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Checklist of setup kakitangan.com payroll

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First time onboarding setup for Kakitangan.com Payroll system

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Checklist of setup kakitangan.com payroll

  1. 1. A HR SaaS for SME companies. When we say “people are your most important asset”, why are we having the HR processes like 40 years ago? KAKITANGAN.com
  2. 2. Kakitangan.comWhy do we build Kakitangan.com? Kakitangan.com has a dream. We hope to bring great HR systems (and BEST Practices!) from bigger companies to the smaller SMEs. We hope to work with you to build awesome people-process, people feel happier and more productive, and your HR budget spend in your people motivation and performance improvement – not merely on hiring due to lose of talents. We hope to make an impact to help you growing better and happier, and we are happy to work with you in your journey to becoming a great company.
  3. 3. Kakitangan.com What do you expect from Kakitangan.com
  4. 4. Kakitangan.com Leave: Apply and Approve from the phone
  5. 5. Kakitangan.comPayroll – easy calculation, easy payment, easy payslip
  6. 6. Kakitangan.com Employee data – file storage ties to the person, data backup for business continuity
  7. 7. Kakitangan.com Medical insurance – I know how much a night for hospital room that is covered
  8. 8. Kakitangan.comMobile claims. More to come in future. E.g. Mobile attendance.
  9. 9. Kakitangan.com The journey begins – Steps to start using Kakitangan.com payroll
  10. 10. Kakitangan.com (1) Who is having the payroll permission? Payroll -> Configure
  11. 11. Kakitangan.com (2) Get the company data filled up Payroll -> Configure • Contact details • Bank account • EPF account • SOCSO account • LHDN account • 10 digits after ‘E’ • Signatory person Pro-rata is an advance user feature, applicable only if you want to automate manually. Most commonly default you go “Everyday” or “26” days.
  12. 12. Kakitangan.com (2) Get the company data filled up (cont’d)  Some note to certain bank products: 1. Maybank2U, you need to get Maybank to install Maybank Autocredit System for you. Then you get “originator ID” from the bank to fill in into Payroll- >Configure 2. Maybank2E, get “corporate ID” from the bank to fill in into Payroll->Configure 3. CIMB, get “organization ID” from the bank to fill in into Payroll->Configure 4. Public Bank, first get ECP activated, then get “ECP code” from the bank to fill in into Payroll->Configure
  13. 13. Kakitangan.com (2) Get the company data filled up (cont’d)  If you want the system to calculate pro- rata salary for your staff on  First month  Final month  Unpaid leave You may set this up.  The key is to determine daily rate. Do we divide base pay to  Every day - 31 or 30 days depending on the month?  Only Work days – it refers to the working day you setup at company setting  A fix day – where labor act uses 26 days, and some other companies use a different days like 22 days. Up to you.
  14. 14. Kakitangan.com (3) Setup your staff’s personal information Users->the person’s User Profile Have you had the correct personal information for your employees? • Married? • How many kids? (and what category) • Tax resident of Malaysia? REP? Iskandar? Have you had the correct payroll information for your employees? • Bank account • EPF account • SOCSO account • LHDN account • Extra contributions?
  15. 15. Kakitangan.com (3) Setup your staff’s personal information (cont’d) Users->the person’s User Profile • If employee is a Malaysian, please fill in NRIC, else, fill in passport number • Please fill in married info and children category accordingly due to different tax treatment • Foreigner – after 182 days he/she’s considered as tax resident of Malaysia. Before that, uncheck the tax resident. • OKU personnel go for respective disable setting • Next of Kin is optional, depending on HR policy
  16. 16. Kakitangan.com (3) Setup your staff’s personal information (cont’d) Users->the person’s User Profile • Now get the compensation information filled in • EPF file generation requires you to have employee number to be filled in @ Employment Section • LHDN requires NRIC even the person does not have the SG/OG number yet
  17. 17. Kakitangan.com (4) Import the payroll data that are paid before using Kakitangan.com Payroll->Import • These data will affect the final output of EA form and E form • These data will affect the PCB calculation (if you choose formula)
  18. 18. Kakitangan.com (5) Run your first payroll here! Be careful on these: • Allowances – are they tax/EPF/SOCSO applicable or exempted? • Deductions – are they tax/EPF/SOCSO applicable or exempted? • EPF – 11 or 8%? • Tax – using formula or jadual rate? • When in doubt, go for jadual rate Once you input new figures, click on the “calculate” button.
  19. 19. Kakitangan.com (5) Run your first payroll here! The system also explains to you how it calculate the numbers. These are the places you can click on. E.g. ‘eye’ button there When you’ve done for everyone for this month, click on View Report.
  20. 20. Kakitangan.com (5) Run your first payroll here! (cont’d) Check before you confirm the amount. After you confirm the amount, any non-fixed allowance will be cleared to zero. So be careful about it. In legal perspective, we can’t confirm the numbers for you and your payroll setting to generate the numbers – so please make sure all the numbers correctly calculated esp the first time.
