UBS Payroll 9.5

Published by Advanced Business Systems Consultants Sdn Bhd Lot 43-44, 1st Floor, Likas Square Commercial Centre, Jalan Istiadat Likas, 88400 Kota Kinabalu, Sabah, Malaysia. Tel: +(6) 088-235218 Fax: +(6) 088-245955 Email: [email protected] Website: www.amc.edu.my eISBN 978-967-2403-47-0 Copyright © Advanced Business Systems Consultants Sdn Bhd All right reserved. No part of this publication may be reproduced, stored in a retrieval system or transmitted in any form or by any means, electronic, mechanical, photocopying, recording or otherwise, without permission of the copyright holder. © All right reserved, Intellectual Property Corporation of Malaysia (MyIPO) 2019

TABLE OF CONTENT LESSON 1: BASIC KNOWLEDGE IN GROSS PAY AND NET PAY CALCULATION 1.1 Mathematical Structure Of Pay Calculation ………………………… 1 1.2 Basic Pay And Methods To Calculate NPL …………………………….. 1 1.3 Overtime, ORP & HRP ………………………………………………………… 3 1.4 Allowance ………………………………………………………………………….. 8 1.5 Gross Pay ……………………………………………………………………………… 9 1.6 Exercise ……………………………………………………………………………… 12 LESSON 2: SETUP AND SETTING 2.1 Installing Payroll …………………………………………………………………… 13 2.2 Parameter Setup ………………………………………………………………….. 17 2.3 Addresses & Account Number ……………………………………………… 20 2.4 Table Maintenance ……………………………………………………………… 22 2.5 Backup & Restore ………………………………………………………………… 27 LESSON 3: PERSONNEL FILE MAINTENANCE 3.1 Personnel File Maintenance ………………………………………………… 28 3.2 Annual Leave & Medical Leave …………………………………………… 34 LESSON 4: PAY ONCE A MONTH, PUBLIC HOLIDAY & LEAVE MAINTENANCE PROCESS PAY & MONTH END PROCESS 4.1 1st And 2nd Half Payroll …………………………………………………………. 36 4.2 Optional Deduction & Rebate ……………………………………………… 40 4.3 Process Pay …………..……………………………………………………………. 41 4.4 Month End Process ……………………………………………………………… 42 4.5 Adding New Employee ………………………………………………………… 43 4.6 Generating Leave …………………………………………………………………. 44 4.7 Commission …………………………………………………………………………. 45 4.8 How To Print Pay Slip …………………………………………………………… 46 LESSON 5: Trial Test ……………………………………………………………………………………. 47

UBS PAYROLL 9.5 LESSON 1: BASIC KNOWLEDGE IN GROSS PAY AND NET PAY CALCULATION 1.1 Mathematic Structure Of Pay Calculation In brief, there are only two equations in pay calculation, the first one is “to add” (plus) and the second one is “to subtract” (minus): Equation (1) Basic pay + overtime + allowance = Gross pay Equation (2) Gross pay – contribution (EPF + SOCSO) – deduction (PCB) = Net pay 1.2 Basic Pay And Methods To Calculate NPL Basic pay (BPay) is basic salary (Basic Rate) for that month after deduction of unpaid (non pay) leave: Equation (3) basic rate – non pay leave deduction = Basic pay Basic Rate (BRate) is the rate of wages or salary that is excluded from overtime payment and allowances, in which the amount is agreed by both employer and employee, and is usually stated on the letter of appointment. Non-pay leave (NPL) is number of days an employee didn’t turn up and when they are not allowed to utilize their Paid leave (such as Annual Leave, medical Leave, etc..). It could be that he has used up all Annual Leave entitled to him, or merely because he was absent without any reason (note: strictly speaking, “absent” is not perfectly equivalent to NPL). In each month, when calculating wages, all Non-Pay Leave has to be deducted from basic salary at ordinary Rate of Pay (ORP), which means per day salary rate. 1.2 (a) 3 Methods to Calculate NPL In general, to calculate per day wages, formula is: Equation (3a) Basic Rate/ no. of days per month= Per Day Wages No. of days per month could be either: (1) no. of working days in that month, OR (2) a fixed no. days (for every month), such as 26 days OR (3) No. of days in that month according to calendar, such as 28 days for Feb, 31 days for March, 30 days for April…etc. 1

