User Manual for HRMS - People ESS

(All User & Supervisory / HOD)

This is a cloud-base HR system where ease for our employee to access the system at any time or
anywhere.

All employees must go thru this user manual in order to facilitate the knowledge of using the system
in more efficient and effectiveness way.

This user manual including 2 types of users which is All User is to enable for them to check and update
their personal details and Supervisory/HOD is the assigned HR task for entire outlet/department.
There are total 6 modules which are: -

(A) Employee Module *New Employee MUST DO after 1st week on board Pages

A-1 New User Log In & Change of password All User 3

A-2 Forget Password All User 4
A-3 CV View All User 5-6
A-4 Submit CV Change Request All User 7
A-5 CV Change Request History All User 7
A-6 Feedback All User 8

(B) Attendance Module

B-1 Shift Schedule All User 9
B-2 Attendance History All User 10
B-3 Staff Schedule Supervisory / HOD 11 - 13
B-4 Staff Attendance Supervisory / HOD 14 - 16
(C) Leave Module
C-1 Application of different types of leave All User 17
C-2 Checking Leave History All User 18
C-3 Checking Leave Entitlement and Balance All User 19
C-4 Leave Cancellation All User 20
C-5 Leave Approval Supervisory / HOD 21
C-6 Staff Leave History & Staff Leave Balance Supervisory / HOD 22
C-7 Leave Credit Supervisory / HOD 23
C-8 Apply on behalf Supervisory / HOD 24
(D) Overtime Module
D-1 OT Plan Supervisory /HOD 25 - 26
(A) For Before work / After work
(B) For Working on Public Holiday
D-2 OT Plan History Supervisory /HOD 27
(E) Benefit Module
E-1 Application of different types of staff benefits All User 28 - 30
a) Medical Claim
b) Benefit Claim
E-2 Checking Benefit entitlement and balance All User 31

(F) Claims Module *NEW*

F-1 Miscellaneous Claim All User 32 - 34
F-2 Travelling & Mileage Claim and All User 35 - 37
other outstation expenses

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(G) Payslip Module

G-1 Payslip with explanation on calculation feature All User 39-40
G-2 EA Form All User 41

You may refer to your superior or HR personnel if you need further guidance on this.

Enjoy on exploring the journey of HRMS - ESS (Employee Self Service) with Loudspeaker!

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(A) Employee Module

A-1 New User Log In & Change of password

All new comers must provide a valid email address which written on the Employment Application Form.

HR personnel will create the user account for each employee and will send User ID and Password to employee
email address individually.

The link for ESS portal is https://loudspeaker.peopleess.biz/PeopleESS/UserLogin.aspx

After received the email, click the link as above and key in the User ID and password given.

Step 1 Upon login, click User Button

Step 2 Change your preferable password under New Password column

Step 3 Insert the same password under Confirm New Password column

Step 4 Click Update button

Remark: Please do not share your Log in ID and password to other team mate / colleagues.

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A-2 Forget Password

If you have forgotten the log in password, you may request a new password via system.

Step 1 Click on the Forgot Password

Step 2 Reset Password message pop out

Step 3 Key in your staff ID and click Continue

Step 4 Reset password email will be sent to your email address

Step 4 New temporary password will send to your email address. Please check your mail box

Step 5 Enter the User ID and New temporary password

Step 6 Repeat the same step as A-1 to change the password.

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A-3 CV View

Every employee needs to ensure the data show in the system is up to date. The areas need to audit are:
- Personal
- Address
- Family
- Qualification
- Job History

The system will pop out a message to remind you to do Self-Audit.

If you click Data Correct, mean you confirm the details show is correct. So, the system will not pop out Self-
Audit message on next login.

If you click Remind me on Next Login, mean you wish to do the self-audit next round. So, the system will pop
out the same message at the next log in.

If you click CV Change Request, mean you wish to do the update immediately.

All the CV Change Request after updated, it will send to HR for verification and approval.

Things to highlight: -

Please ensure all the data are correctly and completely update in the system. We do not accept the CV Change
Request and Application to claim staff benefit / Leave in the same time/month.

