steps to start using kakitanagan payroll · a hr saas for sme companies. when we say “people are...

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

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.

Kakitangan.com

What do you expect from

Kakitangan.com

Kakitangan.comLeave: Apply and Approve from the

phone

Kakitangan.comPayroll – easy calculation, easy

payment, easy payslip

Kakitangan.comEmployee data – file storage ties to the

person, data backup for business continuity

Kakitangan.comMedical insurance – I know how much a

night for hospital room that is covered

Kakitangan.comMobile claims. More to come in future.

E.g. Mobile attendance.

Kakitangan.com

The journey begins – Steps to start

using Kakitangan.com payroll

Kakitangan.com(1) Who is having the payroll permission?

Payroll -> Configure

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.


(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


(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 themonth?

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.

Kakitangan.com(3) Setup your staff’s personal

informationUsers->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?

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

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

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)

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.

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.

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.


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.


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.

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)

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.

Kakitangan.com(6) Paying – SOCSO

Pay SOCSO


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.



screen by screen.

Kakitangan.com(6) Paying – LHDN

Pay LHDN


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.



screen by screen.

Kakitangan.com(6) Paying – Salary

Pay Salary


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.

Kakitangan.com

Easy?

Kakitangan.com

Backup information

Kakitangan.comWhat 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 “,”

Kakitangan.comHow do I see the history?

Kakitangan.comHow 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.

Kakitangan.comHow 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

Kakitangan.comHow to do CP38?

Input here.

While we pay all to

LHDN, but in all

LHDN

documentations,

CP38 and normal tax

is separated.

Kakitangan.comCommon 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).

Kakitangan.comCommon 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?

steps to start using kakitanagan payroll · a hr saas for sme companies. when we say “people are...

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