Keeping your employees’ personal information up to date in HRMS is essential and crucial as it might affect foreign levy calculations, leave entitlements, and MOM (Ministry of Manpower) submissions. This guide walks you through the step-by-step process to maintain employee personal info in HRMS. Steps to Maintain Employee Personal Info: 1. Go to Core > Employee. 2. Locate the employee whose information you wish to update. 3. Click the pencil icon beside the employee’s name to open their Employee Profile. Within the employee profile, there are four sub-categories under Personal Info: Personal Info Job Info Identification Info MOM Submission Details Each sub-category serves a specific function and should be maintained to ensure data accuracy and compliance. A) Personal Info 1. Go to the Personal Info section and click the pencil icon to edit. 2. Update the relevant fields. Fields marked with a red asterisk (*) are mandatory and cannot be left blank. 3. If the employee’s Residency Type is Singapore PR, select Singapore PR and enter the PR Start Date. 4. Click Save to confirm your changes. B) Job Info 1. Go to the Job Info section and click the pencil icon to edit. 2. Enter or update the necessary job-related information. Fields with a red asterisk (*) are mandatory. 3. Click Save to apply the changes. C) Identification Info 1. Go to the Identification Info section. 2. Click New ID to add a new identification record. 3. Complete the following fields: ID Type – Select from the dropdown list ID Number – Enter the employee’s identification number 4. Click Save to store the information. D) MOM Submission Details 1. Go to the MOM Submission Details section and click the pencil icon to edit. 2. Maintain the following fields to ensure accurate MOM reporting: PWM Job Title Occupation Group Employee Type Job Type 3. Click Save once all information has been verified.

Maintaining accurate Family & Emergency information ensures proper record-keeping for dependants, spouse details, and emergency contacts. This information may also support certain HR processes such as benefits administration and employee communication. Steps to Maintain Employees’ Family & Emergency Info: 1. Go to Core > Employee. 2. Locate the employee whose information you wish to update. 3. Click the pencil icon beside the employee’s name to open their Employee Profile. The Family & Emergency section includes: Spouse Child Info Emergency Contact A) Spouse 1. Go to the Spouse section and click the pencil icon to edit. 2. Update the relevant fields. Fields marked with a red asterisk (*) are mandatory and cannot be left blank. 3. Click Save to confirm your changes. B) Child Info 1. Go to the Child Info section and click New Child to add a record. 2. Enter the required child-related information. Fields with a red asterisk (*) are mandatory. 3. Click Save to apply the changes. Update an Existing Child Record Go to the child entry you want to update and click the pencil icon. Update the necessary details and click Save. Delete a Child Record Locate the child entry you want to remove. Click the bin icon to delete it. C) Emergency Contact 1. Go to the Emergency Contact section. 2. Click New Emergency Contact to add a new contact. 3. Complete the following fields: Name – Emergency contact’s full name Contact Number – Emergency contact’s phone number Relationship – Relationship between the employee and the emergency contact 4. Click Save to store the information. Update an Existing Emergency Contact Go to the emergency contact entry you want to update and click the pencil icon. Modify the details and click Save. Delete an Emergency Contact Locate the emergency contact entry you want to delete. Click the bin icon to remove it. Prepared by: Giam Wai Kit (20251114) Reviewed by: Tek Ee Lin (20251119)

Keeping employee career history and educational background up to date in HRMS ensures accurate records for HR planning, compliance, and reporting. This guide walks you through the steps to maintain an employee’s career and education information. Steps to Maintain Employees’ Career & Education History: 1. Go to Core > Employee. 2. Locate the employee whose information you wish to update. 3. Click the pencil icon beside the employee’s name to open their Employee Profile. The Career & Education section includes two sub-categories: Working Experience Education A) Working Experience 1. Go to the Working Experience section and click New Working Experience to add a new record. 2. Fill in the required fields. Fields marked with a red asterisk (*) are mandatory. 3. Click Save to confirm your changes. Update an Existing Record Go to the working experience entry you want to update and click the pencil icon. Update the necessary details and click Save. Delete a Record Locate the working experience entry you want to remove. Click the bin icon to delete it. B) Education 1. Go to the Education section and click New Education to add a new record. 2. Enter the required information. Fields with a red asterisk (*) are mandatory. 3. Click Save to apply the changes. Update an Existing Record Go to the education entry you want to update and click the pencil icon. Make the changes and click Save. Delete a Record Locate the education entry you want to delete. Click the bin icon to remove it. Prepared by: Giam Wai Kit (20251114) Reviewed by: Tek Ee Lin (20251119)

