smarthrms latest updated manual version 3

8/14/2019 SmartHRMS Latest Updated Manual Version 3

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Internet Explorer 5.0 and above(Internet Explorer 7.0 Recommended)

---- User ManualUser ManualUser ManualUser Manual ----

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A QUALITY PRODUCT FROM

EASY & POWERFULL PAYROLL MANAGEMENT SYSTEM

[ USER MANUAL VERSION 1.2.3 ]


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SmartHRMS version 1.2.3 Payroll Management System Users Manual

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SMARTHRMS VERSION 1.1 PAYROLL MANAGEMENT SYSTEMTABLE OF CONTENTSTABLE OF CONTENTSTABLE OF CONTENTSTABLE OF CONTENTS

Chapter 1Introduction to SmartHRMS Page 7

Chapter 2Getting Started. Page 9

Chapter 3Process... Page 14

3.1 Working Hours.... Page 153.2 Pay slip................ Page 173.3 Uploader 1...... Page 223.4 Uploader 2... Page 233.5 Reports & Query. Page 24

Chapter 4

Allowances............... Page 284.1 Add/Deduce....................................................... Page 29

4.1.1 Additional/Deduction.............................. Page 304.1.2 Multiple Additional/Deduction................. Page 304.1.3 Recurring Information............................. Page 314.1.4 Yearly Transaction................................. Page 32

4.2 Advances & Loans........................... Page 334.3 Attendance Policy............................ Page 364.4 Advances & Loans........................... Page 374.5 Reports & Query. Page 39

Chapter 5

File Submission............... Page 415.1 CPF-PAL (Generator)... Page 425.2 Generate IR8A....... Page 455.3 Generate IR8S....... Page 475.4 OCBC Velocity... Page 495.5 HSBC MRI.. Page 515.6 UOB IBG.. Page 535.7 DBS IDEAL. Page 555.8 DBS DPAY2.... Page 57

Chapter 6Human Resources. Page 59

6.1 Employee Group.. Page 606.2 Employee Information. Page 616.3 Education Record. Page 676.4 Education Centre Information............ Page 696.5 Education Level Information.............. Page 706.6 Education Discipline Information.............. Page 716.7 Employee Qualification... Page 726.8 Employee Shift/Salary. Page 736.9 Family Information Page 75


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6.10 Discipline Record.. Page 776.11 Offence Type. Page 796.12 Accident Record Page 806.13 Accident Item. Page 826.14 Reporting Group Page 83

6.15 Company Assets.. Page 856.16 Assets Item.............. Page 876.17 National Service Page 886.18 Reports & Query.. Page 89

Chapter 7Leave Management.. Page 907.1 Leave Information Page 927.2 Leave Details....... Page 937.3 Leave Policy. Page 947.4 Leave Policy Details.............. Page 967.5 Leave Group. Page 97

7.6 Leave To Pay....... Page 987.7 Leave Type... Page 1007.8 Reports & Query.. Page 101

Chapter 8Masters.. Page 1038.1 Shift Masters Management... Page 1048.2 Allowances Setting................ Page 1088.3 Project Code.......................... Page 1098.4 Project Code Details.............. Page 110

Chapter 9

E-Services. Page 1119.1 E-Services Account. Page 1129.2 Approval Grouping.. Page 1159.3 Leave Application View.. Page 1179.4 Leave Cancellation View... Page 118

Chapter 10Company Setup... Page 11910.1 Setup.... Page 12010.2 User Account.. Page 12810.3 Change Password.. Page 130

10.4 Audit Trail. Page 13010.5 IDEAL Result File Debugger. Page 131

Chapter 11Frequently Asked Questions Page 132


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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 (hereinreferred as SmartHRMS) is a real time and on-line payroll management system designedfor Microsoft Internet Explorer series. It is a truly advanced payroll management systemleveraging on the availability of the internet connection accessibility. The system hasdirect 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 CPFcalculation, Generating IR8A, Worker levy and other government regulatory, withpower-packed features built based on user requests for effective payroll processing andmanagement.

SmartHRMS provides critical reports to enable thorough review of key performanceindicators of customers, sales, suppliers, purchases, sales person and inventoryinformation. You get maximum throughput from your payroll management system.

Release date for this manual: 20th June 2008Last Revised on: 30th April 2009

Copyright NoticeCopyright NoticeCopyright NoticeCopyright 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 purchasers use is prohibitedby law.

Copyright 2006, 2007, 2008, 2009 by:Avelogic Pte Ltd59-J Jalan Malu-MaluSingapore 769674Tel : (65) 6752 7870 Fax: (65) 6757 3840http://www.avelogic.com


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TerTerTerTerms & Conditionsms & Conditionsms & Conditionsms & Conditions

1. USER CONDUCT1. USER CONDUCT1. USER CONDUCT1. USER CONDUCTo You agree not to:

a. impersonate any person, entity, or falsely state or otherwise misrepresent youraffiliation 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 connectingnetworks or devices.

2. LIABILITY2. LIABILITY2. LIABILITY2. LIABILITY You and/or your employees agree not to hold Avelogic and its subsidiaries,

affiliates, officers, agents, co-branders or other partners, and employees, harmlessfrom any claim or demand, liable for the use of its services. All databases allsecured and Avelogic undertakes a non disclosure policy at all times.

3. NO RESALE OF SERVICE3. NO RESALE OF SERVICE3. NO RESALE OF SERVICE3. 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 tothe Service.

4. MODIFICATIONS TO SE4. MODIFICATIONS TO SE4. MODIFICATIONS TO SE4. MODIFICATIONS TO SERVICERVICERVICERVICE 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 orwithout notice. You agree that Avelogic shall not be liable to you/ youremployees or to any third party for any modification, suspension ordiscontinuance of the Service.

5. TERMINATION5. TERMINATION5. TERMINATION5. TERMINATION You agree that Avelogic in its sole discretion, may terminate your password,

account (or any part thereof) or use of its Service.

6.LINKS6.LINKS6.LINKS6.LINKSo 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 orresources, and does not endorse and is not responsible or liable for any Content,advertising, products, or other materials on or available from such sites orresources. You further acknowledge and agree that Avelogic shall not beresponsible 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 suchContent, goods or services available on or through any such site or resource.

7. AVELOGIC PROPRIETARY RIGHTS7. AVELOGIC PROPRIETARY RIGHTS7. AVELOGIC PROPRIETARY RIGHTS7. AVELOGIC PROPRIETARY RIGHTS You acknowledge and agree that the Service and software used in connection

with the Service ("Software") contain proprietary and confidential informationthat is protected by applicable intellectual property and other laws.