HR personnel will base on the details to justify and approve the application. Any incomplete /missing info which
related to staff benefit or leave entitlement, HR reserve the right to reject the application.

For example: Staff A grandmother passed away, he applies for 3 days Compassionate Leave but he saw the
system do not have his grandmother name and other details. So, he updates his CV by sending in the request as
well.

HR to do: To reject the Compassionate Leave and Staff A will need to apply for Annual Leave / Unpaid Leave
on this matter.

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Step 1 There are 2 ways to view on the CV

First Click on the Staff ID link at the User Info panel of the homepage

Second Go to Operational HR drop down menu, then click on the [CV] option from the Individual panel.

Step 2 The available info provided in the CV are grouped into different info tabs. Click onto the different
tabs to view the respective info.

If certain info tabs are grey out, it’s either the info are irrelevant for now or HR has opt to disable it.

All information displayed are for read only. Data updates can be done via CV Change Request or communication
with HR.

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A-4 Submit CV Change Request

Step 1 Go Operational HR and click on the CV Change Request from the Individual panel.

Step 2 Update the necessary details at the CV Change Request

You can opt to [Save as Draft] which no approval route will be generated.

Or click on [Send for Approval] which will route to HR personnel for verification and approval.

For updates of details that need supporting documents, kindly upload the documents at the attachment field.

Step 3 The updated info will reflect at the submitted CV Change Request with a highlighted box.

Highlighted red box defines the new info that are updated by the employee.
Highlighted yellow box defines the original info that are displayed at the CV.

A-5 CV Change Request History

Step 1 Go Operational HR and click on the [CV Change Request History] option from the Individual panel.

Step 2 To view all submitted CV Change Request by clicking on the doc ref.
To view current approval workflow status by clicking on the [View] link under the Workflow column

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A-6 Feedback

Used for : Update Employee Vaccination status

Step 1 Go Operational HR and click on the Feedback from the Individual panel.

Step 2 Click New button

Step 3 Select Vaccination and choose Category

Step 4 Your Feedback column

Write “NA” if completed the vaccination progress. If still in progress, write down the reason.

Step 5 Add in Attachment

Step 6 Click Add button

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(B) Attendance Module

B-1 Shift Schedule

Able to check the work shift assigned by PIC from time to time.

Step 1 Go Operational HR and choose Attendance

Step 2 Click on the [Shift Schedule] option from the Individual panel

Step 3 The assigned work shift will show in the calendar and you can refer to the shift code
definition at the right-hand side

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B-2 Attendance History

Able to monitor own attendance record

Step 1 Go Operational HR and choose Attendance

Step 2 Click on the [Attendance History] option from the Individual panel

Step 3 You may select month to view, search by type and approved Overtime hours given

Things to highlight: -

All the attendance data were extracted from Fingertec Attendance software and imported manually into this
system. Therefore, the clock time might not be up to date daily.

The clock data will capture the First in clock time as Time 1 and last clock time out as last clock out time. Any
subsequently of 30 mins clock in after first time in will be considered as Time 2.

Every employee must always remember to clock in when arrived AND clock out when completed the work.
Otherwise, it will be considered as Odd Clocking and you will receive a “punishment” from your PIC.

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SUPERVISORY / HOD
B-3 Staff Schedule
Every outlet PIC need to plan the roster (at least 10 days in advance) in the system.

Step 1: After log in to ESS, go to Operational HR button and click Attendance

Step 2: Click Staff Schedule

We had defaulted the work shift as NA.

The system will appear “yellow color” on the particular day with special code – GPH & NGPH, which mean is
Public Holiday which declared by company.

