Use this checklist to ensure all key company settings are properly configured before processing payroll. Completing these configurations helps ensure accurate payroll calculations, statutory compliance, and smooth HRMS operations.  Company Profile Settings: HRDF Contribution Percentage (0.5% / 1%) Set the HRDF contribution rate based on company size: 0.5% for companies with fewer than 10 employees 1% for companies with 10 or more employees Default Claim Payroll Type Define how employee claims are processed by default such as First Half Payroll Month-End Payroll Separate Payroll Run Leave Roundup Set how leave is rounded. Full Day Half Day Hourly Calculate Year of Service By Determine how employee service years are calculated for leave entitlement purposes: Join Date Confirmation Date Contact Person Enter the details of the person responsible for payroll or HR matters.  Statutory Information Configure company statutory details, including: EPF Employer Number SOCSO Employer Code Tax Employer Number Other statutory registration information Retirement Age Set the company's retirement age according to company policy or regulatory requirements.  Payroll Settings: Contribution Settings Define which payroll items are subject to statutory contributions.  Paid & Unpaid Leave Daily Rate Calculation Set the method used to calculate daily rates for paid and unpaid leave.  Net Pay Rounding Define how the employee's final net pay is rounded during payroll processing. Bank Accounts Set up the company's bank account information for salary payment processing.  Attendance Settings (If Applicable): Overtime Request Setting (If Applicable) Configure rules and restrictions for overtime requests during or outside working hours.

Use this checklist to ensure all leave settings are properly configured before employees begin applying for leave. Correct leave setup helps ensure accurate leave entitlement calculations, approval workflows, and payroll processing.  Refer to Leave Type for detailed configuration steps. . Checklist for Leave Setup: Leave Code Defines the identifier for each leave type (e.g., AL = Annual Leave, ML = Medical Leave). Limits Determines how leave balances are controlled: Unlimited – Employees can apply without any leave balance restriction.  Limited with Advance – Employees can apply even when the leave balance becomes negative.  Limited without Advance – Employees cannot apply once the leave balance reaches zero.  Entitlement Calculation Method Defines how leave entitlement is calculated and credited: Yearly Leave by Calendar Year – Full entitlement is granted at once based on the calendar year.  Yearly Leave by Join/Confirm Date – Full entitlement is granted based on the employee's join or confirmation date.  Advance Earn Leave by Calendar Year – Leave is earned monthly and can be used immediately in the same month.  Advance Earn Leave by Join/Confirm Date – Leave is earned monthly from the join/confirmation date and can be used immediately.  Earn Leave by Calendar Year – Leave is accrued monthly and becomes available in the following month.  Earn Leave by Join/Confirm Date – Leave is accrued monthly from the join/confirmation date and becomes available in the following month.  Parent Leave Type Links a leave type to another leave type for balance deduction purposes.  Gender (If Applicable) Restricts the leave type to a specific gender.  Advance Notice Days Defines the minimum number of days in advanced that employees must submit the leave application.  Is Unpaid? Determines whether the leave type is treated as unpaid leave.  Attachment Requirement Determines whether employees must upload supporting documents when applying for the leave.  Include Public Holidays & Rest Days Determines whether public holidays and rest days are counted as leave days when calculating leave duration.  Disable Prorate Controls whether leave entitlement is prorated based on service duration.  Leave Requires Replacement Requires employees to assign a replacement employee when applying for leave. 

Use this checklist when creating new claim types in Tools > Classification > Claim Type. Proper claim setup ensures employees can submit claims correctly and that claim entitlement rules are enforced according to company policies.  Checklist for Claim Item Setup: Code A unique identifier used to identify the claim type. For examples: Park – Parking Claim, Mkt – Marketing Claim ℹ️ Note: Use short and meaningful codes for easier identification. Description The full name or description of the claim type. (e.g., Parking Claim). This description will be displayed during claim submission and reporting. Limited Claim Determines whether claim entitlement limits apply to the claim type. Enabled – Claim limits are controlled by the Entitlement Group settings. Disabled – No entitlement limit is applied to the claim type. ℹ️ Note: If enabled, claim limits such as yearly, monthly, or per-visit limits can be configured in the Entitlement Group. Attachment Required for Claim Submission Determines whether employees must upload supporting documents when submitting claims (e.g., Receipts, Invoices). Yes – Employees must attach supporting documents before submission No – Attachments are optional. ℹ️ Note: If enabled, the system will prevent claim submission when no attachment is provided. Additional Claim Fields Additional fields can be created to capture information during the claim submission process. Type Defines the type of information required. Date – Date value (e.g.,15/08/2025). String    – Text, numbers, or a combination of both (e.g., Receipt No, Vehicle Number) Number – Numeric value only (e.g., Mileage, Quantity) Boolean – True or False option (e.g., Yes or No) Is Required Determines whether employees must fill in the field before submitting the claim. Yes – The field must be completed before submission. No – The field is optional. Amount (Formula) Allows the claim amount to be calculated automatically using a predefined formula. This is commonly used for claims such as Allowance-Based Claims.  ℹ️ Note: Use formulas to standardize claim calculations and reduce manual entry errors.