8. DISCLAIMER OF WARRANTIES8. DISCLAIMER OF WARRANTIES8. DISCLAIMER OF WARRANTIES8. 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.comEXPRESSLY DISCLAIMS ALL WARRANTIES OF ANY KIND, WHETHEREXPRESS 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 BEOBTAINED FROM THE USE OF THE SERVICE WILL BE ACCURATE ORRELIABLE,

o NO ADVICE OR INFORMATION, WHETHER ORAL OR WRITTEN,OBTAINED BY YOU FROM Avelogic.com OR FROM THE SERVICE SHALLCREATE ANY WARRANTY.

9. LIMITATION OF LIABILITY9. LIMITATION OF LIABILITY9. LIMITATION OF LIABILITY9. 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 ToUse The Service; (Ii) Unauthorized Access To Or Alteration Of Your TransmissionsOr Data; (Iii) Any Other Matter Relating To The Service.

10. NOTICE10. NOTICE10. NOTICE10. 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 commonpractice. Termination notice or other notices to us follows the same practice.

11. TRADEMARK INFORMATION11. TRADEMARK INFORMATION11. TRADEMARK INFORMATION11. TRADEMARK INFORMATIONo 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 askour users to do the same.

13. GENERAL INFORMATION13. GENERAL INFORMATION13. GENERAL INFORMATION13. GENERAL INFORMATIONo This Standard T&C govern your use of the Service, superseding any prior

agreements between you, your employees and Avelogic. You agree to submit tothe personal and exclusive jurisdiction of the Singapore courts. The failure ofAvelogic.com to exercise or enforce any right or provision of the T&C shall notconstitute a waiver of such right or provision. If any provision of the T&C is foundby a court of competent jurisdiction to be invalid, the parties nevertheless agreethat the court should endeavor to give effect to the parties' intentions as reflectedin 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, anyclaim or cause of action arising out of or related to use of the Service or the T&Cmust be filed within one (1) year after such claim or cause of action arose or beforever barred.

o This revision 1.0 is dated 11th April 2006 and Avelogic reserve the rights to modifythis from time to time.

Trademarks:Trademarks:Trademarks:Trademarks:Microsoft/Microsoft Corporation; Crystal Reports/Seagate Software


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Chapter 1 IntroductionTo SmartHRMS

You have just taken an important step to making your company more profitable, efficientprocessing month to month payroll and up-to-date payroll summary reporting. To fulfilthe above functions, SmartHRMS Payroll Management System comprises 6 core modules

integrated seamlessly into a highly powerful real-time system:

1) Payroll Management2) Advance & Loans3) Human Resource4) Leave Management5) Masters6) System Setup

The advance features are always available for simple or complex payroll processingneeds and provide you with leading edge technology capabilities to tame even the mostcomplicated payroll or even leave management woes.

1.11.11.11.1 Hardware/Technical RequirementHardware/Technical RequirementHardware/Technical RequirementHardware/Technical Requirementssss

The minimum suggested hardware configuration for smartHRMS is an IBM 486 or highercompatible (Pentiums are recommended) with more than 120 megabytes of availablehard disk space and at least 64MB system memory for Windows 2000 or aboveoperating system with Internet Explorer 5.0 and above. Recommended browser versionis Internet Explorer 7.0

1.21.21.21.2 Technical Support and WarrantyTechnical Support and WarrantyTechnical Support and WarrantyTechnical Support and Warranty

SmartHRMS is fully supported worldwide by Avelogic Pte Ltd and her appointeddistributors. If you encountered any problems with the system, please read theappropriate section of the manual first. The manual provides a section documentingeach 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 withsetting up the system to accommodate your specific needs, please contact your dealerfor help. Your dealer is likely to know your situation better and might give a faster, morecomprehensive response. You may access to the list of available SmartHRMS distributorsand/or technical support staffs at the numbers supplied on the packaging, dependingon your location. Before you call, please prepare the following information:

1) Company Registration and Name2) Clear, concise and detailed explanation of problems describing what you did ineach function before problems occurred.

Email or faxing the above information to technical support often gets faster amid morethorough results. Many problems have a quick and simple solution which technicalsupport can reply by fax back to you. Also, a written request allows technical support toreview your situation and be better prepared to assist you when they call back.


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1.31.31.31.3 SmartHRMS System Flow ChartSmartHRMS System Flow ChartSmartHRMS System Flow ChartSmartHRMS System Flow Chart

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


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Chapter 2 Getting Started

2.12.12.12.1 Quick Tour of SmartHRMS Version 1.0Quick Tour of SmartHRMS Version 1.0Quick Tour of SmartHRMS Version 1.0Quick Tour of SmartHRMS Version 1.0

From the information available from the earlier section you should decide which are theoptions 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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The following screen will appear in front of you. Click and Select smartHRMS, SingaporeEdition to proceed.


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2.1.1.2.1.1.2.1.1.2.1.1. Login ScreenLogin ScreenLogin ScreenLogin Screen

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

Enter Login DetailsEnter Login DetailsEnter Login DetailsEnter Login Details

When Company ID (ACRA Registration Number), Username and password isentered, SmartHRMS will verify with the system database whether the login isauthentic. The system will prompt invalid login if login details is invalid or doesnot match our system record.

The Remember Me checkbox will help the system to remember user last logindetails except for the password.

2222.1.1.1 In Case.1.1.1 In Case.1.1.1 In Case.1.1.1 In Case cannotcannotcannotcannot log into SmartHRMSlog into SmartHRMSlog into SmartHRMSlog into SmartHRMS

If an incorrect User is presented or a wrong password is used, then access intosmartHRMS is NOT POSSIBLE.

RemedyRemedyRemedyRemedy: Have this user deleted and then re-create another User ID. Pleaseensure Company ID is correct.


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2222.1.2.1.2.1.2.1.2 SmartHRMS Main Menu ScreenSmartHRMS Main Menu ScreenSmartHRMS Main Menu ScreenSmartHRMS Main Menu Screen

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

On login, system will alert user for employees pending for confirmation (based onduration configuration, work permit expiry notice and employment pass expiry notice forreference)

2.1.2.12.1.2.12.1.2.12.1.2.1SmartHRMSSmartHRMSSmartHRMSSmartHRMS Prompt Screen Indicator (Session Expires)Prompt Screen Indicator (Session Expires)Prompt Screen Indicator (Session Expires)Prompt Screen Indicator (Session Expires)

The following screen will be shown to user after the system is left unattended for morethan 20 minutes after login.

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


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2.1.2.2.2.1.2.2.2.1.2.2.2.1.2.2.SmartHRMSSmartHRMSSmartHRMSSmartHRMS Prompt Screen IndicatorPrompt Screen IndicatorPrompt Screen IndicatorPrompt Screen Indicator (Invalid Browser(Invalid Browser(Invalid Browser(Invalid Browser----inininin----use)use)use)use)

The following screen will be shown to user if an invalid or incompatible browser is in usesuch as Fire Fox or Netscape 5.0 and below.

