Biz Owner/HR Manager User Guide - Amazon Web Services · Kakitangan.com has a dream. We hope to bring great HR systems (and BEST Practices!) from bigger companies to the smaller SMEs.

Congratulations!

You made an important decision in your business’ HR –modern, efficient, people-oriented.

You are going to use the elegant Kakitangan.com!

Biz Owner/HR Manager – User Guide

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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.2

Content of this document

• At a glance (slides 4-13)• Try out the system for the first time (slides 14-100)

• Company Settings• Leave Settings• Add Employees• Setup Payroll for the first time• Shared Calendar• Claims• HRIS

• What does user see? • Termination of users?• Top Notch Security• Useful Links in FAQ• Future development

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What do you expect from Kakitangan.com

Upgrade

your company

TODAY.

Online Payroll – easy calculation, easy payment, easy payslip

Expense Claim with mobile phones

“We love it. Kakitangan.com is affordable, so easy to use and

will change the HR system landscape for SMEs in Malaysia!”

- Wee Kiat, MyBurgerLab #Forbes30under30

“Super helpful and friendly

team!”

“I use Kakitangan.com. Highly

recommended for its support

and service.”

“Our team is loving Kakitangan.com!”

“Kakitangan.com – Best thing ever!”

“Kakitangan.com – where have

you been all my life!”

“Kakitangan.com saved our HR team

and managers hours each week!”

Product receives good reviews

Why am I using Kakitangan.com?• Online Payroll Software

• Up to date EPF/SOCSO/LHDN Calculation• Always stay with the latest changes of legal requirements. Reduces penalty due to non-

compliance.• No file download and patching desktop software issue that causes software not upgraded to the

latest version• Online Payment via HLB

• Easier, fast and convenient. Once you sorted it out in the first time, it’s a breeze in the coming months.

• E-Payslip• Save you lots of time and hassles in handling them

• Data always available, business continuity• If you have your payroll data just reside in your laptop or local server, many things can go wrong.

With online payroll system, you just change another laptop to login when your laptop is down, and business continue as usual.

• EA / E form• End of the year it generates EA/E forms for you. Save a lot of hassles and money!

• Easiest to use Payroll system• Payroll software are normally very difficult to use. Kakitangan.com is probably the easiest system

that many business owners are using it themselves.

Why am I using Kakitangan.com? (cont’d)• Online Leave Application System

• Apply and Approve via mobile phone• No more story of manager not in office, or application form hidden in

drawer and disappear, etc

• HR or Business Owners has all information, downloadable in Excel• No more crazy typing the application form data back to excel work

• Best leave application in Malaysia• Many thousands of companies already using it and upgraded their

process• Flexibilities to create and edit your leave types• Linking and integrating to Payroll system

• Come in NOW if you still use a paper / whatsapp leave form.

No reason not to use in your company.

Why am I using Kakitangan.com? (cont’d)• Expense Claim System

• Apply and Approve via mobile phone• No more story of manager not in office, or application form hidden in

drawer and disappear, excel matching mess etc

• Finance or Business Owners has all information, downloadable in Excel

• No more crazy typing the claim data back to excel work

• Super affordable• No USD5 per person that kind of crap. Real Malaysian SME price.

Why am I using Kakitangan.com? (cont’d)• HRIS Premium

• Company documents – synchronize to everyone• All staff sync up on newest version of HR Policy, company SOP etc

• Employee documents – save my file cabinet hassles!• Easy retrieval on staff IC photocopy, academic cert, medical records

etc

• Audit log of the user profile data change• Knowing when did who do what changes

• OMG this guy PCB tax has issue… oh now I know why, this staff made such changes

• Now I know when did this person gets promoted etc

NO reason NOT to use in your company

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Setting up the system for the first time

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• Registering a company is effortless, it is done by Signing Up a company account with Kakitangan.com. The registration is completed once you have successfully login to the system.

• Every company should have a identifiable name. We recommend to use your business registration name (e.g. Awesome Company Sdn Bhd) to avoid potential duplication with others.

