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How to Verify Your Payroll Centers, Pay Items and Statutory Settings (Malaysia Payroll Guide)

Part of the Payroll Malaysia data verification series for new brioHR clients. This article covers: Verify your data, step by step.

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; Payroll Malaysia data migrated by your IM

 

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

Your payroll data is now in brioHR. Before you run payroll live, this guide helps you confirm everything landed the way you intended, then run a parallel run: a full payroll cycle in brioHR alongside your old system. If a check doesn't pass the first time, that's completely normal. Your Implementation Manager (IM) is there to help.

Key terms

Payroll center: A group of employees processed together in one payroll run — e.g. one per legal entity or branch.

Parallel run: One full payroll cycle run in brioHR alongside your old system, to confirm the numbers match before you go live (see How to Process a Payroll Parallel Run in brioHR (Malaysia Payroll Guide)).

Verify your data, step by step

Keep your source files open next to brioHR so you can compare as you go: the Company Payroll Info and Employee Payroll Data templates you submitted, and your payroll history reports.

Step 1: Check your payroll centers and company details

  • Go to Settings > Payroll Centers in brioHR.
  • Confirm every payroll center in your Company Payroll Info template exists, with the correct Payroll Managers and the right number of employees.
    • Payroll Managers are the employees who can access this center's payroll data, including its reports.
  • To check each payroll center's settings, go to HR Lounge > Payroll > Settings > General, and compare them with your Company Payroll Info tab.
  • Confirm the company, tax, EPF, and SOCSO numbers, bank details, and payroll officer details.
  • On the same General page, confirm the proration, unpaid leave, and overtime calculation settings.
  • If you run more than one payment cycle, go to HR Lounge > Payroll > Settings and open the Payroll Cycle tab (cycle names) and the Salary Allocation & Default Items tab (salary split), and compare them with your template. Confirm the default pay day for each default cycle.

Click into Settings > Payroll Centers

The image displays a user interface of a payroll management system.

Click into HR Lounge > Payroll > Settings > General to see each payroll center's settings

The image shows a screenshot of a webpage from 'briohis' with a focus on the 'HR Lounge / Payroll' section.

Click into HR Lounge > Payroll > Settings > Payroll Cycle to see each payroll cycle’s settings

The image displays a user interface from the briochr HR Lounge software, specifically focusing on the 'Payroll Cycle' section.

Click into HR Lounge > Payroll > Settings > Salary Allocation & Default Items to see salary allocation settings

The image displays a user interface of a Human Resources management software named 'abriOR'.

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Step 2: Check your pay items

  • Go to HR Lounge > Payroll > Settings > Payroll Items, and tick 'Is custom item' to filter.
  • For each custom allowance and deduction, confirm the tax, EPF, SOCSO, EIS and HRDF settings, and the EA Form placement.
  • Confirm the category of each custom pay item (Addition, Deduction or Tax Relief), and its type, against the Allowance and Deduction listings in your Company Payroll Info template.
  • Confirm benefit-in-kind and overtime flags where they apply.
  • Discuss with your IM any pay item that may contain a tax exemption.

Click into HR Lounge > Payroll > Settings > Payroll Items (select 'is custom item' to filter)

The image displays a user interface for a payroll management system.

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Step 3: Spot-check employee payroll data

Click into HR Lounge > Employee Management (tick active and inactive employees)

The image displays a user interface of the HR Lounge / Employee Management system.

The image displays a user interface from 'brioHR' platform, specifically the 'Employee Management' section under 'HR Lounge'.

  • Compare the employee count in brioHR with your source file, including employees who resigned earlier this year. Go to HR Lounge > Employee Management, tick both active and inactive employees in the filter, and read the total count.

Click into HR Lounge > Employee Management > Choose employee > Payroll

The image displays a screenshot of a payroll information interface for an employee named 'briohR'.

  • Select employees with different payroll setups, open their payroll profiles and compare them with your source file: wage type, basic salary, tax resident status and category, marital status, child relief counts, and bank details.
  • Choose employees with different setups: paid hourly or daily, with children, non-Malaysian, a new joiner with TP3 figures, prorated salary, and different EPF and SOCSO categories. Tax, PCB category, EPF, and SOCSO & EIS settings are all on the employee's Payroll tab.

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Step 4: Check statutory settings

  • Confirm EPF contribution, category and number, and any custom rate, for each employee.
  • Confirm the SOCSO category (check employees aged 60 and above), EIS and HRDF levy settings. These sit on the same Payroll tab as the tax details.
  • Confirm TP3 figures are present for anyone who joined partway through the year.

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← Previous: Common Payroll Migration Mistakes, an Example, and Sending Your Templates (Malaysia Payroll Guide)

Next: How to Verify Employee Pay Items and Payroll History (Malaysia Payroll Guide) →

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

 

Ownership

By: Aqilah