JustLogin’s Payroll module helps Malaysian companies to compute the salary of their employees conveniently. This document will run through setting up your payroll system so you can process your employees salary.

Configuration

General - Company Details

The first thing that you need to do is to set-up the Company Details.

Step 1: Click on

Step 2: Select . You will see the page below:

Company Information

Step 3: Enter the Company Registration Number.

Step 4: Enter your company address. The address is the one that you used to register the company. Note that there is a 30-character limit. Anything beyond that, kindly put them in Address 2.

Step 5: Enter the City, State, Country, and Post Code.

Regional

Step 6: Enter the E Number or the Employer Number. This will be used in CP39, Form E and Form EA.

Step 7: Enter the C Number. This is the company’s Tax Number. This will be used in SSM

Forms, Borang 8A, CP39 and Form E.

Step 8: Enter the EPF Number (Employee Provident Fund). This will be used in Borang A.

Step 9: Enter the SOCSO Number (Social Security Organization) or the PERKESO. This is a mandatory contribution from all employees. This will include the Insurance scheme for each member.

Step 10: Enter the Zakat Number (Muslim Contribution). This will be used in Zakat Payment Form.

Step 11: Choose the HRDF Contribution percentage.

Person in Charge Information

Step 12: Choose the Main Contact Person by clicking on  to choose the employee and click Submit.

*Note: The main contact person is the person to be contacted if there are any queries regarding taxes/banking of your staff. Please choose the person who is knowledgeable in your company’s payroll.

Step 13: Click on

 

General - Configuration

The Configuration page will comprise settings such as how payslip should be sent to employees

Step 1: Click on

Step 2: Select  

Step 3: Click on the    under the General tab

Step 4: Select whether you would allow your employees to update their own bank accounts.

Step 5: Select the choice whether you wish to send PDF payslip to your staff upon the payrun approval.

*Refer to the guide on how to manually release payslips here: How to Release Payslip

Step 6: The 'Email from Address' is the email address used to send payslips to employees. You can change it to your own email domain if preferred. However, please ensure that your IT security system allows the sending of payslips from this address to avoid any delivery issues.

Step 7:Verify that the base currency for paying your employees is correct. If your entity is a Malaysia account, the default should be set to MYR.

Step 8:Select your Proration Policy, which the system will use to calculate prorated pay.

• 'Working Days' proration policy - calculates pay based on the actual number of days worked in a month, excluding weekends and holidays.
• 'Calendar Days' proration policy - calculates pay based on the total number of days in a month, including weekends and holidays.
• 'Fixed Days' proration policy - uses a predetermined number of days (such as 30 days) to calculate pay, regardless of the actual number of days in the month."

Step 9: Should the payment date stated in the payrun is a Sunday or a Public setting, the Payrun Setting will reflect the payslip date as the day before or after based on this setting.

Step 10: (Optional) Monthly Payrun Date

You can set payrun date on (day) of the month. This will show on the payrun dashboard.

*If payrun date set is greater than the last day of the specific month, always take the last day of the month as the payrun date.

Step 11: (Optional) You can set notifications to receive reminders a specific number of days in advance to run payroll.

Step 12: (Optional) You can set the pay run cut-off date of your company have its own Payrun Cycle or Payroll Cut-Off Date.

For example, if your company cut-off date is 15^th of every month, you can choose 15th of each month as your cut-off date. Read more on this feature here.

Step 13: (Optional) You can set a pay limit in which the system will flag out to you if any employees pay exceed a certain limit. Should any employees' pay exceed the stated limit, the system will not allow it to pass through when you click on the Approve All button. You may still approve the pay individually by getting into each of the payrun.

 Step 14: If the box is checked, you will receive notifications for any salary or bank account changes. You might wish to consider enabling both options if you have 2 or more payroll administrators.

Step 15: Click on  to save changes made.

 

General - Cost Center

To create Cost Center

Please follow the instructions below to create Cost Center.

Step 1: Navigate to Payroll > Configuration > General > Cost Center.

Step 2: Input Cost Center Code and Cost Center Description into box

Step 3: Click "Add" button to save it.

Import Cost Center

Alternatively, you can import the cost center

• Click on    to go to import page.