• Office locations can be more than one. This is important for setting up holidays in calendar. (every states in Malaysia has different list of holidays)

• Click Create Account and you will get a notification through an email.

Sign Up a Company

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By now you should already sign up an account in Kakitangan.com…

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Confirmation of Sign up

• After creating your company account you will receive an email of confirmation from kakitangan.com

• Click Confirm email address and you will be directed to Log In page

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CONGRATULATIONS!!! You have completed Sign Up process with Kakitangan.com

Now, use your email as username, and Password created just now to login.

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First time setup

✓ Step 1: Register your company on our website which you have already done!

It’s really easy, just follow the steps in the system.

• Step 2 is to set up your own profile [First HR Administrator]

• Click Complete Profile

• Step 3: Click on “Payroll”, “Leave” and “Benefits” that are shown in this image. Once you click on one of them, come back to this screen by clicking Dashboard. After clicking on the 3 of them, the “Let’s Go” will turn to blue and you can click on it.

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Step 2 – First HR Info set up

1. It’s first employee in the system –that’s you!

2. You may add more employees later.

3. You may grant other people with HR permission later – a HR can configure the system settings and edit people data, apply, approve, reject with withdraw leaves on behalf of others

4. You may create different leave types later.

5. Detail in next few slides20

Step 2 (cont’d) – Admin Info set up

Personal Info ▪ First Name ▪ Last Name▪ Gender▪ Email▪ Phone▪ DOB

*Note:Email cannot be changed – it’s an login ID. You may add another employees with new email and delete old employees though

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Step 2 (cont’d) – Admin Info set up

Employment Info –1. Employee no (create one if you don’t have)2. Start Date (Date of Joining the Company – so that the system can calculate correct pro-rata entitlement), 3. Reports to (your manager – but at this moment the system only has you. So leave it to you first and you

can change later when you add your manager into the system), 4. Position5. Location (this will determine which state’s public holiday appears at your calendar) 6. Department.

Notes: Reports to:For the purpose of first time set up. Select your own name. This is because you have not fill up other employee. You can change later when all employees added into the system.

➢ Click Save ✓ Your own profile set up is complete.

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Step 3 – Try out the System

• Now, play with what system can offer!

• Payroll – goes into it, and test out your personal payroll, and observe the calculation of EPF/SOCSO/PCB

• Leave – apply for a test leave! An email notification will be sent to you. Try approve your leave on the mobile phone or desktop!

• Benefits – see what are we offering in employee benefits :-)23

Payroll System

• It gives you• Payroll Calculator• Payroll Reports• Bank transaction

• Bank’s Salary batch file• EPF file for EPF website• LHDN file for LHDN

website• SOCSO for sending to

bank branch

• Payslip email distribution

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Select Leave Type you want to apply. i.e. Annual Leave, Sick Leave, Maternity leave, Carry Forward, etc

Then, select the Date you want to apply for the leave. Also please fill in your reason, so manager can make a right decision.

Click apply and you application will be sent via email to your supervisor/manager.(currently, it is YOU! As you’re the one you’re reporting to)

Applying a Leave yourself!

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Benefits – Medical Insurance

While we are working to bring the core HR system to SMEs as affordable as we can, we need to sustain the R&D operation to continue improving the system for you.

One thing we hope to offer is help you providing medical coverage for your employees. Let employees have a peace of mind while working with you.

If you are buying it from us, we get 10% of the deal from insurance company as commission. We appreciate your support in the Kakitangan.com dream!

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Buying Medical Insurance- It’s easy, simple and hassle-free.

Step 1:Find a plan that suits your requirement.

Basic: Covers Hospitalisation & Surgical Procedure.No worries when sickness or emergency strikes.

Enhanced: Covers Hospitalisation & Surgical and clinics visits too.Fever? Cough? Flu? Just visit anyone of the panel clinics to get a fast and efficient diagnosis. Go home and have a good rest.

Premium: You get everything from Basic & Enhanced, and more. You get extra Personal Accident Coverage. You are truly, completely covered.

