This guide will explain on what is EA Assistant in Payroll Closing. It gives the user the authority to manually modify description, Pension or Annuities. However, those fields with the amount will be auto calculated by the system will be locked by the system to maintain the consistency of data between EA form and Borang E / CP8D.   END OF GUIDE

This guide will explain what is the difference between the Leave Cutoff Day in company profile and the Leave Cutoff Day in Payroll process. Leave Cutoff Day in the company profile setting is not related to Leave Cut Off Date field when processing new payroll. Instead, it is used to determine the leave cutoff day to calculate leave entitlement. This setting will affect leave entitlement calculation. You may refer to this link for further explanation and examples  https://static.miraheze.org/autocountwiki/f/f7/Leave_Calculation_Methods.pdf   Leave Cut Off Date in new payroll process is to set the cutoff date to calculate unpaid leave. Example: Payroll users have set the Leave Cut Off Date for 25th October 2020. Meanwhile, Employee A has applied for 3 days unpaid leave in October which are on 10th, 11th and 28th October. During the payroll process, only 2 days’ unpaid leave shall be recognized for Employee A. Another 1 day (28th October) will be included in the next payroll process which is on November. END OF GUIDE

This guide will explain the leave calculation method. 1) Overview of leave setting For individual employee, as their join date and length of service may differ, we need to determine (especially for Annual Leave): a) how to calculate his leave entitlement in each calendar year b) how to calculate his leave entitlement in each calendar month. And in general, we also need to set: c) the company’s policy of Leave Entitlement (for Annual Leave, Sick Leave…) 2) Features/Settings related to leave calculation a) Tools > Company Profile > Basic Information > Leave Information This setting will determine total leave entitlement for an employee in each calendar year. Example: According to ABC Company policy of Annual Leave entitlement,     1st year of service will entitle for: 12 days     2nd year of service will entitle for: 14 days     3rd year of service will entitle for: 16 days (and subsequent years)     Mr. Peter join the company on 1 April 2019     His annual leave entitlement according to calendar year need to be determined: Year 2019: ? Days Year 2020: ? Days Year 2021: ? Days Year 2022: ? Days Feature Purpose Options Effects Leave Cutoff Day To determine if the month of join date to be included. Applicable only when Leave Calculation Method is Month Inclusive. 0 – 31 When 15 is assigned: • when join date is on or before 15th then that month will be included as one full month; • when join date is after 15th then that month will be excluded. Leave’s Roundup Minimum unit of measurement for leave entitlement in each calendar year. • Hourly • Half Day • Full Day The final figure (in 5 decimal points) will be rounded up as follow: Hourly: 8.41235 days will be expressed as 8 Days and 3 Hours (assuming 8 working hours per day: 0.41235 x 8 = 3.2988 hour) Half Day: 8.10000 ~ 8.59999 will round up to 8.5 Days. 8.60000 ~ 9.09999 will round up to 9.0 Days. Full Day: 8.50001 ~ 9.50000 will round up to 9.0 Days Feature Purpose Options Effects Leave Calculation Method To calculate total leave entitlement in each calendar year • Days • Month Inclusive • Month Proportion General Formula: is tied to length of service. So usually leave entitlement in each calendar year is the total of 2 parts. Part 1 is leave entitlement before join date (LEb) and part 2 is leave entitlement after join date (LEa). For example: Peter join on 1 Apr 2019, his first year of service will be crossing 2019 and 2020 (1/4/2019 ~ 31/3/2020) For 2019: LEb = 0 LEa = 1st part of his 1st year entitlement. For 2020: LEb = 2nd part of his 1st year entitlement LEa = 1st part of his 2nd year entitlement So, formula for leave entitlement of a calendar year (LE): LE = LEb + LEa Days: To calculate LEb and LEa based on number of days respectively. Example: Join date is 1/4/2019 For 2019: LEb = 0 LEa = 275/365 x 1st year entitlement. For 2020: LEb = 91/366 x 1st year entitlement. LEa = 275/366 x 2nd year entitlement Month Inclusive: To calculate LEb and LEa based on number of months (full month, no decimal point) respectively. Example: Join date is 10/4/2019 For 2019: LEb = 0 LEa = 9/12 x 1st year entitlement. For 2020: LEb = 3/12 x 1st year entitlement. LEa = 9/12 x 2nd year entitlement Month Proportion: To calculate LEb and LEa based on number of months (with 2 decimal points) respectively. Example: Join date is 10/4/2019 1~9 Apr = 9 days = 9/30 = 0.3 month 10~30 Apr = 21 days = 21/30 = 0.7 month For 2019: LEb = 0 LEa = 9.70/12 x 1st year entitlement. For 2020: LEb = 3.30/12 x 1st year entitlement. LEa = 9.70/12 x 2nd year entitlement Calculate Year of Service By To determine length of service according to employee’s join/confirm date. Applicable only for those Leave Type whose Entitlement Calculation Method is ‘…by Employee’s Join/Confirm Date’. Not applicable for those Leave Type whose Entitlement Calculation Method is ‘…by Calendar Year’. • Join Date • Confirm Date a) Be cautious when choose to base on Confirm Date as any period before confirmation date will be counted. b) In the following illustrations, all examples will base on Join Date. However its calculation method is also applicable to ‘base on Confirm Date’ as the difference is only on the date. c) For those Leave Type whose Entitlement Calculation Method is ‘…by Calendar Year’, the Join Date is assumed to be on 1st January (means enjoying full year entitlement) Illustrated Example (calculation of leave entitlement for calendar years 2019 and 2020) Join Date: 15 March 2019 Company annual leave entitlement policy: 1st year of service = 12 days.                                                                     2nd year of service = 14 days. Working hour per day = 8 hours b) Tools > General Maintenance > Leave Type  To create different types of leave (Annual Leave, Sick Leave, Maternity Leave…) and determine how to calculate leave entitlement for each calendar month. Note: the following example use Leave Calculation Method = Days, and Rounding to Half Day (refer to Illustrated Example in part 2a.) c) Tools > General Maintenance > Employee Group > Add New  To create Employee Group and set company’s policy on leave entitlement: Example 1: According to ABC Company policy of Annual Leave entitlement,      1st year of service will entitle for: 12 days     2nd year of service will entitle for: 14 days     3rd year of service (and subsequent years) will entitle for: 16 days Example 2: According to ABC Company policy of Sick Leave entitlement,      1st & 2nd year of service will entitle for: 14 days each calendar year     3rd to 5th year of service will entitle for: 18 days each calendar year     6th year of service (and onwards) will entitle for: 22 days each calendar year END OF GUIDE

