Frequently Asked Questions

The system is built specifically for Malaysian statutory compliance and supports:

• EPF (KWSP) — Employees Provident Fund contributions
• SOCSO (PERKESO) — Social Security Organisation contributions
• EIS — Employment Insurance System contributions
• PCB / MTD — Monthly Tax Deduction for LHDN
• Form EA — Annual income statement for employees
• Borang A — EPF monthly contribution form
• Borang 8A — SOCSO monthly contribution form
• CP39 — PCB monthly submission form

Yes. All data is encrypted in transit (HTTPS/TLS) and stored securely. Access is role-based — only users with the appropriate role (Super Admin, HR Manager, Finance) can view sensitive payroll and statutory information. All authentication events, logins, and critical changes are logged in the system's security log.

Go to Employees in the sidebar and click Add Employee. Fill in the employee's personal details, salary, EPF number, SOCSO number, bank details, and tax category. The employee will be included in the next payroll run.

You can also configure recurring allowances and deductions per employee under the Payroll Items tab of their profile.

To create a new loan for an employee:

1. Go to Loans in the sidebar.
2. Click New Loan.
3. Select the employee, enter the loan amount, monthly repayment, and interest rate (if any).
4. Set the disbursement date and the first repayment month.
5. Submit for approval.

Once approved, the monthly repayment is automatically deducted from the employee's payslip each month until the loan is fully settled.

Loan repayments are deducted automatically when payroll is generated. The system checks each employee's active, approved loans and deducts the monthly repayment amount from their net pay.

The deduction appears as a line item on the payslip under Deductions. Repayments stop automatically once the loan is fully settled.

Yes. Users with the Super Admin or HR Manager role can approve or reject loan requests from the Loans section.

• Approve: The loan becomes active and repayments begin from the specified first deduction month.
• Reject: The loan is marked as rejected and no deductions are made. The employee can be notified by email.

The system does not automatically handle off-boarding loan settlements — this requires a manual decision. You should:

1. Review the outstanding loan balance in the Loans section.
2. Deduct the remaining balance from the employee's final pay (gratuity, outstanding leave encashment, etc.) if permitted under their employment contract.
3. Mark the loan as settled manually once resolved.

We recommend including a loan recovery clause in employment contracts.

Yes, the system supports multiple concurrent loans per employee. Each loan is tracked independently with its own balance and repayment schedule. All active loan repayments are summed and deducted together during payroll generation.

However, we recommend setting a company policy on maximum outstanding loan amounts to avoid excessive deductions that would leave employees with very low take-home pay.

The system supports both interest-free and interest-bearing loans. When creating a loan, you can enter an annual interest rate (%). If set to 0%, the loan is interest-free.

Interest is calculated using a simple flat-rate method and added to the total repayable amount. The monthly repayment and total repayable amount are displayed on the loan record.

If you add an employee to the system after a payroll run has already been generated for a past period, they will appear in the "Missing Employees" section at the bottom of that payroll run's page. You can click "Add to run" to automatically calculate and insert their payslip into the existing run — no need to delete and regenerate the entire run.

Yes. The "Add to run" feature works on payroll runs of any status — draft, approved (completed), or paid. For approved and paid runs, the system will also automatically record the employee's loan repayments and update the EPF and SOCSO/EIS statutory payment totals to include the newly added employee.

The "Missing Employees" panel appears on a payroll run when there are active employees who were eligible for that payroll period (their joining date falls on or before the last day of that month) but do not have a payslip in that run. This typically happens when an employee record is created in the system after the payroll run was already generated.

Yes — automatically. When you add a missing employee to an already-approved or paid payroll run, the system recalculates the combined EPF total and SOCSO/EIS total across all payslips in that run (including the new one) and updates the statutory payment records accordingly. You do not need to manually adjust the statutory payment amounts.

Yes. For approved and paid runs, adding a missing employee will also record any active loan repayments for that employee for the payroll period, and deduct the installment from their outstanding loan balance — exactly as the normal approval process does. The system checks for duplicate repayments so it is safe to use even if you run the action more than once.

The payslip is calculated using the employee's current profile settings at the time you click "Add to run" — including their basic salary, EPF/SOCSO/EIS opt-in status, PCB settings, and any recurring allowances or deductions. The statutory contribution rates for that period are applied automatically. If the employee's profile was set up correctly from the start, the figures will match what they would have been if the employee had been included in the original run.