Remedy: User Microsoft Internet Explorer to access smartHRMS.


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Chapter 3 SmartHRMS Process

The system will naturally flow from:

1) Working Hour2) Pay slip

3) Combi-Pay slip (Additional features Pay slip generator module)4) Cheque5) Cheque Convert6) Uploader 17) Uploader 28) Uploader 39) Reports & Query


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3.3.3.3.1111 Work HoursWork HoursWork HoursWork Hours

Click on >Process >Working Hours to view the details of the working hours that waseither input in the system or imported from a CSV file or directly from the TimeAttendance Device.

You may filter & view the Working Hour report, by clicking the date range From andTo to determine the timeline that you want to see. You may use the calendar button toassist you in inputting the date.

The filter allows you to filter by Name, Employee Group, or Shift. Click on theReport button and another browser will open up the Working Hour report in PDFformat.

To manually Add working hour records, click on the Add Working Hour icon on top ofthe search filters to bring you to the Work Hours input interface. You may click on theindividuals Edit button to edit the timing details. You may also delete the workinghours individually. If you wish to delete the entire filtered selection, click on the Delete button.


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3333.1.1.1.1.1.1.1.1 Work Hours InputWork Hours InputWork Hours InputWork Hours Input (Default Tab)(Default Tab)(Default Tab)(Default Tab)

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

3333.1.2.1.2.1.2.1.2 Work Hours Input (Options Tab)Work Hours Input (Options Tab)Work Hours Input (Options Tab)Work Hours Input (Options Tab)

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


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3.23.23.23.2 PayPayPayPay SSSSliplipliplip

The Process Pay slip function where you would be able to generate employees pay slipfor your company monthly payroll.

User will be able to select a list of different pay slip layout formats available namely:

1) General - Basic and general purpose pay slip layout2) Voucher - Common pay slip layout

3) Informative (A) - Gross Salary with calculated Working Hours details4) Informative (B) - Gross Salary with Additions/Deductions/Leave details5) Informative (C) - Summarized Pay slip layout with calculated Working Hours

details6) Summary - Summarized Pay slip layout7) Standard Summary - Summarized Pay slip layout with Advance/Loan details8) Add/Dtn Summary - Summarized Pay slip layout with Additions/Deductions and

Leave details

You may filter & view a single or a list of pay slips generated, by search employee nameusing the Name textbox, Employee Name/NRIC selection, Employee Group, Monthand Year selection. Click on the Report button and another browser will open up the

pay slip or detailed report in PDF format.

To generate a pay slip records, click on the Add Pay slip icon on top of the search filtersto bring you to the pay slip generation interface. You may click on the individuals Printbutton to view and print individual pay slip details. You may also delete the pay slipindividually. If you wish to delete the entire filtered selection, click on the Delete buttonbeside the left side of the Search button.


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3.2.13.2.13.2.13.2.1 Pay Slip GeneratorPay Slip GeneratorPay Slip GeneratorPay Slip Generator

The following screen shows the pay slip generator page. When you click on theGenerate Pay slip icon, you would be directed to the Pay slip generator page. User willthen determine a start and end date of the pay slip to be generated. The pay slip ID

suggests that user can also input a preferred ID or using the default Pay slip ID for therange of pay slips to be generated. You may select the respective Employee by clickingon the dropdown list. The list is sorted by Employee Name and ALL option among thelist of selection. By selecting ALL, user will be able to generate the entire pay slips at ago.

Option 1: Apply FWL (Foreign workers Levy), a mandatory contribution, is a defaultchecked item which applies to all foreigners pay slip according to governmentregulatory.

Option 2: Exclude Monthly Basic allows user to exclude basic salary/shift from the payslipgeneration to allow user to generate Additional/Deduction items only.

Under unforeseen circumstances, user can choose to uncheck the option wheneverrequired.


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3.2.23.2.23.2.23.2.2 Pay Slip ConfirmationPay Slip ConfirmationPay Slip ConfirmationPay Slip Confirmation

The following screen shows the pay slip generator confirmationpage. When you clickon the next button from the Payslip Generator page, you would be directed to thePayslip generator confirmation page. User will be able to preview a list of to-be-generated payslip transaction records with the option to edit individual records byclicking 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 (Explanationbelow), start date and end date of payslip, determining of the following payslip oremployee 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 oneemployee 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. Exampleas shown above is the 1 Jan 2008 day will be considered week 1 of the payslip to begenerated. Week 5, which is also available, is to enable user to perform week selectionwhich normally includes 29th, 30th and 31st as week 5. Breakdown as follows:


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3.33.33.33.3 ChequeChequeChequeCheque

Click on >Process >Cheque to view the records of all cheque data created.

You may filter & view by Name, Month, or Year. Click on the Report button andanother browser will open up the CTS Cheque Layout in PDF format.

To manually Add Cheque records, click on the Add Cheque icon on top of the searchfilters to bring you to the Cheque record input interface. You may also wish to click on

the individuals Edit button to edit the cheque record previously created or delete therecord. If you wish to delete the entire filtered selection, click on the Delete button.


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3.3.13.3.13.3.13.3.1 Add Cheque RecordAdd Cheque RecordAdd Cheque RecordAdd Cheque Record

When you click on the Add Cheque icon or Edit button, you would be directed to thecheque record Input page. User will then selects employee NRIC/Name within thedropdown list, enter a cheque number (normally correspond to the actual chequenumber issued), date of cheque issued, amount and lastly Remarks for user to enter anyother information required. Back button will navigate user back to the cheque managerpage while the Save button will allow user to create the cheque record.

3.3.3.3.3.23.23.23.2 Cheque ConvertCheque ConvertCheque ConvertCheque Convert

When user clicks on the Process - > Cheque Convert function, user will be directed to thefollowing page.

You may filter & view by Name, Group, Month, or Year followed by the Searchbutton to view the pay slip available to be converted as Cheque record. To convert payslip to cheque record, user will be required to selected the checkbox on the right most ofthe table as shown above followed by clicking on the Convert button.


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3333.4.4.4.4 UploadUploadUploadUploader 1er 1er 1er 1 (CSV)(CSV)(CSV)(CSV)

Work Hours uploader is a function built to cater to company that process employeesworking hours on a excel spreadsheet to enable them to bring in the work hours timinginto smartHRMS within mins. User will be prompt to browse and search for a file to beuploaded. Upon selection of the file, user will then click on the Upload button toprocess the working hours timing into smartHRMS. The Back button will navigate userback to the process panel.