This guide will assist you in uploading the year to date transaction or what is commonly known as the YTD PRTrans. Purpose: If you start using AutoCount Cloud Payroll in the middle of the year, you are required to import the previous months payroll transaction data via Excel import, this is important for the system to calculate correct amount of PCB for subsequent months. To upload the YTD PRTrans file, go to Tools > Options > Excel Import > YTD PRTrans. Once the file has been downloaded, click on it to open it up and fill in all the necessary information such as Employee Code, Period, Salary, EPF, etc. NOTE: Orange shaded header means compulsory field, Green shaded header means optional field. Once you have completed filling in all the necessary information, save the file and go to Tools > Options > Excel Import > Upload. Select the YTD PRTrans Excel file you just amended and click upload. After the file has been uploaded. The info will be shown for you to double check, click Import All to import all the details. END OF GUIDE

This guide will assist you in controlling / setting up the statutory contributions for different payroll items. To setup / control the statutory contributions, go to Tools > Company profile. Go to Contribution / Payout Settings and under Contribution Setting, you will be able to tick and untick the checkbox accordingly based on the payroll item and it's statutory. Once done, click on the Save button at the top right corner to save the changes made. END OF GUIDE

This guide will assist you in uploading employee information using Excel Import feature. To upload the employee information using excel first, you must first acquire the excel file template via Tools > Options > Excel Import.  Open the file and fill in all the necessary information. NOTE: Orange shaded header means it is a compulsory / mandatory field, Green shaded header means optional field. Once done filling in all the information, you may upload. Select the employee excel file and click upload. After the clients have already uploaded the file. All the Excel info will be shown and click Import All to import all the details. END OF GUIDE    

This guide will assist you in viewing company holiday in My Calendar Note: Only employee who has their account linked to an employee profile can view the My Calendar. If they already have an account but is unable to view the My Calendar, then it is likely due to the reason that their account is not linked to their employee profile. To view the company holiday in My Calendar, go to Tools > User Authorization Identify the employee that you would like to permit to viewing the company holiday in My Calendar, then click on the pencil icon to edit. Click on the Link to Employee and select an employee's name and click on Save to save the changes made. Now you / the employee should be able to preview the holiday date in My Calendar (Red Colour) END OF GUIDE

How to Set Different Approval Levels for Managers and Staff? Approval requirements may vary depending on the employee's role within the organization: Staff < Manager < Head of Department < Director For example: Staff may require two approvers (e.g., Manager and Head of Department) Managers may require only one approver (e.g., Head of Department) Steps to Configure Approval Routing: Go to Tools > Approval Setting. Select By Organization Chart, then click Add New. Define the chart: i. Enter Chart Title ii. Select the applicable modules: Leave, Claim or Time Attendance For this example, tick Leave Click Add New Row to add more approval rows. Fill up the columns: i. From >= (columns are used to set rule based on the number of leave days) ii. To < (columns are used to set rule based on the number of leave days) iii. Required Approvers (number of approvers needed) iv. Is Sequential? (whether approval must happen in order if more than one approver) In this case we set 2 default required approvals. This will affect to the staffs regardless their organization chart level. Then click on tab Number 2, Approval Chart. This chart reflects the org structure and reporting lines based on employee profiles. Based on the required approver set earlier, Staff level 3 will require leave approval from Manager (Level 2) & HoD (Level 1). Whereas Manager will require leave approval from Level 1 and above (Level 0 - Director). In this case, to set Manager only require leave approval from Level 1 HoD. Right click on one of the level 2 Managers, select Leave Setting. Key in the approval settings as shown below. Set 1 Required approver for managers Level 2. Repeat for All Level 2 Managers to apply same setting. Click the Save button once all configurations are complete. By HanYang 250807, Azirah 250829