FAQ

FAQ

Introduction

1. What is HRSifu?

HRSifu is an online leave management system and expense claim management system.

The leave management system helps to keep track of your company employee’s leaves. The expense claim management system helps to to track, submit and manage expense claims easily.

For more information on why you should start using it, you may visit Why small company need a HR Software?

2. What are HRSifu’s key features?

  • Staff Directory – It contains all employees’ profiles, across departments and locations. Allows employee to search for colleagues. Each employee has its own leave profile with detail leave information. Employee can view their leave information without referring to HR department.
  • Definable Leave Type – By default, HRSifu comes with Annual Leave, Sick Leave, Maternity Leave, Hospitalisation, Marriage Leave, Paternity Leave, Adoption Leave, Childcare Leave, Study / Examination Leave, Compassionate Leave and Unpaid Leave. However, administrator allows to add or remove based on company policy.
  • Leave Policy Config – Allows administrators to create multiple types of leave policy with distinct rules and parameters. Example: entitlement based on month of service, carry forward, carry forward expired, accrue based on monthly or yearly.
  • Company Calendar – Display company holiday and absentees.
  • Expense Claim Workflow – Set the approval workflow for the submitted claim. You can customised for specific office.
  • Expense Claim Category – You can set limit for specific category
  • Reports – Provides reports so managers can track of the employees leaves and expense claims at a glance. You can export the reports.

3. Can you customized features only for me?

HRSifu provides two types of services 1) Software as A Service (SaaS) and 2) Software Distribution. SaaS model is everyone using same version of HRSifu and is not customized based on single company needs, while Software Distribution model does allow customization and can be installed at client own server.

For SaaS model, you can always submit a request to support@hrsifu.com, and if we think it is something that other companies could use, we’ll gladly add it for everyone.

For Software Distribution model, you can contact support@hrsifu.com to discuss further on your requirements.

For more information about this 2 models, you may visit Software as A Service (SaaS) vs Software Distribution.

4. Can I access HRSifu using smart phone?

Yes, HRSifu is optimized to be access on desktop, tablet and smartphone.

5. How much do I need to pay to use HRSifu?

HRSifu Leave Management System is FREE until further notices. The Expense Claim Management System is a paid module. It is free to use until further notice. The subscription will be announce by April 2018.

6. Is my data safe in HRSifu?

HRSifu is hosted in Singapore, and protected by firewall. The data transmission between user and server is encrypted with HTTPS protocol. Most importantly, there is no intention to share even sell the data stored in our database.

7. How can I get support?

Support is currently available through email at support@hrsifu.com. Most questions will be answered within 3 business working day.

Accounts

1. Who can sign up HRSifu?

Anyone who has an email address can sign up HRSifu.

2. Can I add 2 different users with same email address?

No, email address is unique identifier for a user. User is not allowed to use same email address even in different instance.

3. Can I add a user without email?

Yes, you can. This feature allows administrator tracks leave records on those employees do not have email account (such as driver, tea lady or cleaner). Employees without email are not able logon into the system. Administrator shall apply leaves on their behalf.

4. How can I add email to non-email user?

You can add email in employee profile and do send welcome email with logon detail to the employee. Please take note that you can’t switch email user to non-email user. Any email spelling mistake, administrator required to delete and recreate the employee.

5. What is the different between the 3 types of users within HRSifu?

  • Employee – Have ability to submit leave request, access staff directory and company calendar.
  • Manager – All the functionality of an employee and the ability to approve and reject leave submitted by subordinates. In addition, they also have access to view subordinate’s leave submission and leave profile report.
  • Administrator – Full access to the system. Administrator can add and remove employee, setup leave policy, add company holiday and access all employee leave submission and leave profile report.

Leave Management

1. Who approve employees’ leave request?

Selected reporting manager and substitute manager in employee profile are responsible to approve employees’ leave request.

2. How many types of leave approval workflow available in HRSifu?

There are 4 types of leave approval workflow and selectable by administrator at Admin > Leave Setting. The 4 types of leave approval workflow are:

  • Only manager is authorized to approve leave request.
  • Both manager and substitute manager must approve leave request.
  • Either manager or substitute manager is authorized to approve leave request.
  • Substitute manager is authorized to approve leave request when manager is on leave.

For more information on each workflow, you may visit Understand the Leave Form.

3. Can employee see all the leave request detail of other employee?

By default, all employee can only see the details of their own leave requests, even if they are able to see other users’ leave requests on the company calendar. Managers and substitute manager can only see the leave request details of the users they are managing. Administrators can see the leave request details of every users.

4. Is there a way to prevent users from submitting duplicate leave request within the same day?

By default, the system does not allow users to submit duplicate requests within the same day.

5. What are the available leave status?

  • New – Newly created request by employee.
  • Pending Approval – Request is pending approval from reporting manager.
  • Approved – Request approved by reporting manager.
  • Rejected – Request rejected by reporting manager.
  • Cancelled – Request cancelled either by employee or administrators.

6. Can I resubmit my rejected leave request?

No, you need to submit a new request.