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Step 2:Assign your employees accordingly.

You can determine a) which employee gets what types of

coverage based on their job levels in the company.

b) Who should be covered under the plan. We offer 4-tiers of coverage, i.e.• Employee Only.• Employee & Spouse.• Employee & Children.• Employee & Family.

Take your time. Play around with the calculator and see your quote based on the different requirements you have.

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Step 3: Press

Get your personalized quote within seconds.

And our Benefits Expert will get in touch with you soon.

After you bought the medical insurance, your employee login to Kakitangan.com will see the insurance coverage details like panel of hospital and max room rate a night.

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Benefits – Birthday Calendar and Reminder

Every month, HR needs to figure out who is having birthday next month – over and over again.

We have a feature for you!

If Date of Birth (DOB) is filled up in the system, the system has a calendar displaying upcoming birthdays!

You may buy cakes, flowers etc from the merchants working with Kakitangan.com. And some of them give really good discounts!

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After you click all 3 buttons, you can exit to normal system

• It’s time to configure the system in detail, and add more of your colleagues?

• Let’s Go!

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The world after first-time experience – (1) dashboard

Company wide Settings

Reports(We keep

improving)Benefits

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Add/Edit your employees

The Leave Policy Settings

The Company Settings – remember to save the settings!

You can edit the location(s) your business operates. The location added will be available in your employees’ profile,

which determines the holiday enjoyed at the location.

There’re 3 permission models in the system. Employee views own data, manager views team (multi-level) and HR can view

and edit everything & configure system. You may add additional or remove HR permission employees here.

If you want a cc copy of the leave request/approve/reject emails, this is the feature for you. People receiving notification

is not necessary the HR permission employee.

You may decide which day is the working day, and which day is half day – for example at Kedah companies have weekend on Friday/Saturday. You may check/uncheck the setting so

people can apply a leave during public holiday (or not).

This is to enable file attachment for leave application –medical cert or death cert etc.

max size is 1MB in picture format. 33

Adding employee can be done in 2 ways.

1. Add employee one-by-one2. Add Employee by Batch Import

Add employee info

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Adding employee is simple. 1. Personal Details

i. First Name ii. Last Nameiii. Gender iv. Email

2. Employment Infoi. Employee no. ii. Start Date (Date of Join)iii. Reports To iv. Position (Job Title)v. Location vi. Department

Note: if employee does not have email click box no email.Please take note, employee with no email can’t take leave on their own as they will not be invited to use kakitangan.com. Their leave will be applied by Leave administrator.We recommend you to get employees email created before adding the employee profile info. (note: personal email is allowed)

Notes: Reports toFor the purpose of first time set up. Select your administrator name. This is because you have not fill up other employee. You can change later when all employee has been fill up.

3. Leave Taken Info (How many days taken before using kakitangan.com?)

i. Annual Leave ii. Sick Leaveiii. Hospitalisation iv. Carry Forward Balance Info

Add employee info one-by-one

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• Click Template.xlsxo and it will download Excel files. o Please complete the template

accordingly.

Add employee info by batch import

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• Instructions is given. Please read before starts to fill in the employees sheet.

• Please complete the template in the employees sheet accordingly and save as a COMMA DELIMINATED CSV FILE: employees.csv


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• Click at Step 2 box below and browse to CSV files name employees.csv

• Select employees.csv and click open. Then it will show you the Review List. Click Confirm to start Importing Data.

• If there’s error in data, it will show red colour in table. You may email the csv to us to help checking what is wrong.

• Congratulations!! You have finished Step 3.• You will be directed to Step 4.


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Setting up the Payroll

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(1) Who is having the payroll permission?

Payroll -> Configure

(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.

(2) Get the company data filled up (cont’d)

• Some note to certain bank products:

1.Maybank2U, option (A) Bulk Payment, then you can ignore next (B) MAS -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 (note: CIMB only Standard version supports file upload)

4.Public Bank, first get ECP activated, then get “ECP code” from the bank to fill in into Payroll->Configure

(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.

(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?

