Employee Self Setup - Employer Process

It’s always exciting when new employees start, but in the past, more employees has also meant more paperwork for employers.

With the release of employee Self Setup (also known as onboarding), employers can say goodbye to the paperwork associated with hiring new employees. Employee Self Setup lets employers manage the onboarding process from start to finish quickly and seamlessly. 

How does it work?

Getting started with Employee Self Setup couldn’t be easier. Simply log in to your account, click on the Add employee > Start employee self setup button:

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Enter some basic employee details and click 'Save':

Once you click save, employees will be sent an email with instructions on how to complete their details.

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You’ll be sent an email once employees have completed their setup and from there, you’ll be able to review and complete the employee setup, ready for the next pay run!

See the below articles for more information about Employee Self Setup:

Starting the Self Setup
  1. You will receive an email that contains a link to the Employee Self Setup Wizard.
  2. Click on Setup my employee file.
  3. You are then taken to the Personal Details page.
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Personal Details
  1. On the Personal Details page some details are pre-populated according to what your employer has entered for you.  You can now fill in the remaining fields:
  • Title
  • First name
  • Middle name
  • Surname
  • Date of Birth
  • Gender
  • Residential Address (To pre-fill an address, start typing the address and click on a suggestion. or 'Can't find your address above?' option from the address dropdown field)
  • Postal Address is same as residential
  • Email
  • Mobile Phone
  • Use my personal details to find existing superfunds: Yes/No
  1. Click Next step.
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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
  1. The next page of the setup process is Banking Details. You can add multiple bank accounts and select how much pay goes into each account.

    Enter your account details:

  • Account name
  • Sort Code
  • Account Number
  • Roll Number (optional)
  • Pay into this account: select from:
    • The entire amount;
    • A specified amount;
    • A percentage of their pay
  1. There is a delete option and also a button to add another account for splitting your pay between multiple accounts. 
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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. 
    • Non resident > Malaysian: In this scenario, the employee's identity card number is a required field.
    • 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 rate: This field has since been set to view only starting 1 July 2022 when the reduced rate of 9% was readjusted back to the regular rate. System will default  to 'Automatic - default EPF rate' and is currently applying the regular rate of 11%.
  • 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
You will be asked to add any qualifications required by the employer here. 
  1. The qualifications that are listed reflect the qualifications that have been added at a business level. Simply click on the toggle and it will be added to the employee profile.
  2. Once added, an expiry date can be entered, along with a reference and attachment.
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Emergency Contacts
  1. Here you are asked to enter the details of your emergency contact. 
  • Emergency Contact Details:
  • Name
  • Contact number
  • Address
  • Relationship to you
  • Alternate Contact number
  • Secondary Emergency Contact Details:
  • Name
  • Contact number
  • Address
  • Relationship to you
  • Alternate Contact number 
  1. Click Finish.
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Finalisation

Once the employee has clicked 'Finish' the system will remind them of any steps that have not been completed.

If at any stage the employee has skipped a step, the system will provide a link at the end that will take them back to the incomplete page.

Alternatively, the employee can continue to access the self setup via the original link in their email. Until they complete all steps of the self setup, they will continue to receive reminder notification emails. The frequency of these emails will depend on what was configured when the employee self setup was first initiated. 
Once the employee has finished the self setup process, they can select the Click here button to finish the process.

As always, if you have any questions or feedback, please let us know in the comments or via support@yourpayroll.io

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