Note: The following function requires user to pre configure the columns setting in thecompany setup tab which will be discussed in the later part of this user guide under thechapter System Setup.


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3333.5.5.5.5 Uploader 2 (Uploader 2 (Uploader 2 (Uploader 2 (TMS Work Hour RetrievalTMS Work Hour RetrievalTMS Work Hour RetrievalTMS Work Hour Retrieval))))

TMS Work Hours Retrieval is another work hour uploader (2) function built to cater tocompany that is equipped with time attendance machine that output work hours eitherin .dat or .csv extension. These files must be recognized by smartHRMS. User will beprompt to enter or select a start time and end time of working hours to be retrieval fromthe file. After which, depending on the setting and the number of time attendancemachine 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 fileformat before clicking on the Upload button to process the working hours timing intosmartHRMS. The Back button will navigate user back to the process panel.

Note: The following function requires user to pre configure the columns setting in thecompany setup tab which will be discussed in the later part of this user guide under thechapter System Setup.


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3333.6.6.6.6 Reports & QueryReports & QueryReports & QueryReports & Query

Reports & Query (PM) comprises of several payroll management reports categorized into6 main tabs. Upon clicking on the Report & Query link or icon under PayrollManagement, the system will display the content of the Contribution tab by default.

3.3.3.3.6.6.6.6.1111 Reports & QueryReports & QueryReports & QueryReports & Query ContributionContributionContributionContribution

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 caninput 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 employeesgroup, format of the report either in PDF or XLS, Month and Year to be retrieved,currency selection of USD, SGD or ALL and lastly identify the report format beforeproceeding to click on the Report button to generate the report.


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3333....6666.2.2.2.2 Reports & QueryReports & QueryReports & QueryReports & Query ReconciliationReconciliationReconciliationReconciliation

Under the Reconciliation tab, there are a total of 3 reports namely differences report, YTDreport and comparison report.

For Differences report, user will determines the employee group to be selected or ALLto select all employees group, format of the report either in PDF or XLS, Month and Yearto 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 Report button to proceed toview the report.

For YTD report, user will determine the NRIC/Name or ALL to select all employees to begenerated, year to be generated for the year-to-date report and report to be generatedeither 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 thereport either in PDF or XLS. After all the selection is made, user will then click on theReport button to proceed to view the report.


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3333.6.6.6.6.3 Reports & Query.3 Reports & Query.3 Reports & Query.3 Reports & Query AllowancesAllowancesAllowancesAllowances

Under the Allowances tab, user will be able to generate the allowances report with thedesired filter options such as the NRIC/Name or ALL to select all employees to begenerated, employee shift to be selected or ALL to select all employees shift insmartHRMS, 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 theReport button to proceed with the creation of report.

3.63.63.63.6.4.4.4.4 Reports & QueryReports & QueryReports & QueryReports & Query PDSPDSPDSPDS

Under the PDS tab, user will be able to generate the PDS report with the desired filteroptions for Project code or ALL selection, Department code or ALL selection, Sectioncode 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 lastlythe calendar picker from the To box. After user determine their criteria of the report tobe display, user will then click on the Report button to proceed with the creation ofreport.


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3.63.63.63.6.5.5.5.5 Reports & QueryReports & QueryReports & QueryReports & Query Cost CentreCost CentreCost CentreCost 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 Pay Slip).

In order to generate the reports, user will be required to specify the Project code or ALLselection followed by selecting or entering a From and To date field before proceed toclick on the Report button to preview the content of the report.

Note: Leaving the From an d To date empty will indicate that the system will draw allrecords in the system with no date constraint taken into consideration.


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Chapter 4 SmartHRMS Allowances

SmartHRMS, Allowances Module comprises of the following features:

1) Add/Deduce2) Multiple Transactions3) Recur Transaction

4) Yearly Transaction5) Advance & Loan6) Attendance Policy7) Attendance Policy Details8) Report & Query (Under further development)


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4.14.14.14.1 Add/DeduceAdd/DeduceAdd/DeduceAdd/Deduce

The addition/deduction is the function where you would key in the respectiveallowances/disbursements or deduction into the system. These are recorded as atransaction 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 Report button and anotherbrowser will open up the Add/Deduce report in PDF format.

To manually Add Allowances records, click on any of the Add Additional/Deduction iconon top of the search filters to bring you to the input interface. You may click on theindividuals Edit button to edit the allowance item details. You may also delete theallowance individually. If you wish to delete the entire filtered selection, click on theDelete button beside the left side of the Search button.


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4.14.14.14.1.1.1.1.1 Additional/Deduction InformationAdditional/Deduction InformationAdditional/Deduction InformationAdditional/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 theAddition/deduction Input page. You may select the respective Employee by clicking onthe first dropdown. The list is sorted by Employee Name. Enter a tile or name for theentry such as Transport Allowance followed by selecting a date for the allowance to beassigned to the employee, shift related to the reimbursement of the allowance, attachedto (if it attracts CPF or does not attracts CPF or a bonus allowance), amount and finallycurrency of this allowance such as SGD or USD.

4.14.14.14.1.2.2.2.2 Multiple Additional/DeductionMultiple Additional/DeductionMultiple Additional/DeductionMultiple Additional/Deduction

The second type is the multiple record additions, deductions entry. When you click onthe Multiple Transaction icon, you would be directed to the Multiple Addition/deductionInput 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


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

Note: The amount field will be field up when scaling is entered and applied. Based onthe above example, with a scaling of 50 (meaning to say 50%), A009999999A amountwill be filled $1200. The amount can be amended by user whenever necessary beforesaving.

4.1.34.1.34.1.34.1.3 Recurring Information (+/Recurring Information (+/Recurring Information (+/Recurring Information (+/----))))

The third type is the recurring additions, deductions entry. When you click on theRecurring Transaction icon, you would be directed to the Recurring Addition/deductionInformation Input page. You may select the respective Employee by clicking on the firstdropdown. The list is sorted by Employee Name. Enter a tile or name for the entry suchas Transport Allowance followed by shift related to the reimbursement of theallowance, 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 theallowance 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, thesystem only allows days between 1st to 28th for month. 29th, 30th and 31st is excluded as itmight not appear in some months of the year.


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4.1.44.1.44.1.44.1.4 Yearly TransactionYearly TransactionYearly TransactionYearly Transaction

The last type is the yearly transaction additions, deductions entry. When you click on theYearly Transaction icon, you would be directed to the Yearly Transaction InformationInput 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 TransportAllowance followed by shift related to the reimbursement of the allowance, Allowancetype such as Additional or deduction item, attached to Gross, Net or Bonus (if it attractsCPF or does not attracts CPF or a bonus allowance), currency of this allowance such asSGD or USD, employee group associated with the allowance and template for existingtemplate available.

