Rymnet HRMS - HR Core

Employee profile is central function that collects and stores functions for every employee in the organization. It is also the heart of the application where HR Manager or Administrator can perform all the administration function.

However, in this user guide, we only covers the employee creation and the career movement of the employees.

New Joiner

Whenever a new employee joins your organization, follow the steps below to create a profile into Rymnet HRMS.

Step 1: On the left menu, find "Application Form".

Step 2: Click on "New Profile"

Step 3: Fill in the form accordingly.

Content	Description
Pay Country	Payroll setting is based on the pay country.
Employee No	Unique Employee Number Number
Name	Full name in Identity Card or Passport Number.
National ID	Employee's National Identification Number.
Passport No	Passport number is mandatory for foreign staff or whenever the National ID is missing.
Marital Status	Current marital status of the employee.
Birth Date	Employee's date of birth. It is important for Statutory Calculation such as EPF, SOCSO and EIS.
Superior	Direct reporting superior. Note: Most of the workflow escalation are set to this superior.
House No	The house number of the employee's current address.
Street Name	The street name of the employee's current address.
Region	The region name of the employee's current address.
Postal Code	The employee's postal code area.
City/Town	The city/town name of the employee's current address.
State	The state name of the employee's current address.
Country	The country in which the employee lives.
Emergency Contact Name	Name of the individual to be contacted in case of emergency.
Contact No	The phone number for the emergency contact.
Relationship	It is essential to know the relation of an emergency contact to the employee.
Probation Period	Period of time that employees are exempt from certain contractual items, such as leave and claim entitlement.
Cost Center	Cost Center Code that is associated with the Finance System
Grade	Job Grade
Employee Level	Security Level Access (Please check security settings for more information)
Basic Salary	Monthly payable to the employee as Basic Salary / Wages
Hourly Rate	Hourly earnings (Commonly use for part-time employees)
Bank	Bank Name which the salary is remitted
Bank Account No	Bank Account which the salary is remitted
Paid Via	Salar payment method
EPF No	Employee's EPF account number.
EPF Group	Select "Default" for standard Malaysia Labour Law Calculation
EPF'ee	Employee's EPF to be contribute.
EPF'er	Employer's EPF to be contribute.
SOCSO No	Employee's SOCSO Account Number
SOCSO Group	SOC1 : Employee and Employer is contributing SOC2 : Employer is contributing SOC3 : Not Contributing
Tax No	Employee's Income Tax Number
Tax Category	Single Married, Spouse is working Married, Spouse is not working
Child (Tax Count)	Tax Exemption entitled from Children Please refer to the LHDN website for more information
Tax Paid By	Tax to be paid by employee or employer
Zakat (%)	Zakat contribution by percentage amount
Zakat Amount	Zakat contribution by fixed amount
Tax Region	Peninsular, Sabah and Sarawak
EIS Group	State if employee is contributing to EIS or not. Please refer to the PERKESO website for more information
HRDF (%)	HRDF contribution by percentage
Fix Allowances	The list of fix allowance can be setup using Advance Configuration. Put in the amount for fix allowance that is entitled by the new joiner.
Leave Group	Grouping for Leave Entitlement
Holiday Group	Holiday settings for each employee that is based on different location and different rest day. Refer to Holiday Settings for more information
Claim Group	Grouping for Claim Entitlement
Work Group	Grouping of employee for Attendance Management System (Applicable for Attendance Management Users Only)
Default Shift	Default work time / shift for the employee if the schedule is not set. (Applicable for Attendance Management Users Only)
Break Hours	Default break hours between the shift if the schedule is not set (Applicable for Attendance Management Users Only)

Step 4: Once you are done, click on "Submit" to submit the form for approval.

Career Movement

Career Movement stores information about the employee progression during his tenure in the organization such as confirmation, transfer, promotion, increment till separation with the organisation.

Step 1: Locate the employee in the "Employee Profile".

Step 2: Select on the "Career Movement" at the right menu.

Step 3: Click on "Add".

Step 4: Fill in the form accordingly.

Step 5: Click on "Save"

Employee Compensation stores information about employee's bank account, statutory account and statutory contribution.