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Step 3 Define Work Shift Type & Work Shift Selection

We categorised into 4 type of work shift as per below: -

Normal Working Day Compulsory Gazetted PH Non-Gazetted PH Rest day

- Chinese New Year (2
- Labour Day
days)
- Agong Birthday
6 working days per - Hari Raya (2 days)
Type - National Day 1 day per week
week - Hari Raya Qurban / Haji
- Malaysia Day
(1 day)
- State Sultan Birthday
- Christmas (1 day)

Normal Working Day Compulsory Gazetted PH Non-Gazetted PH Remark

MS - 0930 – 1830 MS - 0930 – 1830 (GH) MS - 0930 – 1830 (NGH) For Mini Studio
Morning -
1000 – 1900 1000 – 1900 (GH) 1000 – 1900 (NGH)
Shift
PGA - 1100 – 2000 PGA - 1100 – 2000 (GH) PGA - 1100 – 2000 (NGH) For PGA outlet
1300 – 2200 1300 – 2200 (GH) 1300 – 2200 (NGH)
1400 – 2300 1400 – 2300 (GH) 1400 – 2300 (NGH)
Mid Shift 1500 – 0000 1500 – 0000 (GH) 1500 – 0000 (NGH)
1600 – 0100 1600 – 0100 (GH) 1600 – 0100 (NGH)
1700 - 0200 1700 – 0200 (GH) 1700 – 0200 (NGH)
MS -1830 - 0330 MS - 1830 – 0330 (GH) MS - 1830 – 0330 (NGH) For Mini Studio
Night Shift
1900 – 0400 1900 – 0400 (GH) 1900 – 0400 (NGH) -

Step 4 Choose the employee that you intend to slot in the working shift, either 1 or more than 1 employee
who will have same work shift on the same day. After that, click the Change Shift button.

Step 5 Insert the Start Day and End Day. Next to select Work Shift at Shift column and Save.

Example 1: 02/9/2020 is Normal Day. The employee requires to work on this date Noon shift 4pm. So, you
need choose the work shift – 1600 - 0100

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Example 2: 16/9/2020 is Compulsory Gazetted Public Holiday. The employee requires to work on this date
Morning shift. So, you need choose the work shift - 0900 – 1800 (GH)

Thing to highlight while preparing the duty roster: -

- Please do not put Rest day and Public Holiday on a same day.
- Please do not change the Rest day to another day if the employee was on Medical Leave or other Emergency
Leave. In such case, we will treat the employee is day off and no leave will be deducted.
- Every employee only allows to take 1 day off per week. No advance day off is allowed.
- Please ensure all the work shift must change and put in correctly. DO NOT remain as NA even though the
employee already informed that he/she will take leave.
- Any amendment of work shift after planned, please change in the system immediately.

Step 6 Notify the employee to check the assigned work schedule through system

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B-4 Staff Attendance

After Staff Schedule had been properly insert in the system, HR will generate the clocking data from Ingress
Fingertec software and import to the system in weekly basis. So, the PIC can view the clocking record and do the
necessary update / amendment in the system.

Step 1 After log in to ESS, go to Operational HR button and click Attendance

Step 2 After log in, click Staff Attendance

Step 3 Insert the details

Select Date From and Date To

Verified – Click NO

Then click Search button

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Those unverified “boxes” (beside the employee number) are those attendance with PROBLEM and the
COMMON reason are:-

1) Exception Code – ABSENT

Reason 1 : No work shift assigned (still remain as NA) and the reason is applying the leave without
changing the work shift FIRST

AFFECTED : Entire attendance for that month will show ABSENT as the clocking data will mix-match
because of No assigned work shift

TO DO : Go to the [Staff Schedule] to change it IMMEDIATELY and remind yourself to always put
in the work shift first before apply the leave.

Reason 2 : Employee indeed Absent from work on that day but forget to update in the system

TO DO : Go to Leave Module and click on [Apply on behalf] function to apply ABSENT LEAVE for
that employee. After that, to perform the counselling session with the staff the next
working day.

Reason 3 : Forget to apply leave

TO DO : What are you waiting for?

2) Exception Code – ODD Clocking

Reason 1 : No work shift was assigned in the system (after / before) the date. For example:

Date 29/7 30/7 31/7

Work Shift 0900 - 1800 1600 – 0100+ NA

AFFECTED : The clocking data on 30/7 & 31/7 will mix match due to 31/7 didn’t assign any work shift
and it will cause Odd clocking appear on 30/7 and show Absent on 31/7.