User will be able to create new template by clicking on the New link below theTemplate drop down selection. When user clicks on the New link, a new template will becreated and user will be able to enter a date and amount before saving. Save buttonbelow will allow the system to save the template. Note: User will still need to select atemplate and click on the main screen save button in order for the transaction to occuror apply to the system.


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4.24.24.24.2 Advances & Loans ManagementAdvances & Loans ManagementAdvances & Loans ManagementAdvances & Loans Management

Click on Allowances >Advances & Loans to view the details and records of all Employeeadvances, loans as well as payment.

You may filter & view the Advance & Loan report, by Employee NRIC/Name, EmployeeGroup named as Group, Month and Year selection. Click on the Report button andanother 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 thesearch filters to bring you to the input interface. You may click on the individuals Editbutton 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 theleft side of the Search button.


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4.24.24.24.2.1.1.1.1 Advance & Loan InputAdvance & Loan InputAdvance & Loan InputAdvance & Loan Input AdvanceAdvanceAdvanceAdvance

By default, Type Advance will be selected when user clicks on the Advance or Loan iconfrom the Advance & Loan Input page. You may select the respective Employee byclicking on the first dropdown. The list is sorted by Employee Name. The next will be typeselection. There are a total of 3 types available namely, Advance, Loan and Payment. Forthe above illustration, well be discussing the type Advance option in use. The next fieldis the Date where user will be able to use the system date picker or manually enter asuitable date format to the system, followed by currency of this advances/loan such asSGD or USD, amount and lastly remarks of application (whenever necessary).

4.24.24.24.2.2.2.2.2 Advance & Loan InputAdvance & Loan InputAdvance & Loan InputAdvance & Loan Input LoanLoanLoanLoan

The above screen will be shown when user selects the Type as Loan. You may select therespective Employee by clicking on the first dropdown. The list is sorted by EmployeeName. The next will be type selection. There are a total of 3 types available namely, Advance, Loan and Payment. For the above illustration, well be discussing the typeLoan option in use. The next field is the Date where user will be able to use the systemdate picker or manually enter a suitable date format to the system, followed by currencyof this advances/loan such as SGD or USD, amount, period in term of number ofpayment required and lastly remarks of application (whenever necessary).


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4.2.34.2.34.2.34.2.3 Advance & Loan InputAdvance & Loan InputAdvance & Loan InputAdvance & Loan Input PaymentPaymentPaymentPayment

The above screen will be shown when user selects the Type as Payment. You may selectthe respective Employee by clicking on the first dropdown. The list is sorted by EmployeeName. The next will be type selection. There are a total of 3 types available namely, Advance, Loan and Payment. For the above illustration, well be discussing the typePayment option in use. The next field is the Date for the payment where user will beable 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 theselected 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 willbe the amount the employee has pay back to the company and lastly remarks ofapplication (whenever necessary).


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4.34.34.34.3 AAAAttendance Policyttendance Policyttendance Policyttendance Policy

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

4.3.14.3.14.3.14.3.1 Attendance Policy SetupAttendance Policy SetupAttendance Policy SetupAttendance Policy Setup

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


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4.44.44.44.4 Attendance Policy DetailsAttendance Policy DetailsAttendance Policy DetailsAttendance Policy Details

When you click on the Details button from the record available in the attendance policymanager page, you would be directed to the attendance policy details information page.

You may filter & view the attendance policy records, by selecting the attendance IDavailable in the system as well as leave type such as medical leave, compensation leaveetc. The Delete button will enable user to remove attendance policy details record thathas previously been created and Back button will navigate user back to the attendance

policy manager page.


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4.4.14.4.14.4.14.4.1 Attendance Policy Detail SetupAttendance Policy Detail SetupAttendance Policy Detail SetupAttendance Policy Detail Setup

When you click on the Attendance policy details icon or Edit button, you would bedirected to the Attendance policy details input page. User will prompt to selectattendance ID, leave type available in the system, and enter number of occurrences andpercentage in %. Back button will navigate user back to the attendance policy detailsmanager page while the Save button will allow user to create a new attendance policyin 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 medicalleave for more than twice a month, his/her medical-free allowance has been reduced to$25.00


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4.54.54.54.5 Reports & QueryReports & QueryReports & QueryReports & Query

Reports & Query comprises of 2 main report which allows user to download the file inexcel format.. Upon clicking on the Report & Query link or icon under Allowances, thesystem will display the content of the Contribution tab by default.

4.5.14.5.14.5.14.5.1 Reports & QueryReports & QueryReports & QueryReports & Query ContributionContributionContributionContribution

Before generating the reports for view, user can input the following filter options such asNRIC/Name or ALL to select all employees. Group determines the employee group tobe selected or ALL to select all employees group, currency selection of USD, SGD orALL and lastly identify the month and year before proceeding to click on the Reportbutton to generate the report.


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4.5.24.5.24.5.24.5.2 Reports & QueryReports & QueryReports & QueryReports & Query AllowancesAllowancesAllowancesAllowances

For Allowances tab, user can input the following filter options such as NRIC/Name orALL to select all employees, employee shift group, currency selection of USD, SGD orALL and lastly identify the month and year before proceeding to click on the Reportbutton to generate the report.


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Chapter 5 SmartHRMS Submission

5.15.15.15.1 File SubmissionFile SubmissionFile SubmissionFile Submission

File Submission Features is built to specification given the respective bodies/governmentstandards and the list of functions available are as follows:

1) CPF-PAL Submission

2) IR8A Submission3) IR8S Submission4) OCBC GIRO5) HSBC MRI6) UOB IBG7) DBS IDEAL8) DBS DPAY2


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5.15.15.15.1 CPFCPFCPFCPF----PALPALPALPAL (Generator)(Generator)(Generator)(Generator)

The Generate CPF-PAL function is to generate a file to be submitted to CPF board thatcomprise of the breakdown of the employee CPF, employers CPF, skilled developmentfund (SDL) as well as Foreign workers levy (FWL) contribution. In order to perform directdebit to employees account as well as deduction from employer corporate bankaccount, user will be required to register a CPF board for a login account to enablethemselves to login to the portal for file CPF e-submission (via DTL file uploading) everymonth.

Through smartHRMS using our CPF-PAL generator, user will be required to provide thesystem with the following information:

1) UEN A unique 10 character reference number issued by CPF board upon successfulregistration of Companys CPF account. The following number is also recognized bybodies such as Inland Revenue Authority of Singapore. (Information corrected as at 29Sep 08)

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 isnormally 01 unless advice by CPF Board.

