How to Fill In the Employee Payroll Data Template (Malaysia Payroll Guide)

Audience & Scope

Audience: HR and admin teams setting up brioHR for the first time

Module: Payroll Malaysia

Country: Malaysia

Pre-requisites: Implementation kick-off meeting with your Implementation Manager (IM) completed; the Company Payroll Info (MY) and Employee Payroll Data (MY) templates from your IM; Employee List loaded and verified (Profile & Dashboards)

This article is part of the Payroll Malaysia data migration series. It follows the Payroll Malaysia Data Migration Guide (PDF).

Employee Payroll Data (MY)

This template has four tabs for you to work in: Employee payroll data, New Joiners TP3, Employee Fixed Allowance/Deduction, and an Instructions tab. Please read these rules from the Instructions tab first:

Bulk upload overwrites everything. The upload overwrites the payroll data of all your employees.
Don't add or remove employees. If you don't want to change an employee's data, upload their row unchanged. Include employees who resigned earlier this year: brioHR needs their pay for the whole year so that their year-end EA form and your company's Form E are complete and correct.
Don't add or delete columns. All columns are needed for a successful upload. If something doesn't apply to an employee, leave it blank.
Some fields can't be overwritten. The file can overwrite every field except Employee ID, first name and last name.
Don't touch the bank list. The bank list worksheet is used for the bank name dropdown.

💡 Tip
Keep a copy of your original data before you change the file. The upload replaces the payroll data of all your employees, so a saved copy lets you go back if something goes wrong.

Employee payroll data tab: Employee

Column	Required	Notes
Employee ID	If applicable	Optional. If your company does not use employee IDs, leave this blank and brioHR will generate one for each employee. If you use employee IDs, it must match your Employee List exactly (Employee ID / Staff ID).
First name	Compulsory	Name as per MyKad or passport.
Last name	Compulsory	Include Bin/Binti for Malay names and A/L, A/P for Indian names.
Payroll center name	If applicable	Only if you have more than one payroll center.

Employee payroll data tab: Tax information

Column	Required	Notes
Exclude from payroll	Fill in	Options: Yes or No. Choose 'Yes' if the employee does not need to be included for payroll process. This employee will not be assigned to any payroll center.
Wage type	Fill in	Options: Monthly, Hourly or Daily.
Hourly rate	If applicable	For Hourly wage types.
Daily rate	If applicable	For Daily wage types.
Basic salary	Fill in
Are you tax resident?	Fill in	If Yes: monthly PCB is deducted. If No: 30% is deducted straight from the monthly salary for tax purposes.

Column	Required	Notes
Tax resident category	Fill in	Options: Normal, Returning Expert Program (REP), or Knowledge Worker at Specified Region (Iskandar Malaysia).
Marital status	Fill in	Options: Single; Married spouse is not working; Married spouse is working; Divorced or widowed; or Single with adopted child.
Are you disabled?	Fill in	Options: Yes or No.
Spouse disabled?	Fill in	Options: Yes or No.

🔗 Related articles:
Tax Resident Marital Status Categories
How to Update Employee Payroll Details

Employee payroll data tab: Child information

Enter the number of children the employee will claim child relief for. Leave out any children claimed by a working spouse. There are five categories, and each has two columns, headed 1 and 0.5, for the share of relief claimed. If you aren't sure how to split a claim, ask your IM.

Category	Required	Notes
Under the age of 18 years	If applicable	Options: 1 and 0.5.
18 years and above, studying (certificate or matriculation)	If applicable	Options: 1 and 0.5.
Above 18 years, studying full time in diploma level onwards in Malaysia, or degree level onwards outside Malaysia	If applicable	Options: 1 and 0.5.
Disabled child	If applicable	Options: 1 and 0.5.
Disabled child studying in diploma or higher level in Malaysia, or degree or its equivalent outside Malaysia	If applicable	Options: 1 and 0.5. This covers further education: diploma, degree, master's, doctorate, but not A-level, matriculation or preparatory courses.

Employee payroll data tab: Employee information and bank account

Column	Required	Notes
PCB (income tax) number	Fill in
SSFW number	If applicable	For non-Malaysian employees.
Old IC number	If applicable
New IC number	Compulsory for Malaysians	Do not include dashes for IC numbers.
Passport number	Compulsory for non-Malaysians	Fill in an active passport number.
Paid in cash	Fill in	Options: Yes or No.
Bank account name	If applicable	Choose the bank from the dropdown. Let your IM know as soon as you can if your employee's bank is not available.
Account holder name	If applicable
Account number	If applicable

Statutory contributions (EPF, SOCSO, HRDF and EIS columns) are covered in the next chapter.

New Joiners TP3 tab

Only fill this in for employees who joined partway through the year. The tab name includes the year, for example "2026 New Joiners TP3". The figures come from the TP3 form the employee gives you.

Column	Required	Notes
Staff ID	If applicable	Optional. Leave blank if your company does not use Staff IDs. If you use them, it must match your Employee List exactly.
Employee name	Compulsory	Must match your Employee List exactly.
Email address	Compulsory	Must match your Employee List exactly.
C1	Fill in	Total monthly gross salary and additional salary, including taxable allowances, perquisites, gifts and benefits.
C3	Fill in	Total EPF or other approved fund contributions on all remuneration (monthly and additional).
C4	Fill in	Total Zakat / levy exemption for umrah or other religious travel (limited to 2 lifetime claims).
C5	Fill in	Total MTD (monthly tax deduction), not including CP38.

🔗 Related article:
What is TP3 Form in Malaysia Payroll

Employee Fixed Allowance/Deduction tab

Only fill this in when an employee has a monthly fixed allowance or deduction with the same amount each month. Dates are in YYYY-MM-DD format. You can add several rows for the same employee.

Column	Required	Notes
Staff ID	If applicable	Optional. Leave blank if your company does not use Staff IDs. If you use them, it must match your Employee List exactly.
Email (unique identifier)	Compulsory	Must match your Employee List exactly.
Type	Fill in	Allowance or Deduction.
Starting date	Fill in	YYYY-MM-DD.
End date	If applicable	YYYY-MM-DD. Leave blank if the item has no end date.

Column	Required	Notes
Apply prorate	Fill in	Yes or No.
Item	Fill in	The name of the pay item, for example Phone Allowance or Parking Allowance.
Amount	Fill in	The fixed monthly amount.

⚠ Important:
The Items you include must match the name of a system default pay item or a custom pay item you've provided in the Company Payroll Info Template.

🔗 Related articles:
How to View and Modify the Fixed Remunerations Table in an Employee's Profile
How to Add or Modify Deductions in an Employee's Profile

← Previous: How to Fill In the Company Payroll Info Template (Malaysia Payroll Guide)

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Back to Payroll Data Migration and Verification: Start Here (Malaysia Payroll Guide)

Ownership

By: Aqilah

How to Fill In the Employee Payroll Data Template (Malaysia Payroll Guide)

Part of the Payroll Malaysia data migration series for new brioHR clients. This article covers: Employee Payroll Data (MY).

Employee Payroll Data (MY)