(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

(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

(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)

(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.

(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.

(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 espthe 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 payslipAFTER 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.

(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)

(6) Paying – EPF Pay EPFAFTER 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.

(6) Paying – SOCSO Pay SOCSOAFTER 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.


(6) Paying – LHDNPay LHDNAFTER 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.


(6) Paying – SalaryPay SalaryAFTER you confirm the amount

You may pay via your existing practice, or… online

Currently supported banks:• AmBank• Alliance Bank• CIMB Biz Channel Standard• Deustche Bank• Hong Leong Connect Biz and Connect First• Maybank2u Biz (Bulk Payment or autocredit format)• 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.

Easy?

Backup information

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 “,”

How do I see the history?

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.

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

How to do CP38?

• Input here.

• While we pay all to LHDN, but in all LHDN documentations, CP38 and normal tax is separated.

Common FAQs1.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).

Common FAQs1.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?

Leave

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Manage Leave Policy

We have predefined Leave Type for your convenience.i. Annual Leave ii. Sick Leaveiii. Hospitalization iv. Maternityv. Paternity vi. Compassionate

Emergency Leave – it is a type of Annual Leave, if you set it up, people will see [EMERGENCY] headline when they approve

Company Leave YearDefine your company's leave year by selecting the start month for every leave year (12 months cycle).

You can always create new leave types! (e.g. Study leave, Exam leave, Disaster Leave, Marriage leave etc)

All these leave can be disable according to your preference.• Click Enable button

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Annual Leave Policy

Setting Leave Entitlement:

• Check 'Yes' if all employees in the company getting the same flat number of entitlement day(s), enter the number of entitlement day(s).

• Check 'No' if all or different employees getting different entitlement day(s), and then click 'Set Custom Entitlement' button.

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Annual Leave PolicySetting Custom Leave Entitlement:

Kakitangan.com provides setting custom entitlement when all or different employee category observing different leave entitlement rules.

• User Group offers the flexibility to group employees who are eligible for the same entitlement. To create a new or modify existing user group, click Manage Groups

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Annual Leave PolicySetting Custom Leave Entitlement:

• Manage Team allows you to create new and modify existing user group for employees who have similar entitlements.

• User group is assigned to a leave type, thus leave entitlement rule for a specific user group can be defined accordingly.

• It is possible to create any number of user group as required, and one employee could be in multiple user group at the same time.

• The system comes with 3 predefined groups -

➢ Everyone - Not editable and not delete-able, is used for assigning (dragging) employee to another group.

➢ Male and Female - Editable and not delete-able, is used for Maternity and Paternity Leaves

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Annual Leave Policy

Setting Custom Leave Entitlement:

• Drag an employee from Everyone to the create group box or click on the box.

• Enter the name for your User Group. Use a meaningful name that represents the grouping of the employee. Example, Manager

• Assign an employee by checking the box

• Click 'Create', the new user group (Manager) will be created and listed under the groups panel 72

Annual Leave Policy

• Click Refresh Groups

• Click drop down box Everyone

• Select Manager And you can start create Leave Group for Manager

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Annual Leave Policy

• Length of Service allows you to define the eligibility period in month(s) of a specific entitlement rule for a specific User Group.

• Entitlement is the amount of leave day(s) employee is allowed to have during the specific eligibility period for the specific User Group.

• Click 'Add Rule' to create additional entitlement rule(s).

• Click 'Save' to save your custom entitlement rules.

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Annual Leave Policy

You could create multiple User Group.

• Example:Annual leave for Director could be 21 days per year, 18 days for non sales employee and 16 days for sales employee. Non sales and sales employees get additional 3 days when they have completed 3 years of service with the company. In this case, 3 user groups with 5 entitlement rules shall be created as follows.

Congratulations!! You completed setting up your Custom Entitlement.

• Repeat process Setting Custom Entitlement

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Another Example

• This is to setup to define for everyone to have x days where they earn leave month by month in the first year of serving the company.