3) Format Type This is the valid list of payment codes for private sector namely:A PTE (Normal)B AMS (Medisave)C VCT (Excess CPF)D VSE (Voluntary Self-Employed)E- MSE (Mandatory Self-Employed)

4) Serial No. Ranges from 01-99 for references purpose only.


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5) Month CPF contribution month

6) Year - CPF contribution year

7) Start Date will be retrieving records with start date referencing from existing

smartHRMS payslip records.

8) End Date will be retrieving records with end date referencing from existingsmartHRMS payslip records.

5.1.15.1.15.1.15.1.1 CPFCPFCPFCPF----PALPALPALPAL Employee Submission SelectionEmployee Submission SelectionEmployee Submission SelectionEmployee Submission Selection

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


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5.1.25.1.25.1.25.1.2 CPFCPFCPFCPF----PAL ConfirmationPAL ConfirmationPAL ConfirmationPAL Confirmation

The following screen shows the CPF-PAL confirmation page when user click on theNext button from the Employee submission selection page earlier. User will be able toselect 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

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

Report button will allow user to generate a softcopy file in pdf format which allows userto preview a list of information similar to the file format to the generated. TheDownload 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 employeesubmission selection page.

Once all information is verified and validated, user will then proceed to login the CPFportal and submit it for processing accordingly.


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5.25.25.25.2 Generate IR8AGenerate IR8AGenerate IR8AGenerate 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 bedirected to the Generate IR8A manager page. User will be able to preview a list ofgenerated IR8A transaction records with the option to edit or delete individual recordsby clicking on the Edit or Delete button respectively. By default, all IR8A transactionrecords will be checked or selected waiting for user to trigger the Next button toproceed 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 viewthe respective year records.

5.2.15.2.15.2.15.2.1 Generate Employee IR8A RecordGenerate Employee IR8A RecordGenerate Employee IR8A RecordGenerate Employee IR8A Record

When you click on the Prepare Auto-Inclusion (E-submission) icon or Edit button, youwould be directed to the Employee IR8A generation page. You may select the respectiveEmployee by clicking on the first dropdown. The list is sorted by Employee Name andALL represent all the employees in the company will be generated. The income yeardropdown list will allow user to select the year IR8A required to be generated orprepared and user will click on the Generate button to proceed when ready. The Backbutton will navigate user back to Generate IR8A manager page.


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5.2.25.2.25.2.25.2.2 IR8A Employers Submission InformationIR8A Employers Submission InformationIR8A Employers Submission InformationIR8A Employers Submission Information

The following page will show when user clicks on the Next button from the GenerateIR8A 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 asfollows:

1. Basic Year Employee worked year. Example if you would like to perform IR8Aform/file format generation for the year 2008, the basic year selection should be2007.

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 companyofficer or human resource in-charged of the company or organization will berequired to include his/her name in the file or form. IRAS will contact the followingpersonnel in the event of uncertainty or issues identified.

5. Designation of Authorize Person Official job designation of authorized person inthe company of the authorized person.

6. Name of Employer Companys name registered with ACRA.

7. Telephone Number Company contact number or direct contact of authorizedperson in-charge of companys Human Resource matters.

8. Email Address of authorized Person Electronic address of authorized person in-charge of companys Human Resource matters.

9. Name/Division of Branch Internal to ones organization framework which isofficially declared in ACRA such as holding company or subsidiaries of a maincompany.


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5.35.35.35.3 Generate IR8SGenerate IR8SGenerate IR8SGenerate IR8S

The following screen shows the Generate IR8S manager page. When you click on theAuto-Inclusion icon from the IR8S Features page discussed earlier, you would be directedto the Generate IR8S manager page. User will be able to preview a list of generated IRSAtransaction records with the option to edit or delete individual records by clicking on theEdit or Delete button respectively. By default, all IR8S transaction records will bechecked or selected waiting for user to trigger the Next button to proceed to theSubmission 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 respectiveyear records.

5.3.15.3.15.3.15.3.1 Generate Employee IR8S RecordGenerate Employee IR8S RecordGenerate Employee IR8S RecordGenerate Employee IR8S Record

When you click on the Generate IR8S Forms icon or Edit button, you would be directedto the Employee IR8S generation page. You may select the respective Employee byclicking on the first dropdown. The list is sorted by Employee Name and ALL representall the employees in the company will be generated. The income year dropdown list willallow user to select the year IR8S required to be generated or prepared and user will clickon the Generate button to proceed when ready. The Back button will navigate userback to Generate IR8S manager page.


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5.3.25.3.25.3.25.3.2 IR8S Employers Submission InformationIR8S Employers Submission InformationIR8S Employers Submission InformationIR8S Employers Submission Information

The following page will show when user clicks on the Next button from the GenerateIR8S 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 asfollows:

1. Basic Year Employee worked year. Example if you would like to perform IR8Aform/file format generation for the year 2008, the basic year selection should be2007.

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 AccountingCorporate 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 companyofficer or human resource in-charged of the company or organization will berequired to include his/her name in the file or form. IRAS will contact the followingpersonnel in the event of uncertainty or issues identified.

5. Designation of Authorize Person Official job designation of authorized person inthe company of the authorized person.

6. Name of Employer Companys name registered with ACRA.

7. Telephone Number Company contact number or direct contact of authorizedperson in-charge of companys Human Resource matters.

8. Email Address of authorized Person Electronic address of authorized person in-charge of companys Human Resource matters.

9. Name/Division of Branch Internal to ones organization framework which isofficially declared in ACRA such as holding company or subsidiaries of a maincompany.


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5.45.45.45.4 OCBCOCBCOCBCOCBC VelocityVelocityVelocityVelocity

The Generate OCBC Bank submission function is OCBC bank direct GIRO debit ofemployees calculated salary. In order to perform direct debit of employee salary, user willbe required to register an OCBC velocity account with OCBC bank and login to theportal for file submission every month.

Through smartHRMS using our OCBC file generator, user will be required to provide thesystem with the following information:

1) Batch No. A number issue by the file creator ranging from 1-99. For company thatsubmitted 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 employeesbank account. Note: Effective date cannot be on Saturday or Sunday. If effective daterequired is on Thursday, company is required to submit the file 2 days by 2pm beforedate.

3) Start Date will be retrieving records with start date referencing from existingsmartHRMS payslip records.



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5.45.45.45.4.1.1.1.1 OCBC GIRO File ConfirmationOCBC GIRO File ConfirmationOCBC GIRO File ConfirmationOCBC GIRO File Confirmation

The following screen shows the OCBC file confirmation page when user click on theGenerate button from the OCBC file Generator page discussed earlier. User will be ableto preview a list of pre-generated OCBC log transaction records with the option toinclude or exclude before clicking on the Save button to proceed.