7. As an Administrator, can I create leave request for other employee?

Yes, you can. On the dashboard, click on Apply Leave On Behalf Of Employee. In next screen, select the appropriate user, then fill out the remaining details. Please note that all leave request created by administrator are automatically approved and email will be sent to user and user’s reporting manager.

8. When will the leave request locked by the system?

Leave request will be locked by system when

  • Employees’ leave profile removed by administrators.
  • Leave Policy link to employees’ leave request deleted by administrators.
  • After yearly cut off processed.

No actions allow on locked leave request.

9. Can I upload a file as supporting document when applying leave application? E.g.: Medical Certification.

Yes, you can. Applicant allows to upload a file with maximum 1MB in the leave form.

10. How the Leave Entitlement Being Calculate When Employee Join Date Is Future Date?

HR would create employee record before the new employee starts. This could be onboarding process by making sure things that are required for new employee is ready. Refer to this article for the steps.

Leave Policy

1. What is leave policies?

Leave policies are leave setting which administrator can configure leave entitlement, leave availability based on gender and marital status, accrual based on monthly or yearly and carry forward setting.

2. If leave calendar does not begin in January. Can the system handle a different month?

Yes. Leave calendar can begin from any month. To change the leave calendar month, simply login into HRSifu as an administrator and from the menu, go to Leave Setting.

3. How the balance accruals do works?

There are 4 types of accruals where administrators can configure in leave policies.

Accrue Type Help
Do not accrue. Just track usage. Do nothing.
Accrue Monthly – utilization based on leave earned. Leave entitlement divided by 12 months and earned on monthly basis. Employee utilize based on leave earned.
Accrue Monthly – utilization based on closing balance. Leave entitlement divided by 12 months and earned on monthly basis. Employee utilize based on leave entitlement.
Accrue Annually Leave earned on yearly basis.

4. Can the system handle length of service accruals?

Yes it can. Administrator can set the employees’ leave profile to automatically allocate entitlement after they reach x months of service in your company.

5. Can I remove unused leave policy?

Yes, you can. Please take notes that employees’ leave profile link to delete leave policy will be removed as well. All leaves link to leave profile will be locked.

6. How to configure mandatory upload a supporting document when applying leave?

Administrator just need to check on Mandatory upload supporting document in Leave Policy.

Expense Claim Management

1. How many level approval is supported for the expense claim?

You can set up to 10 level in the expense claim workflow. View how to configure workflow here.

2. Can employee see all the expense claim of other employee?

Normal employee can only view his or her own expense claim submitted. The person assigned in the workflow can view the submitted claim

3. Can I upload files as supporting document when submitting claim?

Yes. You can upload supporting document for the expense claim that will help in the approval decision.

4. What if my company does not need the expense claim?

You can disable the expense claim so no user can submit any claim. The steps to disable is documented here.

5. Do I need to pay to use the expense claim?

The expense claim module is a premium paid module. It will remain free until further notice. The subscription details will be announce by April 2018.

6. Do I need to pay if I only need to use the leave and not expense claim?

You can disable the expense claim. The leave management system will remain FREE to use.

Event in Calendar

1. What is Event?

An event can be described as a public assembly for the purpose of announcement, celebration, education, marketing or reunion. In HRSifu, administrator can create an event in calendar, and even can restrict leave application on the day of event.

2. Who can create an Event?

Only administrator can create an Event in HRSifu.

3. How to create an Event?

Login as Administrator. Go to Company > Calendar, and click on Add Event button.

4. Can I restrict certain employee to view Event?

No. All employee are able to view Event in calendar.

5. Is employee able to apply Hospitality / Maternity leave on the day of Event?

Yes, employee is allowed to apply leave that has been configured intervening no working day in Leave Policy. Example: Hospitality and Maternity Leave.

6. When an Event has been created and restricted all employees apply leave on the event day. How could the employee submit leave request if there is an exceptional circumstance?

In such situation, applicant is required to request Administrator submit leave on behalf for them.

Pricing

1. Can I use HRSifu for free?

HRSifu provides 1 month FREE trial period. If you need more time to test, you can contact us.

For company with less than 5 users, you can continue to use HRSifu for free.

2. How much does HRSifu cost?

We adopt a simple pricing model. RM25 base fee plus RM1 for each employee per month. For example your company have 50 registered employee on HRSifu. The final charges will be RM75 (RM25 + RM50) per month.

3. Can I pay yearly instead of monthly?

You can contact our billing department to request for a yearly billing. An estimate base on the current number of users will be calculated for the yearly billing.

4. When will I be charged?

The invoice will be sent out beginning of the month.

5. What happened if I pay late?

If payment is not received within the month of invoice issuance, the company account will be suspended. Users can still log in to view information but cannot create new leave or claim.

If payment is not received after 2 month of invoice issuance, the company account will be disabled. Users cannot log into the system.

6. How do I make payment?

For company in Malaysia, you can make a direct transfer to our bank account.

For other countries, payment is through Paypal.

7. How does the yearly billing works?

The yearly billing is calculated based on the current number of registered users. A credit will be given and monthly reduction will be base on the actual number of users. The credit is not refundable. For details please refer to this article.