Smarthrms User Manual V2

Internet Explorer 5.0 and above

EASY & POWERFUL PAYROLL MANAGEMENT SYSTEM [ VERSION 1.1 ]

A QUALITY PRODUCT FROM

- User Manual -

SmartHRMS version 1.1 Payroll Management System – User’s Manual

SMARTHRMS VERSION 1.0 PAYROLL MANAGEMENT SYSTEM TABLE OF CONTENTS Chapter 1 Introduction to SmartHRMS………………………………………

Page 5

Chapter 2 Getting Started…………………………………………………….

Page 10

Chapter 3 Payroll Management……………………………………………… 3.1 Working Hours Manager………………………... 3.2 Additional/Deduction (Add/Dedtn)……………... 3.3 Generate Payslip………………………………… 3.4 IRAS Forms...……………………………………. 3.4.1 IR8A Forms……………………… 2.4.2 IR8S Forms……………………… 3.5 Generate IDEAL…………………………………. 3.6 Generate HSBC MRI……………………………. 3.7 Generate UOB IBG……………………………… 3.8 Generate OCBC Bank Submission……………. 3.9 Generate CPF-PAL……………………………… 3.10 Auto Upload (CSV)……………………………… 3.11 TMS Work Hour Retrieval……………………… 3.12 Reports & Query…………………………………

Page 14 Page 15 Page 17 Page 21 Page 24 Page 24 Page 27 Page 30 Page 32 Page 34 Page 36 Page 38 Page 41 Page 42 Page 43

Chapter 4 Advances & Loans………………………………………………. 4.1 Advances & Loans Management……………..

Page 47 Page 48

Chapter 5 Human Resources………………………………………………. 5.1 Employee Group……………………………….. 5.2 Employee Information…………………………. 5.3 Employee Qualification………………………... 5.4 Employee Shift/Salary…………………………. 5.5 Family Information……………………………… 5.6 Education Record………………………………. 5.6.2 Education Centre Information………… 5.6.3 Education Level Information………….. 5.6.4 Education Discipline Information……... 5.7 Discipline Record……………………………….. 5.8 Offence Type……………………………………. 5.9 Accident Record………………………………… 5.10 Accident Item……………………………………. 5.11 National Service………………………………… 5.12 Company Assets……………………………….. 5.12.2 Assets Item…………………………….. 5.13 Reports & Query………………………………..

Page 51 Page 52 Page 53 Page 59 Page 60 Page 62 Page 63 Page 65 Page 66 Page 67 Page 68 Page 70 Page 71 Page 73 Page 74 Page 76 Page 78 Page 79

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SmartHRMS version 1.1 Payroll Management System – User’s Manual

Chapter 6 Leave Management…………………………………………….. 6.1 Leave Information……………………………………… 6.2 Leave Policy……………………………………………. 6.2.2 Leave Policy Details………………………….. 6.3 Leave Group……………………………………………. 6.4 Leave-to-pay Conversion……………………………... 6.5 Leave Type……………………………………………... 6.6 Reports & Query………………………………………..

Page 80 Page 81 Page 84 Page 85 Page 87 Page 88 Page 90 Page 91

Chapter 7 Masters………………………………………………………….. 7.1 Shift Masters Management……………………….…..

Page 93 Page 94

Chapter 8 E-Services………………………………………………………. 8.1 E-Services Account……………………………………. 8.2 Approval Grouping……………………………………..

Page 98 Page 99 Page 101

Chapter 9 Company Setup………………………………………………... 9.1 Company Maintenance……………………………….. 9.2 System Users Account……………………………….. 9.3 Project Code…………………………………………… 9.4 Attendance Policy…………………………………….. 9.4.2 Attendance Policy Details……………………… 9.5 System Log (Audit Trail)……………………………… 9.6 Change Password……………………………………. 9.7 IDEAL Result File Debugger…………………………

Page 103 Page 104 Page 111 Page 113 Page 115 Page 116 Page 118 Page 118 Page 119

Chapter 10 Frequently Asked Questions………………………………………

Page 120

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Welcome

Thank you for choosing smartHRMS version 1.0 Payroll Management System. smartHRMS payroll management system for Internet Explorer 5.0 and above (herein referred as SmartHRMS) is a real time and on-line payroll management system designed for Microsoft Internet Explorer series. It is a truly advanced payroll management system leveraging on the availability of the internet connection accessibility. The system has direct linkage to the popular MS Office ®; MS Excel and Adobe Acrobat Reader ® prevalent in many offices today. The key feature of SmartHRMS is the real-time and on-line updating engine such as CPF calculation, Generating IR8A, Worker levy and other government regulatory, with power-packed features built based on user requests for effective payroll processing and management. SmartHRMS provides critical reports to enable thorough review of key performance indicators of customers, sales, suppliers, purchases, sales person and inventory information. You get maximum throughput from your payroll management system.

Release date for this manual: 20th June 2008

Copyright Notice This system and user manual are copyrighted and all rights reserved by Avelogic Pte Ltd. Copying this system and document for other than original purchaser’s use is prohibited by law. Copyright © 2006, 2007, 2008 by: Avelogic Pte Ltd 59-J Jalan Malu-Malu Singapore 769674 Tel : (65)-6752 7870 Fax: (65)-6757 3840 http://www.avelogic.com

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SmartHRMS version 1.1 Payroll Management System – User’s Manual

Terms & Conditions Conditions 1. USER CONDUCT o You agree not to: a. impersonate any person, entity, or falsely state or otherwise misrepresent your affiliation with a person or entity; b. collect or store personal data about other users. o You understand that the technical processing and transmission of the Service, including your Content, may involve (a) transmissions over various networks; and (b) changes to conform and adapt to technical requirements of connecting networks or devices. 2. LIABILITY • You and/or your employees agree not to hold Avelogic and its subsidiaries, affiliates, officers, agents, co-branders or other partners, and employees, harmless from any claim or demand, liable for the use of its services. All databases all secured and Avelogic undertakes a non disclosure policy at all times. 3. NO RESALE OF SERVICE • You agree not to reproduce, duplicate, copy, sell, resell or exploit for any commercial purposes, any portion of the Service, use of the Service, or access to the Service. 4. MODIFICATIONS TO SERVICE • Avelogic reserves the right at any time and from time to time to modify or discontinue, temporarily or permanently, the Service (or any part thereof) with or without notice. You agree that Avelogic shall not be liable to you/ your employees or to any third party for any modification, suspension or discontinuance of the Service. 5. TERMINATION • You agree that Avelogic in its sole discretion, may terminate your password, account (or any part thereof) or use of its Service. 6.LINKS o The Service provide links to other World Wide Web sites or resources. Because we have no control over such sites and resources, you acknowledge and agree that Avelogic.com is not responsible for the availability of such external sites or resources, and does not endorse and is not responsible or liable for any Content, advertising, products, or other materials on or available from such sites or resources. You further acknowledge and agree that Avelogic shall not be responsible or liable, directly or indirectly, for any damage or loss caused or alleged to be caused by or in connection with use of or reliance on any such Content, goods or services available on or through any such site or resource. 7. AVELOGIC PROPRIETARY RIGHTS • You acknowledge and agree that the Service and software used in connection with the Service ("Software") contain proprietary and confidential information that is protected by applicable intellectual property and other laws. 8. DISCLAIMER OF WARRANTIES

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•

YOU EXPRESSLY UNDERSTAND AND AGREE THAT: o YOUR USE OF THE SERVICE IS AT YOUR SOLE RISK. THE SERVICE IS PROVIDED ON AN "AS IS" AND "AS AVAILABLE" BASIS. Avelogic.com EXPRESSLY DISCLAIMS ALL WARRANTIES OF ANY KIND, WHETHER EXPRESS OR IMPLIED. o AVELOGIC MAKES NO WARRANTY THAT (i) THE SERVICE WILL MEET YOUR REQUIREMENTS, (ii) THE SERVICE WILL BE UNINTERRUPTED, TIMELY, SECURE, OR ERROR-FREE, (iii) THE RESULTS THAT MAY BE OBTAINED FROM THE USE OF THE SERVICE WILL BE ACCURATE OR RELIABLE, o NO ADVICE OR INFORMATION, WHETHER ORAL OR WRITTEN, OBTAINED BY YOU FROM Avelogic.com OR FROM THE SERVICE SHALL CREATE ANY WARRANTY.

9. LIMITATION OF LIABILITY • You Expressly Understand And Agree That Avelogic Shall Not Be Liable For Any Direct, Indirect, Incidental, Special, Consequential Or Exemplary Damages, Including But Not Limited To, Damages For Loss Of Profits, Goodwill, Use, Data, Storage Or Other Intangible Losses Resulting From: (I) The Use Or The Inability To Use The Service; (Ii) Unauthorized Access To Or Alteration Of Your Transmissions Or Data; (Iii) Any Other Matter Relating To The Service. 10. NOTICE • Notices to you may be made via either email, regular mail or posted in the portal or other communication means deemed acceptable in the industry common practice. Termination notice or other notices to us follows the same practice. 11. TRADEMARK INFORMATION o Avelogic.com, SmartHRMS.com and SmartHRMS.com, and other related products and service names are trademarks of Avelogic Pte Ltd. • Avelogic respects the copyright and intellectual property of others, and we ask our users to do the same. 13. GENERAL INFORMATION o This Standard T&C govern your use of the Service, superseding any prior agreements between you, your employees and Avelogic. You agree to submit to the personal and exclusive jurisdiction of the Singapore courts. The failure of Avelogic.com to exercise or enforce any right or provision of the T&C shall not constitute a waiver of such right or provision. If any provision of the T&C is found by a court of competent jurisdiction to be invalid, the parties nevertheless agree that the court should endeavor to give effect to the parties' intentions as reflected in the provision, and the other provisions of the T&C remain in full force and effect. You also agree that regardless of any statute or law to the contrary, any claim or cause of action arising out of or related to use of the Service or the T&C must be filed within one (1) year after such claim or cause of action arose or be forever barred. th o This revision 1.0 is dated 11 April 2006 and Avelogic reserve the rights to modify this from time to time. Trademarks: Microsoft™/Microsoft Corporation; Crystal Reports™/Seagate Software

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Chapter 1

Introduction To SmartHRMS

You have just taken an important step to making your company more profitable, efficient processing month to month payroll and up-to-date payroll summary reporting. SmartHRMS is not just a payroll solution. When implemented and used properly, SmartHRMS will help your company in 3 key areas: 1) Human Resource Management 2) Leave Management 3) Time Management Payroll System To fulfil the above functions, SmartHRMS Payroll Management System comprises 6 core modules integrated seamlessly into a highly powerful real-time system: 1) 2) 3) 4) 5) 6)

Payroll Management Advance & Loans Human Resource Leave Management Masters System Setup

The advance features are always available for simple or complex payroll processing needs and provide you with leading edge technology capabilities to tame even the most complicated payroll or even leave management woes. 1.1

Hardware/Technical Requirements

The minimum suggested hardware configuration for smartHRMS is an IBM 486 or higher compatible (Pentiums are recommended) with more than 120 megabytes of available hard disk space and at least 64MB system memory for Windows 2000 or above operating system with Internet Explorer 5.0 and above. 1.2

Technical Support and Warranty

SmartHRMS is fully supported worldwide by Avelogic Pte Ltd and her appointed distributors. If you encountered any problems with the system, please read the appropriate section of the manual first. The manual provides a section documenting each function in the system and a section describing system setup procedures. For customers who have signed up for our support packages, If you have problems with setting up the system to accommodate your specific needs, please contact your dealer for help. Your dealer is likely to know your situation better and might give a faster, more comprehensive response. You may access to the list of available SmartHRMS distributors and/or technical support staffs at the numbers supplied on the packaging, depending on your location. Before you call, please prepare the following information:

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1) Company Registration and Name 2) Clear, concise and detailed explanation of problems describing what you did in each function before problems occurred. Email or faxing the above information to technical support often gets faster amid more thorough results. Many problems have a quick and simple solution which technical support can reply by fax back to you. Also, a written request allows technical support to review your situation and be better prepared to assist you when they call back.

