Setup

Maintain Employee

When a new employee joins the company, use the Maintain Employee section to enter their details.

1. Navigate to the Maintain Employee panel.

   

   OR Click on "Maintain Employee" on the home page

   

2. Click New to create a new employee.

   

3. Enter the employee’s personal details.

   

Personal

Click the Change Password button and enter a password to allow the employee to log in and view their payroll data and reports. Remember to uncheck the Active checkbox for any employee who has resigned before processing the payroll.

Field Name	Properties
Code	Definition: Employee code
	Field Type: Alphanumerical
	Length: 30
Job Title	Definition: Employee Job Title
	Field Type: Alphanumerical
	Length: 60
Name	Definition: Full Employee Name
	Field Type: Alphanumerical
	Length: 160
Active	Definition: Unchecked if the selected employee is resigned.
	Field Type: Boolean
Gender	Definition: The employee Sex
	Data Options: Male or Female
D.O.B	Definition: The employee Date of Birth
	Field Type: Date (dd/MM/YYYY)
Address	Definition: Employee Correspondence Address
	Field Type: Alphanumerical
	Length: 60 (for Each Line)
Phone	Definition: Employee Correspondence Phone Number
	Field Type: Alphanumerical
	Length: 20 (for Each Line)
Mobile	Definition: Employee Handphone Number
	Field Type: Alphanumerical
	Length: 20
Email	Definition: Employee E-Mail Address
	Field Type: Alphanumerical
	Length: 60
New IC	Definition: Employee New Identity Card Number
	Field Type: Numerical
	Length: 20 (XXXXXX-XX-XXXX)
Old IC	Definition: Employee Old Identity Card Number
	Field Type: Alphanumerical
	Length: 20
Passport	Definition: Employee Passport Number
	Field Type: Alphanumerical
	Length: 20
Immigration No	Definition: Employee Immigration Number
	Field Type: Alphanumerical
	Length: 20
Change Password	Definition: A password for Employee so he/she can self login to print his/her report (Eg EA, payslip, etc)
	Field Type: Alphanumerical

Grouping

This tab is used for report grouping for the selected employee. It can be organized by:

• Branch
• Department
• Group
• Category
• Project
• Job
• Task
• Race
• History Type
• Announcement

Family

This tab is used to store spouse/family information. It is useful for emergency contact purposes.

Field Name	Properties
Spouse Name	Definition: Employee husband/wife full name
	Field Type: Alphanumerical
	Length: 160
Spouse Address	Definition: Employee husband/wife Correspondence Address
	Field Type: Alphanumerical
	Length: 60 (for Each Line)
Spouse Phone	Definition: Employee husband/wife Correspondence Phone Number
	Field Type: Alphanumerical
	Length: 20 (for Each Line)
Spouse Mobile	Definition: Employee husband/wife Handphone Number
	Field Type: Alphanumerical
	Length: 20
Tax Branch	Definition: Employee husband/wife Tax Branch
	Field Type: Alphanumerical
	Length: 40
Tax No	Definition: Employee husband/wife Tax Number
	Field Type: Alphanumerical
	Length: 20
Spouse IC No	Definition: Employee husband/wife New Identity Card Number
	Field Type: Alphanumerical
	Length: 20

Payroll Info

Field Name	Properties	Field Name	Properties
Wages Type	Definition: Employee Wages Category Type	SOCSO No	Definition: Employee SOCSO Number
			Field Type: Alphanumerical
			Length: 20
Wages	Definition: Employee wages amount	SOCSO Type	Definition: Employee SOCSO Category
	Field Type: Numerical		Data Options: First Category, Second Category or No SOCSO
Contribution	Definition: Employee Contribution Type	Tax Branch	Definition: Employee Tax Branch
			Field Type: Alphanumerical
			Length: 40
Frequency	Definition: Employee payment Frequency	Tax No	Definition: Employee Tax Number
			Field Type: Alphanumerical
			Length: 20
Payment Method	Definition: Employer Payment Method	Marital Status	Definition: Employee marriage status
			Data Options: Single, Married, Divorced or Widow
Bank	Definition: Employee Bank	Spouse Working	Definition: Tick if the Employee husband/wife is working
			Field Type: Boolean
Bank Account No	Definition: Employee Bank Account Number	Spouse Disabled	Definition: Tick if the Employee husband/wife is disable person
	Field Type: Alphanumerical		Field Type: Boolean
	Length: 20
Self Disabled	Definition: Tick if the Employee is disable person	Tax Category	Definition: Employee Tax Category. Only can select if Override Tax Category is Tick.
	Field Type: Boolean
Resident	Definition: Untick if the Employee Foreigner	Override Tax Category	Definition: Tick if don't wanted System Automatic Calculate the Employee Tax Category
	Field Type: Boolean		Field Type: Boolean
	Non-Resident requirement and tax rate, refer to Non-Resident
EPF No	Definition: Employee EPF(KWSP) Number	EA Serial No	Definition: Employee EA Serial Number (Given by LHDN Department)
	Field Type: Alphanumerical		Field Type: Alphanumerical
	Length: 20		Length: 8
NK	Definition: Employee NK Code (can be seen on EPF Borang A)	Join Date	Definition: Employee Join the Company Date
	Field Type: Alphanumerical		Field Type: Date (dd/MM/yyyy)
	Length: 1
Initial	Definition: Employee Initial Code (Given by EPF Department)	Confirm Date	Definition: Employee Confirmation Date
	Field Type: Alphanumerical		Field Type: Date (dd/MM/yyyy)
	Length: 3
		Resign Date	Definition: Employee Resign Date
			Field Type: Date (dd/MM/yyyy)