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Annual Leave Policy - Calculating annual leave entitlement for your employee, select one that is applicable to you:

• Accrual on pro-rata basis - Employee has to earn the entitlementbased on the number of days worked starting from the hire date(for new employee) or first day of the company's leave year (forexisting employee). For example, an employee is hired on 1 April2015 and is entitled to 12 days of annual leave per year. In thiscase, the employee gains 0 day on his first day and 0.5 day on 15April 2015.

• Full Entitlement on pro-rata basis - System calculates the totalentitlement for the year, and employee gets their fullentitlement as soon as an employee joined (for newemployee) or on the first day of the company's leave year (forexisting employee). For example, an employee is hired on 1 April2015 and is entitled to 12 days of annual leave per year. In thiscase, the employee gets 9 days on his first day.

• Accrual on pro-rata basis for the first year, full entitlement thefollowing year - This is the combination method for which anemployee has to earn the entitlement on the first year, andsubsequently gets full entitlement on the first day of thefollowing leave year.

➢ Rounding Method: This largely affects pro-rated calculation, select the rounding method (down or up), and then select either to the nearest 0.5 day or 1 day.

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Annual Leave Policy

• System provides auto carry forward un-utilised annual leave to the following leave year. If this is applicable to you, check 'Yes' and enter the number of days allowed to be carried forward, else 'No' if this is not applicable to you.

• We also allowed carry forward to have expiry within number of months. Key in number of months you desired.

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Sick Leave and Hospitalization Policy

• Check 'Yes' if all employees in the company getting the same flat number of entitlement day(s), then enter the number of entitlement day(s).

• Check 'No' if all or different employees getting different entitlement day(s), and then click 'Set Custom Entitlement' button.

Setting Sick & Hospitalisation Entitlements

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Maternity, Paternity and Compassionate Policy

Enter the number of entitlement day(s) based on your company's policy, else enter zero (0) day if it is not applicable to you.

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Replacement Credit Policy

If your staff worked over the weekend or public holiday, do you need to reimburse leave credit for him so he can have a day more of leave?

Now you can do that!

Turn it ON, then click Complete button at bottom. You can also choose a custom message you want when you come in again – this message is shown to them when they apply for credit.

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Now, you can see the Replacement Credit Tab in Their Leave Applications page.

Employee can now apply for a replacement credit. This application will be send to manager for approval.

If it is approve the employee will have a credit increase in the replacement leave type.

Replacement Credit Policy

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Unpaid Leave

How to configure unpaid leave in Kakitangan.com ?

After log in, go to dashboard and click on leave settings button.

In the leave settings, click on ‘add leave type’ and it

will pop out a box where you can configure your

leave type. Once everything configured, click on

‘create leave type’ button first and click save

afterwards (Image as per below)

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System will bring you back to the leave settings

screen. After that, scroll down the page and

you will see the leave that you created just

now. ‘Enabled’ it and you can set the total of

days that the staff entitled and click on

‘complete’ once you are done with the

configuration

Now, you able to apply for that leave in the leave module

You may also refer to the video link below for more infohttps://www.youtube.com/watch?v=Jz1d8RpHhcE

Manage Leave Policy

When you have finish set up all your Leave Policies Don’t forget to Click 'Complete' at the bottom of the page to save your entries.

Congratulations!! You have finish set up your company Leave Policy.

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Shared calendar

You can now view in the calendar of the employees who are on leave to prevent applying leaves on the same day!

You may adjust the permission of who people can see (or no one) in the Dashboard->Company Settings

Claim System

Claim Settings

• First, decide who is claim admin in the company.

• Secondly, should manager approve the claim, OR claim admin approve the claim?

• Then decide whether attachment is mandatory and also cutoff date for the summary

Scroll down, the screen will bring you to the field where you can add or adjust your claims type.

You also can set the amount limit for each claim and it can be divide to per transaction, monthly or yearly

• In payroll->configure, you may setup to ask the system to pump in the data of the claim system to the payroll calculator every month.

• Advance feature. Only for people who really wants to automate it. Due to logic complication you should always still check the amount despite automation.