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1.3

SmartHRMS System Flow Chart

This is a high level program that depicts the flow of functions within SmartHRMS family of payroll and human resource solutions.

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Payroll Management (PM) PM is the base of smartHRMS management module that captures and output all the payroll transaction and information. Advances & Loans (AL) Maintain employee records of pay advancement, short/long term loans as well as payment from the company. Human Resources (HR) Core module for employee maintenance which is critical to produce accurate payroll calculation and levy payment. Leave Management (LM) Maintain employee leave records with leave policy in place to determine leave balance, brought forward, allotted, entitlement and leave applied. Masters Provides a comprehensive masters policy setting that governs the working hours captured to calculate and processes the payroll. Company Setup (CS) Allows user to make optional setting such as Company Bank number, letterhead formatting as well as reviewing of audit trial whenever necessary.

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Chapter 2 2.1

Getting Started

Quick Tour of SmartHRMS Version 1.0

From the information available from the earlier section you should decide which are the options suitable to your payroll process and flow and decide which the options you would like to implement are. Firstly, open your Internet Explorer as shown below:

Type www.smarthrms.com under browser URL link.

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SmartHRMS version 1.1 Payroll Management System – User’s Manual

The following screen will appear in front of you. Click and Select smartHRMS, Singapore Edition to proceed.

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2.1.1. Login Screen SmartHRMS has a login screen before allowing any user to start entering any data. At all transactions, the login-user name is captured by the system.

Enter Login Details When Company ID (ACRA Registration Number), Username and password is entered, SmartHRMS will verify with the system database whether the login is authentic. The system will prompt invalid login if login details is invalid or does not match our system record. The ‘Remember Me’ checkbox will help the system to remember user last login details except for the password. 2.1.1.1 In Case cannot log into SmartHRMS If an incorrect User is presented or a wrong password is used, then access into smartHRMS is NOT POSSIBLE. Remedy: Remedy Have this user deleted and then re-create another User ID. Please ensure Company ID is correct.

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2.1.2

SmartHRMS Main Menu Screen

After going pass the Login Screen, you will be presented with the SmartHRMS main menu. Note that different users may see different screens and this depends on their own security rights that were set by the System Administrator.

2.1.2.1 SmartHRMS Prompt Screen Indicator (Session Expires) The following screen will be shown to user after the system is left unattended for more than 20 minutes after login.

Remedy: Close the browser or refresh the browser and re-login to smartHRMS.

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2.1.2.2. SmartHRMS Prompt Screen Indicator (Invalid BrowserBrowser-inin-use) The following screen will be shown to user if an invalid or incompatible browser is in use such as Fire Fox or Netscape 5.0 and below.

Remedy: User Microsoft Internet Explorer to access smartHTMS.

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Chapter 3 SmartHRMS – Payroll Management

The system will naturally flow from: 1) Working Hour Manager 2) Add/Dedt (To perform Additional or deduction of salary) 3) Generate Payslip 4) Generate Bank Files (Bank such as HSBC, UOB, DBS and OCBC) 5) Generate CPF File (For submission via CPG E-Submission portal) 6) IRAS form and Auto-Inclusion (With new update after 1 Aug 08)

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3.1 3.1

Work Hours Manager

Click on >Payroll Management>Working Hours Manager to view the details of the working hours that was either input in the system or imported from a CSV file or directly from the Time Attendance Device. You may filter & view the Working Hour report, by clicking the date range “From” and “To” to determine the timeline that you want to see. You may use the calendar button to assist you in inputting the date. The filter allows you to filter by “Name”, “Employee Group”, or “Shift”. Click on the “View/Print” button and another browser will open up the Working Hour report in PDF format. To manually Add working hour records, click on the “Working Hours” icon on top of the search filters to bring you to the Work Hours input interface. You may click on the individual’s “Edit” button to edit the timing details. You may also delete the working hours individually. If you wish to delete the entire filtered selection, click on the “Delete All” button.

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3.1.1

Work Hours Input (Default Tab)

When you click on the Working Hour icon or Edit button, you would be directed to the Work Hours Input page. You may select the respective Employee by clicking on the first dropdown. The list is sorted by Employee Name. Click on the Shift Code to define the right shift on the working hours to enter. To set the start/end time, enter the hours in “Hours” & minutes in “Mins”. For example 8:20pm should be entered “20” in the Hours field & “20” in the Mins field. 3.1.2

Work Hours Input (Options Tab)

User can set if the record should Apply Late Penalty, Lunch deduction or Overtime. User can also select the respective Project/Department/Section that the working hr record is allocated to.

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3.2

Additional/Deduction Additional/Deduction (Add/Dedtn)

The addition/deduction is the function where you would key in the respective allowances/disbursements or deduction into the system. These are recorded as a transaction type. There are 4 different ways to enter theses transactions. You may filter & view the Additional/Deduction report, by “Employee Name/NRIC”, “Employee Shift”, “Month” and “Year” selection. Click on the “View/Print” button and another browser will open up the Additional/Deduction report in PDF format. To manually Add Allowances records, click on any of the 4 icon on top of the search filters to bring you to the input interface. You may click on the individual’s “Edit” button to edit the allowance item details. You may also delete the allowance individually. If you wish to delete the entire filtered selection, click on the “Delete” button beside the left side of the Search button.

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3.2.1 .2.1

Additional/Deduction Information

The first type is the single record addition, deduction entry. When you click on the Additional/Deduction icon or Edit button, you would be directed to the Addition/deduction Input page. You may select the respective Employee by clicking on the first dropdown. The list is sorted by Employee Name. Enter a tile or name for the entry such as “Transport Allowance” followed by selecting a date for the allowance to be assigned to the employee, shift related to the reimbursement of the allowance, attached to (if it attracts CPF or does not attracts CPF or a bonus allowance), amount and finally currency of this allowance such as SGD or USD. 3.2.2

Multiple Additional/Deduction

The second type is the multiple record additions, deductions entry. When you click on the Multiple Transaction icon, you would be directed to the Multiple Addition/deduction Input page. You may select the respective Employee by clicking on the first dropdown. The list is sorted by Employee Name. Enter a tile or name for the entry such as “Transport Allowance” followed by selecting a date for the allowance to be assigned to the employee, currency of this allowance such as SGD or USD, % scaling ranging from 1 – 100 in percentage of allocation which is computed using the Basic salary, Allowance

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type such as Additional or deduction, attached to (if it attracts CPF or does not attracts CPF or a bonus allowance), employee group associated with the allowance and the shift related to the reimbursement of the allowance.

Note: The ‘amount’ field will be field up when scaling is entered and applied. Based on the above example, with a scaling of 50 (meaning to say 50%), A009999999A amount will be filled $1200. The amount can be amended by user whenever necessary before saving. 3.2.3

Recurring Information (+/(+/-)

The third type is the recurring additions, deductions entry. When you click on the Recurring Transaction icon, you would be directed to the Recurring Addition/deduction Information Input page. You may select the respective Employee by clicking on the first dropdown. The list is sorted by Employee Name. Enter a tile or name for the entry such as “Transport Allowance” followed by shift related to the reimbursement of the allowance, attached to (if it attracts CPF or does not attracts CPF or a bonus allowance), currency of this allowance such as SGD or USD, employee group associated with the allowance and amount.

After specifying the necessary attributes, user will then determine the beginning (From) and ending (To) Year, Month and Day of transaction to be created. For Day field, the system only allows days between 1st to 28th for month. 29th, 30th and 31st is excluded as it might not appear in some months of the year.

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3.2.4

Yearly Transaction

The last type is the yearly transaction additions, deductions entry. When you click on the Yearly Transaction icon, you would be directed to the Yearly Transaction Information Input page. You may select the respective Employee by clicking on the first dropdown. The list is sorted by Employee Name. Enter a tile or name for the entry such as “Transport Allowance” followed by shift related to the reimbursement of the allowance, Allowance type such as Additional or deduction item, attached to Gross, Net or Bonus (if it attracts CPF or does not attracts CPF or a bonus allowance), currency of this allowance such as SGD or USD, employee group associated with the allowance and template for existing template available. User will be able to create new template by clicking on the ‘New’ link below the Template drop down selection. When user clicks on the New link, a new template will be created and user will be able to enter a date and amount before saving. Save button below will allow the system to save the template. Note: User will still need to select a template and click on the main screen save button in order for the transaction to occur or apply to the system.

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3.2 Generate Payslip

The Payslip Management is the function where you would be able to generate employee’s payslip for your company monthly payroll. User will be able to select a list of different payslip layout formats available namely: 1) General 2) Voucher 3) Informative (A) 4) Informative (B) 5) Informative (C)

-

6) Summary 7) Standard Summary 8) Add/Dtn Summary -

Basic and general purpose payslip layout Common payslip layout Gross Salary with calculated Working Hours details Gross Salary with Additions/Deductions/Leave details Summarized Payslip layout with calculated Working Hours details Summarized Payslip layout Summarized Payslip layout with Advance/Loan details Summarized Payslip layout with Additions/Deductions and Leave details

You may filter & view a single or a list of payslips generated, by search employee name using the Name textbox, “Employee Name/NRIC selection”, “Employee Group”, “Month” and “Year” selection. Click on the “View/Print” button and another browser will open up the payslip or detailed report in PDF format. To generate a payslip records, click on the ‘Generate Payslip’ icon on top of the search filters to bring you to the payslip generation interface. You may click on the individual’s “Print” button to view and print individual payslip details. You may also delete the payslip individually. If you wish to delete the entire filtered selection, click on the “Delete” button beside the left side of the Search button.

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3.3.1

Pay Slip Generator

The following screen shows the pay slip generator page. When you click on the Generate Payslip icon, you would be directed to the Payslip generator page. User will then determine a start and end date of the payslip to be generated. The payslip ID suggest that user can also input a preferred ID or using the default Payslip ID for the range of payslips to be generated. You may select the respective Employee by clicking on the dropdown list. The list is sorted by Employee Name and ‘ALL’ option among the list of selection. By selecting ‘ALL’, user will be able to generate the entire payslips at a go. Apply FWL (Foreign workers Levy), a mandatory contribution, is a default checked item which applies to all foreigners payslip according to government regulatory. Under unforeseen circumstances, user can choose to uncheck the option whenever required.