Use this checklist when creating allowance items in Tools > Payroll Item > Allowance. Proper allowance setup ensures payroll additions are calculated accurately and reported correctly according to company policies and statutory requirements. Checklist for Allowance Item Setup: Code A unique identifier used to identify the allowance type. Description  The full name or description of the allowance. Start Period & End Period Defines the validity period of the allowance. Statutory (Pay EPF, SOCSO & EIS, Tax, HRDF) Determine whether the allowance is included in statutory contribution calculations. Pay EPF – Include the allowance amount in EPF contribution calculations. Pay SOCSO & EIS – Include the allowance amount in SOCSO and EIS contribution calculations. Pay Tax – Include the allowance amount in PCB (Monthly Tax Deduction) calculations. Pay HRDF – Include the allowance amount in HRDF levy calculations. Tax Exempted Rule  Defines whether the allowance qualifies for any tax exemption. Examples of tax-exempt allowances include Petrol Allowance (subject to statutory limits), Parking Allowance, and more. ℹ️ Note: For the Tax Exempted Rule to take effect, Pay Tax must be enabled. Otherwise, the system will not evaluate the tax exemption rule. EA Form Selection Field  Determines where the allowance should appear in the employee's EA Form for annual tax reporting purposes.  ℹ️ Note: For an allowance to appear in the EA Form, Pay Tax must be enabled. If Pay Tax is not selected, the allowance will not be included in EA Form reporting.

Use this checklist when creating deduction items in Tools > Payroll Item > Deduction. Proper deduction setup ensures payroll deductions are calculated accurately and reported correctly according to company policies and statutory requirements. Checklist for Deduction Item Setup: Code A unique identifier used to identify the deduction type (e.g., LATE – Lateness Deduction). Description  The full name or description of the deduction. This description will be displayed in payroll transactions, reports, and employee records. Start Period & End Period Defines the validity period of the deduction. Statutory (Pay EPF, SOCSO & EIS, Tax, HRDF) Determine whether the deduction is included in statutory contribution calculations. Pay EPF – Include the deduction amount in EPF contribution calculations. Pay SOCSO & EIS – Include the deduction amount in SOCSO and EIS contribution calculations. Pay Tax – Include the deduction amount in PCB (Monthly Tax Deduction) calculations. Pay HRDF – Include the deduction amount in HRDF levy calculations. EA Form Selection Field  Determines where the deduction should appear in the employee's EA Form for annual tax reporting purposes. ℹ️ Note: For a deduction to appear in the EA Form, Pay Tax must be enabled. If Pay Tax is not selected, the deduction will not be included in EA Form reporting.

Use this checklist when creating calendars in Tools > Calendar. Proper calendar setup ensures payroll calculations, attendance tracking, leave processing, and overtime calculations are based on the correct working days, public holidays, and rest days. Checklist for Calendar Setup: Code  A unique identifier used to identify the calendar. Description  The full name or description of the calendar. Holidays  Defines the public holidays observed under the calendar. The system will provide a list of public holidays at the beginning of each year. Users can review and adjust the holiday list and add additional public holidays if required. Rest Days  Defines the weekly rest days observed by employees assigned to the calendar. Users may also set alternate rest days for employees.

Use this checklist when creating allowance items in Payroll > Employee Maintenance. Whether you are creating your first employee or adding new employees to an existing company, ensuring all required information is maintained correctly will help ensure accurate payroll processing, statutory compliance, leave entitlement calculations, and reporting. Checklist for Employee Setup: Code A unique identifier assigned to each employee.  If you do not have an employee numbering system, leave the code as NEW and the system will automatically generate the next available employee code. Employee Details Maintain the employee's personal details. Identity Card / Passport – Maintain the employee's identification details.  Local employees – Enter the Identity Card (IC) Number. Foreign employees – Enable Is Foreigner and enter the Passport Number. Marital Status – Select the employee's marital status. This is a mandatory field and is used in PCB (Monthly Tax Deduction) calculations, as different marital statuses may qualify for different tax reliefs and rebates. Spouse Information (If any) Maintain the employee's spouse information, including: Whether the spouse is working Whether the spouse is disabled Number of tax-deductible children Child relief entitlement This information is used in tax calculations and statutory reporting. Employment Details Basic Rate – Enter the employee's basic salary or wage rate. The basic rate should exclude all allowances, overtime, commissions, bonuses, and deductions. Department – Assign the employee to the appropriate department. Department information is used for: Report filtering Payroll processing Leave management Announcements Employee grouping Wages Type – Select how the employee's salary is calculated. Monthly Daily Hourly Piece Rate Payment By – Select the employee's payment method. Bank Transfer Cash Cheque Pay Frequency – Select how often the employee is paid. Monthly Fortnightly Join Date – Enter the employee's date of joining. The join date affects: Leave entitlement calculations Payroll processing Service year calculations Employee reporting Employee Status – Select the employee's employment status. Permanent Contract Part Time Intern Management Others Retirement Date – Automatically calculated based on the retirement age maintained in the Company Profile. End of Contract – Applicable for contract employees. ℹ️ Note: Employee Status and Retirement Date information may be required for government reporting such as CP8D. Statutory Information Maintain the employee's statutory information according to government requirements. EPF Table – Defines the EPF contribution rate applicable to both employer and employee contributions. SOCSO Category – Defines the SOCSO contribution category and rates applicable to the employee. Tax Category / Tax Status – Determines how PCB (Monthly Tax Deduction) is calculated for the employee. HRDF – Determines whether the employee's wages are included in HRDF levy calculations. ℹ️ Note: HRDF contributions are borne by the employer and are not deducted from the employee's salary. Statutory Account Numbers – Maintain the following statutory account numbers where applicable: EPF Number SOCSO Number Tax Number Additions & Deductions  Maintain recurring allowances (additions) and deductions payroll items that should be applied automatically during payroll processing. Bank Accounts If the employee is paid via Bank Transfer, maintain the employee's bank account information.