UBS PAYROLL 9.5 Based on that, there are 3 methods (to be chosen) to calculate NPL deduction per day: Method 1: Basic Rate / working days Method 2: Basic Rate / fixed days per month Method 3: Basic Rate / no. of days in the month EXAMPLE M January 2011 F S T WT 1 S 3 7 8 10 4 56 14 15 2 17 11 12 13 21 22 9 24 18 19 20 28 29 16 31 25 26 27 23 30 Edmund Wong’s basic salary is RM4, 500 per month. His rest day is every Sunday. In the month of January 2011 public Holiday = 2 AL taken = 2 MC taken = 1 NPL taken = 2 METHOD 1 (BRate / Working days = NPL) METHOD 1 (BRate / working days = NPL) Working Day= No. of days in the month – Rest day NPL deduction = (Basic Rate/ working days) x no. of NPL = [RM4, 500/ (31-4)] x 2 day = RM333.33 Edmund Wong’s Basic Pay = Basic Rate – NPL deduction = RM4, 500 – 333.33 = RM4, 166.67 METHOD 2 (BRate / fixed days per month = NPL) METHOD 1 (BRate / working days = NPL) NPL deduction = (BRate / fixed days per month) x no. of NPL = (RM4, 500/26 days) x 2 day = RM346.15 Edmund Wong’s Basic pay = basic rate – NPL deduction = RM4, 500 – 346.15 = RM4, 153.85 2

UBS PAYROLL 9.5 METHOD 3: (BRate / no. of days in the month = NPL) NPL deduction = (BRate / no. of days in the month) x no. of NPL METHOD 1 (BRate / work=in(RgMda4y, s50=0N/3P1Ld)ays) x 2 day = RM290.32 Edmund Wong ’s Basic pay = basic rate – NPL deduction = RM4, 500 – 290.32 = RM4, 209.68 1.2 (b) How To Calculate Days Worked Pay Leave  AL = Annual Leave  PH = Public Holiday  MT = Maternity Leave  MC = Medical Leave  MR = Marriage Leave  HL = Hospital Leave  CL = Compassionate Leave  NPL = Non-Pay Leave Non Pay Leave  LS = Line Shut Down  AB = Absent Days worked means: “out of number of working days, the number of days an employee actually came to work after deducting all non-pay leave and paid leave”. Days Worked= working days – (pay leave+ non-pay leave) Days Worked = 27 days – (5 days + 2 days) = 20 days 1.3 Overtime, ORP & HRP 1.3 (a) Five Categories of Overtime We used to pay “overtime pay” in general reference to the extra pay an employee earned for work done in excess of normal working hour. However, in payroll calculation, overtime can be divided into 5 categories and amount/rate of each category must be calculated separately. i. Work On Rest Day (Work-RD) When an employee was asked to work on his rest day within normal hour of work (usually 8 hours per day), he is to be paid accordingly by the employee for work done on rest day. (Refer to Employment Act, for monthly-rated employee the rate is 1 time of ORP*). This type of overtime pay called work on rest day. Ordinary Rate of Pay (ORP) means per day wages. So, when normal hours of work = 8 hours. 3

UBS PAYROLL 9.5 Work done on rest day (no. of hours) Considered worked (in days) ½ day < 4 hours 1 day > 4 hours and < 8 hours An example of calculation (work on rest day) Min OT Rate Calculation of OT Pay Per Day Days Worked OT Amount unit (Basic Rate = RM 2000) (2) =(1) x (2) (1) 1 Day 1 ORP x OT Rate 1.5 days OT Per day x Days Worked =(BRate/ 26) x OT Rate =76.92 x 1.5 = RM115.38 =(2000.00/26) x 1 = RM76.92 ii. Work On Public Holiday (Work-PH) When an employee was asked to work on Public Holiday within normal hours of work, he shall be paid accordingly by the employer (refer to Employment Act, for monthly-rated employee the rate is 2 times of ORP), this type of overtime pay is called work on Public Holiday. Minimum unit of calculation is 1 day. This means even if Ali worked for only 2 hours (less than or equal to normal hours of work) on a public holiday, he is considered working 1 day. However, if he worked more than the normal hours of work, the excess hours is called Overtime on Public Holiday. So, when normal hours of work = 8 hours: Work done on Public Holiday Considered Worked ( no. of hours) (in days) <8 hours 1 days Min Unit OT Rate Calculation of OT Pay Per Day Days Worked OT Amount (Basic Rate = RM 2000) (2) =(1) x (2) (1) 1 Day 2.0 ORP x OT Rate 2 days OT Per day x Days =(BRate/ 26) x OT Rate Worked =(2000.00/26) x 2 = RM153.85 =153.85 x 2 = RM307.7 iii. Overtime On Normal Working Day (OT On ND) Working hours per year If there are 3 Groups of employee who have different working hours: (a) Group A Employees: Employee has to work 6 working days per week Working Hours per year = 6 working days X52 weeks X 8 working hours = 2,496 hours HRP = (Basic Rate X 12 months)/2,496 Hours (b) Group B Employees: Employee has to work 5 ½ working days per week Working Hours per year =5 ½ working days X52 weeks X 8 working hours = 2,288 hours HRP = (Basic Rate X 12 months)/2,288 Hours 4