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3.3.1

Pay Slip Confirmation

The following screen shows the pay slip generator confirmation page. When you click on the next button from the Payslip Generator page, you would be directed to the Payslip generator confirmation page. User will be able to preview a list of to-begenerated payslip transaction records with the option to edit individual records by clicking on the ‘Edit’ button. User will be able to make change to the Shift ID which is the selection of employee shift, Week start ranging from week 1 – week 5 (Explanation below), start date and end date of payslip, determining of the following payslip or employee requires the contribution of SDF (by default is selected) and lastly the plus (+) sign meant user will be able to select and combine a series of payslips generated for one employee that consist of numerous shift as one. (By default is selected) Note: By default, week 1 will be pre-selected with reference from the Start date. Example as shown above is the 1 Jan 2008 day will be considered week 1 of the payslip to be generated. Week 5, which is also available, is to enable user to perform week selection which normally includes 29th, 30th and 31st as week 5. Breakdown as follows:

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3.4

IR8A Forms

IRAS Features is built to specification given from Inland Revenue Authority of Singapore. This feature would be in-use either upon resignation of employees in the company or submission of income tax declaration annually. Our system allows user to generate Form IR8A or Form IR8S as well as IR8A and IR8S auto-inclusion file submission format. 3.4.1

Generate IR8A

The following screen shows the Generate IR8A manager page. When you click on the Auto-Inclusion icon from the IRAS Features page discussed earlier, you would be directed to the Generate IR8A manager page. User will be able to preview a list of generated IR8A transaction records with the option to edit or delete individual records by clicking on the ‘Edit’ or ‘Delete’ button respectively. By default, all IR8A transaction

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records will be checked or selected waiting for user to trigger the ‘Next’ button to proceed to the Submission confirmation page. Upon selection of the dropdown list below the Income Year text, the screen will be refreshed and user will be allowed to view the respective year records. 3.4.1.1 Generate Employee IR8A Record

When you click on the Prepare Auto-Inclusion (E-submission) icon or Edit button, you would be directed to the Employee IR8A generation page. You may select the respective Employee by clicking on the first dropdown. The list is sorted by Employee Name and ‘ALL’ represent all the employees in the company will be generated. The income year dropdown list will allow user to select the year IR8A required to be generated or prepared and user will click on the ‘Generate’ button to proceed when ready. The ‘Back’ button will navigate user back to ‘Generate IR8A manager page. 3.4.1.2 IR8A Employer’s Submission Information

The following page will show when user clicks on the ‘Next’ button from the Generate IR8A manager page after the necessary IR8A records is being identified for generation. User will be prompted to enter a series of information which will be displayed in either the forms format or auto-inclusion file format. Description of the input fields available as follows: 1. Basic Year – Employee worked year. Example if you would like to perform IR8A form/file format generation for the year 2008, the basic year selection should be 2007.

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2. Organization Type – The common selection for MNCs and SMEs is ‘ROC No – Company Selection.’ unless advised by Inland Revenue Authority of Singapore. 3.

Organization ID No. – (Mandatory field) ROC No. or ACRA No. issued by Accounting Corporate Regulatory Authority Singapore (ACRA) which normally consists of 9 number character and 1 alphanumeric character.

4.

Name of Authorized Person – (Mandatory field) an officially appointed company officer or human resource in-charged of the company or organization will be required to include his/her name in the file or form. IRAS will contact the following personnel in the event of uncertainty or issues identified.

5. Designation of Authorize Person – Official job designation of authorized person in the company of the authorized person. 6. Name of Employer – Company’s name registered with ACRA. 7. Telephone Number – Company contact number or direct contact of authorized person in-charge of company’s Human Resource matters. 8. Email Address of authorized Person – Electronic address of authorized person incharge of company’s Human Resource matters. 9. Name/Division of Branch – Internal to one’s organization framework which is officially declared in ACRA such as holding company or subsidiaries of a main company.

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3.4.2

Generate IR8S

The following screen shows the Generate IR8S manager page. When you click on the Auto-Inclusion icon from the IR8S Features page discussed earlier, you would be directed to the Generate IR8S manager page. User will be able to preview a list of generated IRSA transaction records with the option to edit or delete individual records by clicking on the ‘Edit’ or ‘Delete’ button respectively. By default, all IR8S transaction records will be checked or selected waiting for user to trigger the ‘Next’ button to proceed to the Submission confirmation page. Upon selection of the dropdown list below the Income Year text, the screen will be refreshed and user will be allowed to view the respective year records. 3.4.2.1 Generate Employee IR8S Record

When you click on the Generate IR8S Forms icon or Edit button, you would be directed to the Employee IR8S generation page. You may select the respective Employee by clicking on the first dropdown. The list is sorted by Employee Name and ‘ALL’ represent Page 27

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all the employees in the company will be generated. The income year dropdown list will allow user to select the year IR8S required to be generated or prepared and user will click on the ‘Generate’ button to proceed when ready. The ‘Back’ button will navigate user back to ‘Generate IR8S manager page. 3.4.2.2 3.4.2.2 IR8S Employer’s Submission Information

The following page will show when user clicks on the ‘Next’ button from the Generate IR8S manager page after the necessary IR8S records is being identified for generation. User will be prompted to enter a series of information which will be displayed in either the forms format or auto-inclusion file format. Description of the input fields available as follows: 1. Basic Year – Employee worked year. Example if you would like to perform IR8A form/file format generation for the year 2008, the basic year selection should be 2007. 2. Organization Type – The common selection for MNCs and SMEs is ‘ROC No – Company Selection.’ unless advised by Inland Revenue Authority of Singapore. 3. Organization ID No. – (Mandatory field) ROC No. or ACRA No. issued by Accounting Corporate Regulatory Authority Singapore (ACRA) which normally consists of 9 number character and 1 alphanumeric character. 4. Name of Authorized Person – (Mandatory field) an officially appointed company officer or human resource in-charged of the company or organization will be required to include his/her name in the file or form. IRAS will contact the following personnel in the event of uncertainty or issues identified. 5. Designation of Authorize Person – Official job designation of authorized person in the company of the authorized person. 6. Name of Employer – Company’s name registered with ACRA. 7. Telephone Number – Company contact number or direct contact of authorized person in-charge of company’s Human Resource matters.

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8. Email Address of authorized Person – Electronic address of authorized person incharge of company’s Human Resource matters. 9. Name/Division of Branch – Internal to one’s organization framework which is officially declared in ACRA such as holding company or subsidiaries of a main company.

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3.5

Generate IDEAL

The Generate IDEAL function is a DBS bank direct GIRO debit of employees calculated salary. DBS IDEAL is commissioned and released in 1995 in view to replace DPAY and DPAY 2 file format. In order to perform direct debit of employee salary, user will be required to register an account with DBS bank and login to the portal for file submission every month. Through smartHRMS using our DBS IDEAL file generator, user will be required to provide the system with the following information: 1) Ref Seq. No. – A unique ID generated by smartHRMS 2) Sequence No. – A number issue by the file creator ranging from 1-99. For company that submitted only 1 file per month, the recommended sequence number entered is 1. 3) Effective Date – Date that the bank performs the debit of salary to the employee’s bank account. Note: Effective date cannot be on Saturday or Sunday. If effective date required is on Thursday, company is required to submit the file 2 days by 2pm before date. 4) Start Date will be retrieving records with start date referencing from existing smartHRMS payslip records. 5) End Date will be retrieving records with end date referencing from existing smartHRMS payslip records.

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3.5.1

IDEAL File Confirmation

The following screen shows the IDEAL file confirmation page when user click on the ‘Generate’ button from the IDEAL Generator page discussed earlier. User will be able to preview a list of pre-generated IDEAL log transaction records with the option to include or exclude before clicking on the ‘Save’ button. ‘View/Print’ button will allow user to generate a softcopy file in pdf format which allows user to preview a list of information similar to the file format to the generated. The ‘Save’ button will generate a file (formatted) and enable user to save the file to your local computer directory. ‘Back’ button will navigate user back to the Generator manager page. Once all information is verified and validated, user will then proceed to login DBS portal and submit it for processing accordingly.

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3.6 Generate HSBC MRI

The Generate HSBC MRI function is a HSBC bank direct GIRO debit of employees calculated salary. User will be required to register an account with HSBC bank in order to be able to login to the portal for file submission every month. Through smartHRMS using our HSBC MRI file generator, user will be required to provide the system with the following information: 1) Payment Set No. – A default unique HSBC ID for 1st submission file. Subsequent submission file will be E02, E03 etc. 2) Transaction Date – Date that the bank performs the debit of salary to the employee’s bank account. Note: Transaction date cannot be on Saturday or Sunday. If transaction date required is on Thursday, company is required to submit the file 2 days by 2pm before date. 4) Start Date will be retrieving records with start date referencing from existing smartHRMS payslip records. 5) End Date will be retrieving records with end date referencing from existing smartHRMS payslip records.

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3.6.1

HSBC MRI File Confirmation

The following screen shows the HSBC MRI confirmation page when user click on the ‘Generate’ button from the HSBC MRI Generator page discussed earlier. User will be able to preview a list of pre-generated MRI log transaction records with the option to include or exclude before clicking on the ‘Save’ button to proceed. ‘View/Print’ button will allow user to generate a softcopy file in pdf format which allows user to preview a list of information similar to the file format to the generated. The ‘Save’ button will generate a file (formatted) and enable user to save the file to your local computer directory. ‘Back’ button will navigate user back to the Generator manager page. Once all information is verified and validated, user will then proceed to login the designated HSBC portal and submit it for processing accordingly.

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3.7

Generate UOB IBG

The Generate UOB IBG function is a UOB bank direct GIRO debit of employees calculated salary. In order to perform direct debit of employee salary, user will be required to register an account with UOB bank and login to the portal for file submission every month. Through smartHRMS using our UOB IBG file generator, user will be required to provide the system with the following information: 1) Service Type. – Consist of option IBGINORM or IBGIEXP. The different between this 2 types of service is IBGINORM charges customer at normal rate service (2 days processing time) while IBGIEXP charges customer at a higher cost at express service rate (within 1218 hours processing time) 2) Sequence No. – A number issue by the file creator ranging from 1-99. For company that submitted only 1 file per month, the recommended sequence number entered is 1. 3) Effective Date – Date that the bank performs the debit of salary to the employee’s bank account. Note: Effective date cannot be on Saturday or Sunday. If effective date required is on Thursday, company is required to submit the file 2 days by 2pm before date. 4) Start Date will be retrieving records with start date referencing from existing smartHRMS payslip records. 5) End Date will be retrieving records with end date referencing from existing smartHRMS payslip records.

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3.7.1

UOB IBG File Confirmation

The following screen shows the UOB IBG confirmation page when user click on the ‘Generate’ button from the UOB IBG Generator page discussed earlier. User will be able to preview a list of pre-generated IBG log transaction records with the option to include or exclude before clicking on the ‘Save’ button to proceed. ‘View/Print’ button will allow user to generate a softcopy file in pdf format which allows user to preview a list of information similar to the file format to the generated. The ‘Save’ button will generate a file (formatted) and enable user to save the file to your local computer directory. ‘Back’ button will navigate user back to the Generator manager page. Once all information is verified and validated, user will then proceed to login the designated UOB portal and submit it for processing accordingly.

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3.8

Generate OCBC Bank Submission

The Generate OCBC Bank submission function is OCBC bank direct GIRO debit of employees calculated salary. In order to perform direct debit of employee salary, user will be required to register an OCBC velocity account with OCBC bank and login to the portal for file submission every month. Through smartHRMS using our OCBC file generator, user will be required to provide the system with the following information: 1) Batch No. – A number issue by the file creator ranging from 1-99. For company that submitted only 1 file per month, the recommended batch number entered is 1. 2) Effective Date – Date that the bank performs the debit of salary to the employee’s bank account. Note: Effective date cannot be on Saturday or Sunday. If effective date required is on Thursday, company is required to submit the file 2 days by 2pm before date. 3) Start Date will be retrieving records with start date referencing from existing smartHRMS payslip records. 4) End Date will be retrieving records with end date referencing from existing smartHRMS payslip records.