TO DO : Go to the [Staff Schedule] to put in the work shift.

Reason 2 : Employee forget to clock in or clock out might cause the clocking data will mix-match

TO DO : Go to [Staff Attendance] and select the date of odd clocking, click on the Employee
Number, key in the actual time in / out and put in the reason of “Miss punch In / Out”
under Staff Attendance Advice. Put in the attachment extracted from CCTV as supporting
document.

3) Exception Code – UOT

Reason : The Actual Overtime performed and Plan Overtime are different

TO DO : The final approval will fall under the responsibility of Area Manager / Operations Manager.
(please refer to Overtime Module on how to authorize the overtime variance)

4) Exception Code – SHF

Reason : Multiple clocks in and out per day

TO DO : Go to [Staff Attendance] and select the date and Employee Number. Edit the clock time
by selecting the First clock in and Last clock out time.

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5) Exception Code - Late in

Reason 1 : Employee late to work

TO DO : Go to [Staff Attendance] and select the date of Late in, click on the Employee Number
and will put in the reason of “Late In” under Staff Attendance Advice.

Reason 2 : Key holder late to work and cause all employee clock in late

TO DO : For Normal staff

- Go to [Staff Attendance] and select the date of Late in, Click on the Employee Number
and will put in the reason of “Key Holder Late” under Staff Attendance Advice.

For Key Holder

- Go to [Staff Attendance] and select the date of Late in, Click on the Employee Number
and will put in the reason of “Late In” under Staff Attendance Advice.

Remark for Late in without valid reason:

If the late in time already exceeded the number of allowable by the company, the PIC / HOD must held a
counselling session with the employee on the same date with the Employee Disciplinary form as a record
purposes. The employee is required to replace back the lost hour to the company which the date and hours
to be replaced will be decided by the PIC / HOD.

Remark for Late in with acceptable reason:

If the late in time is acceptable, the PIC/HOD must put a remark the date and hour to be replaced at Staff
Attendance Advice in ESS.

Reason 3 : Put the wrong work shift

TO DO : Go to the [Staff Schedule] to change it IMMEDIATELY.

6) Others thing need to cross check

Exception Code – EOX Any staff clock out early?

Overtime hours Do I miss out any overtime for employee? If YES, please apply for them
(please refer to Overtime Module on how to apply)

Remark: Please take note that the above changes will not reflect immediately as HR personnel approve on
the changes request and resort the clock data again in the server. Please be patient and HR will notify once
the process had been done.

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(C) Leave Module

Used for all types of leave application, checking leave record or leave balance.

Also used for leave credit and checking the leave credit history

C-1 Application of different types of leave

Step 1 Select [Leave] from the Operational HR drop down menu and select [Apply Leave] button

Step 2 Details to key in

- Select the specific leave type for leave application.
- Specify the start date and end date of the leave.
- For half day leave, choose either 1st Half or 2nd Half.
- The No of Days will be auto generated based on the input start date and end date.
- Select the relevant reason and elaborate any reason at the remark's column.
- Click on [Send for Approval] to submit the application

Remark: Please always check the application already approved before go for leave.

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C-2 Checking Leave History

Step 1 Select [Leave] from the Operational HR drop down menu and select [Leave History] button

Step 2 Search for specific leave applications with the provided search criteria

You may check the status of your application based on the below 3 function: -

A) Click on the [leave doc reference] link to view the actual leave application.

B) [Status] will show if the application has been either approved, rejected or sent back for resubmission by
the supervisor.

C) Click onto the [workflow] view link to view the document approval route.

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C-3 Checking Leave Entitlement and Balance

Step 1 Select [Leave] from the Operational HR drop down menu and select [Leave Balance] button

Step 2 Select the relevant year to view the leave balance info for entitled leave types

You may check your application/entitlement based on the below 3 function: -

A) Click onto the [leave type] link to view the list of submitted leave applications for that leave type.
B) Click onto the [leave doc reference#] link to view the actual leave application form.
C) Click onto the [view] link at the workflow column to view the document approval route.

