As a new employee, you are now able to be a part of the setup process with the introduction of Employee Self Setup (also known as onboarding).
What can be a tedious process of paperwork moving back and forth has been turned into a faster, more accurate, and simpler method thanks to this feature.
The process is started by your employer after which time you will receive an email with a link to the Employee Self Setup wizard:
Once you click the link you will then proceed to the Self Setup wizard to start the process. It consists of 6 steps but you are able to skip any page for completion at a later date if necessary. The steps are:
- Personal Details: Some of this information will be pre-populated from the initiation process performed earlier by the employer.
- Date of birth (required)
- Gender (required)
- Address (required) - You can select from 'local', 'foreign' or 'local C/O' address. When entering an local address, auto-complete suggestions may be presented. To pre-fill an address, start typing in the 'lookup address' field and click on a suggestion. Alternatively, manually type in the details. N.B: Outside of Country, all of the fields are free text so there will be no validation done to ensure the address is correct.
- Mobile number - the format is 9 to 10 digits (xxxxxxxxxx).
- Family details - Employees select the applicable married status from the drop down box, and then enter the number of dependants. If the employee is married, they'll need to enter their spouse's name and identity card number if the spouse is a resident. If the spouse is not a resident, they will need to enter the spouse's passport number. This is used for reporting purposes.
- Banking Details - You are able to add multiple bank accounts, and select how much of your pay is to go into each account. You'll need to add the account name and select the bank from the drop down list. You'll then be able to add your account number and branch code.
- Statutory requirements -
- ITN / TRN: (required). This field is immediately validated and you will only be able to proceed if the number is correct.
- Nationality: Select the applicable nationality from the drop down box.
- Residence status: The residence status is a drop down field and allows you to select 'resident' or 'non resident'. If you hover over the tool tip you'll see further information about what constitutes residence status. This setting will affect the employees tax calculations. The following residence status/types are available:
- Non resident > Non Malaysian: In this scenario, the employee's passport number and passport issuing country are required fields. The SSFW (Social Security Foreign Worker number) is also required.
- Resident > Malaysian: In this scenario, the employee's identity card number is a required field. The worker status is and allows you to select between normal, returning expert program, knowledge worker, and affects the employees tax rate.
- Resident > Non Malaysian: In this scenario, the employee's passport number and passport issuing country are required fields. The SSFW (Social Security Foreign Worker number) is also required. The worker status is and allows you to select between normal, returning expert program, knowledge worker, and affects the employees tax rate.
- Resident > Permanent resident of Malaysia: In this scenario, the employee's identity card number is a required field. The worker status is and allows you to select between normal, returning expert program, knowledge worker, and affects the employees tax rate.
- EPF Number: This field is optional for reporting purposes.
- EPF Member Type: This allows you to select whether or not the employee was a member before or after August 1998.
- SOCSO: The options here will depend on the employee's residence status and residence type settings. If they are a resident or permanent resident you are able to select the following:
- Employment injury scheme
- Employment injury and invalidity scheme
- Qualifications - If the employer has requested that qualifications be added as a part of the Employee Self Setup, you will be able to add them here. The qualifications that are listed reflect the qualifications that have been added at a business level. Simply click on the toggle to "add" it to your employee profile. Once added you can then select an expiry date (if relevant) and add an attachment.
- Emergency Contacts - If the employer has requested that Emergency Contacts be added as a part of the Employee Self Setup, you will be able to add them here.
Once you click 'Finish' you will be reminded of any steps that have not been completed, or have unsaved changes.
You can click on any of the links to be taken to that page if you would like to complete/save changes OR select the 'Click here' button to finish the process.
After the 'Click here' button is selected, Employee Self Setup is complete:
Please note that once you have 'Finished' the process, you are NOT able to come back and make changes. The Self Setup will be closed and further changes must be made through your employer or your Employee Portal (if you have been given access)
Now that the Employee Self Setup has been completed, an email will be sent to all payroll admins that are registered to receive Self Setup emails. Clicking the link in the email will allow the employer to view the new employee information. Once the employer reviews and adds other required information, you - the employee - will be available for future pay runs.
If the employer has given you Employee Portal access, you will also receive an email containing a link to set this up.
The following articles provide more information on Employee Self Setup:
Introduction to Employee Self Setup
Employee Self Setup - Employer Process
If you have any queries or feedback please contact us via firstname.lastname@example.org