Year End Transition Checklist for HR

Worksy automatically handles the transition into the new year, so no manual year-end closing is required. All existing settings will be carried forward seamlessly.

For Malaysia public holidays, holidays for the following year are usually added automatically toward the end of the year. 

While Worksy manages the technical transition, it is best practice for HR teams to perform an annual review to ensure company policies, statutory settings, and employee data remain accurate and up to date.

Below is a recommended New Year Transition Checklist for HR, mostly to double check the setting, entitlement and info are up-to-date.

1. Verify Company Holidays

2. Prepare EA Form (Employee EA Statement)

3. Prepare LHDN Form E

4. Review Work Schedule & Shift Templates

5. Check Employee Information & Progression

6. Review Claim Item and Group

7. Review Leave and Time-Off Types

8. Review Teams and Approval Workflows

9. Review Payroll Items

10. View Reports

Note: Some modules or features may not be available depending on your Worksy package.

1. Verify Company Holidays

Review and update holidays in the system calendar. Holidays affect attendance tracking and payroll calculations.

Helpful guides:

• Creating Company Specific Holiday
• Deleting Holiday in Attendance
• How to Set Up Block Leave

2. Prepare EA Form (Employee EA Statement)

Form E relies on EA data. Any errors in EA setup may directly impact Form E accuracy.

Helpful guide:

• Worksy EA Form Preparation
• Enable EA Form by Year For Employee

3. Prepare LHDN Form E

It is recommended to prepare Form E ahead of the statutory deadline (usually around April–May). 

Ensure employer information is correct (company details, tax reference number), and total employee data is accurate before submission.

Helpful guide: 

• Preparing LHDN Form E in Worksy

4. Review Work Schedule & Shift Templates

Review and update work schedules and shift configurations as needed, such as new shifts, OT limits, new shift allowances, or OT allowances.

Helpful guides:

• Creating Work Schedule Template
• Creating Shift Template

5. Check Employee Information & Progression

Review employees who are reaching or have passed probation for:

• Confirmation
• Position, department, division, or company updates
• Salary adjustments

Ensure employee personal information is up to date especially Directory > Bank & Statutory tab:

• Home address
• Marital status
• Number of children / dependents

Helpful guides:

• Update Employee Info & Salary in Progression
• Confirming Probationary Employee (Career Progression)

6. Review Claim Item and Group

Annual claim limits will refresh automatically based on your configuration. However, HR should review settings for both claim item and group.

Helpful guides:

• Creating Claim Item
• Creating Claim Group

7. Review Leave and Time-Off Types

Leave and time-off entitlements are generated automatically based on your scheduler. It is recommended to verify that:

• Leave types have been generated successfully
• Entitlements and balances are correct for the new year

Helpful guides:

• Enable Next Year Leave Calendar for Leave Application
• How to Check Individual Leave Balance/Entitlement
• Enable Staff Apply Next Year Leave with Current Bring Forward

8. Review Teams and Approval Workflows

As employees join, leave, or move roles, company hierarchy and approval flows may change.

Review:

• Team structures
• Approval workflows and priority

Helpful guides:

• Creating Team in Worksy
  
• Setting Approval Workflow & Usage Priority

9. Review Payroll Items

Review all payroll items (earnings, deductions, overtime, etc.) to ensure they are mapped correctly to the relevant statutory bodies and comply with current statutory requirements.

Helpful guides:

• Creating/Edit Payroll Items
• Statutory Deductions and Employer Contributions List
• How to Ensure Payroll Item Is Reflected Correctly in the EA Form

10. View Reports

Generate and review relevant payroll and statutory reports to support budgeting, forecasting, and overall payroll analysis for the new year.

Helpful guides:

• Generating YTD Payroll Reports
• Generating YTD Statutory Payroll Reports
• Generating Claim Reports

This checklist is for reference only. HR teams can choose which items to review based on their company’s needs. Following this checklist is optional and not required for Worksy to function correctly.

We hope this explanation clarifies the matter. If you require further assistance, please don't hesitate to contact our support team.