How to Set Up Your Company in the Payroll System — Malaysia HR Guide

Getting your company configured correctly from the start is the most important thing you can do before running your first payroll. A complete setup ensures your payslips are accurate, your statutory submissions are compliant, and your employees see the right information on their documents.

When you first log in after your account is approved, you will be guided through a 10-step setup wizard. Each step can be skipped and completed later from Company Settings — your progress is saved automatically as you go.

Step 1 — Company Profile

This is the foundation of your account. The information here appears on every payslip, EA form, and statutory report.

Fill in your company name exactly as it appears on your SSM registration certificate. Add your business address, contact number, and company email. Under Industry, enter your business sector (e.g., Manufacturing, Retail, IT Services). Finally, set your financial year start month — for most Malaysian companies this is January, but it may differ if your accounts follow a different fiscal calendar.

Step 2 — Statutory Registration Numbers

These numbers feed directly into your EPF Borang A, SOCSO Borang 8A, EIS report, and PCB CP39 submissions. Double-check them against your original registration letters.

You will need four numbers:

• EPF (KWSP) employer number — found on your EPF registration letter
• SOCSO (PERKESO) employer code — found on your SOCSO registration confirmation
• EIS employer code — usually the same as your SOCSO code
• LHDN employer (E) number — your income tax employer reference from LHDN

If you do not have all of these on hand, you can skip this step and return to it later. You will not be able to generate statutory submission files until all four are filled in.

Step 3 — Payroll Configuration

Set up how your payroll runs:

• Pay cycle — choose Monthly, Bi-weekly, or Weekly. Most Malaysian SMEs run monthly payroll.
• Currency — MYR for Malaysian Ringgit (pre-filled for most accounts)
• Pay date rule — enter how your payday is determined, for example last_working_day or 1st_of_next_month
• Overtime multipliers — Employment Act 1955 minimums are pre-filled (1.5× weekday, 2× rest day, 3× public holiday). Update these if your company pays higher rates.

EPF, SOCSO, EIS, and PCB contribution rates are managed centrally by the system — you do not need to enter percentages.

Step 4 — Bank & Disbursement Details

Enter the company bank account used for salary payments. This is used to generate your bank salary-crediting file (GIRO file) for bulk transfers, and also appears as reference information on payslips. Provide the bank name, account number, and SWIFT/BIC code.

Step 5 — Organisation Structure

List your company's departments and job designations, one per line. These are the values your HR team will pick from when adding or editing employee profiles.

Examples of departments: Human Resources, Finance, Operations, Sales, IT
Examples of designations: Manager, Senior Executive, Executive, Intern

You can add more departments and designations at any time from Company Settings → Organisation.

Step 6 — Leave Policy

The system pre-fills the minimum leave entitlements required under the Employment Act 1955:

Adjust these upward if your company provides better-than-minimum entitlements. You can also add custom leave types (e.g., Study Leave, Emergency Leave) from this screen.

Step 7 — Work Calendar

Select your company's primary state of operation. The system loads the correct public holiday calendar — national holidays plus state-specific holidays for your selected state. For example, Selangor loads both federal public holidays and Selangor's state holidays (Sultan's Birthday, Nuzul Al-Quran, etc.).

You can fine-tune the public holiday list anytime under Attendance → Public Holidays.

Step 8 — Branding

Upload two versions of your company logo:

• Portal header logo — shown in the navigation bar and on the login screen. PNG or SVG, transparent background, approximately 300×80px.
• Payroll document logo — printed on payslips and EA forms. Higher resolution, approximately 600×200px.

You can also set a brand colour (hex code) to theme certain UI elements. All uploads can be replaced anytime from Company Settings → Branding.

Step 9 — Invite Your Team

Add the email addresses and roles of your HR and Finance staff. Each person receives a sign-up link with their role pre-assigned. Available roles are HR Manager, Finance, and Employee. You can add more users at any time from User Management.

Step 10 — Review & Activate

The final screen shows a summary of your setup: company name, statutory numbers, pay cycle, and counts of departments, leave types, and public holidays configured. Review carefully, then click Activate Company to unlock the full dashboard.

After activation you can update any of these settings at any time from Company Settings in the sidebar.

What to Do Next

Once your company is active, the recommended next steps are:

1. Add your employees — Employees → Add Employee
2. Assign recurring payroll items to each employee (allowances, deductions, etc.)
3. Run your first payroll period — Payroll → New Payroll Run

If you need help at any step, visit our FAQs page or contact our support team.

Last updated: June 2026. Leave entitlement defaults reflect the Employment Act 1955 as amended. Always verify entitlements with your HR advisor for your specific industry and employee type.