There are two available methods to adding your employees into the HReasily system:
Add Individual Employee
If you've got only a handful of employees to input into the system, you may opt to add them individually. Otherwise, it is highly advised for you to utilise HReasily's bulk upload function.
Nevertheless, we'll be guiding you through both methods.
Add Individual Employee
Step 1: Basic Information
Head over to Staff Directory
Select ADD EMPLOYEE
In the pop-up window, you'll need to fill up the following details before hitting SAVE
Employee ID
Department
‣ Learn how to create departmentsNick Name
Full Name*
Email Address
[Note: This field is compulsory if employee is granted online access]Gender*
Date of Birth*
Country of Nationality*
KTP/Passport*
Religion
Will this employee be drawing salary, fee or allowances?
[Note: Choose Yes or No. If you select Yes the employee will show on the payroll table as long as the join date is within the payroll month.]
Additional Info:
Country Code
Mobile Number*
[This field is compulsory if email address is blank]Address 1*
Address 2*
Postal Code*
Access Permission:
Give this employee online access
‣ If this box is checked, an email will automatically be sent to the respective employee to create their password. With online access granted, employees can view their profiles, retrieve payslips, apply leave, claims and time-in/out via HReasily's mobile app [Android | iOS]
After saving the basic information, you will be redirected to the payroll information page
Step 2: Payroll Information
Select EDIT on the Employee Payroll Info section
In the pop-up window, fill up the following details before hitting SAVE
Salary Type*
- Gross (Employee pay their own tax)
Tax will deduct from employee salary and employer will pay on behalf employee (Company will pay and report to govt tax department)
Net (Employee's tax will be paid by company)
Tax will paid by employer & report to govt tax departmentGross Up
Tax will be deducted from employee salary but Employer give them as Allowance. Employer will pay on behalf of the employee (Company will pay and report to the tax department). Usually the tax amount is higher than Nett type.Mix
Employer can mix the method (e.g employee will only want to give allowance for TAX, but for statutory like BPJS employee need to deduct from their salary)
Payment Frequency:*
- Once a month (Monthly)
- Twice a month (Fortnightly)
- Interbank Giro. Employee's salary is paid via GIRO the the provided bank account below.
- Bank*
- Branch Code*
- Account Number*
- Cheque
- Cash
Employee will not be included in the generated GIRO file
Remove Signature from Payslip
[Note: Only applicable to Cheque and Cash payment method]
Tax and Contribution
- Does this employee have NPWP?
Note: Employee will have to pay 20% higher tax if without NPWP - NPWP Number
- Tax Category *
Note: Make sure you set it correctly because system will use this to Average Tax Effective Rate (TER)
- Contribute for BPJS Kesehatan
- BPJS Kesehatan Number*
- Jaminan Hari Tua (JHT)
- Jaminan Kecelakaan Kerja (JKK)
- Jaminan Kematian (JK)
- Jaminan Pensiun (JP)
- BPJSTK Number *
- Regional Minimum Wages (UMR)
Past Income from Previous Software in [Tax Year] Details (in IDR)
Note: Employee will have to pay 20% higher tax if without NPWP
Note: Make sure you set it correctly because system will use this to Average Tax Effective Rate (TER)
Read the Article How to enter past income from previous software (Indonesia)
Other Setting
Payslip notification by sms
‣ Extended notification (Includes Basic Salary, Employee CPF contribution, Pay Items, Net Salary)
‣ Simple notification by SMS (Only Net Pay amount)
[Note: Notification via sms is only available for SG users with no additional charges. A phone number must be added in the basic info section to enable this feature]Payslip notification by email
[Note: Online access must be granted to the employee to enable this function]
Step 3:
Scroll down to the Current Employment section and select EDIT
In the pop-up window, fill up the following details before hitting SAVE
Designation*
[Example: HR executive, marketing executive, accounts executive etc]
Employment Status*
Probation
Its good to start with probation to have proper records when the employee joins the company and when the employee is confirmed.
Join date and Effective date should be the same when the status is probation
Confirmed
If you start with Confirmed, the effective date will also be the join date and you will not have the option to set a different join date.
Interns | Consultants | Temp/Contract Staff
- Resign | Dismissed
Note: Need to select Resigned Date, The official date of employee resigned from company. Payroll calculation will be based on this date
Salary Details
- Salary Amount[If Basic Salary Type is Hourly and Working Hours Type is Fixed, enter only the hourly pay rate]
- Salary Effective Date[By default, the effective date follows the Date Joined. Updating of this field is useful when updating an employee's salary increment or promotion]
Step 4
Lastly, scroll down to Working Hours Settings and select EDIT
Basic Salary Type*
- Monthly
[Commonly used for executive level employees] - Hourly
[Commonly used for blue collar employees] Working Hours Type*
- Fixed - Employees have regular, set days off (e.g., weekends off) every week. Mon to Fri.]
- Dynamic - Employees do not have fixed days off and their schedule may vary.
- Enter their total working hours/week
- eg 40 hrs 7 days a week
Working Hours in a week*
[Hours indicated should not include break time]
If Working Hours Type is Fixed, go ahead and update the Working Schedule Detail based on your company's operation hours.
If Basic Salary Type is Hourly and Working Hours Type is Dynamic, add Dynamic Working Hours in the Working Schedule Detail section.
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