HR & Payroll Module
1. Module Overview
The HR & Payroll Module centralizes all human resource operations — from employee onboarding and department assignments to attendance tracking, leave management, and payroll processing. It integrates with Financial Accounting for salary postings and with Claims for reimbursement workflows.
Business Value:
- Single source of truth for all employee data across the organization
- Automated payroll calculations reduce manual errors and ensure timely payments
- Leave and attendance tracking provides accurate workforce availability data
- Integrates with Claims module for seamless expense reimbursement
2. Key Concepts & Terminology
| Term | Definition |
|---|---|
| Employee Record | The master data profile for each staff member including personal details, department, position, and compensation. |
| Payroll Run | The periodic process of calculating gross pay, deductions, statutory contributions, and net pay. |
| Statutory Deduction | Mandatory contributions (EPF, SOCSO, EIS, PCB in Malaysia) automatically calculated during payroll. |
| Leave Entitlement | The allocated number of leave days per leave type (annual, medical, etc.) assigned to employees. |
3. Included Applets
| Applet | Purpose |
|---|---|
| Employee Maintenance Applet | Manage employee master records — personal details, department, position, and contact information. |
| Employee Applet | Employee self-service portal for viewing payslips, leave balances, and personal information. |
| Claim Applet | (Shared from Claims Module) Employee expense submission and tracking. |
4. Standard Business Workflows
Workflow 1: Employee Onboarding
Offer Accepted ──▶ Employee Record Created ──▶ Department Assigned ──▶ System Access Granted ──▶ Payroll EnrolledWorkflow 2: Monthly Payroll
Attendance Collected ──▶ Leave Deductions Applied ──▶ Payroll Calculated ──▶ Payslips Generated ──▶ Bank Transfer ──▶ GL Posted5. Roles & Permissions
| Role | Primary Applets | Key Responsibilities |
|---|---|---|
| HR Administrator | Employee Maintenance | Create/update employee records, manage departments |
| Payroll Officer | Employee Maintenance, Financial Accounting | Run payroll, generate payslips, process bank transfers |
| Employee | Employee Applet | View payslips, leave balance, personal details |
| Department Manager | Employee Maintenance (read) | View team members, approve leave requests |
6. Prerequisites / Initial Setup
- Core Module — Organisation with departments and positions defined
- Employee records imported or created
- Salary structures and deduction rules configured
- Statutory contribution rates (EPF, SOCSO, EIS, PCB) entered
- Leave types and entitlements defined
- Payroll bank account registered in Cashbook
7. FAQs & Troubleshooting
Q: An employee’s EPF contribution seems incorrect. Where do I check? A: Review the employee’s salary structure and EPF category in their Employee Maintenance record. Ensure the statutory rate table is current.
Q: Can employees view their own payslips? A: Yes, through the Employee Applet self-service portal.
Q: How does payroll connect to the General Ledger? A: Payroll postings are generated as journal entries in the Ledger & Journal Applet, debiting salary expense accounts and crediting liability/bank accounts.