Report button will allow user to generate a softcopy file in pdf format which allows userto preview a list of information similar to the file format to the generated. The Savebutton 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 managerpage.

Once all information is verified and validated, user will then proceed to login thedesignated OCBC portal and submit it for processing accordingly.


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5.55.55.55.5 HSBC MRIHSBC MRIHSBC MRIHSBC MRI

The Generate HSBC MRI function is a HSBC bank direct GIRO debit of employeescalculated salary. User will be required to register an account with HSBC bank in order tobe able to login to the portal for file submission every month.

Through smartHRMS using our HSBC MRI file generator, user will be required to providethe system with the following information:

1) Payment Set No. A default unique HSBC ID for 1

st

submission file. Subsequentsubmission file will be E02, E03 etc..

2) Transaction Date Date that the bank performs the debit of salary to the employeesbank account. Note: Transaction date cannot be on Saturday or Sunday. If transactiondate required is on Thursday, company is required to submit the file 2 days by 2pmbefore date.




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5.5.15.5.15.5.15.5.1 HSBC MRI File ConfirmationHSBC MRI File ConfirmationHSBC MRI File ConfirmationHSBC MRI File Confirmation

The following screen shows the HSBC MRI confirmation page when user click on theGenerate button from the HSBC MRI Generator page discussed earlier. User will be ableto preview a list of pre-generated MRI log transaction records with the option to includeor exclude before clicking on the Save button to proceed.

Report button will allow user to generate a softcopy file in pdf format which allows userto preview a list of information similar to the file format to the generated. The Savebutton will generate a file (formatted) and enable user to save the file to your localcomputer 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 thedesignated HSBC portal and submit it for processing accordingly.


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5.65.65.65.6 UOB IBGUOB IBGUOB IBGUOB IBG

The Generate UOB IBG function is a UOB bank direct GIRO debit of employeescalculated salary. In order to perform direct debit of employee salary, user will berequired to register an account with UOB bank and login to the portal for file submissionevery month.

Through smartHRMS using our UOB IBG file generator, user will be required to providethe system with the following information:

1) Service Type. Consist of option IBGINORM or IBGIEXP. The different between this 2types of service is IBGINORM charges customer at normal rate service (2 days processingtime) while IBGIEXP charges customer at a higher cost at express service rate (within 12-18 hours processing time)

2) Sequence No. A number issue by the file creator ranging from 1-99. For companythat submitted only 1 file per month, the recommended sequence number entered is 1.





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5.6.15.6.15.6.15.6.1 UOB IBG File ConfirmationUOB IBG File ConfirmationUOB IBG File ConfirmationUOB IBG File Confirmation

The following screen shows the UOB IBG confirmation page when user click on theGenerate button from the UOB IBG Generator page discussed earlier. User will be ableto preview a list of pre-generated IBG log transaction records with the option to includeor exclude before clicking on the Save button to proceed.

Report button will allow user to generate a softcopy file in pdf format which allows userto preview a list of information similar to the file format to the generated. The Savebutton 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 managerpage.

Once all information is verified and validated, user will then proceed to login thedesignated UOB portal and submit it for processing accordingly.


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5.75.75.75.7 DBSDBSDBSDBS IDEALIDEALIDEALIDEAL

The Generate IDEAL function is a DBS bank direct GIRO debit of employees calculatedsalary. DBS IDEAL is commissioned and released in 1995 in view to replace DPAY andDPAY 2 file format. In order to perform direct debit of employee salary, user will berequired to register an account with DBS bank and login to the portal for file submissionevery 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






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5.7.15.7.15.7.15.7.1 IDEAL File ConfirmationIDEAL File ConfirmationIDEAL File ConfirmationIDEAL File Confirmation

The following screen shows the IDEAL file confirmation page when user click on theGenerate button from the IDEAL Generator page discussed earlier. User will be able topreview a list of pre-generated IDEAL log transaction records with the option to includeor exclude before clicking on the Save button.

Report 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 Savebutton will generate a file (formatted) and enable user to save the file to your localcomputer directory. Back button will navigate user back to the Generator managerpage.

Once all information is verified and validated, user will then proceed to login DBS portaland submit it for processing accordingly.


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5.85.85.85.8 DBS DPAY2DBS DPAY2DBS DPAY2DBS DPAY2

The DPAY2 function is a DBS bank direct GIRO debit of employees calculated salary. Inorder to perform direct debit of employee salary, user will be required to register anaccount with DBS bank and login to the portal for file submission every month.

Through smartHRMS using our DBS DPAY2 file generator, user will be required toprovide the system with the following information:

1) Ref Seq. No. A unique ID generated by smartHRMS






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5.8.15.8.15.8.15.8.1 DPAY2DPAY2DPAY2DPAY2 File ConfirmationFile ConfirmationFile ConfirmationFile Confirmation

The following screen shows the DPAY2 file confirmation page when user click on theGenerate button from the DPAY2Generator page discussed earlier. User will be able to

preview a list of pre-generated DPAY2log transaction records with the option to includeor exclude before clicking on the Save button.

Report button will allow user to generate a softcopy file in pdf format which allows userto preview a list of information similar to the file format to the generated. The Savebutton will generate a file (formatted) and enable user to save the file to your localcomputer directory. Back button will navigate user back to the Generator managerpage.

Once all information is verified and validated, user will then proceed to save thedownload file to a diskette and submit it for processing accordingly.


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Chapter 6 SmartHRMS Human Resource

SmartHRMS, Human Resource Module comprises of the following features:

1) Group2) Education Record3) Education Centre4) Employee Information

5) Reporting Group6) Education Level7) Salary/Shift8) Accident Tracking9) Education Discipline10) Qualification11) Offence Type12) Accident List13) Family Record14) Assets Information15) Assets Issued16) Reports & Query

17) Disciplinary Record18) National Service


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6.16.16.16.1 Employee GroupEmployee GroupEmployee GroupEmployee Group

Click on >Human Resource >Group to view the details and records of all Employee Biodata in the system. This is the beginning step before proceed to create employee bio-date or information.

All employee group ID, policy ID associated with the group ID will be listed as shownabove. Back button will navigate user back to the Human Resource main panel.

6.1.16.1.16.1.16.1.1 EmpEmpEmpEmployee Group Informationloyee Group Informationloyee Group Informationloyee Group Information

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


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6666.2.2.2.2 Employee InformationEmployee InformationEmployee InformationEmployee Information

Click on >Human Resource >Employee Information to view the details and records of allEmployee Bio data in the system.

You may filter & view the Employee information records or report, by Employee Namesearch, Employee pass no and employee group. User will also be able to view the reporteither in pdf or in excel format. Click on the Report button and another browser willopen up the report.