UBS PAYROLL 9.5 (c) Group C Employees: Employee has to work 5 working days per week Working Hours per year = 5 working days X 52 weeks X 8 working hours = 2,080 hours HRP = (Basic Rate X 12 months)/2,080 Hours Overtime on normal working day When an employee was asked to work in excess of the normal hours of work on any normal working day (not rest day and not holiday), he shall be paid accordingly by the employer (refer to Employment Act, for monthly-rated employee the rate is 1.5 times of HRP), this type of overtime pay is called overtime on normal working day. Minimum unit of calculation is 0.5 hour. An example of calculation (Overtime on normal working day): 6 days in a week Min OT Rate Calculation of OT Pay Per Day Days OT Amount Unit 1.5 (Basic Rate = RM 2000) Worked (2) =(1) x (2) (1) ½ Hour 14.5 hours OT per hour x hours HRP x OT Rate worked = (BRate x 12/ Hours Per Year) x =14.42 x 14.5 OT Rate =RM209.09 ={(2000.00 x 12)/2496} x 1.5 =RM14.42 iv. Overtime on Rest Day (OT on RD) When an employee was asked to work on his rest day and the work was carried out in excess of the normal hours of work, for those excess hours, he shall be paid accordingly by the employer (refer to Employment Act, for monthly-rated employee the rate is 2 times of HRP), this type of overtime pay is called overtime on rest day. Minimum unit of calculation is 0.5 hour. For example, if Ali worked 10.5 hours on a particular Sunday (his rest day), and his normal hours of works are 8 hours a day, we say he has done the following: Work on rest day : 1.0 day (rate= 1 x ORP) Overtime on rest day: 2.5 hours (rate= 2 x HRP) *Ordinary Rate of pay (ORP) means per day wages. * Hourly Rate of pay (HRP) means per hour wages 5

UBS PAYROLL 9.5 An example of calculation (Overtime on Rest Day)-5.5 working days per week Min Calculation of OT Pay Per Hour / Day Hours/ days OT Amount Unit (Basic Rate= RM2000) worked (2) =(1) x (2) (1) ½ 1.0 Day OT Per Day x Days Worked Day (Work on Rest Day) =76.92 x1.0 ORP x OT Rate 2.5 hours = RM76.92 ½ =(BRate/ 26) x 1 Hour =(2000.00/26) x 1 OT per hour x hours = RM76.92 worked (Overtime on Rest Day) =20.98 x 2.5 HRP x OT Rate = RM52.45 = (BRate x 12/ Hours Per Year) x OT Rate ={(2000.00 x 12)/2288} x 2 = RM20.98 Total of Amount = RM129.37 v. Overtime on Public Holiday (OT on PH) When an employee was asked to work on Public Holiday and the work was carried out in excess of normal hours of work, for the excess hours, he shall be paid accordingly by the employer ( refer to Employment Act, for monthly-rated employee the rate is 3 times of HRP), this type of overtime pay is called overtime on Public Holiday. Minimum unit of calculation is 0.5 hour. For example, if Ali worked 9.5 hours on a particular Public Holiday, and his normal hour of work is 8 hours a day, we say he has done the following: Work on Public Holiday : 1.0 day (rate= 2 x ORP) Overtime on Public Holiday: 1.5 hours (rate= 3 x HPR) An example of calculation (Overtime on Public Holiday)-6 days in a week Min Calculation of OT Pay Per Hour / Hours/ days OT Amount Unit Day worked (2) =(1) x (2) ½ Day (Basic Rate= RM2000) 1.0 Day OT Per Day x Days Worked ½ Hour (1) =153.85 x1.0 =153.85 (Work on Public Holiday) ORP x OT Rate 2.5 hours OT per hour x hours worked =(BRate/ 26) x OT Rate =28.85 x 2.5 =(2000.00/26) x 2 =72.13 =153.85 (Overtime on Public Holiday) HRP x OT Rate = (BRate x 12/ Hours Per Year) x OT Rate ={(2000.00 x 12)/2496} x 3 =28.85 Total of Amount = RM225.98 6

UBS PAYROLL 9.5 Remember that Public Holiday is paid leave, even if you don’t work on that day, you shall still be entitled to one day’s salary. For monthly-rated employee, as long as salary is not deducted on Public Holiday, he/she is considered paid for that. A summary of OT rate: OT Type Min. Unit OT Rate Work on Rest Day ½ Day 1 times ORP Work on Public Holiday 1 Day 2 times ORP Overtime on Normal Working Day ½ hour 1.5 times HRP Overtime on Rest Day ½ hour 2 times HRP Overtime on Public Holiday ½ hour 3 times HRP 1.3 (b) Calculation of Total OT Pay Calculation 2: Total OT Edmund Wong ’s OT record for January, 2011 was: Work on RD = 1.5 days OT on RD = 5 hours Work on PH = 1 day OT on PH = 2.5 hours OT on ND = 14.5 hours Maximum amount allowed to calculate overtime= RM3,000.00 Working Hours per Year = 2496 hours Use OT Calculation Table to calculate overtime pay: : Type Min OT Pay per Days/ Hours Total Amount Unit Day/ Hour Worked =(1) x (2) Work (Max wages RM3000.00) (2) on ½ 1.5 OT Per day x Days RD Day (1) Worked (Work on Rest Day) 1 =115.38 x 1.5 Work 1 Day ORP x OT Rate = RM173.08 on =(BRate/ 26) x 1 14.5 PH ½ =(3000.00/26) x 1 5 OT Per Day x Days Hour = RM115.38 Worked OT- =230.77 x1.0 ND ½ (Work on Public Holiday) = RM230.77 Hour ORP x OT Rate OT- =(BRate/ 26) x OT Rate OT per hour x RD =(3000.00/26) x 2 hours worked = RM230.77 =21.63 x 14.5 (Overtime on Normal Working Day) = RM313.7 HRP x OT Rate = (BRate x 12/ Hours Per Year) x OT Rate OT per hour x ={(3000.00 x 12)/2496} x 1.5 hours worked = RM21.63 (Overtime on Rest Day) HRP x OT Rate 7