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3.8.1

OCBC GIRO File Confirmation

The following screen shows the OCBC file confirmation page when user click on the ‘Generate’ button from the OCBC file Generator page discussed earlier. User will be able to preview a list of pre-generated OCBC log transaction records with the option to include or exclude before clicking on the ‘Save’ button to proceed. ‘View/Print’ button will allow user to generate a softcopy file in pdf format which allows user to preview a list of information similar to the file format to the generated. The ‘Save’ button will generate a file (formatted) and enable user to save the file to your local computer directory. ‘Back’ button will navigate user back to the Generator manager page. Once all information is verified and validated, user will then proceed to login the designated OCBC portal and submit it for processing accordingly.

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3.9 Generate CPFCPF-PAL

The Generate CPF-PAL function is to generate a file to be submitted to CPF board that comprise of the breakdown of the employee CPF, employers CPF, skilled development fund (SDL) as well as Foreign workers levy (FWL) contribution. In order to perform direct debit to employees account as well as deduction from employer corporate bank account, user will be required to register a CPF board for a login account to enable themselves to login to the portal for file CPF e-submission (via DTL file uploading) every month. Through smartHRMS using our CPF-PAL generator, user will be required to provide the system with the following information: 1) Employer Ref. No. – A unique 7 digit reference number issued by CPF board upon successful registration of Company’s CPF account. 2) Advice Code – Advice code is a file submission sequence number ranging from 01-99. For company who only require submitting one time per month, the advice code input is normally 01 unless advice by CPF Board. 3) Month – CPF contribution month 4) Year - CPF contribution year 5) Start Date will be retrieving records with start date referencing from existing smartHRMS payslip records. 6) End Date will be retrieving records with end date referencing from existing smartHRMS payslip records.

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3.9.1

CPFCPF-PAL – Employee Submission Selection (Phase 1)

The following screen shows the Employee submission selection page when user click on the ‘Generate’ button from the CPF-PAL Generator page discussed earlier. User will be able to preview a list of pre-generated CPF-PAL transaction records with the option to include or exclude before clicking on the ‘Next’ button to proceed. 3.9.2

CPFCPF-PAL Confirmation

The following screen shows the CPF-PAL confirmation page when user click on the ‘Next’ button from the Employee submission selection page earlier. User will be able to select the status of the employee as follows: Status Type: 1) Existing - Existing, active working employee 2) Leaver – Employee leaving the company after current month submission

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3) New Joiner – Employee 1st month contribution under the name of the company. 4) Join and Leave – Employees joined and left the company on the same month ‘View/Print’ button will allow user to generate a softcopy file in pdf format which allows user to preview a list of information similar to the file format to the generated. The ‘Download’ button will generate a file (formatted) and enable user to save the file to your local computer directory. ‘Back’ button will navigate user back to the employee submission selection page. Once all information is verified and validated, user will then proceed to login the CPF portal and submit it for processing accordingly.

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3.10

Auto Upload (CSV (CSV) CSV)

Work Hours uploader is a function built to cater to company that process employees working hours on a excel spreadsheet to enable them to bring in the work hours timing into smartHRMS within mins. User will be prompt to browse and search for a file to be uploaded. Upon selection of the file, user will then click on the ‘Upload’ button to process the working hours timing into smartHRMS. The ‘Back’ button will navigate user back to the payroll Management panel. Note: The following function requires user to pre configure the columns setting in the company setup tab which will be discussed in the later part of this user guide under the chapter System Setup.

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3.11

TMS Work Hour Retrieval

TMS Work Hours Retrieval is another work hour uploader function built to cater to company that is equipped with time attendance machine that output work hours either in .dat or .csv extension. These files must be recognized by smartHRMS. User will be prompt to enter or select a start time and end time of working hours to be retrieval from the file. After which, depending on the setting and the number of time attendance machine used by the company (mainly depends on the implementation of the device), user will then select a attendance file for check in file or if necessary, select a file for check out file as well. After selection, user will then select file extension either .dat or .csv file format before clicking on the ‘Upload’ button to process the working hours timing into smartHRMS. The ‘Back’ button will navigate user back to the payroll Management panel. Note: The following function requires user to pre configure the columns setting in the company setup tab which will be discussed in the later part of this user guide under the chapter System Setup.

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3.12

Reports & Query

Reports & Query (PM) comprises of several payroll management reports categorized into 6 main tabs. Upon clicking on the Report & Query link or icon under Payroll Management, the system will display the content of the Contribution tab by default. 3.12.1 3.12.1 Reports & Query – Contribution

Under the contribution tab, there are a total of 4 reports namely Summary 1, Summary 2, Standard details and Register details. Before generating the reports for view, user can input the following filter options such as NRIC/Name or ‘ALL’ to select all employees. Group determines the employee group to be selected or ‘ALL’ to select all employee’s group, format of the report either in PDF or XLS, Month and Year to be retrieved,

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currency selection of USD, SGD or ‘ALL’ and lastly identify the report format before proceeding to click on the ‘View/Print’ button to generate the report. 3.12.2 Reports & Query – Reconciliation

Under the Reconciliation tab, there are a total of 3 reports namely differences report, YTD report and comparison report. For Differences report, user will determines the employee group to be selected or ‘ALL’ to select all employee’s group, format of the report either in PDF or XLS, Month and Year to be retrieved to be compared (A), Month and Year to be retrieved in comparison (B). After all the selection is made, user will then click on the ‘View/Print’ button to proceed to view the report. For YTD report, user will determine the NRIC/Name or ‘ALL’ to select all employees to be generated, year to be generated for the year-to-date report and report to be generated either in PDF or XLS format. For Comparison report, user will determines the Month and Year to be retrieved to be compared (C), Month and Year to be retrieved in comparison (D) and the format of the report either in PDF or XLS. After all the selection is made, user will then click on the ‘View/Print’ button to proceed to view the report.

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3.12.3 Reports & Query – Allowances

Under the Allowances tab, user will be able to generate the allowances report with the desired filter options such as the NRIC/Name or ‘ALL’ to select all employees to be generated, employee shift to be selected or ‘ALL’ to select all employee’s shift in smartHRMS, Month and Year to be retrieved and currency selection of USD, SGD or ‘ALL’. After user determine their criteria of the report to be display, user will then click on the ‘View/Print’ button to proceed with the creation of report. 3.12.4 Reports & Query – PDS

Under the PDS tab, user will be able to generate the PDS report with the desired filter options for Project code or ‘ALL’ selection, Department code or ‘ALL’ selection, Section code or ‘ALL’ selection, format of report to be either in Detail style or Summary format, range of date to be generated using the calendar picker from the ‘From’ box and lastly the calendar picker from the ‘To’ box. After user determine their criteria of the report to be display, user will then click on the ‘View/Print’ button to proceed with the creation of report.

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3.12.5 Reports & Query – Cost Centre

Under the Cost Centre tab, there are a total of 3 costing reports namely Labour Costing (By Hour), CPF/FWL Costing, Labour Costing (By Payslip). In order to generate the reports, user will be required to specify the Project code or ‘ALL’ selection followed by selecting or entering a ‘From’ and ‘To’ date field before proceed to click on the ‘View/Print’ button to preview the content of the report. Note: Leaving the ‘From’ and ‘To’ date empty will indicate that the system will draw all records in the system with no date constraint taken into consideration.

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Chapter 4 SmartHRMS – Advances & Loans

SmartHRMS, Advance & Loan Module comprises of the following features: 1) Advance & Loan 2) Report & Query (Under Construction)

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4.1 Advances & Loans Management

Click on >Advances & Loans >Process Application to view the details and records of all Employee advances, loans as well as payment. You may filter & view the Advance & Loan report, by “Employee NRIC/Name”, “Employee Group named as Group”, “Month” and “Year” selection. Click on the “View/Print” button and another browser will open up the Advance & Loan report in PDF format. To manually Add Advance, loan or payment records, click on the icon on top of the search filters to bring you to the input interface. You may click on the individual’s “Edit” button to edit the allowance item details. You may also delete the allowance individually. If you wish to delete the entire filtered selection, click on the “Delete” button beside the left side of the Search button.

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4.1.1 4.1.1

Advance & Loan Input – Advance

By default, Type ‘Advance’ will be selected when user clicks on the Advance or Loan icon from the Advance & Loan Input page. You may select the respective Employee by clicking on the first dropdown. The list is sorted by Employee Name. The next will be type selection. There are a total of 3 types available namely, Advance, Loan and Payment. For the above illustration, we’ll be discussing the type ‘Advance’ option in use. The next field is the Date where user will be able to use the system date picker or manually enter a suitable date format to the system, followed by currency of this advances/loan such as SGD or USD, amount and lastly remarks of application (whenever necessary). 4.1.2

Advance & Loan Input – Loan

The above screen will be shown when user selects the Type as ‘Loan’. You may select the respective Employee by clicking on the first dropdown. The list is sorted by Employee Name. The next will be type selection. There are a total of 3 types available namely, Advance, Loan and Payment. For the above illustration, we’ll be discussing the type

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‘Loan’ option in use. The next field is the Date where user will be able to use the system date picker or manually enter a suitable date format to the system, followed by currency of this advances/loan such as SGD or USD, amount, period in term of number of payment required and lastly remarks of application (whenever necessary). 4.1.3

Advance & Loan Input – Payment

The above screen will be shown when user selects the Type as ‘Payment. You may select the respective Employee by clicking on the first dropdown. The list is sorted by Employee Name. The next will be type selection. There are a total of 3 types available namely, Advance, Loan and Payment. For the above illustration, we’ll be discussing the type ‘Payment’ option in use. The next field is the Date for the payment where user will be able to use the system date picker or manually enter a suitable date format to the system, followed by currency of this advances/loan such as SGD or USD. The unique part of type payment is that an amount due will be shown above for the selected employee. If an employee borrows $2000 on Aug 07 and borrows another $5000 on Sep 07, the total amount reflected as amount due will be $7000. Payment will be the amount the employee has paid back to the company and lastly remarks of application (whenever necessary).

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Chapter 5

SmartHRMS – Human Resource

SmartHRMS, Human Resource Module comprises of the following features: 1) Employee Information 2) Employee Group 3) Employee Qualification 4) Employee Shift 5) Report & Query 6) Family Information 7) Education Record 8) Disciplinary Record 9) Accident Record 10) Accident Item 11) Nation Service 12) Company Assets

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5.1

Employee Group Group

Click on >Human Resource >Group to view the details and records of all Employee Bio data in the system. This is the beginning step before proceed to create employee biodate or information. All employee group ID, policy ID associated with the group ID will be listed as shown above. ‘Back’ button will navigate user back to the Human Resource main panel. 5.1.1

Employee Group Information

When you click on the Employee Group icon or Edit button, you would be directed to the Employee group Input page. User will then enter a unique employee group ID as well as a selection of Leave Policy. For newly setup user where leave policy has yet to be setup, user can select the option “[NONE]” and return back to this screen to configure the leave policy associated with the employee group. ‘Back’ button will navigate user back to the employee group manager page while the ‘Save’ button will allow user to create an employee group.

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5.2 Employee Information

Click on >Human Resource >Employee Information to view the details and records of all Employee Bio data in the system. You may filter & view the Employee information records or report, by Employee Name search, Employee pass no and employee group. User will also be able to view the report either in pdf or in excel format. Click on the “View/Print” button and another browser will open up the report.