Import Page

• Click on 
• A csv. file will be downloaded to your device, open it.

• Fill in the username ID, Cost Center Code, and Description. After entering the data, save the file and go back to the system.

• Go back to the import page. Drop the file in the ‘Drop File Here’ column. Click

• After clicking on Import, you will see the mapping page.

• Click

• To check, you can go back to the Cost Center page; it should now be reflected in the system. (refer to Step 2)

To assign Staff to Cost Center

Step 1: Click on

Step 2: Select  

Step 3: Find the staff and click on the The following page will appear, and click on .

Step 4: Under ‘Update Pay Information’ page, go to first sub-tab, 'Employee Information', and scroll down until you see Employment Information.

You should see a Cost Centre field when you scroll down all the way.

Step 5: Select the Cost Center Code for this staff

Step 6: Once done, Click on the

General - GL Account

To create GL accounts, follow the instructions below:

Step 1: Navigate to Payroll ➜ Configuration ➜ General ➜ GL account.

Step 2: Enter the Debit Account Code and the Credit Account Code.

Step 3: Click on    icon at the bottom of the page to save the changes made.

 

General - Salary Increment

Salary increments are included to help management track the reasons for employee pay increases. The system provides commonly used salary increment reasons, but if you need to add others, follow the steps below:

 Step 1: Navigate to Payroll ➜ Configuration ➜ General ➜ Salary Increment.

Step 2: Enter the reason at the bottom.

Step 3: Click  button to save it.

 

Payroll - Work Calendar

The Work Calendar is important as it is used to pro-rate the pay when a person joins the company or when a person resigns.

To set the Work Calendar, follow these steps:

Step 1: Click on

Step 2: Select  

Step 3: Click on    tab at the top, select Work Calendar.

Step 4: Edit the Work Calendar by clicking the pencil icon

• Click to edit
• Click  to add more than one work calendar, and change the days accordingly.
  *Note: you can add a max of 10 different working weeks.

• • In the dropdown list, you have 4 options to choose, which is non-working day, full day, half day, and 0.25 day.
  • Click    to save changes.
  • Click    to cancel or delete.

If your payroll and leave work weeks are the same, selecting this option will sync both calendars, so you only need to set up one side.

*Note: This option is applicable only if you subscribe to the leave module.

 

Payroll - OT Rates

The OT Rates page allows you to specify whether the OT field should be enabled and if yes, what are the OT rates like.

To set up the OT page, follow these steps:

Step 1: Click on

Step 2: Select  

Step 3: Click on   

Step 4: Click on

Step 5: At the OT Hourly Rate, indicate the OT Hour Rate formula you wish to use. You may check with the Malaysia Labour Department for the formula your company should comply with.

Click on to view more.

You will see three Overtime Calculation Options available in the system (refer to the picture below). Copy the formula that applies to you and paste it into the OT Hourly Rate column to set it as the default.

Step 6: Enable this if your company is paying OT. Without enabling this, you will not have the Process OT fields to put in the OT hours. (Process OT under Payroll ➜ Administration ➜ Process OT tab)

Step 7: Enable this option if you have part-timers that work on an hourly rate basis by checking the box.

Change the formula to BasicPay (which is the hourly rate paid to the staff indicated in the Basic Pay field).

*To set up Hourly Pay for Part-Timers, click here

Step 8:Ensure that the rate for the Actual Hr is set to 1. This multiplier of 1, means that if a staff member worked 100 hours, the system would calculate their pay as 100 hours × MYR 10/hour × 1 = MYR 1000."

Step 9: Indicates the rate for the OT.

• OT1 : is applicable for working on PH (Public Holiday)
• OT2 : is applicable for rendering OT on a normal workday or working on Off Day.
• OT3 : is applicable for working on Rest Day.

*To understand more on the different types of OT and what they mean, refer here

Step 10: If this is checked, the OT calculation will use EA Overtime Rule (Capped BasicPay at RM4,000)

Step 11: Click on  to save

 

Payroll - Pay Elements

You can define all your company's pay elements in the Pay Elements page. The pay elements are items in which you paid or deduct from the staff that would make up their monthly salary.

Step 1: Click on

Step 2: Select  

Step 3: Click on   

Step 4: Click on

This page shows 49 entries already in the system, all of which comply with LHDN requirements.
To create a new entry, click on at the bottom right.
*Note: If there are any newly created pay elements, please verify with LHDN to ensure compliance.

 

Create Pay Elements

Step 5: Scroll down and click on

You will be redirected to the page below, ‘Pay Element Details’.

• Element ID: Provide a unique pay element ID. It can be anything as long as it is unique and understandable to you. It should not have any spaces. For example, ‘MealAllowance’, or ‘Meal_Allw’.

• Element Name: Enter an Element Name. Try to be descriptive and clear as this will be
  shown in the employee’s payslip.

• Element Type: Select whether this pay element is going to be an allowance, deduction or
  reimbursement. An allowance is essentially a sum of money paid regularly to a person to
  meet needs or expenses; reimbursement is a sum paid to cover the money that has been
  spent and deduction is any amount deducted from the employee.

• Formula/Amount: You can put an amount or formula here. For example, if you are giving
  $100 to every employee, you may put in the $100 in the amount.
  • Click    to view Keyword and Description. This is useful if you're creating a pay
    element with a formula, such as a sales commission. You can refer to the example
    provided to create your formula.

• • After creating the formula, click on . The system will verify whether your formula is correct.

• Amount limit: You can set an amount limit if you wish to. This limit will flag out the pay record if this pay element exceeds the amount or percentage specified by you.

You can choose either 'By Percentage' or 'By Amount', and then enter the corresponding percentage or amount limit below.

• Criteria: Indicate the criteria for this pay element:

You can always refer to the for more information, for example:

If PCB is enabled, the following table will be shown:

• Tax code: Select the appropriate option from the list to include this element in the EA form (e.g., B1-A Gross Salary).

• Wage Type: Choose Normal or Additional Remuneration

Normal remuneration typically includes regular pay components such as base salary, hourly wages, and standard bonuses. These are consistent and predictable forms of pay that are part of the employee’s regular compensation package.

Additional remuneration refers to extra pay that is not part of the regular salary, such as overtime pay, performance bonuses, or special allowances. This type of remuneration is variable and often based on specific conditions or achievements.

• Annual PCB Exempt Limit: any exempt limit, enter the column

• Tax Code (Excess Amount): The amount exceeding the PCB exempt limit will be grouped under this tax code.

• Frequency: Choose the frequency of this pay element. There are 3 choices here:

1. Monthly - once added, this pay element will appear every month.
2. One Time - once you approved the pay run, the pay element will be removed from the pay element list in the next month.
3. Inactive - allow you to deactivate the pay element.

• Recurring: (Optional) The Recurring fields allow you to specify the recurring months that this pay element will be used.

• Save the changes: Click on to save the pay element.

• Click to go back to the Pay Element (refer page step 5)

*Note: It is important to ensure that pay elements are correctly configured before running payroll, particularly the criteria. This ensures accurate contributions on the payslip and correct amounts on the EA form.

To check the pay elements information in excel file:

• To verify, repeat steps 1–5 to access the Create Pay Element page, click

• An excel file will be downloaded to your device

• Open the file to view the list of all pay elements in your account. This allows you to easily check and verify the information. For any incorrect entries, you can make direct changes in the system.

 

Payroll - Payslip Format

Step 1: Click on

Step 2: Select  

Step 3: Click on   

Step 4: Click on

Step 5: Payslip Template - Select the payslip form of your choice by clicking on the respective icon. If your country’s Labour Department requires your company to show important data in the payslip, you may need to get in touch with your Account Manager to customize the payslip format. Please note that any customization will require an additional cost.

• Click to preview the template.
• If you wish to use the template, simply click on the icon to apply it

Step 6: Payslip Logo - The system allows you to upload your company's logo. To upload the logo, you need to have a picture that is within 300x150 pixel in size. Click on the ‘Click here to upload’.

Once successfully uploaded, you should see your company's logo appearing in this place.

Step 7: Custom Footer – You can add any message you’d like employees to see, which will appear at the bottom of the payslip. Once done, click to save it.

