Enabling Business Users to Interpret Data Through Self-Service Analytics (2).pdf
Checklist of setup kakitangan.com payroll
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. 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.
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. 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. 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. 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?
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(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. 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. 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)
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(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.
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(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. 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. 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. 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. 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)
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(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. 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. 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. 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.
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
“,”
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. 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
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How to do CP38?
Input here.
While we pay all to
LHDN, but in all
LHDN
documentations,
CP38 and normal tax
is separated.
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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. 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?
