(Join our Panduan Payroll Untuk PKS 13 August 2024 with HRDCorp Officer (ONLINE). Details at the end of this article)

Efficient payroll systems are crucial for maximizing HRDF (Human Resource Development Fund) claims in Malaysia. Kakitangan.com offers a comprehensive HR software solution that helps streamline various HR functions, ensuring compliance and efficiency. Here’s how integrating Kakitangan.com’s HR software can optimize your HRDF claims and improve overall HR management.

Key Features of Kakitangan.com HR Software

  1. Automated Payroll Management: Kakitangan.com's e-payroll system automates payroll processing, including tax calculations, statutory deductions (EPF, SOCSO, EIS, HRDF, and PCB), and payslip distribution. This automation reduces manual errors and ensures compliance with Malaysian law, which is essential for accurate HRDF claims​.
  2. Comprehensive Integration: The software integrates seamlessly with various banking and accounting systems, facilitating smooth operations and simplifying accounts reconciliation. This integration ensures that all payroll-related data is accurate and up-to-date, which is essential for submitting HRDF claims​.
  3. Employee Self-Service: Kakitangan.com provides an employee self-service portal where employees can access their payslips, tax forms, and other HR documents. This feature reduces administrative workload and enhances transparency and accessibility for employees​​.
  4. Leave and Attendance Management: The e-leave and e-attendance modules allow for efficient tracking and management of employee leave and attendance records. These modules ensure that all relevant data is accurately captured and integrated into payroll processing, further supporting compliance and accurate HRDF claims​​.
  5. Expense and Claims Management: Kakitangan.com's e-claim system simplifies the management of employee expense claims. Employees can submit their claims digitally, and managers can approve them directly through the system. This streamlined process ensures that all expense data is accurately recorded and integrated into payroll calculations​​.
  6. Regulatory Compliance and Security: The software is designed to ensure full compliance with PDPA (Personal Data Protection Act) and LHDN (Inland Revenue Board of Malaysia) regulations. It offers high-level security features to protect sensitive employee data, ensuring that all HR processes are secure and compliant​.

HRDF Levy with Kakitangan.com

The HRDF levy is a mandatory payment collected by Pembangunan Sumber Manusia Berhad (PSMB) to support employee training and development. Here’s how Kakitangan can help manage this levy:

  1. Understanding HRDF Levy: Employers with ten or more Malaysian employees must register with HRDF and contribute 1% of their employees' monthly wages (basic salary + fixed allowances). For companies with five to nine Malaysian employees, registration is optional, with a contribution rate of 0.5%​.
  2. Calculating HRDF Contributions: The formula to calculate HRDF contributions is: HRDF Levy% x (Basic Salary + Fixed Allowances). For instance, a company contributing 0.5% for an employee earning RM3,300 would pay RM16.50 as the HRDF contribution for that employee​​.
  3. Submitting HRDF Payments: Using Kakitangan.com, employers can generate HRDF contribution reports by navigating to the HRDF tab in the payroll section. This tab provides a detailed overview of all contributions and allows exporting data to CSV for record-keeping and submission​.
  4. Step-by-Step Guide to HRDF Levy Payment: Kakitangan.com simplifies the HRDF levy payment process. Employers need to:
    • Obtain user ID and password for the e-TRiS system.
    • Log in to the HRDF portal and enter necessary details.
    • Fill in the levy payment information and make payments via FPX, JomPAY, or manual methods​.

Latest HRDF Claimable Training Courses

HRD Corp supports a variety of training programs that are claimable under the HRDF scheme. These programs are designed to assist employers in retraining and upskilling their employees in line with their operational and business requirements. HRD Corp provides funding for in-house or public training with a minimum duration of four hours and covers various claimable costs such as meal allowances, training materials, and transportation​​.

Leading training providers like Kognifi, Leading Quantum, and Up Skill Training offer a wide range of HRDF claimable courses, including:

  • Business Management: Courses in business development, marketing strategy, and communication skills​ (Kognifi)​.
  • Sales and Customer Service: Training in selling skills, key account management, and customer service excellence​ (Upskill Training)​.
  • Leadership Development: Programs focused on developing leadership skills, team building, and emotional intelligence​ (1training Worklife Management)​.
  • Digital Marketing: Training in omnichannel marketing, search engine marketing, and network marketing​ (Kognifi)​.

HRDF Claimable Cost Matrix

The HRDF Claimable Cost Matrix offers companies an organized approach to seek back-off for training costs. Effective application of this matrix depends on an understanding of its several components.

Step 1: Determine the Training Type

Finding the kind of training needed comes first. Training is classified by the HRDF into several forms:

  1. In-house Training: Customized courses attended by staff members of one company.
  2. Public Training: Courses offered in Malaysia attended by staff members from several companies.
  3. Overseas Training: Classes taught elsewhere than Malaysia.
  4. Seminars/Conferences : Events emphasizing new and developing technologies.
  5. Online Training: Online training consists in e-learning and remote online training (ROT).

Step 2: Choose the Training Venue (for Only In-house Training)

Choosing a suitable setting is absolutely vital for internal training. The training can take place on the grounds of the company or somewhere else, say a hotel or specialized training center.

Step 3: Select the type of trainer (for just in-house training)

Both internal trainers—qualified staff members—or outside trainers can handle in-house training. This decision influences the HRDF claimable expenses.