Allowance

Use this tab to enter the Fixed Allowance entitled for each month for the selected employee.

Deduction

Use this tab to enter the Fixed Deduction entitled for each month for the selected employee.

Note

Use this tab to upload a photo and other information for the selected employee. For the photo, please ensure:

1. It is saved as a JPEG file.
2. The JPEG file size is under 200KB.

History

This tab shows the history of changes for the selected employee. Select "Increment" in the type column to print the Increment Letter (HR.Employee.Increment.Report).

Field Name	Properties
Post Date	Definition: Date of the data changes
	Field Type: Date
Type	Definition: Changes History Type
Description	Definition: Detail of Data changes

Child

This tab lists all tax-deductible children.

Field Name	Properties
Name	Definition: Employee Tax Deductable Children full name
	Field Type: Alphanumerical
	Length: 160
D.O.B.	Definition: Employee Tax Deductable Children date of birth.
	Field Type: Date (dd/MM/yyyy)
	Data Option: Optional (i.e. may leave it empty if don't wanted system calculate the Children Age)
Tax Code	Definition: Tax Deductable Children code.
Rate	Definition: Rate for Tax Deductable
	Field Type: Numerical
	Data Options: 1 or 0.5
Number of Children	Definition: Number of Children is use for Tax Calculation. (Auto Calculate)

Attachments

Attach files related to the selected employee (e.g., Letter of Offer). Ensure the file is stored on the server, as the system only stores the file path.

Maintain Branch

This is useful for companies with multiple branches where the salary is paid from HQ.

Field Name	Properties
Code	A Branch Code (Max 20 Characters)
Description	A Full Description for Branch (Max 160 Characters)
Active	Uncheck if the selected branch code is unavailable
Set as Default	Click this button to automatically assign this Branch Code when creating a new employee at Maintain Employee

Maintain Department

A division of an organization, such as Accounts, Marketing, etc.

Field Name	Properties
Code	A Department Code (Max 20 Characters)
Description	A Full Description for Department (Max 160 Characters)
Active	Uncheck if the selected Department code is unavailable
Set as Default	Click this button to automatically assign this Department Code when creating a new employee at Maintain Employee

Maintain Group

Another method for grouping employees in reports.

Field Name	Properties
Code	A Group Code (Max 20 Characters)
Description	A Full Description for Group (Max 160 Characters)
Active	Uncheck if the selected Group code is unavailable
Set as Default	Click this button to automatically assign this Group Code when creating a new employee at Maintain Employee

Maintain Category

Divide employees by class or division.

Field Name	Properties
Code	A Category Code (Max 20 Characters)
Description	A Full Description for Category (Max 160 Characters)
Active	Uncheck if the selected Category Code is unavailable
Set as Default	Click this button to automatically assign this Category Code when creating a new employee at Maintain Employee

Maintain Project

Group employees by the project they are working on.

Field Name	Properties
Code	A Project Code (Max 20 Characters)
Description	A Full Description for Project (Max 160 Characters)
Active	Uncheck if the selected Project Code is unavailable
Set as Default	Click this button to automatically assign this Project Code when creating a new employee at Maintain Employee

Maintain Job

Group employees by job type for reporting.

Field Name	Properties
Code	A Job Code (Max 20 Characters)
Description	A Full Description for Job (Max 160 Characters)
Active	Uncheck if the selected Job Code is unavailable
Set as Default	Click this button to automatically assign this Job Code when creating a new employee at Maintain Employee

Maintain Task

Divide employees by specific tasks.

Field Name	Properties
Code	A Project Code (Max 20 Characters)
Description	A Full Description for Task (Max 160 Characters)
Active	Uncheck if the selected Task Code is unavailable
Set as Default	Click this button to automatically assign this Task Code when creating a new employee at Maintain Employee

Maintain Race

Group employees by race for reporting.