The Work Calendar helps HRMS determine an employee’s working days, rest days, public holidays, and daily working hours. Maintaining the correct Work Calendar in each employee’s profile is essential, as it ensures accurate overtime calculations— especially when employees work on rest days or public holidays. Steps to Maintain Employees’ Work Calendar: 1. Go to Core > Employee. 2. Locate the employee whose information you wish to update. 3. Click the pencil icon beside the employee’s name to open their Employee Profile. 4. Go to the Work Calendar section and click the pencil icon to edit. 5. Select the appropriate Work Calendar for the employee. Work days and work hours are pre-defined during calendar setup. 6. Click Save to apply the changes.

The HR Letter Writer allows HR users to generate, customise, and send official letters to employees directly through HRMS. It will also be kept within the employee's profile once it has been acknowledged by the employee themselves. Steps to Utilise the HR Letter Writer: 1. Go to Core > Employee. 2. Locate the employee you wish to prepare the letter for and click the pencil icon. 3. Go to the HR Letter Writer section and click Template. 4. A template selection panel will appear. Select your preferred template and click Confirm to generate the letter. 5. Review the generated letter and make any required edits. When done, click Save As. 6. A Save As panel will appear. Enter the necessary details: Letter Name Description Required Acknowledge (tick if employee acknowledgement is needed) Click Save. 7. The letter will be generated and stored in the Outbox. 8. Go to Outbox and click the arrow icon to send the letter to the employee. 9. The employee can view the letter under Home > My Document, click the letter and then click Acknowledge to acknowledge receipt. Written by: Giam Wai Kit (20251117) Reviewed by Tek Ee Lin (20251119)

Maintaining accurate employee pay details is essential for payroll processing in HRMS. These details are used to calculate salary payments, statutory contributions, and support statutory submissions such as CPF, SDL, and IRAS reporting. Steps to Maintain Employees’ Pay Details: Go to Core > Employee. Under Employee Maintenance, click Employee. Locate the employee whose information you wish to update. Click the pencil icon beside the employee’s name. Under Employee Details, go to Pay Details. The Pay Details page consists of the following sub-categories: Salary Info Payroll Setup Bank Info Self-Help Groups Funds IRAS Submission Details A) Salary Info Steps to Edit an Employee’s Joining Salary: Click the pencil icon in the Salary Info section. Update the joining salary amount. Click Save. Steps to Increase an Employee’s Salary: Click New Increment. Enter and review the following details: Increment – Enter the increment amount. Effective Period – Select the starting month using the calendar icon. Remark – Enter a short description. New Salary – Review the amount calculated automatically by the system. Click Save to apply the increment. The Current Salary will update automatically during the effective period. To edit, click the pencil icon, make changes, then click Save. To delete, click the trash bin icon, then click Yes to confirm. B) Payroll Setup Click the pencil icon in the Payroll Setup section. Complete the following fields: Job Classification – Select from the dropdown list. Payroll Profile – Select from the dropdown list. Click the setting icon, to modify options: Edit selected profile – Click the pencil icon. You will be redirected to the Payroll Profile page. Create a new profile – Click the add (+) icon. You will be redirected to the Payroll Profile page. Tip: Refer to Create a new Payroll Profile Refresh the dropdown list – Click the refresh icon. Payment Method – Select Bank Transfer, Cash, or Cheque. Overtime Group – Select from the dropdown list. Click the setting iconto manage overtime groups: Edit selected group – Click the pencil icon. Modify details at the Update Overtime panel, then click Save.  Create a new group – Click the add (+) icon. Enter the details at the New Overtime panel, then click Save. Refresh list – Click the refresh icon. CPF Submission No. – Select the CPF submission number. Exclude From CPF Contribution? – Select Yes or No. Exclude From SDL Contribution? – Select Yes or No. Exclude From AIS Inclusion? – Select Yes or No. Click Save. C) Bank Info Click the pencil icon in the Bank Info section. Enter or update the following details: Company Payment Bank – Select from the dropdown list. Click the setting iconto manage bank accounts: Edit selected account – Click the pencil icon. Modify the details at the Update Bank Account panel, then click Save. Add a new account – Click the add (+) icon. Enter details at the Add New Bank Account panel, then click Save. Refresh the dropdown list – Click the refresh icon. Employee Bank Name – Select the bank name. Employee Bank Branch Code – Enter the branch code. Employee Bank Account No. – Enter the account number. Bank Extra Info – Enter any additional bank information. Click Save. D) Self-Help Groups Funds Click the pencil icon in the SHG Funds section. Tick the applicable SHG fund(s) for the employee. Click Save. E) IRAS Submission Details Click the pencil icon in the IRAS Submission Details section. Complete the following fields: Exempt / Remission Income – Select from the dropdown list. Tax Borne by Employer – Select Yes or No. Furniture Value – Select Partially or Fully Furnished. Click Save. Written by: Teah Rui Harn (20251226) Reviewed by: Tek Ee Lin (202512)