Step 4: Review the specifics of the allowed expenses

Consult the HRDF cost matrix's eligibility columns to learn the allowed expenses for every kind of training. Ensuring accurate submission and reimbursement of claims depends on this stage.

HRDF Training Definitions and Qualification

Internal Education

In-house Training is tailored courses attended by staff members of one company. Important ideas consist in:

  • Course Duration: Minimum of four hours,
  • Participants: For soft skills, maximum participants are 35; for technical courses per session with one trainer, 25. The limit for sessions including one trainer and one facilitator or two trainers is forty participants.
  • Financial Support : The number of trainees and type of course affect the highest allowed fees.

Public Training

Public Training consists of courses held in Malaysia involving participants from several corporations. Important elements consist in:

  • Duration: Four hours at least.
  • Participants: Subject to circumstances, financial help for up to nine trainees per company.

Public Overseas Training

Public Overseas Training covers courses taken outside of Malaysia. Important ideas include:

  • Duration: Minimal four hours
  • Financial Support: Up to nine trainees per company, financial support at 50% reimbursement rate. Some disciplines can be eligible for 100% reimbursement.

Conferences and Seminaries

Additionally claimable under HRD Corp. are Seminars and Conferences on new and developing technology. Important points consist of:

  • Course Duration: Four hours minimum.
  • Financial assistance: 50% of the overall cost of the training for conferences or abroad seminars is financial aid.

Online Training

E-learning and Remote Online Training (ROT) make up Online Training. Important points comprise:

  • Participants: Minimum one person should be present in each session.
  • Duration: Four to seven hours with financial help depending on nature and length of training.

Allowable Costs within the HRDF Cost Matrix

The HRDF Cost Matrix separates allowed expenditures into two categories: HRD Corp Focus Area and Employer-Specific Courses.

Prices

The matrix addresses Fees for several forms of training:

  1. Public Course (Local): Maximum of RM3,000 each participant daily for HRD Corp Focus Area and RM1,300 each participant daily for Employer-Specific courses.
  2. Public Courses (Overseas): Fees as quoted but subject to a 50% financial help rate 
  3. In-house Training: Maximum daily for HRD Corp Focus Area courses is RM8,000 per group; for Employer-Specific training, is RM6,000 per group.
  4. Remote Online Training: Divided into public and in-house sections with particular financial aid caps, Remote Online Training (ROT)

Internal Trainer Allowance

Companies which use their internal trainers can claim a day allowance for each group ranging from RM1,000. This budget for Remote Online Training will vary depending on the total trainees.

Trainee allowances

Consolidated trainee allowances effective from 25 October 2021. Important points comprise:

For training within 100 km, up to RM150 daily; for training outside the trainee's workplace, up to RM400 daily.

Training sessions have to be a minimum four hours in order to qualify for half of the designated trainee allowance.

Trainer Allowances for Internal and Outside Instructors

Trainer allowances address eating, lodging, and transportation expenses. The daily maximum allowance for foreign trainers is RM400.

Meal Per Allowance

For training sessions minimum four hours, meal allowances of up to RM50 per participant daily are claimable. Programmes half-day can claim up to RM25 daily for each participant.

Mobility

Based on quotes from transportation companies, in-house programmes carried out outside of the corporate grounds are claimable for transportation expenses. Additionally covered is airfare for trainees and instructors flying from various locations.

Licenced and Consumption Training Resources

Claimable are expenses for consumable training materials and licenced training materials provided they satisfy HRD Corp's approval criteria.

Updated Terms and Conditions for the Allowable Cost Matrix (ACM)

Enhanced terms and conditions for HRD Corp Registered Employers and Training Providers are included in this part.

Frontal Payment

Effective December 7, 2021 companies can ask for upfront fees to training providers. The payment allowed can be up to thirty percent of the approved total course cost.

E-Learning

E-learning classes ought to be a minimum of one hour. The length of the training determines the computation of the financial aid.

Mentoring and Coaching

Companies can claim up to RM6,000 every group daily for mentoring and coaching events. One might even claim online sessions.

Why Choose Kakitangan.com for Managing HRDF Claimable Costs?

Extremely Safe and Regulatory Compliant

Using our safe method, easily guarantee compliance with HRDF rules and keep ahead of regulatory changes. Following the newest rules allows Kakitangan.com to assist you control HRDF claimable expenses.

Completely Automated

Our automated solutions will help you to simplify your HRDF claim procedure. Kakitangan.com saves time by streamlining payroll management and HR operations, therefore lowering mistakes in handling HRDF claims.

HR Sifu Support for Kakitangan.com's Customers

During the transition phase, our dedicated HR Sifu experts are available to assist you with any inquiries or issues. Whether you need guidance on HRDF claims or help navigating adjustments, our team is here to ensure smooth operations and provide expert support.

Try our system!

Join our Panduan Payroll Untuk PKS - 13 August 2024 (ONLINE)

We have HRDCorp officer to explain further on the HRDF levy this month! Seats are limited.

Register here: https://www.kakitangan.com/resources/trainings/penggajian-101/2024/august

Kakitangan.com For You

Kakitangan.com’s HR software provides a robust solution for managing payroll, leave, attendance, and expense claims, all integrated into a single platform. By automating these processes and ensuring compliance with statutory regulations, Kakitangan.com helps businesses streamline their HR operations, reduce administrative workload, and maximize their HRDF claims.