  21. 21. Kakitangan.com (5) Run your first payroll here! (cont’d) REITERATING: Check before you confirm the amount. After you confirm the amount, any non-fixed allowance will be cleared to zero. The employee will see the payslip AFTER the pay date here. Then you can generate the online or offline payment files according to your needs. Please note that it generates ONLY the confirmed person and amount.
  22. 22. Kakitangan.com (5) Run your first payroll here! (cont’d) Send payslip during the pay day. For Security purpose, the payslip will not be attached in the email. It has to be downloaded after employee login. HR can always download previous payslips from the Payroll->History page.
  23. 23. Kakitangan.com (6) Paying  Note: Default we suggest you to pay vis the official EPF/SOCSO/LHDN websites. Our output files are supported by EPF/LHDN websites. And then you pay via FPX online banking. The next 3 slides is all about them.  Some banks (and certain products) actually prefer to take EPF/SOCSO/LHDN files in their own portals. If you do so, ignore next 3 slides. Just generate the upload files of the bank all together in a zip file. (see the Paying – Salary slide later)
  24. 24. Kakitangan.com (6) Paying – EPF Pay EPF AFTER you confirm the amount You may: • Pay online. Output the text file here and upload to your i-akaun in EPF website, then pay by FPX online banking; OR • Print out Borang A, and then issue cheque and pay at counter (note: they are stopping this soon) We have a separate user guide here teach you how to do it screen by screen.
  25. 25. Kakitangan.com (6) Paying – SOCSO Pay SOCSO AFTER you confirm the amount You may: • Print out Borang 8A, and then issue cheque and pay at counter; OR • Pay online. iperkeso doesn’t support their own format now, so first time get the employees input, then after that easy. Also FPX online banking. We have a separate user guide here teach you how to do it screen by screen.
  26. 26. Kakitangan.com (6) Paying – LHDN Pay LHDN AFTER you confirm the amount You may: • Print out Borang CP39, and then issue cheque and pay at counter; OR • Pay online. Output the text file here and upload to your e- data PCB at LHDN website, then pay by FPX online banking. We have a separate user guide here teach you how to do it screen by screen.
  27. 27. Kakitangan.com (6) Paying – Salary Pay Salary AFTER you confirm the amount You may pay via your existing practice, or… online Currently supported banks: • Alliance Bank • CIMB Biz Channel Standard • Hong Leong Connect Biz (You need to move to Connect First) • Maybank2u Biz (output to autocredit format, where you need to get Maybank to install Maybank Autocredit System for you first) • Maybank2e • OCBC • Public Bank (Output to ECP format – you need to register for ECP with the bank) • RHB Note: it has to be the bank portal that support uploading features. E.g. CIMB Biz Channel Lite doesn’t support it.
  28. 28. Kakitangan.com Easy?
  29. 29. Kakitangan.com Backup information
  30. 30. Kakitangan.com What if I need a different number?  You can adjust the number.  The adjusted number will be carried to future months.  If you need to refresh to auto calculation, type “-1” into it.  These fields does NOT take comma “,”
  31. 31. Kakitangan.com How do I see the history?
  32. 32. Kakitangan.com How do I generate E form/EA form?  It’s here.  The system calculated the number base on  (a) the numbers input in Payroll->Import  (b) the numbers in payroll calculator  So double check the number, if the number needs adjustment, adjust it at the payroll->import  We have user guides there to teach you how to submit form E step by step.
  33. 33. Kakitangan.com How to setup different rate of company EPF contribution?  If general for whole company, set it at Payroll->Configure  If individual, setup at the person’s user profile
  34. 34. Kakitangan.com How to do CP38?  Input here.  While we pay all to LHDN, but in all LHDN documentations, CP38 and normal tax is separated.
  35. 35. Kakitangan.com Common FAQs 1. What is the different btw formula and Jadual PCB rate?  LHDN calculates your tax base on a formula normally. It’s a dictionary-thick formula document that factors the 12 mths period and make certain assumption in the calculations. Normally the PCB amount may vary from month to month, and not much tax rebate in the end of the year (maybe still owing LHDN money). It is, yes, complicated. There’s no way you can calculate without a software. So LHDN gives you another big PDF file that you have a table (jadual) so it is easier to refer to the tax amount. Normally, Jadual rate is more expensive, but you got the tax rebate the next year. 2. I understand e-PCB & formula is complicated and I just go with Jadual. Why is my number different from you on Jadual rate?  The actual Jadual rate calculation is from your gross pay minus EPF (capped at RM500 a month).
  36. 36. Kakitangan.com Common FAQs 1. I typed a “500” in PCB for Mr A this month. The system remembers it in next month. That’s fine – but when I want to refresh it and back to normal calculation how do I do it?  Replace ‘500’ with typing in ‘-1’ there. 2. I got this when I download the payment file, now what?  Some data gets corrupted. Normally some non-english characters went into the user profile. Anyone using ` or ‘ in their name? also, any weird input on IC, account number etc?

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