Bank Account

Information about employee's bank account.

Here is how you update employee's bank account information:

Step 1: In employee profile, click on "Compensation".

Step 2: Click on "Crediting Bank" tab.

Content	Description
Bank Code	Types of Bank Name.
Account No	Employee's bank account number.
Paid Via	Types of payment method such as Bank, Cheque, Cash and Withheld.
Cutoff Group	(Optional) You will only require to select the cutoff group if your organization has more than 1 payroll cutoff.
Working Days	(Optional) Formula that defined the Basic Salary and Fix Allowance Proration formula

Step 3: Fill in the form accordingly and Save.

Statutory Account

Information on employee's statutory account number.

Here is how you update on employee's statutory account number:

Step 1: In employee profile, click on "Profile".

Step 2: Click on "Employment" tab.

Content	Description
EPF No.	EPF Account number (for EPF contribution)
SOC No.	SOCSO Account Number (for SOCSO contribution)
Tax No.	Tax Account Number (for Income Tax deduction)
Tabung Haji No.	Tabung Haji Account Number (for Muslim who wish to contribute).
Zakat No	Zakat Account Number (for Muslim who wish to contribute).
HRDF No	HRDF Account Number (for HRDF contribution).

Step 3: Under statutory number, input the statutory account number.

Step 4: Click on "Save".

Statutory Contribution

Statutory contribution defines the payroll settings for an employee, such as EPF, SOCSO, PCB and etc. Depending on Pay Country selection, different statutory input is required.

Here is how you update employee's statutory contribution:

Step 1: In employee profile, click on "Profile".

Step 2: On the right side (shortcut), click on "Compensation".

Step 3: Click on "Statutory" tab.

Content	Description
Pay Country	Payroll setting is based on the pay country.
EPF Group	EPF Category to be contribute.
SOCSO Group	SOCSO Category to be contribute.
EPE'ee	Employee's EPF Contribution.
EPF'er	Employer's EPF Contribution
Tax Category	Employee's residential status and marital status (for Income Tax purpose)
Child Exempt	Numbers of children to be relief.
Tax'ee	Employee's Tax amount to be deducted.
Tax'er	Employer's Tax amount to be deducted.
Handicapped	Any disability (for Income Tax purpose).
Tax Paid By	Have the option to be paid by employee or employer.
Zakat (%)	Zakat contribution by percentage.
Zakat Amount	Zakat contribution by fixed amount.
Tax Region	Region to which the employee or employer pays taxes.
Zakat State	Choose the state for the Zakat contribution.
HRDF (%)	HRDF contribution by percentage.
EIS Group	Employment Insurance Scheme (EIS) contribution.

Step 4: Make the contribution changes.

Step 5: After you have made the changes, click on "Save".

Here is you update employee's family information:

Step 1: In employee profile, click on "Family".

Step 2: Click on "Add".

Step 3: Fill in the family information.

Content	Description
Family Name	To identify the employee's family member name.
Relationship	Employee's relationship with the family member (for Income Tax purpose).
National ID	It is optional to enter employee's family member NRIC.
Address	Current residential address of the employee's family member.
Home Contact	House telephone number of the employee's family member to be contacted.
Mobile No	Mobile phone number of the employee's family member to be contacted.
Birth Date	Date of birth of the employee's family. It is highly recommended to set it for Income Tax purpose.
Working	Employee's family working status (for Income Tax purpose).
Handicapped	Any disability (for Income Tax purpose).
Exemption Entitlement	Select how many percentage to be exempted.
Education	Current education level (for Income Tax purpose).
Tax Count	System will display the Tax count after the information
Remarks	Any additional information on employee's family member.

Step 4: Click on "Save".

An alternative way to input employee's tax information without employee's family member information details, you can use "Tax Category" :

Step 1: In Family, click on "Tax Category" tab.

Content	Description
Tax Category	Employee's residential status and marital status.
Tax Count	Numbers of children to be relief.

Step 2: Select "Tax Category".

Step 3: Input number of child at "Tax Count".

Step 4: Click on "Save".