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C-4 Leave Cancellation

Step 1 Select [Leave] from the Operational HR drop down menu and select [Leave History] button

Step 2 Details to key in

Choose the Date from, Date to, leave type and click on the Search button
The leave that you would like to cancel will appear
Click on the Reference and the leave details will appear
Click on the Cancel button to cancel the leave provided the leave not taken yet or haven’t pass the leave date

Remark: Please take note that the leave cancellation MUST be done when: -
1) Leave have been approved AND
2) Cancel before consume the said leave

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SUPERVISORY / HOD

Select [Leave] from the Operational HR drop down menu.

- Leave approval is used to approve all un-approved leaves.

- Staff Leave history is used to check all the leave status of subordinates.
- Staff Leave Balance is to check the entitlements and balance left for subordinates.

C-5 Leave Approval

Step 1 Go to Operational HR button and select [Leave Approval] under Leave Module

Step 2 Filter for submitted leave applications with the provided search criteria

- Click onto the leave doc reference# link to view actual leave application form
- Checkmark the specific leave application and choose the relevant approval options
- For Resubmit and Reject, approver require to input remarks for further justification
- To approve is to accept the said document, to resubmit is to allow employee to make changes onto the
said document and to reject is to cancel off the said document.

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C-6 Staff Leave History & Staff Leave Balance

C-6-1 Staff Leave History

Step 1 Go to Operational HR button and select [Staff Leave History] under Leave Module

Step 2 Filter for specific leave records with the provided search criteria

- Click onto the column header to sort the value either by ascending or descending
- Click onto the leave doc reference# link to view actual leave application form
- Click onto the workflow view link to view document approval route

C-6-1 Staff Leave Balance

Step 1 Go to Operational HR button and select [Staff Leave Balance] under Leave Module

Step 2 Filter for specific leave balance record with the provided search criteria

- Click onto the employee# link to view list of submitted leave application for the specific leave type
- Click on the column header to sort the column values by ascending or descending

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C-7 Leave Credit Application & checking Leave Credit History

For substitute a day off on working on selected Public Holiday or rest day.

C-7-1 Apply Leave Credit

Step 1 Select the specific leave type for leave credit application

Replacement Leave – Work on selected Public Holiday

Replacement Off Day – Work on Rest Day

Step 2 Key in details as per below

- Specify the start date and end date of the leave credit and specific effective date for the leave credit.
- The No of Days will be auto generated based on the input start date and end date.
- Select the relevant reason and elaborate any reason at the remark's column.
- Click on [Send for Approval] to submit the application or back to cancel.

C-7-2 Leave Credit History

Step 1 Search for specific leave applications with the provided search criteria

- Click onto the leave doc reference link to view the actual leave application
- Click onto the workflow view link to view the document approval route

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C-8 Apply on behalf

This function allowing outlet PIC / HOD to apply leave on behalf of employee.

Step 1 Go to Operational HR button and select [Apply on Behalf] under Leave Module

Step 2 Key in the details as below and click [Send for Approval] button
- Select Employee
- Choose Leave Type
- Date From and Date To
- Reason
- Attachment (if required)

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(D) Overtime Module

This module only applicable for outlet PIC / HOD to submit overtime paid either before or after overtime
performed & Working on Public Holiday (5 Compulsory Gazetted PH)

OT Plan – submit the number of overtimes performed

OT Plan History – checking the status of overtime plan submitted
Final OT Approval – approval on the variances between OT Plan and Actual Overtime
Final OT History – checking the status of final overtime submitted

D-1 OT Plan

A) Used for overtime before work, Overtime after work & Overtime on other non-compulsory Gazetted
Public Holiday (please refer to our company Public Holiday declared in the beginning of the month)
Step 1 Go to Operational HR button and select [OT Plan] under Overtime Module
Step 2 Key in the details as below (MUST)
- Supervisor Select Supervisor Name
- OT Date Date of overtime performed
- Select Shift Work shift on that day
- OT Code Type of overtime
- Start time and End Time Overtime Start Time and End Time
- Plan Hour Number of Overtime plan to give
- Reason Reason of overtime required

Step 3 Once the above details inserted, the employee name will appear at the bottom. Choose the employee
who performed overtime

Step 4 Click [Send for Approval] button

Remark:
- All the above details are required to key in, otherwise, the employee name will not appear.
- The number of overtime (planned) will auto-approve if the actual overtime hours are match with the plan
hour.