Payroll for a given month (e.g. June) can be processed during the 1st to 5th of the following month (e.g. 1–5 July). This is the standard Malaysian payroll processing window.

The dashboard shows the current processing window and upcoming schedule so you always know when to run payroll.

Yes, users with the Super Admin role can edit individual payslip items after a payroll run has been approved. This is useful to correct errors without re-running the entire payroll.

All edits are audit-logged with the editor's name and timestamp. Edited payslips can be re-downloaded and re-sent to the employee.

The system automatically calculates the following for each employee:

• EPF (KWSP) — employee and employer portions
• SOCSO (PERKESO) — employee and employer portions
• EIS — employee and employer portions
• PCB / MTD — based on chargeable income and tax category

All calculations follow the latest official contribution tables published by KWSP, PERKESO, and LHDN.

PCB (Potongan Cukai Berjadual) is the monthly tax deduction from employee salaries, also known as MTD (Monthly Tax Deduction). It is remitted to LHDN (Inland Revenue Board of Malaysia).

Deadline: PCB must be submitted and paid by the 15th of the following month, same as EPF and SOCSO.

Submission is done via e-PCB, e-Data PCB, or the CP39 form through the LHDN MyTax portal.

Yes. PCB is calculated for each employee based on their chargeable income, tax category (single, married, with dependants), and applicable tax rebates. The calculation follows the official LHDN PCB tables.

You can download the CP39 / e-PCB upload file from the Statutory Forms section to submit directly to the LHDN portal.

EPF contributions must be paid by the 15th of the following month. For example, June 2026 payroll contributions are due by 15 July 2026.

If the 15th falls on a weekend or public holiday, payment must be made by the last working day before the 15th. Late payment incurs a dividend loss and potential penalties.

SOCSO and EIS contributions are also due by the 15th of the following month, the same deadline as EPF.

Both EPF and SOCSO/EIS payments can be made together via KWSP i-Akaun, PERKESO Assist Portal, or through your bank's online banking system.

As of 2024, the standard EPF contribution rates are:

• Employee contribution: 11% of monthly salary (for employees below age 60)
• Employer contribution: 13% for employees earning RM5,000 or below; 12% for employees earning above RM5,000

Employees aged 60 and above contribute at a reduced rate of 5.5%, with employer contribution at 6%.

Note: These rates are set by KWSP and may be updated by the government. Always verify with the official KWSP portal.

SOCSO contributions are based on the employee's insurable wages (basic salary + fixed allowances), capped at RM5,000 per month. Contributions follow PERKESO's wage contribution schedule.

• First Category (Employment Injury + Invalidity Scheme): applies to employees below age 60. Employee pays ~0.5%, employer pays ~1.75%.
• Second Category (Employment Injury Scheme only): applies to employees aged 60 and above. Employer pays ~1.25%, employee pays nothing.

The system automatically applies the correct rate based on the employee's date of birth.

The Employment Insurance System (EIS) provides temporary financial assistance and re-employment support to employees who lose their jobs. It is managed by PERKESO.

Who must contribute: All employees aged 18 to 59 in the private sector. Foreign workers, domestic servants, self-employed individuals, civil servants and public sector employees are exempt.

Rates: Both employee and employer each contribute 0.2% of the insurable wage (total 0.4%), capped at RM4,000/month.

Late or missed payments carry serious consequences:

• EPF: Dividend loss on the unpaid amount, plus a late payment dividend charge and possible compound contributions.
• SOCSO/EIS: A late payment penalty of 6% per year on the outstanding amount, plus potential prosecution under the SOCSO Act 1969.

The system sends you email reminders on the 7th and 10th of each month so you never miss the 15th deadline. You can also confirm payment in the Statutory Payments section once paid.

Go to Statutory Payments in the sidebar. For any pending payment:

1. Click the Confirm Payment button next to the EPF or SOCSO/EIS entry.
2. Enter the paid date, the bank/portal reference number (optional), and any notes.
3. Click Confirm. The status will update to Paid.

If you need to revert a confirmation, click Revert to Pending. This does not affect the actual payment — it only updates the record in the system.

Yes. When you run and approve a payroll in the system, EPF, SOCSO, and EIS are automatically calculated for each employee based on their salary and age. The totals are then aggregated per company and a statutory payment record is created — ready for you to pay and confirm.

All calculations follow the official KWSP and PERKESO contribution tables.