The document provides an overview and guide for setting up and using the HR and payroll software system called Kakitangan.com. It discusses registering a company account, setting up the administrator profile, exploring key features like payroll, leave applications, and benefits. It also covers adding employees, configuring payroll settings, and customizing company settings. The overall document aims to help new users understand the basic functions and flow of the Kakitangan system for managing HR, payroll, and personnel processes for small-to-medium sized businesses.
1. 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
1
2. 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
3. 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 3
8. “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
9. 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.
10. 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
• The Leave system is FREE up to 100 people size!
No reason not to use in your company.
11. 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.
12. 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
15. • 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
15
16. By now you should already sign
up an account in
Kakitangan.com…
16
17. 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
17
18. CONGRATULATIONS!!!
You have completed Sign Up
process with Kakitangan.com
Now, use your
email as username, and
Password created just now
to login.
18
19. 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.
19
20. 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 slides
20
21. 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
21
22. 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. Position
5. 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.
22
23. 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
24. 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
24
25. 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!
25
26. 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!
26
27. 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.
27
28. Buying Medical Insurance- It’s easy, simple and
hassle-free.
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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29. Buying Medical Insurance- It’s easy, simple and
hassle-free.
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.
29
30. 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!
30
31. 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!
31
32. The world after first-time experience – (1) dashboard
Company
wide Settings
Reports
(We keep
improving)
Benefits
32
Add/Edit your
employees
The Leave Policy
Settings
33. 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
34. Adding employee can be done in 2 ways.
1. Add employee one-by-one
2. Add Employee by Batch Import
Add employee info
34
35. Adding employee is simple.
1. Personal Details
i. First Name ii. Last Name
iii. Gender iv. Email
2. Employment Info
i. 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 to
For 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 Leave
iii. Hospitalisation iv. Carry Forward Balance Info
Add employee info one-by-one
35
36. • Click Template.xlsx
o and it will download Excel files.
o Please complete the template
accordingly.
Add employee info by batch import
36
37. • 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
Add employee info by batch import
37
38. • 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.
Add employee info by batch import
38
40. (1) Who is having the payroll permission?
Payroll -> Configure
41. (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.
42. (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
43. (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.
44. (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?
45. (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
46. (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
47. (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)
48. (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.
49. (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.
50. (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.
51. (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.
52. (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.
53. (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)
54. (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.
55. (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.
56. (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.
57. (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 and Connect First
• Maybank2u Biz (output to 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.
60. 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
“,”
62. 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.
63. 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
64. How to do CP38?
• Input here.
• While we pay
all to LHDN,
but in all LHDN
documentation
s, CP38 and
normal tax is
separated.
65. 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).
66. 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?
68. Manage Leave Policy
We have predefined Leave Type for your convenience.
i. Annual Leave ii. Sick Leave
iii. Hospitalization iv. Maternity
v. Paternity vi. Compassionate
Company Leave Year
Define 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
68
69. 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.
69
70. Annual Leave Policy
Setting 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
70
71. Annual Leave Policy
Setting 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
71
72. 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
73. Annual Leave Policy
• Click Refresh Groups
• Click drop down box Everyone
• Select Manager
And you can start create Leave Group for Manager
73
74. 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.
74
75. 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
75
76. 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.
76
77. 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 entitlement
based on the number of days worked starting from the hire date
(for new employee) or first day of the company's leave year (for
existing employee). For example, an employee is hired on 1 April
2015 and is entitled to 12 days of annual leave per year. In this
case, the employee gains 0 day on his first day and 0.5 day on 15
April 2015.
• Full Entitlement on pro-rata basis - System calculates the total
entitlement for the year, and employee gets their full
entitlement as soon as an employee joined (for new
employee) or on the first day of the company's leave year (for
existing employee). For example, an employee is hired on 1 April
2015 and is entitled to 12 days of annual leave per year. In this
case, the employee gets 9 days on his first day.
• Accrual on pro-rata basis for the first year, full entitlement the
following year - This is the combination method for which an
employee has to earn the entitlement on the first year, and
subsequently gets full entitlement on the first day of the
following 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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78. 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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79. 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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80. 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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81. 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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82. 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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83. 83
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)
84. 84
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 info
https://www.youtube.com/watch?v=Jz1d8RpHhcE
85. 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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86. 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
88. 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
89. 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
90. • 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.
90
91. 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
92. • 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
93. • 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. Cash
2. Payroll
3. Bank transfer
4. 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.
95. HRIS Premium
This 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
96. 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.
97.
98. 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…
99. • 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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100. 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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102. Click Get Started.
Employees will
receive an invitation
email to start their
journey at
kakitangan.com.
First thing first,
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103. Employee - Create
own password for
Kakitangan.com.
Then re-enter it
for confirmation,
and click
Create Password
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104. Use email as username, and
the password created just
now, to login into the
Kakitangan.com system.
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105. 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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108. 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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109. Employee Payroll
View
If the company uses
Kakitangan.com Payroll
system, the employee can
view their payslip, and
download the previous
payslips.
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110. 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
112. 112
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.
113. 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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114. Bank Level Security
Bank 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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115. 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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116. Useful Links
• All FAQ and Knowledge Base
https://kakitangan.uservoice.com/knowledgebase
• 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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117. Future development plan
You 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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