Configuration

General - Company Details

Step 1: Click on

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

Complete the following fields:

• Company Name – Your company’s registered name.
• Company Registration Number – Your company’s registered name Company Registration Number – Input your CRN, (can usually be found in the upper left corner of the Certificate of Incorporation)
• Tax Reference Number – Same as the Company Registration Number; used by the IRD for tax purposes
• Address Fields - Ensure your company’s full address is entered. Note that Address 1 is limited to 30 characters; input the remaining address in Address 2.
• Contact Information Section -  Provide contact details of someone familiar with your company’s payroll. This person will be contacted for any payroll data clarifications.

Step 3: Click on "Save"

General - Configuration

This section lets you control payslip delivery settings and half-monthly payroll setup. Please follow the steps below: 

Step 1: Click on

Step 2: Select  

Step 3: Click on  tab

Step 4:  Click on  

Step 5: Tick option to enable 713 Policy:

• Enable the 468 Automation Setting ( Only applicable when subscribed to Attendance Module )

  

  Automatically tags employees working ≥18 hrs/week for ≥4 consecutive weeks as under “Continuous Contract.

• Once you have selected to follow the 713 E(A)O 2007 Compliant Policy, the percentage for employees ADW is set to default.

  

• Select if you would like to use Current Month Average Daily Wage or 12 months Average Daily Wage, whichever is higher

• Set the Average Daily Wage (ADW) calculation for the employee

Leave and entitlements will now follow the Average Daily Wage (ADW) calculations as per HK713 legal requirements

Step 6: Allow Employee Bank Account Updates: Put a tick on this option if you will allow the employees to update their own bank 
account information:  

Step 7: Send Payslip via Email & Mobile App: Put a tick on this option if you want the PDF copy to be sent to the employees email and mobile application once payrun is approved and payslip is released:

Step 8: The currency display is for displays only and will not convert pay amounts

Step 9: Select your Proration Policy, which the system will use to calculate prorated pay

Step 10: Half-Monthly Pay Period: you can indicate the intervals as well as MPF deduction periods.

Step 11: Monthly Payrun Date (Optional):

You can set payrun date on (day) of the month. This will be reflected on the payrun dashboard as a reminder to process the payrun. You can set notifications to receive reminders a specific number of days in advance to run payroll

*Note: 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 12:  Pay Limit Notification (Optional):

You can set a pay limit in which the system will flag out to you if any employee’s pay exceeds a certain limit. Should the pay of the employee exceed the set limit, you will not be able to approve via the “Approve All” button. You will still be able to approve by viewing the details first and approve that employees pay individually

Step 13: Notifications: Enable alerts for any bank or salary adjustments - recommended if multiple payroll admins are involved.

Step 14: Click on   

General - Cost Center

Step 1: Click on

Step 2: Select  

Step 3: Click on  tab

Step 4:  Click on  

Step 5 : Input Cost Center Code and Cost Center Description into box below:

Step 6: Click "Add" button to save it

Alternatively, you may choose to import the cost center:

• Click on   to go to import the cost center

• Download the Import Cost Center template 

• The Cost Center template CSV. file will be downloaded to your device

• In the template, fill in the username ID, Cost Center Code, and Description. Enter the data, then click save

• Once the import file is uploaded, click  

• You will be directed to the page below:

• Click on  
• Click on to submit the changes

To Assign employees to Cost Centers

Step 1: Click on

Step 2: Select  

Step 3: Click on the icon adjacent to the employees name. You will be brought to the employees pay information page:

Step 4: Click on

Step 5: Under ‘Update Pay Information’ page, scroll down and you will see the Cost Centre field. Choose the cost center that you would like to assign to that employees from the drop-down

Step 6: Click on

General - GL Account

Step 1: Click on

Step 2: Select  

Step 3: Click on  tab

Step 4:  Click on  

Step 5:  Enter the Debit Account Code and the Credit Account Code

Step 6: Click on 

General - Salary Increment

JustLogin Payroll includes the salary increment to assist management in keeping track of the reasons the employee are given pay increment. The system provides commonly used Salary Increments but should you need other reasons, you may add them by following the steps below:

Step 1: Click on

Step 2: Select  

Step 3: Click on  tab

Step 4:  Click on

Step 5: Enter the salary adjustment reason

Step 6: Click on   

General - MPF Trustee List

An MPF trustee is a company or a natural person approved by MPFA as an approved trustee. An MPF trustee needs to exercise fiduciary duty in operating MPF schemes in the interest of scheme members. Service providers are persons appointed or engaged by the trustee to provide services for the scheme. To add/remove MPF trustee in the list, please follow the steps below:

Step 1: Click on

Step 2: Select  

Step 3: Click on    tab

Step 4:  Click on  

Step 5: You will be directed to the page below: 

Step 6:  Click on   

Step 7: Add the MPF trustee details 

Step 8:  Click on 

Payroll - Work Calendar

The Work Calendar is important as the work calendar will be used by the system to prorate the pay when a person first joins the company or when a person resigns. The number of days should be the same as the employment contract signed between the employer and employees

Step 1: Click on

Step 2: Select  

Step 3: Click on  tab 

Step 4:  Click on

Step 5: You will be directed to the page below: 

*Note: Ensure that all the days of the week are set to Full Day. As the proration is based on calendar

Step 6: To edit, click on the icon, and  select the dropdown to set the days of the week accordingly

If the 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 are subscribed to the leave module

Payroll - OT Rates

Step 1: Click on

Step 2: Select  

Step 3: Click on  tab 

Step 4:  Click on

Step 5: Enable 'Display in Pay Information and Process OT'  if your company is paying OT. 