Payroll - Opening Balance Setup

Setting up the opening balance is essential for two main purposes:

• Accurately calculate the monthly income tax (PCB)
  • To accurately calculate the monthly income tax (PCB) and generate year-end payroll reports, the admin must include the accumulated year-to-date income and tax paid up to the current date.
  • If this is your first time running payroll in JustLogin, especially if you started using it from February onwards, the employees' Basic Pay, Bonus, EPF contributions, and other pay elements should reflect the values from January up to the current date.

• To generate accurate amount for the EA form early of the year
  • This also ensures that when you generate the EA form early next year, the correct amounts are reflected.

Step 1: Click on

Step 2: Select  

Step 3: Click on   

Step 4: Click on

Step 5: Input the opening balance

There are 2 methods to update the opening balance.

Method 1: Input directly to the system

• Choose the year and select the employees who you want to input opening balance. Then click

• You will then see a page appear below, displaying the employee’s name and join date.

• • Enter the amount directly into the column, and click any white space to save it automatically.

• • If you would like to add other pay elements, or employer EPF, SOCSO, EIS contributions, please click

• • By clicking, you’ll be able to see ‘add more pay elements’ table (as below). You can tick those pay elements you wanted to input.

*Note: For employer contributions, remember to scroll to the bottom and tick ‘Employer EPF,’ ‘Employer SOCSO,’ etc., to add them to the list, and enter the amount.

Once you have done selected, click

You will now see the selected items appear in the list below. You can remove the items by clicking the button.

Once you have completed inputting the information for this employee, click to save your changes and proceed to the next employee.

*Note: You can also enter the total amount for one month prior to the current date.

 

Method 2: Import the opening balance

• Access to this page (Refer to Step 1 – 4)

• Click on

• You’ll be brought to this page (as below)

On this page, you will need to

• Select the year
• Choose the employees who you want to input the opening balances
• Move the pay elements you want to input from left column to right column (selected pay elements)

• Then click

• A csv. file will be downloaded to your device.

• You will see an excel file as below, key in the data accordingly, save the file.

• Go back to the system, click back (refer to no.4)

• You’ll be redirected to the previous page, select

• Drop your file under ‘drop files here’.

• Once it’s uploaded, click

• A notification saying “Well done! Records Imported Successfully” will appear, indicating that the data has been imported successfully. You can review the records on the opening balance page. Refer to the page under ‘Method 1 (no. i).’

Users - Module Users

Step 1: Click on

Step 2: Select  

Step 3: Click on 

The Module Users section displays a list of payroll users who have been enabled to access the Payroll module.

Those with the tick checkbox are those who have been enabled to use the payroll module.

Those without the tick are those who cannot use the payroll module.

 

Users - User Profiles

The User Profiles allow you to create new profiles that can create different roles in the payroll.

Step 1: If you wish to create a new user profile, simply click on

Step 2: Enter the Profile Name, and Profile Description (if any).

Step 3: Check the box to grant access to the selected group of people.

Step 4: Click on the

Step 5: Once it’s saved, move on to the “Group Access” tab to assign the access to the employees.

 

Group Access - Payroll Group Setup

Group Access is useful if your company requires different administrators for different groups of users.

Step 1: Click on

Step 2: Select  

Step 3: Click on 

Step 4: Click on

Steps 5: Enter the data.

• Group Code: Ensure there are no spaces and use only letters and digits. It cannot be edited once its saved.
• Group Name: You can use any name; there are no limitations.
• Choose the employee who you want them to have this access, by ticking the white box beside their names.

Step 6: Once done, click

 

Import User Groups

At page Step 3, click on

• At Import User Group page, click on

• A csv. file will be downloaded to your device.

• In the template, the username ID and full name will be based on your active employees in the system. You only need to update the Group Code to match the code you created in (Step 5a). Once done, save the file and return to the system.

• Drop the file in the ‘drop file here’ section, and click

• A mapping page will be shown, click next.

 

Assigning User Profile to Users

Step 1: Repeat Step 1 to 3, and go to second sub tab.

Step 2: Click on 

The below screen will appear:

Step 3: Select the employee whom you wish to assign the profile

Step 4: Select the profile you wish to assign (Created under User – User Profile)

Step 5: Assign the user group. Can select multiple group. (This was created under payroll Group Setup)

Step 6: Click on the

A confirmation notification will appear “Updated Successfully!”