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5.2.1

Employee Information Input - Mandatory

By default, Mandatory tab will be selected. When you click on the Employee Information icon or Edit button, you would be directed to the Employee information Input page. The following fields are available on Mandatory tab: 1) Photo – Employee photo size picture, recommended size is 90x100 pixels. 2) Name – Name of Employee shown in Identification card 3) NRIC/FIN No. – Unique Singapore reference number shown in Identification card 4) Passport No. – Number issue by ICA available in Singaporean passport after 1 Aug 07. 5) Employ No. – Unique employee company reference no. 6) Clear Photo – Allows user to clear uploaded photo (using Edit mode) 7) Alias – A common name or nickname used to address the following employee 8) Date of Employment – Employee’s employment date 9) Date of Birth – Employee’s date of birth 10) Address 1 – Employee’s primary lodging or local address 11) Address 2 – Employee’s alternate address 12) Designation – Job title in the company.

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5.2.2

Employee Information Input - Personnel

The following fields are available on Personnel tab: 1) Status – Employee current principle status (Single, Married, Widow, Divorced) 2) Religion – Employee key religion (Buddhism, Taoism, Hinduism, Christianity, Muslim) 3) Race – Employee race (Chinese, Malay, Indian, Tamil, Singh) 4) Country – Employee’s Citizenship 5) Local Citizen – Checked if local citizen and unchecked if likewise 6) Others (Specify) – Employee citizenship which cannot be found in ‘Country’ list 7) S. Level – Employee Skilled Level (For foreigners only which affects FWL contribution) 8) Employee Group – Employee group assigned to for management 9) Gender – Male or Female 10) Contact (h) – Employee’s Home telephone number 11) Contact (hp) – Employee’s Hand phone number 12) N.O.K. Name – Employee’s Next of kin name 13) N.O.K Contact – Employee‘s Next of kin contact number (home no. or hp no.) 14) Contribution Centre – Employee’s monthly contribution centre 15) Contri Amt ($) – Amount of contribution per month 16) Remark(s) – Empty field for employee’s information input.

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5.2.3

Employee Information Input - Company Company

The following fields are available on Company tab: 1) EP Pass No. – Employee employment pass number 2) EP Pass Date – Employee employment pass issued date 3) EP Pass Date – Employee employment pass expiry date 4) Work Pass No. - Foreigner work pass number 5) Work Pass Date - Foreigner work pass issued date 6) Work Expiry Date - Foreigner work pass expiry date 7) Permanent Resident (Foreigner) – Determine if employee is a PR 8) P.R. Date – Employee P.R. Date which will affect CPF contribution calculation 9) Resigned –Determines of employee resigned from company 10) Cessation – Employee’s employment termination date 11) Confirm Employment – Determines if employee has been confirmed by the company 12) Confirmation Date – Employee confirmation date enables application of leave 13) Special Leave – Allows user to award additional leave above leave policy entitlement 14) BF Leave – Allows user to make adjustment of changes to the bring forward leave

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5.2.4

Employee Information Input - Bank

The following fields are available on Bank tab: DBS IDEAL 1) Account Name – Name of Account assigned by bank 2) Account No. – Account number assigned by bank (Reflected in payslip) 3) Bank No. – Bank number in Singapore (4 digits) 4) Branch No. – Bank’s branch number in Singapore (3 digits) HSBC MRI 1) Bank ID – Bank identification in Singapore (4 digits) 2) Branch & Account No. – Branch associated with assigned account number. UOB Bank IBG 1) Account Name – Name of Account assigned by bank 2) Bank code. – Bank code/number in Singapore (4 digits) 3) Account No. – Account number assigned by bank (11 digits) 4) Branch No. – Bank’s branch number in Singapore (3 digits) OCBC Format 1) Account Name – Name of Account assigned by bank 2) Bank code. – Bank code/number in Singapore (4 digits) 3) Account No. – Account number assigned by bank (11 digits) 4) Branch No. – Bank’s branch number in Singapore (3 digits)

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5.2.5

Employee Information Input (5)

The following fields are available on Setting tab: Contribution Settings 1) Apply CPF Rates – Determines if employee requires CPF contribution 2) Apply FWL Rates – Determines if employee requires FWL contribution 3) Apply SDF Rates – Determines if employee requires SDF contribution 4) S Pass Holder – Determine if employee is an S-pass holder which requires FWL contribution.

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5.3 Employee Qualification

Click on >Human Resource >Qualification to view the details and records of all Employee qualification in the system. Employee qualification module is used to house all employee training records received or trained during employment. You may filter & view the Employee qualification records, by Employee Name search, and employee NRIC. ‘Back’ button will navigate user back to the Human Resource main panel. 5.3.1

Qualification Information

When you click on the Employee qualification icon or Edit button, you would be directed to the Employee qualification Input page. User will then selects employee NRIC/Name within the dropdown list, enter or select a date which the employee certification was

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awarded, enter a title for the certification name. ‘Back’ button will navigate user back to the employee group manager page while the ‘Save’ button will allow user to create an employee qualification record. 5.4 Employee Shift/Salary

Click on >Human Resource >Shift/Salary to view the details and records of all Employee shift salary in the system. You may filter & view the Employee shift/salary records, by Employee Name search, employee NRIC or shift type such as monthly, hourly or both using the ‘ALL’ selection. ‘User will also be able to view the report in pdf format through clicking on the “View/Print” button whenever necessary. A new browser will open for the report.

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5.4.1

Employee Shift Setup

When you click on the Employee shift icon or Edit button, you would be directed to the Employee shift/salary Input page. User will then selects employee NRIC/Name within the dropdown list, select a pre-set shift code (under the Masters->Shift Master), date which shift salary commence, salary figure or amount, currency either in USD or SGD, salary type either monthly or hourly and lastly check or uncheck the Active box to determine if user requires the shift/salary record in the system to be in-use. ‘Back’ button will navigate user back to the employee shift/salary manager page while the ‘Save’ button will allow user to create the employee shift/salary record.

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5.5 Family Information

Click on >Human Resource >Family Info. to view the details and records of all Employee family records in the system. You may filter & view the Employee family records, by employee NRIC. ‘User will also be able to view the report in pdf format through clicking on the “View/Print” button whenever necessary. A new browser will open for the report. 5.5.1

Family Information Input

When you click on the Employee family information icon or Edit button, you would be directed to the Employee family Input page. User will then selects employee NRIC/Name, enter the name of the employee’s family member, Date of birth, occupation, contact number, company working in, Relationship with employee such as son, daughter, Page 62

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spouse, mother or father, Present living address, permanent address (if required), designation and lastly the remarks field for any other information. ‘Back’ button will navigate user back to the employee shift/salary manager page while the ‘Save’ button will allow user to create the employee family record. Note: 2 days of Childcare leave will be enabled when an employee family records of a son or daughter whose date of birth matches the Employment Act criteria of below 7 years old. 5.6 Education Record

Click on >Human Resource >Education Information to view the details and records of all Employee education record in the system. Education record is different from smartHRMS qualification record module. Education records stores a list of employee past educational information (such as secondary school, tertiary educational institution, high school education etc) before joining the company. You may filter & view the Employee educational records, by employee NRIC/name dropdown list followed by triggering the search button. ‘User will also be able to view the report in pdf format through clicking on the “View/Print” button whenever necessary. A new browser will open for the report.

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5.6.1

Educational Details Input

When you click on the Employee education record icon or Edit button, you would be directed to the Employee educational details Input page. User will then selects employee NRIC/Name, select a level (Pre-set through Educational level module), select a centre (Pre-set through Education centre module), select a discipline (Pre-set through Educational discipline module), start date, end date of the course, country which employee pursuit the education, check if the following is the employee’s highest education and lastly the marks field for user to input any other information. ‘Back’ button will navigate user back to the employee education record manager page while the ‘Save’ button will allow user to create a new employee educational record.

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5.6.2

Educational Center Information

Click on >Human Resource >Education Information > Education Centre Information to view the details and records of all educational centre in the system. 5.6.2.1 Educational Center Input

When you click on the educational centre icon or Edit button, you would be directed to the educational centre Input page. User will be able to enter education center name (such as ABC Polytechnic) and remarks of the education centre if required. ‘Back’ button will navigate user back to the employee education centre record manager page while the ‘Save’ button will allow user to create a new educational centre.

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Educational Level Information

Click on >Human Resource >Education Information > Education Level Information to view the details and records of all educational level in the system. 5.6.3.1 Educational Educational Level Input

When you click on the educational level icon or Edit button, you would be directed to the educational level Input page. User will be able to enter education level (such as Advance, beginning etc) and remarks of the education level if required. ‘Back’ button will navigate user back to the employee education level record manager page while the ‘Save’ button will allow user to create a new educational level.

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5.6.4

Educational Discipline Information

Click on >Human Resource >Education Information > Education Discipline Information to view the details and records of all educational discipline in the system. Education Discipline Input

When you click on the educational discipline icon or Edit button, you would be directed to the educational discipline Input page. User will be able to enter education discipline (such as Electrical Engineering, Business, and Information Technology etc) and remarks of the education discipline if required. ‘Back’ button will navigate user back to the employee education discipline record manager page while the ‘Save’ button will allow user to create a new educational discipline.

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Disciplinary Record

Click on >Human Resource >Disciplinary Information to view the details and records of all Employee disciplinary record in the system. You may filter & view the Employee disciplinary records, by employee NRIC/name dropdown list followed by triggering the search button. ‘User will also be able to view the report in pdf format through clicking on the “View/Print” button whenever necessary. A new browser will open for the report.

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Disciplinary Record Input

When you click on the Employee disciplinary record icon or Edit button, you would be directed to the Employee disciplinary Input page. User will then selects employee NRIC/Name, select an offence (Pre-set through offence type module), country which employee commit the offence, return date after committing the offence, selecting an employee who is the supervisor in-charge of this employee through the File by dropdown list and remarks of the employee disciplinary/offence if required. ‘Back’ button will navigate user back to the employee disciplinary record manager page while the ‘Save’ button will allow user to create a new employee disciplinary record in the system.

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5.8

Offence Type

Click on >Human Resource >Disciplinary Information > Offence Type to view the details and records of all offence type available in the system. 5.8.1

Offence Type Input

When you click on the offence type icon or Edit button, you would be directed to the offence type Input page. User will be able to enter the offence name (such as Rob, Steal and bribery etc) and remarks of the offence type if required. ‘Back’ button will navigate user back to the offence type manager page while the ‘Save’ button will allow user to create a new offence type.

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5.9

Accident Record

Click on >Human Resource >Accident Record to view the details and records of all accident record committed by employees in the system. You may filter & view the accident records, by employee NRIC/name dropdown list or select ‘ALL’ selection to view the entire company accident record, followed by triggering the search button. ‘User will also be able to view the report in pdf format through clicking on the “View/Print” button whenever necessary. A new browser will open for the report.

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5.9.1

Accident Record Input

When you click on the accident record icon or Edit button, you would be directed to the accident record Input page. User will then selects employee NRIC/Name, enter a date of the accident or using the data picker, enter a brief description of the incident/accident that occurred and remarks of the accident if required. ‘Back’ button will navigate user back to the accident record manager page while the ‘Save’ button will allow user to create a new accident record in the system.