UBS PAYROLL 9.5 = (BRate x 12/ Hours Per Year) x OT Rate =28.85 x 5 ={(3000.00 x 12)/2496} x 2 = RM144.23 = RM28.85 (Overtime on Public Holiday) OT per hour x hours worked OT- ½ HRP x OT Rate 2.5 =43.27 x 2.5 PH Hour = (BRate x 12/ Hours Per Year) x OT Rate = RM108.18 ={(3000.00 x 12)/2496} x 3 = RM43.27 Total OT Pay 969.96 Having calculated total OT pay, the Equation 1 will become: Equation (1) Basic Pay + Overtime + Allowance = Gross pay Equation (1) RM4153.85 + RM969.96 + Allowance = Gross pay 1.4 Allowance Allowances are extra income paid to an employee and form part of monthly remuneration. All allowances must be shown in pay slip. 1.4 (a) Four Types Of Allowances In UBS Computerized Payroll, all allowances can be classified into 4 types: Allowance Symbol Description Remuneration Category Type Used (Normal or fixed/additional or Fixed Fixed amount is paid to the F employee every month. Non-Fixed) Allowance Normal or Fixed V The amount is not fixed and may Variable vary from month to month. It Additional or non-Fixed Allowance D S could be very high in one month Additional or non-Fixed Daily and very low or none in another Additional or non-Fixed Allowance month Shift Daily rate of an employee is fixed Allowance to calculated total daily allowance each month Pay to employees who work on shift. 8

UBS PAYROLL 9.5 1.4 (b) Calculation of Total Allowance Example: Study the information given below and calculate the total allowance for Wong Teck on January 2010. Allowance Rate/Amount Type Remuneration Description Category(Normal or F fixed/additional or Non- Bill Telephone RM 400.00 per month V Incentives RM 1,000.00 this month D Fixed) Meal RM 30.00 per day worked S Normal or Fixed Shift Allowance (Refer To Shift Allowance Table) Additional or non-Fixed Additional or non-Fixed Additional or non-Fixed Shift Allowance Table Table Description Morning Afternoon Night Shift 4 Shift 5 Shift 6 1 General 10.00 15.00 20.00 2 Supervisor 15.00 20.00 25.00 3 Executive 20.00 25.00 30.00 Wong Teck is at supervisor level, he worked: 5 days in Morning shift 8 days in Afternoon shift The rest of days in Night shift Calculation 3: Total allowance Description Type Amount (RM) Bill Telephone Fixed (F) Variable (V) RM 400.00 Incentives Daily (D) Meal RM 1,000.00 Shift (S) Shift RM 30.00 x 19*= RM570.00 *refer to 1.2(b) Total Non-Fixed allowances Shift rate x no. of days worked on that shift Total Allowance shift 1= 5 days x RM15.00 = RM 75.00 shift 2= 8 days x RM20.00 = RM 160.00 shift 3= 6 days x RM25.00 = RM 150.00 Total = RM 385.00 1,000.00 + 570.00 + 385.00 = RM1,955 400 + 1,955 = RM2,355 1.5 Gross Pay Having calculated the total allowance, we can now obtain the Gross Pay by referring to Equation 1: Equation (1) basic pay + overtime + allowance = Gross pay Equation (1) RM4, 153.85 + RM969.95 +RM 2,355 = RM 7,478.8 About EPF, SOCSO and MTD/PCB 9