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B) Used for working on Public Holiday (please refer to our company Public Holiday declared in the
beginning of the month)

Step 1 Go to Operational HR button and select OT Plan

Step 2 Key in the details as below (MUST)

- OT Date Date of overtime performed
- Supervisor Select Supervisor Name
- Select Shift Work shift on that day
- OT Code Type of overtime
- Start time and End Time Time of start work and end of work
- Plan Hour Number of Overtime plan to give (one hour of break time must be
excluded)
- Reason Reason of overtime required -Select the type of public holiday

Step 3 Once the above details inserted, the employee name will appear at the bottom. Choose the employee
who performed overtime

Step 4 Click [Send for Approval] button

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D-2 OT Plan History

To check the status of the overtime submission.

Step 1 Go to Operational HR button and select [OT Plan History] under Overtime Module
Step 2 To search the details thru the following selection and click [Search] button

Employee Name
Date From and Date To
OT Code

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(E) Benefit Module

Claim Period : 1st to 30th / 31st
Deadline to submit in the system : 2nd of the following month
Claim Payout Date : Follow month-end payroll crediting date
Eligible for : Confirmed employee (Please refer to the terms and
condition stated in Employee Handbook)

E-1 Application of different types of Staff Benefits

A) Medical Claim

Step 1 Go to Operational HR and select Benefit

Step 2 Click Medical Claim

Step 3 Fill in the details as per highlighted in Red color. After that go to Net Amount and click on this icon

Step 4 Click Add details

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Step 5 Key in the details as per highlighted in Red color and click Update after completed

Step 6 After that, click Send for Approval button

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B) Benefit Claim

Applicable for:

1) Body Checkup / Dental Claim

2) Car Maintenance Reimbursement
3) Marriage Angpow
4) Condolence Cash
5) New Born Baby Gift

Step 1 Go to Operational HR and select Benefit

Step 2 Click Benefit Claim

Step 3 Fill in the details as per highlighted in Red color (attachment is a MUST) and click Send for Approval

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E-2 Checking Benefit entitlement and balance

Step 1 Go to Operational HR and select Benefit

Step 2 Click Benefit Entitlement

Step 3 The eligible amount can be claim will show as per below: -

Step 4 Can click on details to check the claim entitlement explanation

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(F) Claims Module

Claim Period : 1st to 30th / 31st
Deadline to submit in the system : 2nd of the following month
Claim Payout Date : Follow month-end payroll crediting date

F-1 Miscellaneous Claim

Use for : Typhoid Injection / Uniform Subsidy / Get Well Gift / Home Stay (project)
Eligible for : Typhoid Injection Fee - Employee who paid the fee in advance during probation period and
passed the probation recently.
Get Well Gift & Home Stay (project) – Subject to Management’s approval (it is advisable to
clarify with HR personnel before applying)
Remark : Attachment is compulsory. Failure to do so, the application will be rejected without further
notice. It is advisable that the employee to clarify with HR personnel before proceed for claim
submission.

Step 1 Go to Operational HR and select Claims

Step 2 Click Miscellaneous Claim

Step 3 Insert the following details

(i) Employee Number
(ii) Claim Period The month to submit this claim
(iii) Date from & Date To Key in the date of receipt or incident date
(iv) Purpose

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Step 4 Click the icon for further detail

Step 5 Insert the following details at Claim Information

(i) Date Key in the date of receipt
(ii) Expenses Select the type of expenses
(iii) Receipt No Key in the receipt number
(iv) Description Typhoid Injection - Write the confirmation date OR new
expiry date after renewal
Uniform Subsidy – Write the invoice date / Receipt date
Get Well Gift – Write the outlet code, staff number, staff
name and position
Home Stay (project) – assign to support in short term
period (renting a service apartment or AirB&B)
(v) Net Amount Key in the amount to be claimed as per receipt (or with
fixed entitlement)
(vi) Add Put in the attachment (make sure to put in the clear copy)