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How to do claims in Kakitangan.com?

The steps is very straight forward, go to claims

• on your right-hand side click on ‘New claim’• You can do similar in mobile phone too

• It will pop out a screen where the employee needs to key in all the claim’s details.

• Submit attachment – works on both computer or mobile phone

• Once the claim submitted, it will appear in the claim list and it will show the claim status (Pending, Approved, Rejected)

• Then manager or claim admin can approve/reject it –depending on your setting

• OPTIONAL, AFTER APPROVAL

• If you notice in above image, there is a ‘settle claim’ button on your right-hand side.This will give you option on how the claims are settled:1. Cash2. Payroll3. Bank transfer4. Cheque

• It currently serves as a “marking” feature. Marking this as PAID in claim admin’s record.

**NOTE**:

For people chosen auto claim-link to payroll

DO NOT PROCEED WITH THE SETTLE CLAIMS IF YOU HAVE NOT CONFIRM THE PAYROLL.

If you do it, the claims amount would not appear in payroll and you will need to re-do the claims.

HRIS Premium

HRIS PremiumThis is an useful tool for the company:

1. You can store company documents (eg: HR policies, employee handbook, SOP) and the employee can obtain the latest copy of it upon log in.

2. Store employee’s related documents such as photocopy IC, academic certificates, medical records and etc

3. Audit trails will helps you to keep tracks of which user data are changed by who at when. It’s extremely important for payroll purpose because certain changes can effect the payroll figure

How we do it in Kakitangan.com?• The process is quite straight forward.

• Go to employee’s profile > scroll down to the bottom of the page.

• You will find a field for ‘Employee’s Documents’

• Click ‘Upload Files’ button on your right-hand side. It will pop out a table where you can browse and look for the document

• Choose it > click open and that’s it.

5. Once it successfully uploaded, it will show as per below:

**NOTE** :

1. Uploading the document ONLY can be done by the administrator (HR)

2. While we give unlimited number of files here, the file size has to be within 20MBs. (to avoid

someone upload big movie videos…

• If you have BOTH HR and PAYROLL admin permission, you will see the audit log in every user profile.

• You can export them to an excel file for checking.

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Now, time to bring users in

• Go “Users” screen

• Click on the yellow button “Resend the invitations”

• You users will be engaged to join Kakitangan.com and setup their accounts!

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What does User see?

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Click Get Started.

Employees will receive an invitation email to start their journey at kakitangan.com.

First thing first,

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Employee - Create own password for Kakitangan.com.

Then re-enter it for confirmation, and click Create Password

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Use email as username, and the password created just now, to login into the Kakitangan.com system.

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Click Leave Application button on top will bring you to this page.

Select Leave Type you want to apply. i.e. Annual Leave, Sick Leave, Maternity leave, Carry Forward, etc

Then, select the Date you want to apply for the leave. Also please fill in your reason, so manager can make a right decision.

Click apply and you application will be sent via email to your supervisor/manager.

Aha, FUN part – Applying Leave

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Kakitangan.com support leave application and manager approval on both desktopand mobile phone.

Manager receives an email and decide to approveor reject base on the scheduling of the team.

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Once the manager/supervisor approve or reject, an notification email will be sent to employee.

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Employee can view the previous leave application records and its status via view application.

Manager can see also the team’s leave applications.

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Employee Payroll ViewIf the company uses Kakitangan.com Payroll system, the employee can view their payslip, and download the previous payslips.

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TERMINATION OF EMPLOYMENT

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Definition

Termination of employment is an employee's departure from a job. Termination may be voluntary on the employee's part, or it may be at the hands of the employer, often in the form of dismissal or a layoff. Dismissal or firing is generally thought to be the fault of the employee, whereas a layoff is generally done for business reasons (for instance a business slowdown or an economic downturn) outside the employee's performance.

How to perform the termination in Kakitangan.com?

The process is quite straight forward, go to the users and click on the employee that you wish to

terminate / exclude from the system. Below (next page) the employee image, there is a ‘terminate’

button and when you click on it, system will pop out a box where you can fill in the date of last working

day for that particular employee.