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5.2.15.2.15.2.15.2.1 EmplEmplEmplEmployee Information Inputoyee Information Inputoyee Information Inputoyee Information Input ---- MandatoryMandatoryMandatoryMandatory

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. Thefollowing fields are available on Mandatory tab:

1) Photo Employee photo size picture, recommended size is 90x100 pixel.2) Name Name of Employee shown in Identification card3) NRIC/FIN No. Unique Singapore reference number shown in Identification card4) 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 employee8) Date of Employment Employees employment date9) Date of Birth Employees date of birth

10) Address 1 Employees primary lodging or local address11) Address 2 Employees alternate address12) Designation Job title in the company.


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6.2.26.2.26.2.26.2.2 EmpEmpEmpEmployee Information Inputloyee Information Inputloyee Information Inputloyee Information Input ---- PersonnelPersonnelPersonnelPersonnel

The following fields are available on Personnel tab:

1) Status Employee current principle status (Single, Married, Widow, Divorced)2) Religion Employee key religion (Buddism, Taoism, Hinduism, Christianity, Muslim)3) Race Employee race (Chinese, Malay, Indian, Tamil, Singh)4) Country Employees Citizenship5) Local Citizen Checked if local citizen and unchecked if likewise6) Others (Specify) Employee citizenship which cannot be found in Country list7) S. Level Employee Skilled Level (For foreigners only which affects FWL contribution)8) Employee Group Employee group assigned to for management9) Reporting Group Additional grouping for costing management (if required)10) Gender Male or Female11) Contact (h) Employees Home telephone number

12) Contact (hp) Employees Handphone number13) N.O.K. Name Employees Next of kin name14) N.O.K Contact Employee s Next of kin contact number (home no. or hp no.)15) Contribution Centre Employees monthly contribution centre16) Contri Amt ($) Amount of contribution per month17) Remark(s) Empty field for employees information input.


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6.2.36.2.36.2.36.2.3 Employee Information InputEmployee Information InputEmployee Information InputEmployee Information Input ---- CompanyCompanyCompanyCompany

The following fields are available on Company tab:

1) EP Pass No. Employee employment pass number2) EP Pass Date Employee employment pass issued date3) EP Pass Date Employee employment pass expiry date4) Work Pass No. - Foreigner work pass number5) Work Pass Date - Foreigner work pass issued date6) Work Expiry Date - Foreigner work pass expiry date7) Permanent Resident (Foreigner) Determine if employee is a PR8) P.R. Date Employee P.R. Date which will affect CPF contribution calculation9) Resigned Determines of employee resigned from company10) Cessation Employees employment termination date11) Confirm Employment Determines if employee has been confirmed by the company

12) Confirmation Date Employee confirmation date enables application of leave13) Special Leave Allows user to award additional leave above leave policy entitlement14) BF Leave Allows user to make adjustment of changes to the bring forward leave


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6666.2.4.2.4.2.4.2.4 Employee Information InputEmployee Information InputEmployee Information InputEmployee Information Input ---- BankBankBankBank

The following fields are available on Bank tab:

DBS IDEAL1) Account Name Name of Account assigned by bank2) Account No. Account number assigned by bank (Reflected in payslip)3) Bank No. Bank number in Singapore (4 digits)4) Branch No. Banks branch number in Singapore (3 digits)

HSBC MRI1) Bank ID Bank identification in Singapore (4 digits)2) Branch & Account No. Branch associated with assigned account number.

UOB Bank IBG1) Account Name Name of Account assigned by bank2) Bank code. Bank code/number in Singapore (4 digits)3) Account No. Account number assigned by bank (11 digits)4) Branch No. Banks branch number in Singapore (3 digits)

OCBC Format1) Account Name Name of Account assigned by bank2) Bank code. Bank code/number in Singapore (4 digits)3) Account No. Account number assigned by bank (11 digits)4) Branch No. Banks branch number in Singapore (3 digits)


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6666.2.5.2.5.2.5.2.5 Employee Information Input (5)Employee Information Input (5)Employee Information Input (5)Employee Information Input (5)

The following fields are available on Setting tab:

Contribution Settings1) Apply CPF Rates Determines if employee requires CPF contribution2) Apply FWL Rates Determines if employee requires FWL contribution3) Apply SDF Rates Determines if employee requires SDF contribution4) S Pass Holder Determine if employee is a S-pass holder which requires FWL

contribution.


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6.36.36.36.3 Education RecordEducation RecordEducation RecordEducation Record

Click on >Human Resource >Education Record to view the details and records of allEmployee education record in the system. Education record is different from smartHRMSqualification record module. Education records stores a list of employee past educationalinformation (such as secondary school, tertiary educational institution, high schooleducation 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 viewthe report in pdf format through clicking on the Report button whenever necessary. Anew browser will open for the report.


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6.3.16.3.16.3.16.3.1 Educational Details InputEducational Details InputEducational Details InputEducational Details Input

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


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6.46.46.46.4 Educational Center InformationEducational Center InformationEducational Center InformationEducational Center Information

Click on >Human Resource > Education Centre to view the details and records of alleducational centre in the system.

6.4.16.4.16.4.16.4.1 Educational Center InputEducational Center InputEducational Center InputEducational 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 buttonwill navigate user back to the employee education centre record manager page whilethe Save button will allow user to create a new educational centre.


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6.56.56.56.5 Educational LevelEducational LevelEducational LevelEducational Level

Click on >Human Resource > Education Level Information to view the details and recordsof all educational level in the system.

6.5.16.5.16.5.16.5.1 Educational Level InputEducational Level InputEducational Level InputEducational 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 asAdvance, beginning etc) and remarks of the education level if required. Back button willnavigate user back to the employee education level record manager page while theSave button will allow user to create a new educational level.


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6.66.66.66.6 Educational DisciplineEducational DisciplineEducational DisciplineEducational Discipline

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

6.6.16.6.16.6.16.6.1 Education Discipline InputEducation Discipline InputEducation Discipline InputEducation Discipline Input

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


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6.76.76.76.7 Employee QualificationEmployee QualificationEmployee QualificationEmployee Qualification

Click on >Human Resource >Qualification to view the details and records of all Employeequalification in the system. Employee qualification module is used to house all employeetraining 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 mainpanel.

6.7.16.7.16.7.16.7.1 Qualification InformationQualification InformationQualification InformationQualification Information

When you click on the Employee qualification icon or Edit button, you would be directedto the Employee qualification Input page. User will then selects employee NRIC/Namewithin the dropdown list, enter or select a date which the employee certification wasawarded, enter a title for the certification name. Back button will navigate user back tothe employee group manager page while the Save button will allow user to create aemployee qualification record.


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SmartHRMS version 1.2.3 Payroll Management System U

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