Step 6 Click the Update button

Step 7 Click Send for Approval button

Example 1 Typhoid Injection

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Example 2 Get Well Gift

Example 3 Home Stay (Project)

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F-2 Travelling & Mileage Claim and other outstation expenses

Use for : Mileage Claim / Travel via Flight / Public Transportation / Outstation
Allowances / Cost of Living Allowance
Eligible for : (i) Mileage claim – An employee who uses his own vehicle for official
duty within Johor outlet (for Johor HQ’s employee) / Klang Valley outlet
(for KL HQ’s employee), may claim mileage expenses at RM0.55 per km.
Mileage claim eligibility is extended to an employee who is not entitled
for a fixed Traveling Allowance.

(ii) Travel via flight – subject to Management’s approval

(iii) Public Transportation – Taxi / Grab or other public transportations

with official receipt

(iv) Outstation Allowance – Travel outstation for official duty

- For Petrol Subsidy & Maintenance Subsidy

- Hotel Accommodation
- Parking fee
- Toll fee

(v) Cost of Living Allowance – subject to Management’s approval

Remark : Attachment is compulsory. Failure to do so, the application will be

rejected without further notice. It is advisable that the employee to clarify
with HR personnel before proceed for claim submission.

Step 1 Go to Operational HR and select Claims

Step 2 Click Travelling & Mileage Claim

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Step 3 Insert the following details

(i) Employee Number
(ii) Claim Period The month to submit this claim
(iii) Date from & Date To Event date
(iv) Purpose

Step 4 Click the icon for further detail

There are 3 types of claim information:
(a) Add Mileage Details – for Mileage Claim
(b) Add Travelling Details – for travel thru flight
(c) Add Expenses Details - for public transportation and outstation allowance

Remark: The above function allows to create multiple application in the same time.

Step 5 Insert the following details at Claim Information

(a) Add Mileage Details

(i) Origin / Destination – OTE JB staff departure point from TSU / OTE KL staff departure point
from STP
(ii) Depart Date / Depart time & Arrival Date / Arrival Time
(iii) Way – 1 way or Return
(iv) Description
(v) Distance – no need to fill in (system already prefix the distance)
(vi) Attachment

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(b) Add Travelling Details

(i) Origin / Destination – OTE JB staff departure point from TSU / OTE KL staff departure point
from STP
(ii) Depart Date / Depart time & Arrival Date / Arrival Time
(iii) Way – 1 way or Return
(iv) No of days
(v) Description
(vi) Receipt No
(vii) Net Amount
(viii) Attachment

(c) Add Expenses Details

(i) Expenses / Date – select type of expenses & date
(ii) Description – for e.g hotel accommodation, wrote the name of the staff who stay in the
same unit
for e.g Outstation claim, wrote the names of the staff who travel by one car
(iii) Receipt Number – provided if applicable
(iv) Amount – provided if the amount is unfixed
(v) Attachment

Step 4 Click the Update button

Step 5 Click Send for Approval button

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(G) Payslip Module

G-1 Payslip generated with explanation on calculation feature
Step 1 Go to Operational HR button and click Payroll

Step 2 After log in, click Individual Payslip

Step 3 The content of the payslip will show as per below.

The employee can refer back to the Attendance Record, Payroll Transaction and the explanation on how to
calculate the salary

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Attendance Record

Payroll Transactions

Explanation

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Step 4 To generate and view the completed version of payslip – click Print button

Step 5 To save the payslip – select Pdf format and click Export button

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G-2 EA Form
Step 1 Go to Operational HR button and click Payroll

Step 2 After log in, click Individual EA Form

Step 3 Select EA Year and Tax Ref and click Print

Step 4 Select PDF format and click Export

Last but not least, please be reminded that all employees are responsible to ensure the application
submitted was by approved by the superior. Please inform your superior once you had submitted any
application in the system.

END

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