Step 6: Enable 'Use Different Formula for Actual Working Hour'  if you have part-timers that work on an hourly rate basis by checking the box. 

Step 7: You can input the OT formula based on your company’s requirements.

Step 8: 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 employee that would make up their monthly salary

Step 1: Click on

Step 2: Select  

Step 3: Click on the   tab 

Step 4:  Click on   

Step 5:  You will be directed to the page below:

Step 6: To create a new Pay Element, Scroll down and click on   

Step 7: You will be redirected to ‘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, ‘Meal Allowance’, 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
• Tax Code: Choose the appropriate tax code from the drop-down list. Please make sure you tag the pay element to the correct tax code to avoid any issues regarding taxes
• Criteria: Indicate if you want the system to prorate the amount, if the pay element is MPF deductible, tagged as benefit-in-kind, and if the pay element is regarded as wage. Please put a tick on each accordingly
• Frequency: Indicate whether this pay element is to be used on a half-monthly pay period, monthly, one time or to deactivate the account. Recurring – if you want to set a specific period to use this pay element, you can put a tick in the checkbox and indicate the period of coverage. After the date you indicate, the system will automatically deactivate the pay element

Step 8: Click on

To view and edit all the Pay Elements in bulk

• click on  
• 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 the   tab 

Step 4:  Click on   

Step 5: If you have the special feature enabled you can choose whether to use your own Customisable Payslip Format or one of JustLogin’s Pre-set Payslip Formats by toggling the switch on the right-hand side. 

If this feature is not enabled for your company, you will see the preset payslip formats available only.

Customisable Payslip Format:

Under the Actions column, you will see two options:

• Edit (✏️ Pencil Icon): Edit the payslip fields by adding or removing information. You can drag and drop fields into the relevant sections.
• Preview (👁️ Eye Icon): Preview how the customised payslip will look.

Pre-set Payslip Format

• Select format: Click on the payslip style of your choice by clicking on the respective icon.

• Preview format: Click on the 👁️ Eye icon to preview the selected format.

Step 6:  Select the payslip form of your choice. To view a sample of each of the payslip format, click on the icon on the right side of the screen

Step 7: 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’

Step 8: You can add any message you’d like employees to see under the Custom Footer which will appear at the bottom of the payslip

Step 9: Click on  

Payroll - Voluntary Contributions

The payroll admin can use the system to add in Voluntary contributions to be included in the payrun. If you add a voluntary contribution, it will also show on the pay elements page on payroll. The difference between creating a pay element and adding voluntary contribution is that for voluntary contribution, you can indicate if the contribution is from the employee or the employer

Step 1: Head over to

Step 2: Choose

Step 3: Click on tab at the top

Step 4: Click on

Step 5: Add the Element ID, Element Name, and choose whether it is an Employee or Employer Contribution

Step 6: Click on

Payroll - Average Wage Opening Balance Setup

The average wage opening balance is essential for precise calculation of statutory entitlements such as holiday pay, sick leave allowance, and year-end payments, which are typically based on an employee’s average earnings. This setup ensures alignment with the Employment Ordinance by establishing a baseline for tracking each employee’s earnings and deductions accurately.

Step 1: Head over to

Step 2: Choose

Step 3: Click on tab at the top

Step 4: Click on

Step 5: You will be directed to the page below:

Step 6: Input the Average Wage Opening balance value

Step 7: Click on

Alternatively, you may choose to import the Average Wage Opening Balance Setup:

• Click on   

• You will be directed to the page below:

• Download the Import Average Wage Opening Balance template 

• The Average Wage Opening Balance CSV. file will be downloaded to your device

• In the template, fill in the the data, then save the file

• Under the import page, click on the ‘Drop File Here’ column and upload the template

• Once the import file is uploaded, click and you will be directed to the page below:

• Click on  

• Click on to submit the changes

 

Payroll - Tax Opening Balance

The Tax Opening Balance serves to record income and payments disbursed before the initial JustLogin payrun, thereby enabling the system to produce a comprehensive and accurate IR56B tax form

Step 1: Head over to

Step 2: Choose

Step 3: Click on tab at the top

Step 4: Click on

Step 5: You will be directed to the page below:

Step 6: You will see two options  

• IR56B Opening Balance - For any income, benefits, or allowances paid before you started using JustLogin Payroll
• IR56B Other Info - For additional employee details not pulled directly from payruns—like personal info, address, passport number, or job title

Step 7:  Input the Tax opening Balance Value 

Step 8: Click on

 

Alternatively, you may choose to import the Tax Opening Balance :

• Click on   

• You will be directed to the page below:

• Download the Import Tax Opening Balance template 

• The Tax Opening Balance CSV. file will be downloaded to your device

• In the template, fill in the the data, then save the file

• Under the import page, click on the ‘Drop File Here’ column and upload the template

• Once the import file is uploaded, click and you will be directed to the page below:

• Click on  

 

• Click on to submit the changes