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5.10

Accident Item

Click on >Human Resource >Accident Item to view the details and records of all accident item available in the system. The following function is built for our PDA module selection which is also available for smartHRMS HR management. You may filter & view the accident records, by employee name search by triggering the search button. 5.10.1 Accident Item Input

When you click on the accident item icon or Edit button, you would be directed to the accident item Input page. User will enter a name for the accident item(such as Work Site 1 injury, Office Injury etc). ‘Back’ button will navigate user back to the accident record manager page while the ‘Save’ button will allow user to create a new accident item for selection in the system.

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5.11

National Service

Click on >Human Resource >National SVC Info. to view the details and records of all employee’s national service information in the system. You may filter & view the national service information, by employee NRIC/name dropdown list or select ‘ALL’ selection to view the entire national service record, followed by triggering the search button. ‘User will also be able to view the report in pdf format through clicking on the “View/Print” button whenever necessary. A new browser will open for the report.

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5.11.1 National Service Input

When you click on the Add NS Record icon or Edit button, you would be directed to the national service information Input page. User will then selects employee NRIC/Name, select a NS status (such as Active, ORD, ROD, Exempted and others), enter ORD date and ROD date, unit name as well as vocation and lastly remarks if required. ‘Back’ button will navigate user back to the national service manager page while the ‘Save’ button will allow user to create a new employee NS record in the system.

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5.12

Company Assets

Click on >Human Resource >Assets Info. to view the details and records of all employees issued assets information in the system. You may filter & view the assets issued, by employee NRIC/name dropdown list or select ‘ALL’ selection to view the entire assets item record, followed by triggering the search button. ‘User will also be able to view the report in pdf format through clicking on the “View/Print” button whenever necessary. A new browser will open for the report.

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5.12.1 Company Assets Input

When you click on the Add Asset Item icon or Edit button, you would be directed to the employee’s asset issued information Input page. User will then selects employee NRIC/Name, select an item name (Pre-set through Asset item master module), enter issued date and return date if available, quantity issued and lastly remarks such as assets damaged or lost if required. ‘Back’ button will navigate user back to the Assets control manager page while the ‘Save’ button will allow user to create a new employee asset issued record in the system.

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5.12.2 Assets Item

Click on >Human Resource >Assets Item to view the details and records of all assets item available in the system. 5.12.2.1

Assets Item Input

When you click on the Add item icon or Edit button, you would be directed to the asset item Input page. User will be able to enter the item name (such as Laptop, PDA or hand phone etc), unit cost of purchase, date of product purchase and remarks of the asset item if required. ‘Back’ button will navigate user back to the asset item manager page while the ‘Save’ button will allow user to create a new asset item in the system ready for selection. Page 78

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5.13

Reports & Query

The following screen will be shown will user click on Human Resource > Reports & Query (HR). There are 3 reports direct links the report namely: 1) Individual Employee Report (Human Resource > Employee Information) 2) Employee Summary Report (Human Resource > Employee Information) 3) Work Permit Report (Shown below) 5.13.1 5.13.1 Reports & Query (Work Permit Report)

When user click on the work permit report link, user will be directed to the interface as shown above. User will be able to view the work permit report by ranging start and end date through From and To date field. When From and To field is filled, user will then proceed to click on the ‘View/Print’ button to view report.

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Chapter 6 SmartHRMS – Leave Management

SmartHRMS, Leave Management Module comprises of the following features: 1) Apply Leave (Leave Application) 2) Leave Policy 3) Leave Group 4) Leave-to-pay Conversion 5) Leave Type 6) Reports & Query

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6.1 Leave Information

Click on > Leave Management >Apply Leave (Leave Application) to view the details and records of all Employee’s applied leave in the system. You may filter & view the Employee leave records or report, by employee name search, leave type available, date of leave allotted and employee group. User will also be able to view the report either in pdf or in excel format. Click on the “View/Print” button and another browser will open up the report.

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6.1.1

Leave Application

When you click on the Apply Leave icon, you would be directed to the leave application page. User will then selects employee NRIC/Name, leave type available for application, start date followed by determining if user applies half day or full-day by checking or uncheck the Half day(am) box and end date following by determining if half-day or fullday leave to be applied and remarks of leave application if required. Exclude public holiday, exclude Saturday and exclude Sunday in use to apply/exclude the non-working days when user applies a range of leaves. ‘Back’ button will navigate user back to the leave management manager page while the ‘Save’ button will allow user to create a new employee leave record. Whenever leave type is changed, the calculation and values on the right box display will be updated according. The explanation of the leave terms are as follows: 1) Current Year Entitlement refers to the entitled/pro-rated leave for the current year. 2) B.Forward refers to the leave bought forward from last year

3) Applied refers to the leave applied this year 4) Balanced refers to the leave balance till end of the year 5) Entitlement refers to the Entitled leave for the whole year. 6) Allotted (Earned) refers to the Leave Balance till date. This is the Term Entitlement till date plus B.Forward less Applied Leave.

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6.1.3

Leave Details

When you click on the Details button from the record available in the leave manager page, you would be directed to the leave details information page. You may filter & view the Employee leave details records or report, by selecting employee NRIC/Name, start date, end date as well as employee group. User will also be able to view the report either in pdf or in excel format. Click on the “View/Print” button and another browser will open up the report. The ‘Delete’ button will enable user to remove leave record that has previously been created and ‘Back’ button will navigate user back to the leave manager page.

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6.2 Leave Policy

Click on > Leave Management >Leave Policy to view the details and records of all company leave policy available in the system. 6.2.1

Leave Policy Setup

When you click on the Leave Policy icon, you would be directed to the leave policy input page. User will then enter a unique policy ID and determine if the following leave policy allows brought forward of leave from previous work year. ‘Back’ button will navigate user back to the leave policy manager page while the ‘Save’ button will allow user to create a new leave policy in the system. Note: Bring forward leave option only applies to annual leave configuration.

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6.2.2

Leave Policy Policy Details

When you click on the Details button from the record available in the leave policy manager page, you would be directed to the leave policy details page. You may filter & view the leave policy details records or report, by selecting policy available in the dropdown list followed by the ‘Search’ button. The ‘Delete’ button will enable user to remove leave record that has previously been created and ‘Back’ button will navigate user back to the leave policy manager page.

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6.2.2.1 Leave Leave Policy Details Setup

When you click on the Leave Policy Details icon, you would be directed to the leave policy details input page. User will then select an existing policy, enter the year (such as 1, 2, 3 etc), allocation (days) as in number of days allocated for the year, maximum bring forward days is a constraint setter which allows user to impose a limit to the maximum number of days allowed to bring over for the year. ‘Back’ button will navigate user back to the leave policy details manager page while the ‘Save’ button will allow user to create a new leave policy details record in the system. Note: o o

Maximum number of bring forward (Days) leave should NOT be more than allocation (Days) for the year. For unlimited amount of leave allowed to be brought forward, user will be required to enter the value -1 (for Annual leave only).

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6.3 Leave Group

Click on >Leave Management >Leave Group to view the details and records of all existing leave group available in the system. 6.3.1

Leave Group Group Input

When you click on the Leave Group icon or Edit button, you would be directed to the leave group input page. User will be able to enter the unique leave group ID and allocation (Days) to the leave group to be formed. ‘Back’ button will navigate user back to the leave group manager page while the ‘Save’ button will allow user to create a new leave group in the system. Note: The usage of the following function allows user to combine 2 or more different leave type with a maximum allocation for the unique group of leave.

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6.4 LeaveLeave-toto-pay Conversion

Click on > Leave Management >Leave-to-pay Conversion to view the details and records of all employee’s leave-to-pay conversion record in the system. You may filter & view the leave-to-pay conversion records, by employee NRIC/Name selection search, employee group (‘ALL’ for all employee selection), and month (‘ALL’ for all month of the year selection) and year (‘ALL’ for all year selection where record exists) selection. The ‘Delete’ button available on each record as shown above allows user to remove record from system upon confirmation.

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6.4.1

LeaveLeave-toto-Pay Input

When you click on the Leave-to-pay conversion icon or Edit button, you would be directed to the leave-to-pay conversion input page. User will be prompt to select a NRIC/Name through a dropdown list of employees, enter a date for the transaction, days to convert and lastly amount to be paid per day. ‘Back’ button will navigate user back to the leave-to-pay manager page while the ‘Save’ button will allow user to create a new leave-to-pay record in the system. Note: o o

Leave-to-Date will show user the up-to-date leave record count, updated when user make changes to the employee NRIC/Name selection. If user enters days(s) converting is 5 and amount per Day is 5, smartHRMS will calculated and return the leave-to-pay conversion amount as $25.00 which will be reflected in the payslip.

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6.5 Leave Type

Click on >Leave Management >Leave Type to view the details and records of all existing leave type in the system. 6.5.1

Leave Type Input

When you click on the Leave type icon or Edit button, you would be directed to the leave type input page. User will be able to enter the unique leave name (such as Medical Leave), allocation (Days) for the following leave type, select a leave group available or [None] if not required, select a policy ID available or [None] if not required, check Payable if the following leave is payable and lastly check Full Entitlement if the following leave takes reference from Date of Employment instead of date of confirmation. ‘Back’ button will navigate user back to the leave group type page while the ‘Save’ button will allow user to create a new leave type in the system.

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6.6 Reports & Query

Reports & Query (LM) comprises of several leave management reports categorized into 2 main tabs. Upon clicking on the Report & Query link or icon under leave management, the system will display the content of the Company tab by default. 6.6.1

Reports & Query – Company

Under the company tab, user will be able to generate the company leave report. Before generating the reports for view, user can input the following filter options such as leave type required, employee group, leave-to-date date input and format of the report either in PDF or XLS, and lastly click on the ‘View/Print’ button to generate the report.

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6.6.2

Reports & Query – Individual

Under the individual tab, user will be able to generate employee individual leave report. Before generating the reports for view, user can input the filter options such as employee NRIC/Name (‘ALL’ to select all employee), employee group, start date and end date of leave report required, format of the report either in PDF or XLS, and lastly click on the ‘View/Print’ button to generate the report.

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Chapter 7

SmartHRMS, System Masters Module comprises of the following features: 1) Shift Master 2) Report & Query (Under Construction)

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7.1 Shift Masters Management

Click on > Masters >Shift Masters to view the details and records of all shift setting available in the system. You may filter & view the shift records, through shift code search. The ‘Delete’ button available on each record as shown above allows user to remove record from system upon confirmation.

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7.1.1

Shift Setting – Configuration

When user clicks on the shift master icons or edit button from the shift master management page, the following screen shown above will appear. By default, Configuration tab will be selected. The explanations of the fields are as follows: Shift Setting 1) Shift ID – A unique shift code/ID/name 2) Start Time Interval – Express in minutes, allowances given to the shift commencement 3) End Time Interval – Express in minutes, allowances given to end of shift 4) OT Interval – Express in minutes, amount of time given before commencement of OT 5) Shift Interval – Express in minutes, for shift to take working hours into consideration 6) Lunch Break (Min) – Express in minutes, lunch break given to shift. 7) Shift Block (Min) – Express in minutes, shift block to calculate salary (15, 30, 45, 60). 8) Attendance ID – Select attendance policy available (To be configure in Attendance Policy module in Company Setup) in the system to associate with shift if required. Late Interval Penalty (Applies only to employee lateness pay deduction) 1) Penalty Rate – Express in dollar taking per unit minutes into consideration 2) Per Unit Min – Determines the, per unit minutes block for computation of penalty rate. Shift Default Setting 1) Weekly Minutes - Value express in minutes. Weekly minutes determines per hour calculation for employee’s salary as well as setting a cap in the system for total working hour for the week to/before transit to OT pay calculation. 2) Apply Weekly Computation – Allows user to enable weekly computation to determine working hour computation based on weekly minutes. Note: o o

2640 minutes or 44 hours maximum based on Employment Act. For monthly pro-rate based on 44 hours or 2640 minutes, each working day should have same number of working hours.