UBS PAYROLL 9.5 Before we enter into Equation (2), the formula of subtraction, if the term such as EPF, SOCSO and PCB are something you are not familiar with, you may want to take a look at this portion. Otherwise you may proceed to part 1.6 directly. 1. Visit EPF website for more information : www.kwsp.gov.my 2. Visit SOCSO website for more information : www.perkeso.gov.my 3. Visit MTD/PCB website for more information : www.hasil.gov.my 2ND Equation of Payroll Calculation of Calculate Net Pay Net Pay = Equation (2) Gross Pay – Contribution- Deduction Contribution = EPF contribution (Employee Portion + SOCSO Contribution Deduction (Employee Portion) = Monthly Tax Deduction (MTD) + other deductions; Advance, Staff Loan, Zakat/Levy Employee Categories in Monthly Tax Deduction (MTD) Schedule. In order to compute/ calculate the deductable tax relief for each of the employee, Malaysia government has categorized the employee into 3 Categories. Category 1 Is referred to employees who are still bachelor or no married. Category 2 is referred to employees who have married and their spouses are not working Category 3 Is referred to employees who have married and their spouses are working or K1 widow/widower. It is also applicable to the employee who is still bachelor but K2 he/she has one or more adopted child/children. means the employee is under category 1; which mean that he/she is single Means the employee is under category 2; which mean that he/she is married and his/her spouse is not working. K2KA7 Means the employee is under category 2; which mean that he/she is married and his/her spouse is not working. This is the *child relief point for the employee to deduct the Tax. KA7 means the child relief point is 7; which means that the employee can have tax deduction of child relief; 7 x RM 1,000= RM7, 000 per year. K3 Means the employee is under category 3; which mean that he/she is married and his/her spouse is working. K3KA15 Means the employee is under category 3; which mean that he/she is married and his/her spouse is working. This is the *child relief point for the employee to deduct the Tax. KA15 means the child relief point is 15; which means that the employee can have tax deduction of child relief; 15 x RM 1,000= RM15, 000 per year. *Child relief point: it is the points entitled to tax deduction for child relief. 10

UBS PAYROLL 9.5 1.5 (a) MTD Of Normal Remuneration Normal Remuneration means monthly fixed remuneration paid to an employee whether the amount is fixed or variable as stated in the employee contract written or otherwise. MTD for current month = ((P-M) x R+B)-(Z=X) N +1 Net MTD = MTD for current month –Zakat and Fee/Levy for Current month The Tax deduction point that entitled for child relief. Type Of Child Unit Of Child Measurement Relief Unmarried Child below 18 year old Point Unmarried Child below 18 year old and received full-time Of Tax Entitled instruction at diploma level onwards in an instruction of Higher Deduction Of education in Malaysia or at degree level onwards in an instruction Child Relief 1 of higher education outside Malaysia. Disabled unmarried child (regardless of age) as certified by the 1000 4 Department of Social Welfare 1000 5 1000 9 Disabled unmarried Child below 18 year received further 1000 instruction at diploma level onwards in an instruction of Higher education in Malaysia or at degree level onwards in an instruction of higher education outside Malaysia. MTD Schedule: Value of P. M, R and B P M R B B (RM) (RM) (%) Category Category 2 2,500 – 5,000 2,500 1 1&3 -800 5.001 – 20,000 5,000 3 -400 -775 20,000 – 35,000 20,000 7 -325 35,001 – 50,000 35,000 12 -375 1,525 50,001 – 70,000 50,000 19 3,325 70,001 – 100,000 70,000 24 75 7,125 Exceeding 100.000 100,000 26 14,325 1,525 3,325 7,125 14,325 11

UBS PAYROLL 9.5 1.6 Exercise: Calculation of Total Overtime Paul ’s OT record for January, 2011 was: Work on RD = 2 days OT on RD = 2 hours Work on PH = 1 day OT on PH = 3 hours OT on ND = 14 hours Maximum amount allowed to calculate overtime= RM4,000.00 Working Hours per Year = 2288 hours Type Min OT Pay per Day/ Hour Days/ Hours Total Amount Unit (Max wages RM4000.00) Worked =(1) x (2) (2) (1) OT Per day x Days Worked Work ½ Day (Work on Rest Day) on RD ORP x OT Rate OT Per Day x Days Worked Work 1 Day (Work on Public Holiday) on PH ORP x OT Rate OT-ND ½ Hour (Overtime on Normal Working Day) OT per hour x HRP x OT Rate hours worked = (BRate x 12/ Hours Per Year) x OT Rate OT-RD ½ Hour (Overtime on Rest Day) OT per hour x HRP x OT Rate hours worked = (BRate x 12/ Hours Per Year) x OT Rate OT-PH ½ Hour (Overtime on Public Holiday) OT per hour x HRP x OT Rate hours worked = (BRate x 12/ Hours Per Year) x OT Rate Total OT Pay 12

UBS PAYROLL 9.5 LESSON 2: SETUP AND SETTING 2.1 Install Payroll First of all, switch on your PC, at windows desktop, insert CD into CD-Rom drive; you shall see this screen appears: Use the mouse to select Payroll and click it 13

UBS PAYROLL 9.5 Use the mouse to click on Next button Click on “I accept the term in the License agreement” and Click on Next. Click on Install button to continue the installation In order to Log into Payroll program, double click on the icon. Click on OK to generate a database directory Generate completed, Click on OK to proceed to logon screen 14

UBS PAYROLL 9.5 Click on OK after the folder and the data files are completely generated. User ID: ADMIN Password: UBS Click on Sign in button to go into the system. 15

UBS PAYROLL 9.5 Key in the following company details Company Name : Edmund Company (Postcode: 88050) Address : Lot 22, Jalan YaYa Kota Kinabalu, Sabah Start Payroll On Tel: 088-235112 Fax: 088235113 Payroll Manager : 1 JAN 2012 : Edmund Wong Fill in the details as below: Click on Next button. 16

UBS PAYROLL 9.5 Click on Next button. Click on Accept button. Click on Done button to close the Company Setup Wizard display. 17

UBS PAYROLL 9.5 You will see the screen as shown below. 2.2 Parameter Setup Go to Housekeeping  1. Setup  1. Parameter Setup 18

UBS PAYROLL 9.5 Click on Apply after you finish checking the Company Detail. A) Pay Calculation Setting No. of payment per month : Pay once a month 1st half basic pay calculation method : Half of the basic rate Deduction method for NPL 1)Rate/Fixed days per month , Either 2)Rate/Working Days , Either 3)Rate/No of days in the month Maximum pay allowed to calculation HRP : 1) 2000 (2) 10000 Calculation OT from last month HRP : NO 19

UBS PAYROLL 9.5 Pay Calculation Setting (2)  Decimal Point and Determination Click on Control and do the setting as required. 20

UBS PAYROLL 9.5 2.3 Addresses & Account Number Go to Housekeeping  1. Setup  4.Addresses & A/C No 21

UBS PAYROLL 9.5 i. Set your BANK information as the following : Organization Type : Bank Category :1 Bank Name : Public Bank Registered Name : Edmund Company Account Number : 010-4021531-05 ii. Set your EPF Information as the following: Organization Type : EPF Category :1 Name : Kumpulan Wang Simpanan Pekerja Registered name : Edmund Company File Number : 35264265 iii. Set your SOCSO Information as the following: Organization Type : SOCSO Category :1 Name : Pertubuhan Keselamatan Sosial Registered Name : Edmund Company File Number : 56872422 22

UBS PAYROLL 9.5 iv. Set your TAX Information as the following: Organization Type : TAX Category :1 Name : Lembaga Hasil Dalam Negeri Registered Name : Edmund Company Employer File No : 3654552 Income Tax File No :8845452 Click on Search Button 23

UBS PAYROLL 9.5 2.4 Table Maintenance Go to Housekeeping  Setup  Table Maintenance  Payment Table Click on OK button or double click on Payment Table A) Payment Table (1) 1st Half Payment – EPF,SOCSO AND PCB will be deducted directly (2) 2nd Half Payment – OT shall be calculated base on employee’s Basic Rate, not on Basic pay; but for EPF & SOCSO, base on Basic Pay (3) Bonus subjected to EPF . (4) Commission subjected to EPF and SOCSO B) Allowance Table & Shift Allowance Table Go to Housekeeping  Setup  Table Maintenance  Allowance Table Allowance Description Subject to Type Hand Phone EPF,SOCSO,Tax F Incentives EPF,SOCSO,Tax V Meal ( to be calculated base on days worked day ) EPF,SOCSO,Tax D Shift Allowance ( refer to shift Allowance Table ) EPF,SOCSO,Tax S 24

UBS PAYROLL 9.5 Go to Housekeeping  Setup  Table Maintenance  Shift Allowance Table. Please use the information below. Table Description Shift 1 Shift 2 Shift 3 Shift 4 Shift 5 Shift 6 1 General 5.00 7.50 10.00 2 Supervisor 10.00 13.00 18.00 3 Executive 15.00 20.00 25.00 25

UBS PAYROLL 9.5 Figure below are the information that had been inserted in Shift Allowance Table. C) Deduction Table Go to Housekeeping  Setup  Table Maintenance  Deduction Table There is a deduction item called: HOSTEL The deduction is not subjected to EPF, SOCSO and Tax Next Hostel “F” DED D) Overtime Table Go to Housekeeping  Setup  Table Maintenance  Overtime Table Understand how to set the overtime ratio in Table 1 according to Employment Act. Overtime is subjected to SOCSO and Tax. Fill in the information below; Types Unit Ratio - - - 1.5 OT on ND HRS 2 OT on RD HRS 3 OT on PH HRS 1 Work-RD DAYS 2 Work -PH DAYS 26

UBS PAYROLL 9.5 Below are the figure of the information for Overtime Table; E) Working Hours Table Go to Housekeeping  Setup  Table Maintenance  Working Hours Table Understand the meaning of Working Hour Table and set as required. For monthly rated employee: Working Hour per Year is 2496 (Category 1) and 2288 (Category 2). 27

UBS PAYROLL 9.5 F) Benefit in kind Table Go to Housekeeping  Setup  Table Maintenance  Benefit in kind Table G) EPF Contribution: 11 % by employee; 12% by employer Go to Housekeeping  Setup  Government Tables  EPF Table 28

UBS PAYROLL 9.5 2.5 Backup & Restore Go to File  Backup & Restore 29

UBS PAYROLL 9.5 LESSON 3: PERSONNEL FILE MAINTENANCE 3.1 Personnel File Maintenance Employees’ Line No. Maintenance Go to Personnel  6. Category Maintenance  2. Add/Edit Line No and Fill in the info as shown below; Employees’ Categories Maintenance Go to Personnel  6. Category Maintenance  1. Add/Edit Category and fill in the info as shown below; 30

UBS PAYROLL 9.5 Employee Personnel Details Key in the following employees’ details: (a) Personnel Details Employee No. 001 002 003 Name Edmund Wong Voo Li Li Ali I/C No (new) 720317-12-2445 781231-12-1234 531106-12-4567 Date Of Birth 31/12/1979 06/11/1953 EPF No. 17/03/1972 28867891 35687447 SOCSO No. 62545678 K2366678 K3456785 Tax No. K1234566 Kk356871-05 kk3887789-07 Bank Account No. kk444567-05 010-1348897-01 Marital Status 010-1348885-01 - Married #of Married Children Married Single 1 #Children<age of 18 1 # Children>age of 18 - - - # Children>age of 20 1 - 1 Is spouse working? 1 - No - - Yes - Go to Wizard  1. Add Employee Wizard  Enter Person Detail (Personal Detail for employee 001) Click on Next 31

UBS PAYROLL 9.5 Click Next (b) Enter Employment Detail Employee No. 001 002 003 Date Commence 01-01-2005 01-10-2008 01-07-2009 Basic Salary RM7500.00 RM2800.00 RM6600.00 Job Title MANAGER SECRETARY ENGINEER Line No. A01 A01 P01 Line Description ADMIN ADMIN PROJECT Category MAN SUP EXE Category Description MANAGERIAL SUPERVISOR EXECUTIVE Pay Rate Type MONTHLY MONTHLY MONTHLY Pay Method BANK CASH BANK (Employment Detail for employee 001) Click Next 32

UBS PAYROLL 9.5 (c) Allowance/ Deduction 001 002 003 RM600 - RM500 Employee No. RM10 per day RM8 per day TELEFON BIMBIT (allowance) RM300 RM6 per day RM200 MAKANAN (allowance) RM150 ASRAMA(Deduction) (Allowance and Deduction for employee 001) Click Next (d) Completed! 33

UBS PAYROLL 9.5 Click on the button of Personnel  Add/Update Employees Fill in the respective information given below to Per. Details section. Employee No. 001 002 003 H65647812 I/C No (old) H25641567 H87546131 B I/C Color BB Male Malay Sex Male Female Yes Race Chinese Chinese 3 K2KA3 Bumiputra No No # Children 2 - Tax Code K3KA3 K1B (Per. Details for employee 001) Enter Other Information in the Government section Employee No. 001 002 003 EPF Table No. 1 2 3 Income Tax Branch Kota Kinabalu Kota Kinabalu Kota Kinabalu (Govern. for employee 001) 34

UBS PAYROLL 9.5 Enter Other Information in Setting section 001 002 003 2 1 1 Employee No. 3 2 3 Working Hours Table 1 1 1 Shift Allowance Table 1 1 1 No. of Payment/Month 1 1 1 Annual Leave & Medical Leave Overtime Table 3000 3000 3000 Max Pay to Calculate OT (Setting for employee 001) Fixed Benefits in Kind for MTD Employee No. 001 002 003 DRIVER RM1,200 - - ACCOMMODATION RM1,000 - - (Fixed benefits for employee 001) 35

UBS PAYROLL 9.5 3.2 Annual Leave & Medical Leave Go to Personnel  Update Leave/ Fund Entitled  Generate Annual Leave & Medical Leave Update Leave/Fund Entitled  Ok, click on any number 1. Select Annual Leave Entitle, click on Generate, then OK 2. Select Annual Leave Claimable, click on Generate, then OK 3. Select Medical Leave Entitle, click on Generate, then OK 4. 36

UBS PAYROLL 9.5 Key in number of days for A.L.B/F and A.L Adj. Employee. No 001 002 003 AL B/F 3 day 2 day 5 day AL Adj 2 day 2 day 2 day (Update Leave/Fund Entitled for employee 003) Do you know the number of days of Annual Leave and Medical Leave entitled to an employee according to Malaysia Employment Act? For employees who has been Annual Leave (days) Medical Leave (days) worked for a period of ≤2 years 5 14 > 2 years but ≤ 5 years 12 18 ≥ 5 years 16 22 Renaming Backup File  Before running backup, rename your existing backup filename from backup.pay to backup.pay2  Backup your data of lesson 3 into the same diskette. Then, rename it to backup.pay3 37

