children that the employee has
Child’s details = Name, birthday, occupation, and education level of employees' child/ children

Tab 3: Bank & Statutory Tab

This section includes bank and statutory information such as employees’ EPF, SOCSO, Income Tax, EIS, bank account information, and more. All of the selected information here will affect payroll.

Bank

Bank Name = Employee’s preferred bank for payroll transactions (e.g. Maybank, Affin bank, CIMB Bank)
Bank Account Number = Employee’s bank account number
Enable Custom Holder Name = You can enable this option if your employee has a second account holder/ joint account with their partner
Enable Custom Holder Identification = Second account holder identification

Income Tax

Income Tax No = The number that has been issued to the employee to report their income for tax payment
Income Tax Resident = Employee’s residence status to determine whether or not the employee is liable to Malaysian income tax
No. of Dependent Children (Income Tax Relief) = The number of children who depend on the employee for support and welfare *Note: The number of dependent children reduces the employee’s chargeable income and their PCB
Tax Category = The tax categories employees are classified into for wage tax deduction

Note: Employer Bears Tax contribution = The amount of the employee’s income tax may be paid fully by the employer

KWSP

EPF number = The EPF membership number that is assigned to every registered employee used for all transactions with EPF
Initial = Employee’s initials (e.g.Name: John Doe; Initials: J.D.) (Note: This field is optional
Nk # (Number) = Note: This field is optional
EPF Category = Employee and employer’s contribution to employee’s EPF
Identification = Employee’s identification number

Note: Employer Bears EPF contribution = The amount of the employee’s EPF may be paid fully by the employer

SOCSO & EIS

SOCSO & EIS number = Employee’s Social security number
Identification = Employee’s identification number

Other Statutory Payments

Zakat = Annual payments made under Islamic law by Muslims on certain kinds of property and used for charitable and religious purposes
HRDF = The pool of funds that the employer will be contributing each month to employees for attend company training
PTPTN number = A special loan that enables employees to fully or partially pay for their academic fees and subsistence for the duration of their studies
ASB number = Unit trust fund for Malaysian Bumiputera
Tabung haji number = The company pays for the Muslim employees in relation to their pilgrimage to the Holy Land

Tab 4: Work Tab

Information presented here is work-related which will be affecting attendance records and payroll results.

Work Details

Employee ID = A code that indicates an employee’s unique record assigned by the company
Attendance ID = Code that is used to track all employees to be paid for the exact amount of time they are on the floor (Note: It will link the Attendance system and Payroll system together)
Work Email (*) = This field is compulsory for the administrator to fill in. Note: The work email will act as a unique employee record to identify each employee (especially under circumstances where there are employees sharing the same name). Hence, the work email will be used as the login ID for every employee.
Schedule = The schedule shown is the schedule assigned to each employee. (Note: This field cannot be edit directly in the employee profile as the changes made will affect the employee's attendance and payroll result. If an administrator wishes to change the employee’s schedule, refer to Section XXX on how to assign staff to schedule.)
User Role = User role refers to a collection of users that are assigned permissions by the administrator to perform similar actions or functions. For example, all employees might be able to perform the action of viewing their own payslip. On the other hand, supervisors are not only able to perform beyond the action of viewing their own payslip, but also to view their subordinate’s payslip AND generate payslip reports. (Note: This field cannot be edited directly in the employee profile. To change an employee’s user role, refer to Section XXX on how to change an employee’s user role?)

Work Location

Employee’s work location can be changed here. Note: The change of work location will affect employees' permission to clock-in at certain locations only if the GPS location specified clock is turned on. (For more information, please refer to Section XXX How to turn on GPS clocking)

Costing

You are able to assign employees default cost centres (Cost centres = entities that contribute to the company’s expenses)

Current Year Payroll Opening Balance

For new joiners of the company, the accumulated payroll figure up to the last payroll month will be captured here.

Tab 5: Employment Tab

Note: All information presented in this tab is time-sensitive. If any data is updated in this tab, the system will automatically capture the date of correction as the effective date. In order to be able to capture the correct information in one go, administrators are advised to update all information in the employment tab under Employee > Progression > Update (For more information, pleaser refer to Section XXX How to update employee progression)

Employment Information

Hire Date = The date when the employee first joined the company
Probation Period = The number of months and days in which the employee is exempted from some contractual items
Confirmation Date = Note: This field cannot be updated directly under the employee profile
Resigned Date = The date that the employee has officially stopped working for the company
Resign Notice Period = The number of months and days between an employee’s last day of work and the days working after delivering his/ her resignation letter
Employment Type = Employee’s hired status (e.g. Full time, Part-time)
Position = Employee’s job position in the company
Company (*) = This is a compulsory field
Reporting To = Employee’s direct team leader
Basic Salary = Employee’s income
Payment Method = The type of medium an employee’s salary is paid through (e.g. Cash, Bank)
How Often Is This Staff’s Salary Being Released? = e.g. Monthly, Daily, Hourly
Remark = For additional employment information

Tab 6: Timeline Tab

In this tab, the administrator will be able to view all updates that are made to the employment tab. However, administrators must take note of the effective date of when the changes were made/ when it was updated.

For example, if the administrator updates an employee’s salary amount by 28th March for March payroll in the employee profile (employment tab), the effective date for salary prorate will only be effective from 28th March onwards.

To prevent this from happening, you should go to Employee > Progression > Update to insert the desired effective date.

Tab 7: Attachment Tab

This tab here is where you can upload important documentation that involves employment, such as Resumes/ CVs, Referral Letters, and Offer Letters:

To upload a file under the attachment tab, follow these steps:

(1) Select 'Attach File', and you will be redirected to the screen image below:

(2) Enter file name (e.g. Resume)

(3) Drag and drop the selected file from your computer

(4) Lastly, finish uploading the file by clicking on 'Add Attached File'

Step 5

Once you are done inserting the required information for each tab, click 'Save' on the top right corner of the page: