FAQ

FAQ

Introduction

1. What is HRSifu?

HRSifu is an Online HR Portal with the Leave, Expense Claim, and Malaysia Payroll management system. It is designed for small and medium businesses.

2. What are HRSifu’s key features?

Employee Directory – Store employee data, leave entitlement, remuneration and salary information securely online. The employee can view all of their data while other colleagues can only view the basic information.

Leave Policy – Administrators can create multiple types of leave policy based on the company’s rules and regulation. Example: entitlement based on the month of service, accrue based on monthly or yearly, etc.

Company Calendar – Display company holiday and absentees.

Malaysia Payroll – Automate EPF, SOCSO, EIS and PCB calculation. Generate E-Payslip and EA Form for employees to download online.

Expense Claim – Set limit either by transaction or by category. Support up to ten levels of workflow.

Reports – Provides reports so managers can track the employee’s leaves and expense claims at a glance. The report can be export to CSV and PDF.

3. Who can sign up HRSifu?

Anyone who has an email address can sign up HRSifu.

4. Can I add two different users with the same email address?

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

5. Can I add a user without email?

Yes, you can. This feature allows the administrator to track leave records and generate payroll for employees without an email account (such as driver, tea lady or cleaner). Employees without email cannot log in to the system. Administrator shall apply leaves on their behalf, and print the payslip and EA Form for them.

6. How can I add email to the non-email user?

You can add email in employee profile and do send a welcome email with log in 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.

7. Can you customise 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 the same version of HRSifu and is not customised based on single company needs, while Software Distribution model does allow customisation and can installed at client server.

For the SaaS model, you can always submit a request to [email protected], and if we think it is something that other companies could use, we’ll gladly add it for everyone.

For the Software Distribution model, you can contact [email protected] to discuss further on your requirements.

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

8. Can I access HRSifu using a smartphone?

Yes, HRSifu is optimised to be accessible on desktop, tablet and smartphone browser.

9. Is my data safe in HRSifu?

HRSifu is hosted in Singapore and protected by a firewall. The data transmission between user and server is encrypted with HTTPS protocol. The database is backup daily and stores in different server.

10. How can I get support?

You may raise a support ticket at HRSifu’s Help Central at https://hrsifu.freshdesk.com/support/home. Our support team will respond to your support ticket within one business working day.

Leave Management

1. Who approves the employees’ leave request?

Selected reporting manager and substitute manager in employee profile are responsible for approving employees’ leave request.

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

There are four types of leave approval workflow, and selectable by administrator at “Leave Application > Settings > Leave Setting”. The four types of leave approval workflow are:

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

3. Can an employee see another employee’s leave request?

All employee can only see the details of their leave requests. The employee can only see other users’ leave requests summary 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 user.

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

The system does not allow users to submit duplicate requests within the same day.

5. What is the available leave status?

New – Newly created request by the 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 employees?

Yes, you can. On the dashboard, click on Apply Leave On Behalf Of Employee. In the next screen, select the appropriate user, then fill out the remaining details. Please note that all leave request created by the administrator automatically approves, 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 the system when

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

No actions are allowed on locked leave request.

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

Yes, you can. Applicant allows uploading a file with maximum 5MB in the leave form.

10. Can I set policy for a different level position?

Yes, you can. You can create multiple leave policy, for example, Annual Leave for Executive and Annual Leave for Manager. Then assign it to the respective employee. Another option is to change the individual employee entitlement directly.

11. Can the leave entitlement earned or accrued based on month instead of a year?

Yes, it can. Leave entitlement can be earned/accrued on a monthly or yearly basis.

12. Can the system handle length of service accruals?

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

Expense Claim Management

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

You can set up to 10 levels in the expense claim workflow.

2. Can an employee see another employee’s expense claim?

The employee can only see his or her expense claim request. The person assigned in the workflow can see the submitted expense claim.

3. Can I upload files as a supporting document when submitting a 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 request.

Malaysia Payroll

1. Are the statutory EPF, SOCSO, EIS and PCB deduction calculate automatically?

Yes. The statutory deduction for EPF, SOCSO, EIS and PCB is calculated automatically. When processing the payroll, you can add additional income example, Overtime and Bonus. The system will recompute the statutory deductions after that.

2. Does the system generate payslip and EA Form?

Yes. Once the monthly payroll is confirmed, the payslip will be generated. When the yearly payroll information is confirmed, the EA form will be generated. The employee can download the payslip and EA Form from the system.

3. Can I add additionally type of income?

Yes, you can. You can add or edit addition type and set the statutory requirement. Then you can set which field will it compute on the EA form. You can also add or edit deduction type.

4. Is the overtime calculated automatically?

No. Currently, you have to add the total overtime salary when processing the payroll. The system does not automatically calculate the number of hours and overtime salary.

Pricing

1. Can I use HRSifu for free?

HRSifu provides one month FREE trial period. If you need more time to test, you can contact [email protected].

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

2. How much does HRSifu cost?

Refer to the pricing page.

3. Can I pay yearly instead of monthly?

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

4. When will I be charged?

The invoice sent out the beginning of the month.

5. What happened if I pay late?

If payment 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, claim, and run payroll.

If payment not received after two months of invoice issuance, the company account will be disabled. Users cannot log in to the system.

6. How do I make payment?

For companies 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 the monthly reduction will be base on the actual number of users. The credit is not refundable.