For more info, you may refer the video from the link below:https://www.youtube.com/watch?v=zDNXJgoW_XE

https://www.youtube.com/watch?v=zDNXJgoW_XE

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Termination Logics in Kakitangan.com

Termination normally happened in future date because either terminated or resigned employee, we usually will get

the notice first from the HOD / employee before it’s going to happen. But there is a case where the HR person did not

set the last working day for the employee even though he / she already left the company. So how does

Kakitangan.com cater these scenarios?

1. When does the employee get terminated

If today is the day that you entered the employee's termination date and employee's termination date is in the past and backdated, then employee will be terminated tomorrow.If the employee's termination date was set in the future, then the employee will be terminated the next day of the termination date selected.

**WHY THE EMPLOYEE STILL IN PAYROLL EVEN AFTER TERMINATION?**

2. What if there is payroll?If you paid to the employee for the month of termination, do go to payroll > view report and "confirm amount" for the employee as well.If you are not going to pay to the employee for the month of termination, go to payroll > select the month of termination and untick "include in payroll".

After you do this, the system will finish termination process on this person by the midnight, then you no longer see in the payroll calculator.

Does system keep track of terminated employees?

Yes.

Once you terminated an employee (and fill in the last day of working), every night the system will find the terminated person. Once it is after the last day, the person will be removed from the User list, and included at the Report->Terminated Users.

If the employee’s email is a personal email (like Gmail or Hotmail), the email will then be refreshed and the employee may use this email to join another company that uses Kakitangan.com.

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Bank Level SecurityBank level security

Storage - We host our system on #1 cloud infrastructures in the world, Amazon Web Services, ensuring our servers will be safe from any physical sabotaging. Many Fortune 500 and banks using it.

Data transfer – You see the green color bar on your internet browser? We use premium HTTPS data encryption! Data transfer from your computer to server are protected from being hijacked. (Don’t trust those websites without the company entity name show on address bar)

Access of data – We are the 1st HR and Payroll company conducting PDPA audit (Personal Data Protection Act). We use security auditor that audited the bank’s portal. Data access is strictly restricted within our own company.

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Side track – if you need to delete a user group

• Click on the group name

• Then click on the “pencil” button besides the group

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Useful Links

• All FAQ and Knowledge Basehttp://blog.kakitangan.com/onboarding-your-company-to-kakitangan-com-for-the-first-time/

• Is my data safe in Kakitangan.com?https://kakitangan.uservoice.com/knowledgebase/articles/653134-is-my-data-safe-in-kakitangan-com

• What if I lost my password? https://kakitangan.uservoice.com/knowledgebase/articles/650542-how-do-i-recover-my-kakitangan-com-password

• Improve Kakitangan.com! (suggest ideas or vote for other people’s ideas)https://kakitangan.uservoice.com/forums/285155-improve-kakitangan-com

• Why is hospitalization leave deducted when I apply a sick leave?https://kakitangan.uservoice.com/knowledgebase/articles/783405-why-is-hospitalization-leave-deducted-when-i-apply

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http://blog.kakitangan.com/onboarding-your-company-to-kakitangan-com-for-the-first-time/

https://kakitangan.uservoice.com/knowledgebase/articles/653134-is-my-data-safe-in-kakitangan-com

https://kakitangan.uservoice.com/knowledgebase/articles/650542-how-do-i-recover-my-kakitangan-com-password

https://kakitangan.uservoice.com/forums/285155-improve-kakitangan-com

https://kakitangan.uservoice.com/knowledgebase/articles/783405-why-is-hospitalization-leave-deducted-when-i-apply

Future development planYou should let us know what you hope for!

Ask & vote for the features you like at https://kakitangan.uservoice.com/

We release new versions every week to 2 weeks. We include features the are most wanted by the users.

Yes you heard it correctly. Unlike other traditional software vendors, YOU determine the R&D future of Kakitangan.com.

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https://kakitangan.uservoice.com/

with

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KAKITANGAN.com