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7.1.2

Shift Setting – Payout

When user clicks on the payout tab, the following screen shown above will appear. The explanations of the fields are as follows: Payout Policy Setting 1) OT Rate – Rate can be express in dollar or in percentage depending on apply fixed rate check box beside OT Rate. 2) Apply Fixed Rate (OT) – Check to enable rate is expressed in percentage. Uncheck if rate is express in dollar. 3) Sunday Rate – Rate can be express in dollar or in percentage depending on apply fixed rate check box beside Sunday Rate. 4) Apply Fixed Rate (Sunday) – Check to enable rate is expressed in percentage. Uncheck if rate is express in dollar. 5) PH Rate – Rate can be express in dollar or in percentage depending on apply fixed rate check box beside PH Rate. PH is also known as public holiday. 6) Apply Fixed Rate (PH) – Check to enable rate is expressed in percentage. Uncheck if rate is express in dollar. ‘Back’ button will navigate user back to the shift master manager page while the ‘Save’ button will allow user to create a new shift setting in the system.

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7.1.3

Shift Setting Details

When you click on the Details button from the record available in the shift master manager page, you would be directed to the shift details setup page. You may filter & view the shift records by week by selecting on the dropdown list followed by the ‘Search’ button. ‘Back’ button will navigate user back to the shift master manager page. User will be able to add work day start and end time through the bottom-most row by selecting the week sequence through the dropdown list under Week, selects Day ranging from Monday to Sunday under ‘Day’, enter a valid start and end time, checked if work hour ranges from day to night (i.e. 11:00pm – 5am requires user to check the box) and lastly click on the ‘Add’ button to add new shift details record. The ‘Edit' button allows user to make changes to existing shift detail record and the ‘Delete’ button will enable user to remove shift detail record that has previously been created.

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Chapter 8

SmartHRMS, E-Service Module comprises of the following features: 1) E-Service Account 2) Group Manager

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8.1 E-Service Account

Click on >E-Service >E-Account (User Account Information) to view the details and records of all E-user account available in the system. You may filter & view the E-Account records, by searching the user ID, user type via dropdown list or select ‘ALL’ selection to view all groups, followed by triggering the search button. ‘User will also be able to view the report in pdf format through clicking on the “View/Print” button whenever necessary. A new browser will open for the report. 8.1.1

E-Service Account Setup

When you click on the E-Account icon or Edit button, you would be directed to the Euser account information input page. User will then selects employee NRIC/Name, enter a unique user name, select user type (such as User, Manager or director), enter password

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and password re-confirmation textbox, enter a valid email for e-service update, check the box ‘Change Password on next login’ when user requires password to be changed on new login, select a leave Approver group, leave finalize group, claim approver group, claim finalize group and lastly News approver group all based on a pre-set list available through Group manager module. ‘Back’ button will navigate user back to the E-Account manager page while the ‘Save’ button will allow user to create a new E-account login record. Note: Leave and Claim finalize dropdown list is an option function, used if 2 levels of approving group or individual is required. Directors of the company will be available for selection in this group. 8.1.2

E-Service Project Group Manager Manager Setup (For PDA Costing only)

When you click on the Details button from the record available in the E-Account manager page, you would be directed to the E-Account group manager setup page. User will be able to view a list of project code available in the system. By clicking on the (>>) button, user will be able to associate the project code to the E-Account. By clicking on the (<<) button, user will be able to return the project code back to the project list. The following function is used to associate project code to E-account for smartHRMS PDA solution only. ‘Back’ button will navigate user back to the E-Account manager page Note: Project code movement will automatically be saved into the database upon clicking on the left (>>) or right (<<) sign button.

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8.2 Approval Grouping

Click on >E-Service Approval Group (Approver Grouping) to view the details and records of all approver groups formed in the system. You may filter & view the approval group master/records, by searching the group ID followed by triggering the search button. ‘User will also be able to view the report in pdf format through clicking on the “View/Print” button whenever necessary. A new browser will open for the report. 8.2.1

Approval Grouping Setup

When you click on the Approval Group icon or Edit button, you would be directed to the approval group input page. User will prompt to enter a unique Group name. ‘Back’ button will navigate user back to the approval group manager page while the ‘Save’ button will allow user to create a new approval group.

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8.2.2

Approval Group Member Setup

When you click on the Details button from the record available in the approval group manager page, you would be directed to the E-Account group manager setup page. User will be able to view a list of employee available (NRIC/Name) in the system. By clicking on the (>>) button, user will be able to associate the employee to the approval group. By clicking on the (<<) button, user will be able to return the employee record back to the employee list. The following function is used to form approving managers and directors group for E-Service module. ‘Back’ button will navigate user back to the approval group manager page Note: Employees record movement will automatically be saved into the database upon clicking on the left (>>) or right (<<) sign button.

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Chapter 9 SmartHRMS – Company Setup

SmartHRMS, System Setup Module comprises of the following features: 1) Company Maintenance 2) System User Account 3) Project Code (PDS) 4) Attendance Policy 5) System Log Record (Audit Trail) 6) Change Password 7) Reports & Query (Under Construction) Supporting Tools 1) DBS Debugger

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9.1

Company Maintenance

Click on System Setup > Company Maintenance to view all the system setting available in the system. By default, Information tab will be selected. 9.1.1

Company Setup - Information

Under the information tab, user will be able to make changes to the following attributes: 1) Company Name – Name of registered company (if required) 2) Address – Company Address (If necessary)

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Company Work Force Sector 1) Sector – See Below and select the appropriate 2) Dependency Level – See below and select the appropriate Sector

Manufacturing

Category of Foreign Worker

Monthly

Daily

Up to 40% of the total workforce

Skilled

150

5

Unskilled

240

8

Skilled

150

5

Unskilled

280

10

*Skilled/Unskilled

450

15

Skilled

150

5

****Experienced & exempted from MYE

300

10

Unskilled

470

16

Skilled

150

5

Unskilled

295

10

Skilled

150

5

****Experienced & exempted from MYE

300

10

Unskilled

300

10

Skilled

150

5

Unskilled

240

8

Above 30% to 40% of the total workforce

*Skilled/Unskilled

280

10

Above 40% to 50% of the total workforce

*Skilled/Unskilled

450

15

Normal rate

265

9

**Concessionary rate

170

6

Skilled

50

2

Above 40% to 55% of the total workforce Above 55% to 65% of the total workforce

Construction

Marine

Process

1 local full-time worker to 7 foreign workers

1 local full-time worker to 5 foreign workers

1 local full-time worker to 7 foreign workers

Up to 30% of the total workforce Services

Domestic Worker S Pass Holder

Levy Rate ($)

Dependency Ceiling (DC)

NA ***25% of the total workforce

Last update: 5 Aug 2008 retrieved from http://www.mom.gov.sg/publish/momportal/en/communities/work_pass/work_permit/applicati on/requirements/foreign_worker_levy.html

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9.1.2

Company Setup – Display

Under the Display tab, user will be able to make changes to the display in smartHRMS: 1) Banner Link – smartHRMS screen banner (Applies to both smartHRMS and E-Services) The recommended banner size is 100 x 82 pixels. 2) Letter Header Link – Allows user to upload a banner of their own which will be displayed when payslip is printed out or preview. The recommended size for upload is 670x100pixel. 9.1.3

Company Setup – Config

Under the Config tab, user will be able to make changes to the display in smartHRMS:

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1) Month per year – By default, the value is pre-set to 13 in assumption that the company gave 13 month bonus (lower the per hour pay rate). 2) CPF Tolerance (Days) – To instruct CPF-PAL generate to collate payslip with reference from the tolerance set against the Start Date. 3) Prepared by – Normally the payroll administrator name who prepares the payroll. 4) Approved by – Name of Human Resource manager or in-charge 9.1.4

Company Setup – Bank

Under the Bank tab, user will be able to make changes to the display in smartHRMS: DBS-IDEAL Banking Details 1) Acc Name – Company’s account name given by bank 2) Account No. – Company’s account number given by bank 3) Branch No. – Company’s branch number for account opening (3 digits) 4) Bank No. – Company’s bank number (4 digits) 5) Company ID – Company’s identification number given by bank HSBC MRI Banking Details 1) Acc No. – Company’s account number given by bank UOB-IBG Banking Details 1) Acc Name – Company’s account name given by bank 2) Bank No. – Company’s bank number (4 digits) 3) Branch No. – Company’s branch number for account opening (3 digits) 4) Account No. – Company’s account number given by bank OCBC Banking Details 1) Acc Name – Company’s account name given by bank 2) Branch No. – Company’s branch number for account opening (3 digits) 3) Account No. – Company’s account number given by bank Page 107

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9.1.5

Company Setup – System

Under the System tab, user will be able to make changes to the attributes in smartHRMS: System Setting 1) Payslip No. – Running number in smartHRMS when a payslip is generated. 2) Cheque No. – Running number in smartHRMS when a cheque is generated. 3) Not to apply Calendar Year Calculation – When user unchecked the following box, all employees leave will be taking reference from date of employment. When the following option is checked, all employee leave will ends 31-Dec which will either be brought forward or reset. Password Alert Agent HRMS Duration: Express in terms of months, for the system to prompt user(s) to change their password. E-Services Duration: Express in terms of months, for the system to prompt user(s) to change their password. Note: It is NOT advisable for users to use back their old password for new password. Excess CPF Contribution (For Excess Contribution Special customers) 1) Excess Rate - For company contributing Excess CPF to employees, user will be required to input a value, express in percentage. 2) Max. Medisave – Express in dollars, a cap amount to medisave contribution in the event an employee CPF cross the maximum wage ceiling.

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9.1.6

Company Setup – Uploader 1

Under the Uploader 1 tab, user will be able to make changes to the attributes in smartHRMS: 1) Date – Express in numeric ranging from column 0-7 2) NRIC – Express in numeric ranging from column 0-7 3) Start Time – Express in numeric ranging from column 0-7 4) End Time – Express in numeric ranging from column 0-7 5) Project – Express in numeric ranging from column 0-7 6) Department – Express in numeric ranging from column 0-7 7) Section – Express in numeric ranging from column 0-7

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9.1.7

Company Setup – Uploader 2

Under the Uploader 2 tab, user will be able to make changes to the attributes in smartHRMS: 1) NRIC – Express in numeric ranging from column 0-7 2) Date – Express in numeric ranging from column 0-7 3) Start Time – Express in numeric ranging from column 0-7 4) End Time – Express in numeric ranging from column 0-7 5) Check In Name – Express in numeric ranging from column 0-7 6) Check Out Name – Express in numeric ranging from column 0-7 7) Check In/Out – Express in numeric ranging from column 0-7 8) NRIC column as ID – If the following box is checked, ID will be compared with smartHRMS employee ID. When the box is uncheck, NRIC will be used to recognize records instead.