UBS PAYROLL 9.5 LESSON 4: PAY ONE A MONTH, PUBLIC HOLIDAY & LEAVE MAINTENANCE, PROCESS PAY & MONTH END PROCESS 4.1 1ST And 2ND Half Payroll Assign Working Days and Public Holiday SM January 2012 F S T WT 1 23 8 9 10 4 56 7 15 16 17 22 23 24 11 12 13 14 29 30 31 18 19 20 21 25 26 27 28 Note: 01 January 2012 - New Year Enter Pay Details Key in the following pay information for the month of January, 2012: Employee No. 001 002 003 Working Days 26 days 26 days 26 days DW 22 days 23 days 15 days PH 1 days 1 days 1 days 03/01 to 07/01,24/01 to AL 17/01 to 19/1 5/01 27/01 MC - 28/01 - No Pay NPL - 14/01 OT – ND 7 hours 12.5 hours 6 hours OT – RD 2 hours 5 hours OT – PH - 3.5 hours - WORK – RD 2 day 1.5 days - WORK – PH 1 day 1 days 4 days 1 days INCENTIVE RM500 RM 300 RM200 10 days SHIFT 1 8 days 5 days 5 days SHIFT 2 8 days 5 days - SHIFT 3 6 days 13 days 100 x 12 1,000 x 12 NON-FIXED BENEFIT IN KIND (BORANG PCB/TP2(1/2012)) 200 X 12 CAR - - CLUB MEMBERSHIP - - OVERSEA VACATION - - 38

UBS PAYROLL 9.5 Go to Payments  2. 2nd half Payroll  1.Add/update  7. Assign no of WDAY Key in 26.00 in text box of No. of day Click on Holidays Maintenance in More Tasks window 39

UBS PAYROLL 9.5 Click Update to update no. of public holidays of 2nd Half Payroll on January 2012 and Click on OK. Go to Payment  2. 2nd Half Payroll  1.Add/Update  8. Holiday and Leave Maintenance  2. Maintain Leave Select Employee No. 001, then click on OK and Click on Save. 40

UBS PAYROLL 9.5 Go to Payments  2nd Half Payroll  Add/Update  Normal Pay Look into employee 001 And look at 1st section (Basic Pay & Methods To Calculate NPL): Key in information as required: 41

UBS PAYROLL 9.5 Click on Allowance and have a look (for employee 001) Click on Deduction and have a look (for employee 001) 42

UBS PAYROLL 9.5 Click on Other and have a look (for employee 001) 4.2 Optional Deduction & Rebate (Borang PCB/TP1(1/2011) Click on Relief & rebate Employee No. 001 Zakat Detail Zakat amount paid RM100 Life Insurance Premium Insurance Company MAA Life insurance Co. Receipt No. MAA 1234567 Relief Date 29/01/2011 Relief Amount RM3,500 Select the Relief Code.TR0001 Life Insurance, Enter the insurance Company Name,the Receipt No. and the Relief amount and click Save. 43

UBS PAYROLL 9.5 Key in Zakat: RM100. And on Save, then Exit to quit from Payment. 4.3 Processing Pay  Process the pay and view pay slips.  How do you know if the pay slips are correct in amount? Go to Payments  2nd Half Payroll  Process Pay Employee No. From (empty) to “zzzzzz” means include all employees. 44

UBS PAYROLL 9.5 Viewing Pay Slips Go to Payments  2nd Half Payroll  View Pay Slip 1570.90 7310.02 4.4 Month End Process  After you were satisfied with the pay slips, perform Month End process with the following settings: Select Move Forward Transactions 1st Half Working Days for coming month: 13 days 2nd Half Working days for coming month: 24 days  Welcome to the month of February, 2011. (How do you know you are now in February, 2011) To run month end process, go to Housekeeping  Month End Perform setting as required: 45

UBS PAYROLL 9.5 4.5 Adding New Employee  Add the following new employee in February, 2012 Employee No. 004 Employee No. 004 Name LIM SIEW SIEW Marital Status SINGLE Initial LSS # Children - Date of Birth 08- 11- 1980 Is spouse working? - I/C No (old) - PCB Category KIB I/C No (new) 801108-88-8888 I/C Color B 3345644- 666777 Sex FEMALE - Race CHINESE - Bumiputra NO - - Job Title SALES EXECUTIVE Bank Account no. Line no. SM Income Tax Branch Line Description SALES & MARKETING Tax No. Category EXE EPF No. Category Description EXECUTIVE SOCSO No. Date Commence 10- 02- 2011 Basic Rate RM 2000.00 Pay Rate Type MONTHLY Pay Method BANK Working Hours Table 2 HANDPHONE RM 400.00 (half- Shift Allowance 3 monthly) Table MEAL RM 5.00 per day No. of 2 HOSTEL - Payment/Month 4.6 Generating Leave  Generate Annual Leave and Medical Leave entitlement for all employees as at February, 2012. 46

UBS PAYROLL 9.5 1st Half Payrolls  Process 1st half Payroll for employee 004. Click on Save and Exit To process 1st Half Payroll, go to Payments  1st Half Payroll  Process Pay Click on OK, then OK again. Employee No. 004 Working Days 6 days DW 5 days PH AL - MC - No Pay NPL - OOB 1 day OT – ND 9 days OT – RD 10 hours OT – PH - WORK – RD - WORK – PH - INCENTIVE - SHIFT 1 SHIFT 2 5 days SHIFT 3 - - 47