Payroll Items are used to maintain fixed or recurring allowances and deductions for employees. Once set up, these items will be automatically included in the employee’s payroll during each payroll run, ensuring consistent and accurate payroll processing. Steps to Add a Fixed Payroll Item to an Employee: Go to Core > Employee. Under Employee Maintenance, click Employee. Locate the employee you want to update and click the pencil icon beside the employee’s name. Under Employee Details, go to Payroll Items. Navigate to Addition Items or Deduction Items accordingly. Click the downward arrow icon to expand the payroll item. Click Add (+) Item. Enter Payroll Item Details according to its amount types: Variable Amount i. Select Start Period and/or End Period. (Optional) ii. Click Save. Formula i. Select Start Period and/or End Period. (Optional) ii. Enter the Input Value. iii. Click Save. Tip: Hover over the By Formula text to view the calculation formula. Fixed Amount  i. Select Start Period and/or End Period. (Optional) ii. Enter the Amount. iii. Click Save. 9. Added payroll items will be listed under the selected category. To edit, click the pencil icon, make necessary changes, then click Save. To delete, click the trash bin icon, then click Yes to confirm. Note: Payroll items will automatically become inactive once the End Period has passed.   Written by: Teah Rui Harn (20251226) Reviewed by: Tek Ee Lin (202512)

The Entitlement feature allows employers to assign employees to specific Leave Entitlement Groups, ensuring that each employee can only apply for the leave types they are entitled to under company policy.  Steps to Set an Entitlement Group for an Employee: Go to Core > Employee. 2. Under Employee Maintenance, click Employee.   3. Locate the employee you want to update and click the pencil icon beside the employee’s name. 4. Under Employee Details, select Entitlement. 5. Click the pencil icon to edit entitlement details. 6. Select the appropriate Entitlement Group from the drop-down list. Click the setting icon to manage entitlement group options. Edit selected group – Click the pencil icon. You will be redirected to E-Leave > Setting > Entitlement Group. Create a new group – Click the add (+) icon. You will be redirected to E-Leave > Setting > Entitlement Group. Refresh the dropdown list – Click the refresh icon.  7. Click Save to apply the changes. Written by: Teah Rui Harn (20251226) Reviewed by: Tek Ee Lin (202512)

The Approvers feature allows employers to assign designated approvers—such as managers or supervisors—to review and approve specific employees’ leave requests. Steps to Assign Leave Approver(s) to an Employee: Go to Core > Employee. 2. Under Employee Maintenance, click Employee. 3. Locate the employee you want to update and click the pencil icon beside the employee’s name. 4. Under Employee Details, select Approvers. 5. Click the pencil icon to edit approver settings. 6. Select the Approval Method: Sequential Approval – Assign two or more approvers to review the leave request in a defined order. If the first approver rejects the request, it will not proceed to subsequent approvers.  i. Select Sequential Approval. ii. Tick the approvers to include. iii. Drag and rearrange approvers to set the approval sequence.   Parallel Approval – Assign one or more approvers to review the leave request simultaneously. All assigned approvers must approve the leave request for it to be fully approved. If any approver rejects, the leave request will be declined. i. Select Parallel Approval. ii. Tick the approvers to include.   Note: If only one approver is assigned, the system will automatically apply Parallel Approval. 7. Click Save to apply the approver settings. Written by: Teah Rui Harn (20251226) Reviewed by: Tek Ee Lin (20260107)

The User Access feature grants employees the access to ESS via HRMS web or mobile app. Steps to Invite or Update an Employee’s Login Email: Go to Core > Employee.   Under Employee Maintenance, click Employee. 3. Locate the employee you want to update and click the pencil icon beside the employee’s name. 4. Under Employee Details, select User Access. 5. Click the pencil icon to edit. 6. Enter or update the employee’s login email address. 7. Click Save. 8. The employee is now able to login to HRMS using the registered email to access ESS. Written by: Teah Rui Harn (20251226) Reviewed by: Tek Ee Lin (20260107)