Field Name	Properties
Code	A Race Code (Max 20 Characters)
Description	A Full Description for Race (Max 160 Characters)
Active	Uncheck if the selected Race Code is unavailable
Set as Default	Click this button to automatically assign this Race Code when creating a new employee at Maintain Employee

Maintain History Type

Allows users to group changes made in Maintain Employee.

Field Name	Properties
Code	A History Type Code (Max 20 Characters)
Description	A Full Description for History Type (Max 160 Characters)
Active	Uncheck if the selected History Type Code is unavailable
Set as Default	Click this button to automatically assign this History Type Code when making new changes at Maintain Employee

Maintain Announcement

Used to create, manage, and distribute company-wide or employee-specific announcements within the payroll and HR system, allowing users to share information, updates, or important reminders with their team.

Field Name	Properties
Title	The title or subject of the announcement.
Date From	The start date when the announcement becomes active.
Date To	The end date when the announcement expires or becomes inactive.
Category	The classification or type of announcement (e.g., General, System Update, Event).
Remark	Additional notes or comments related to the announcement.

Contract Stamp Duty

Stamp duty is a tax imposed on certain legal documents to make them officially recognized for legal purposes. In Malaysia, employment agreements are considered a type of agreement document that may require stamping under the Stamp Act 1949.

Once stamped, the contract can be used as legal evidence in court if disputes arise.

Key Details for 2025-2026

1. Contracts Signed Before 1 Jan 2025
   • Exempt from stamp duty
   • Late stamping penalties are also waived
2. Contracts Signed Between 1 Jan 2025 – 31 Dec 2025
   • Stamp duty is still required (RM10 per contract)
   • Late stamping penalties are waived if the contract is stamped on or before 31 Dec 2025
3. Contracts Signed From 1 Jan 2026 Onwards
   • Stamp duty applies (RM10 per contract)
   • Must be stamped within the stipulated period
   • Late stamping penalties will be enforced

For employment agreements, stamp duty is generally:

• RM10 per copy of the agreement

Each stamped copy is treated as a separate document.

Stamp duty should be paid:

• Within 30 days after the agreement is signed in Malaysia, or
• Within 30 days after the document is received in Malaysia if signed overseas.

Stamp duty can be submitted through the STAMP system managed by Lembaga Hasil Dalam Negeri Malaysia (LHDN).

Submission methods include:

• Online via STAMP system (e-Stamp Duty)
• Physical submission at LHDN stamp duty offices

Stamp Duty Late Penalty

If a document is not stamped within the stipulated period, the following penalties may apply:

Delay Period	Penalty
Within 3 months after the due date	RM50.00 or 10% of the deficient duty, whichever is higher
More than 3 months after the due date	RM100.00 or 20% of the deficient duty, whichever is higher

The Stamp Duty function is available from SQL version 296.236 onwards.

Mandatory Fields Before Stamp Duty

Fill in the mandatory information below before processing the stamp duty.

1. Company Profile - File | Company Profile

   

2. Employee Profile - Human Resources | Maintain Employee

   

Once done filling all the information above, you can start creating the Contract Stamp Duty in SQL Payroll.

Steps to Generate Stamp Duty

1. Go to Human Resource | Contract Stamp Duty

   

2. Click New to create a contract for the newly joined staff

   

3. Select the Employee Code

   

4. Enter the Contract Date, Title, Details, and Salary Amount

   

5. Attach the employment contract file such as Offer Letter (must signed by the employee)

   • must at least attach min 1 attachment

   

6. Click Save to complete the entry

   

7. Go to Human Resource | Print Contract Stamp Duty Listing

   

8. Select the Date Period and click Apply to display the records

   

9. Click the Save to File icon to download the stamp duty upload file

   

10. Once the download is completed, the system will generate an XML file for the contract stamp duty submission

    

    

Stamp Duty Submission

1. Login E-Stamp Duty via MyTax portal

   

2. Click Continue to proceed further

   

3. Select Company Role

   

4. Login as your company agent

   

5. Go to Borong Permohonan | Penyeteman Berkelompok

   

6. Click Choose File to upload the XML file exported from SQL

   

7. Once done, click Muat Naik to upload

   

8. Employee list are shown as below

   

9. Fill in the information at the above and tick the agreement

   

10. Click Proses to continue

11. Make sure the information is correct, and click Teruskan to proceed

12. After receiving the Batch Number for the stamping submission, wait for verification by LHDN

13. Go to Senarai | Penyeteman Berkelompok

14. Click the Batch Number that has not been submitted yet

15. Once the status changes to “Taksir Sendiri Duti”, the stamp duty and penalty amount will be displayed

16. Tick the Certificate checkbox to confirm the submission

17. Proceed to make the stamp duty payment

Print History Listing

This provides a comprehensive record of all past history types for employees. You can filter, sort, and group employees using the fields below.

This is how the generated report will look: