Payroll

Payroll in CountServa lets Malaysian employers keep employee records, produce monthly payslips with EPF, SOCSO, SKBBK (Lindung 24 Jam), EIS and PCB from the official tables, track leave and holidays, remit statutory contributions and produce the yearly EA, CP8D and Borang E filings. Owners, payroll and HR staff use it; employees see their payslips and apply for leave in the User Portal. It replaces Payroll88.

Before You Start

• You need the Owner or manager role, or a role with write access to Payroll.
• Enter your employer registration numbers in Settings > Payroll (see below).

The Payroll Menu

Payroll Settings

1. Go to Settings > Payroll (the Payroll Settings screen).
2. Enter the LHDN employer no (E), KWSP employer no, PERKESO employer no and HRD Corp employer no.
3. Choose the HRD Corp category: Not registered - no levy, Registered, 5 to 9 employees - 0.5% or 10 or more employees - 1%.
4. Choose the Pro-ration basis: Calendar days (EA s.18A), Fixed 26 days or Working days in the month.
5. Set the Pay day of month, the Working week and Statutory rest day, and when Carried-over annual leave expires.
6. Save.

Add an Employee

1. Go to Payroll > Employees and press Add Employee.
2. Under Identity, enter the Employee No, Name, Job Title, nationality (Malaysian, Malaysian PR or Non-Malaysian), IC / ID No. or Passport No., Date of Birth, Gender, Mobile and Email.
3. Under Employment, choose the Employment Type (Permanent, Contract or Internship), Date Joined, Marital status and Reports to (leave approver). Contract and internship staff also need a start and end date.
4. Choose the Payslip Type: Employee Salary, Director Fee or Intern Wages, and the Basic Salary and Working Days / Month.
5. Set Tax Resident?, Tax Category and SOCSO Category.
6. Enter the Bank and Bank Account, and under Statutory registration numbers the TIN, EPF / KWSP No. and SOCSO / PERKESO No.
7. Under Statutory status & reliefs, tick any that apply, such as disabled person, EIS exempt or SOCSO first entrant at 55+, and choose the HRD Corp levy treatment.
8. Enter any Standing monthly zakat (RM).
9. Save. You can then attach photos, identity documents and compliance documents.

The employee row has Edit, Pay, Leave, Approve and Delete actions.

Photos and Identity Documents

Save the employee first, then open it again and use the Photo & identity documents section to attach a photo and identity scans such as the IC or passport. A photo or ID scan taken on a phone can be straightened and cropped as it is uploaded. These files are stored privately and open only from inside payroll, after a permission check; they never become a public link.

Pay Setup and Pay Changes

Press Pay on an employee row to manage their pay setup. Each revision is the complete setup in force from its wage month until the next one begins, so past payslips stay explainable.

1. Enter the Effective from (wage month).
2. Enter the basic pay, then under Recurring allowances press + Add allowance for each allowance with its Treatment and Amount.
3. Under Recurring deductions press + Add deduction.
4. Save. Earlier revisions stay in History, and revisions used by a paid payslip are locked.

Allowance Treatment

The treatment decides which contributions apply, for example Fixed allowance (wages), Travel/petrol, official duties (exempt), Travel above the RM6,000 exemption (the RM6,000 is a yearly cap), Reimbursement (receipts held) and Service charge. A receipted reimbursement is not wages; a fixed allowance is.

Create a Payslip

1. Go to Payroll > Payslips and press New Payslip.
2. Choose the Employee, Wage month, Wage year, Payslip type, Payslip date and Working Days. Every statutory figure is anchored to the wage month, not the payslip date.
3. CountServa loads the pay setup in force for that wage month.
4. Add lines as needed:
   • Allowances for this month.
   • Overtime with Hours and a Multiplier: 1.5x normal day, 2x rest day or 3x public holiday. Press + Add overtime.
   • Unpaid leave with + Add unpaid leave, or Pull from leave register to copy approved unpaid leave.
   • Bonus & additional remuneration with + Add bonus / additional, choosing the type so its statutory treatment is right.
   • Other deductions, Zakat this month and CP38 (LHDN directive).
   • Notes printed on the payslip.
5. Check Statutory, employee, Net pay and Employer cost, and open Statutory detail for the breakdown.
6. Save.

If one exists for that month, choose Open the existing one or the next open wage month.

Find, Download and Pay Payslips

• Filter by Wage month, Employee and Year.
• Open shows the payslip, PDF downloads it. Tick several and use Download Selected as 1 PDF.
• After paying the salary, press Mark paid and attach the bank slip. Slip opens the attached proof, and Re-open reverses the paid mark.

How Statutory Contributions Are Calculated

Leave

1. Go to Payroll > Leaves and press Apply Leave.
2. Choose the employee, Type, Start date and End date, with Start half and End half for half days (Full day, Morning only or Afternoon only).
3. Enter Return to work on, the Reason and any Contact during leave. For maternity leave, enter the Confinement date.
4. Save, or use Save and approve for leave already taken.

The employee's approver or payroll approves pending requests. An approver who uses the User Portal sees Approvals in the portal menu, listing Pending Leave Approvals with Approve and Reject buttons. The Away board shows who is Out today and in the Next seven days; Export CSV exports leave. Entitlements such as Annual leave (days) and Brought forward (days) are set on the employee.

Holidays

In Payroll > Holidays, use Seed Gazette to load the gazetted holidays, Add Holiday for company holidays, Add Substitutes for replacement days and Holidays PDF to print the calendar. Holidays affect working-day counts on payslips and leave.

Monthly Summary and Statutory Files

Payroll > Monthly Summary shows every payslip for a wage month with basic, allowances, bonus, employee and employer contributions, HRD levy and Total cost. Press Download Summary PDF. The HRD Corp Levy section shows the Levy return for a month or the Whole year. Statutory Files lets you download the monthly EPF, SOCSO and EIS files and the Register PDF.

Statutory Advances

Payroll > Statutory Advances is the register of contributions deducted from payslips and still owed to KWSP, PERKESO and LHDN, with due dates and Overdue flags.

1. Press Raise Statutory Advances, choose the payslips to cover and the schemes. SKBBK is remitted with SOCSO, and CP38 with PCB.
2. Pay each statutory body, then record the Statutory body receipt no, Paid on date and receipt file, and press Mark paid.
3. If a staff member pays on the company's behalf, use New agent advance and Transfer to agent.

Compliance Documents

Payroll > Compliance Documents holds the signed paperwork behind statutory settings, such as an SKBBK opt-out declaration. Documents employees submit themselves wait here until you choose Accept and switch the setting or Accept, file only. Use File Document to add one yourself.

Year-End Forms

Go to Payroll > E/EA Forms, choose the Year of Assessment, and download the CP8D (Borang E) CSV, CP8D PDF and the Borang E Cover Summary. Each employee's EA form can be viewed, printed, downloaded or emailed. CP22 and CP22A forms for new and departing staff are on the same screen.

Staff Loans

Payroll > Staff Loans records money lent to employees and recovered through payslip deductions. Press New Salary Advance to record one. Only the owner or manager can use this screen.

The Employee Portal

Employees sign in at https://countserva.com/app/ with their own login and see only their own records. Each item appears only when the employee's role allows it:

Give each employee a login from Settings > Users. See Users, Roles and the User Portal.

Payroll Audit Trail

Every payroll change, such as a payslip edit or deletion, an employee status change, a leave decision or a document accepted or deleted, is recorded in Settings > Audit Trail together with every other change in your company. Payroll entries are grouped under names that start with ''payroll.'' so you can pick them out. Audit history carried over from Payroll88 was kept.

Frequently Asked Questions

How Do I Change an Employee's Salary From Next Month?

Press Pay on the employee row and add a revision with the new Effective from (wage month), so past months stay unchanged.

Can Employees See Their Own Payslips?

Yes, in the User Portal. See Users, Roles and the User Portal.

Does Payroll Post to My Accounts?

Yes. Remittances are posted to the ledger through Statutory Advances.

Related Guides

• Payroll88 Has Moved to CountServa
• Users, Roles and the User Portal
• Tax: SST, Income Tax, Withholding Tax and CP58
• CountServa Overview