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9.2 System Users Account

Click on >System Setup > User Account to view the details and records of all user account available in the system. You may filter & view the user account records, through selection of user type followed by triggering the search button. Note: For Type Administrator, ‘Modules’ button on the right as shown above will be disabled as administrator will gain all access rights to all functions. Only type user will have ‘Modules’ button enabled for user to disable unnecessary features from the user account user

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9.2.1

System Users Account Setup

When you click on the User account icon or Edit button, you would be directed to the user account input page. User will prompt to enter a unique user name, select an appropriate user type, password followed by password confirmation, and lastly check the ‘Change Password on next login’ option when required. ‘Back’ button will navigate user back to the user account manager page while the ‘Save’ button will allow user to create a new user account in the system. 9.2.2

System User Account

When you click on the ‘Modules’ button from the user account manager, you would be directed to the user modules selection page. User will then put a tick to the modules required before clicking on the ‘Save’ button.

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9.3 Project Code

Click on >System Setup > Project Code to view the details and records of Project code available in the system. You may filter & view the user account records, through selection of project type (or the ‘ALL’ selection) followed by triggering the search button. 9.3.1

Project Code Setup

When you click on the Project Code icon or Edit button, you would be directed to the Project Code input page. User will prompt to enter a unique project ID, project name as well as select an appropriate type to be Project, Department or Section. ‘Back’ button will navigate user back to the project code manager page while the ‘Save’ button will allow user to create a new project code in the system.

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9.3.2

Project Code Details

When you click on the Details button from the record available in the project code manager page, you would be directed to the project code details manager setup page. User will be able to view a list of employee available (Employee number/Alias) in the system. By clicking on the (>>) button, user will be able to associate the employee to the confirm employee list. By clicking on the (<<) button, user will be able to return the employee record back to the employee list. The following function is used to form project/Department/Section costing group for cost calculation purposes. ‘Back’ button will navigate user back to the project code manager page Note: Employees record movement will automatically be saved into the database upon clicking on the left (>>) or right (<<) sign button.

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9.4 Attendance Policy

Click on >System Setup > Attendance Policy to view the details and records of attendance policy available in the system. 9.4.1

Attendance Policy Setup

When you click on the Attendance icon or Edit button, you would be directed to the Attendance policy input page. User will prompt to enter a unique attendance ID, select an attribute to associate such as gross, net or bonus, allowance for the attendance policy and lastly check if the following attendance policy must be a confirmed employee in order to receive the incentives. ‘Back’ button will navigate user back to the attendance policy manager page while the ‘Save’ button will allow user to create a new attendance policy in the system.

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9.4.2

Attendance Attendance Policy Details

When you click on the Details button from the record available in the attendance policy manager page, you would be directed to the attendance policy details information page. You may filter & view the attendance policy records, by selecting the attendance ID available in the system as well as leave type such as medical leave, compensation leave etc. The ‘Delete’ button will enable user to remove attendance policy details record that has previously been created and ‘Back’ button will navigate user back to the attendance policy manager page.

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9.4.2.1 Attendance Policy Detail Setup

When you click on the Attendance policy details icon or Edit button, you would be directed to the Attendance policy details input page. User will prompt to select attendance ID, leave type available in the system, and enter number of occurrences and percentage in %. ‘Back’ button will navigate user back to the attendance policy details manager page while the ‘Save’ button will allow user to create a new attendance policy in the system Example of a 1 tier usage for Attendance policy as follows: Application of Medical Leave within a month Occurrences 1 2 3 4 Percentage 10% 50% 75% 100%

Assume monthly medical-free allowance of $50.00. When employees applies medical leave for more than twice a month, his/her medical-free allowance has been reduced to $25.00

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9.5 System Log (Audit Trail)

Click on >System Setup > Audit Trail to view the details and records of transaction performed in the system. You may filter & view the transaction records, by selecting the user name available in the system as well as specifying a start date and end date range to filter the required audit trail information. The ‘Clear’ button will allow user to remove the audit trail information reflected on the filter inputs. ‘User will also be able to view the report in pdf format through clicking on the “View/Print” button whenever necessary. A new browser will open for the report. ‘Back’ button will navigate user back to the system setup main panel page. 9.6 Change Password

Click on >System Setup > Change Password to make changes to user account password if required.

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9.7 IDEAL Result File Debugger

Click on >System Setup > IDEAL Debugger to access to IDEAL result troubleshoot function. This function allows user to input a DBS result file that contains error to verify the error content so as to rectify the issue highlighted in order for successful submission.

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Chapter 10 Frequently Asked Questions How to use SmarthHRMS for different Scenarios 1) What the different if I log in as User and Administrator? Administrator can access every part but User is limited. User can only few report that are set for them and check their shift or take leave in the system. 2) Am I able to control some of the right administration for the user?

Yes. If you are the administrator, you can set the module under System Setup, go to User Account. Click on module and you can set some rights for the user. Notice that you cannot set the right for yourself and people who are the same level as you. 3) Is my data secured with Avelogic? Don't worry with your data with us. The data and application is resided with Pacific Internet data center. We have fully secured servers with encryption on database down to the record level and a 128/256-bit secure socket layer protection when you access SmartHRMS from your client PC or laptop.

4) Is the calendar and time accurate and punctual? Yes. The time and clock takes reference from our server date and time. We assure you that even if the date or time of your PC or laptop is wrongly set, it will not affect the transaction date of the system.

5) What types of format of report will I able to view? Payroll Management • •

• •

Pay Slip Report There are 5 types of reports that you can view from: 1. General 2. Voucher 3. Informative(A) 4. Informative (B) 5. Informative (C) 6. Summary 7. Standard Summary 8. Add/Dtn Summary Contribution Report Pay slip Details Report Page 120

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• • • •

PDS Detailed Report PDS Summary Report Working hours Report Additional Deduction Report

Human Resource • •

Individual Employee Report Employee Summary Report

Let you view the employee summary report by Group. Report details include Employee NRIC, Name, Status, DOB, DOE, Country, Gender, Gender, Race, Control Centre, Account No, Home No and Mobile No. •

Work Permit Report

Let you view foreign worker or staff details by range of date. So you will know during a particular range of time, you employed how many foreign worker or staff. Details of the report include NRIC, Name, Work Permit No, Work Permit Date and Work Expiry Date. Leave Management • •

Leave Summary Report Individual Leave Report

6) Will I be able to track which user has logged in the system and what action they have taken? Yes. You can do it by going to System Setup, click Audit trail. Click Print. And you can see from the report. 7) Do this system support EE-filing of CPF submission? Yes. Our application helps you do and generate CPF-PAL format file that conforms to CPF format. Just saved the created file in your preference disk and submit the file online thru CPF portal using the FTP submission mode (the same mode if you are using AutoExcel). We will update any changes when CPF format is changed.

8) How do I obtain Employer Ref. No and Advice No? Your Employer Reference Number is given by CPF. Do not include the full stop but instead key in the full 7 digit number when generating CPF submission file. Advice Number refers to the number of times you submit to CPF in the payment month. For eg, if you submit the first time for the month of June, then you should use Advice No. 01.

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9) What if I have employed foreign worker or staff, do the system give me alert when someone work permit have expired so that I won't have any illegal worker in my company? The system track foreign workers' permit expiry by means of the Work Permit Expiry report. As the worker's permit expiry is keyed into the system, the report can be derived when user ranged the report according to the specify expiry dates. 10) Can the system calculate if my company working hours per week is more/less than 44 hours? Yes you can. The system is calculation is based on the weekly minutes entered in the shift masters. 2640min or 44 hrs is the maximum stipulated calculation for the number of minutes/hours per week under the normal working hour’s section gazette under the Employment Act. If your company calculates payroll outside the stipulated guide, then you may change the total number of weekly minutes. 11) My Payroll is very big, is the payroll system suitable for me to use? SmartHRMS caters from the very big to the very small enterprises. We used the latest Microsoft. Net technology with the robust SQL database to ensure that latency of the system is drastically cut down. We are very conscious of the load optimization of our server to ensure that there is no lax in accessing our system. Of course, the client's PC performance and the Internet's bandwidth do play a significant part in the performance of the application. 12) Why is the Overtime in your Working Hours defined in 30 minutes setting? Our OT tolerance is set at half an hour. Reason being the following: 1. Normally, workers will take an estimate of half an hour to pack and leave before punch card (drinks or go toilet). In many cases here, companies set the tolerance of half an hour as these are non work related matters. 2. Prorated calculation is based on 44 hrs per week or 2288 hrs per year. Calculation to the minutes will create a big problem because the per unit rate is no longer hours but minutes. Refer to the training, if a person is paid a basic of $1,000, then per hour (for prorated calculation is at 3 decimal place) is 5.244. If this is change to per minute then it will have to be to 6 decimal place at 0.087641. It will be very difficult to assimilate calculation, especially now when we have already achieve seamless integration with our time attendance machine (If you use the machine, then the working hours can be auto updated).

13) How do I do propro-rated calculation in the system? To determine prorated calculation, it is primary determine by the shift settings. For example, Worker A draws a $1,000/- monthly pay. He works from Monday to Friday from 9am - 6pm, with a lunch hr break, and on Saturday from 9am-2pm, also with 1 hr lunch break. Total hours work in the week is 44 hours, which is set as 2640 minutes in the shift settings. So the system will calculate per hour of worker A as $5.244 per hour.

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So when this worker work from 1st to 6th October, which is a 5 day working day, he will get 40 hrs x 5.245 = $$208.33. This coincide with MOM pro-rated calculation, which formula is Monthly gross rate of pay1 * Total number of days the employee actually worked in that month3 ________________________________________ Total number of working days in that month2 = Salary (Which also gives you $208.33) All you need to do is to specify which day this Worker start and end and the pro-rated calculation will be derived for you as stated in the attached.

14) Do the system auto calculate the contribution amount for the employees? employees? No. The administrator will key in the contribution amount at the human resource details. As mentioned, the contribution guidelines are mainly guidelines, and state the minimum contribution, so there is no stopping from your employee to contribute more. MBMF is the only COMPULSORY fund to deduct. 15) How do I handle public holiday off days when the public holidays falls on a nonnonworking day? As for the other question about holiday falling on Sat or Sun, giving off day to staff, treatment may vary from company to company. The best way to handle this is to create a leave type call "Holiday Off Day". Since it is a company wide policy, you do not need to attach any policy to it. The Holiday Off day is controllable by allocation, so for example, if year 2007 has 3 Off days, then you just need to adjust accordingly. This can be adjusted at the beginning of the year for easy implementation. 16) How do I set the bonus to the previous year of tax assessment when my bonus is actually given out in the earlier part of the new working calendar year?

Most systems in the market are not able to handle Bonus accrual because most companies give out bonus in Jan or Feb for the previous year. This would affect the IRAS submission. The good thing about our system is that the Bonus component is separate and is an effective date changeable. So for example, if the bonus for 2006 is declared in the month of Jan 2007, you can still process your bonus as part of Jan 2007 payroll. After this is completed, just edit the effective date back to Dec 2006. This component will then form part of the IRAS assessment for year 2006.

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17) What if I need help? You can call our helpdesk or email us at [email protected]. You may also key in your support query by our hyperlink below the login details at SmartHRMS portal. We assure you that your query will be acknowledged and that we aim to give you a satisfactory answer within 12 hours. *Note: Email or faxing the above information to technical support often get faster response and more thorough results. Many problems have a quick and simple solution which technical support can reply by fax or email back to you. Also, a written request allows technical support to review your situation and be better prepared to assist you when they call back.

- END OF USER MANUAL -

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