Accurate payroll, every month, with full Malaysian statutory compliance.
The Payroll module processes salaries, statutory contributions and reimbursements in a single run — with automatic proration, configurable payroll items, and submission-ready files for LHDN, KWSP and PERKESO generated at the end of every cycle.
Built for businesses that need payroll done right, every time.
The Payroll module manages the complete payroll cycle from configuration through to bank payment and statutory submission. Salaries, allowances, bonuses, deductions and reimbursements are calculated automatically based on each employee’s configured payroll items. Statutory contributions for EPF, SOCSO, EIS and PCB are calculated at the correct rates for each employee’s status and submitted through the required government formats.
Every payroll run is a permanent, immutable record. Draft batches allow full review and adjustment before confirmation. Confirmed batches post to the Finance module in a single entry and generate the payment files your bank and statutory bodies require.
Six functional areas covering the complete payroll operation.
Payroll Run and Batch Processing
A payroll run starts with two parameters — a cut-off date and an employee scope. A single process action generates the batch. The system calculates every employee’s payable amounts and presents the results as a draft payroll batch with a master summary table showing aggregated totals across gross salary, bonuses, allowances, reimbursements, deductions, net payable and statutory body payables.
Selecting any employee opens their full payslip detail, including an adjustment tab for overriding any calculated value and a worksheet debugger for tracing exactly how each figure was arrived at.
Key capabilities
- Cut-off date and employee scope selection
- Single-action batch generation
- Master summary table with aggregated totals
- Individual payslip detail view per employee
- Mock payslip display for review
- Adjustment tab per employee for draft-stage override
- Worksheet calculation debugger for full traceability
- Batch cancellation and re-run for configuration corrections
Payroll Items and Configuration
Four item types cover the full range of payroll components. Monthly salary is prorated automatically on partial periods. One-time items execute in a single specified run. Periodic custom items run on their defined frequency. Reimbursements are pulled directly from the Finance module by reference — the amount in payroll reflects exactly what was approved and posted in Finance for that period.
Each employee’s configuration is managed through an effective date driven entry table. Every historical payroll run can be reproduced exactly as originally calculated.
Key capabilities
- Monthly salary with automatic proration
- One-time items such as bonuses
- Periodic custom items with configurable cycle
- Finance-linked reimbursements without manual re-entry
- Effective date driven configuration table
- Full configuration history per employee
- Terminal dates for items that expire
Proration
Proration is triggered automatically whenever an employee’s effective date or terminal date does not align with the start or end of the pay period. The calculation divides the monthly amount by the number of days in the current month and applies the correct proportion for the days worked.
The proration engine handles edge cases that manual payroll calculations frequently get wrong — including a staff member who joins mid-month and leaves the following mid-month, experiencing two partial payment cycles across a single month of employment.
Key capabilities
- Automatic proration on join and exit dates
- Day-based proration calculation
- Dual proration handling for short-tenure employees spanning two partial periods
- Proration visible per payslip line item
Malaysian Statutory Compliance
EPF, SOCSO, EIS and PCB contributions are calculated automatically for every employee in every run. Employee-specific status is configured through the same effective date driven entry table used for all payroll items. When an employee’s status changes, a new entry is added with the effective date and the system applies the correct rate from that point forward.
At the end of each payroll run the system generates the statutory submission files required by each body — ready for direct upload.
Key capabilities
- Automatic EPF, SOCSO, EIS and PCB calculation
- Effective date driven statutory status per employee
- Rate history preservation for audit reproduction
- CP8D — annual return of remuneration for LHDN
- Monthly PCB remittance file for LHDN e-PCB submission
- Form A — monthly EPF contribution schedule for KWSP
- Form 2 — monthly SOCSO and EIS schedule for PERKESO
Payslip Distribution and Bank Payment
Confirmed payslips are accessible to employees through the Workplace module immediately after the batch is confirmed. The payroll admin can also download the full batch as a PDF for manual distribution.
Bank payment output is generated as a bulk submission file formatted for the employer’s bank. Individual salary amounts are never individually identified in the payment output — only the bulk total is visible in the bank transaction.
Key capabilities
- Employee self-service payslip access through Workplace
- Bulk PDF download for manual distribution
- Bank bulk submission file generation
- Bulk payment without individual salary exposure in output
Privacy and Access Control
HR configures employee payroll items but cannot see payroll batches or processed payslip amounts. Payroll admin processes runs, reviews batch totals and individual payslip detail, and confirms the batch. Finance sees only the per-run total posted to the general ledger — not individual payslip breakdowns. Three roles, three clearly separated levels of access.
Key capabilities
- HR configuration access without payslip visibility
- Payroll admin full batch and payslip access
- Finance total-only visibility into payroll postings
- Bulk bank payment output with no individual salary exposure
- Payslip privacy maintained across all access levels
Four submission outputs. Generated automatically at the end of every run.
Malaysian business owners recognise these form names. The Payroll module generates each one at the end of every payroll run — ready for direct upload to the respective government portal.
Payroll data flows through the whole business automatically.
Finance
Confirmed batch posts salary expenses, statutory contribution liabilities and net pay payables to the general ledger. Reimbursements approved in Finance are pulled directly into payroll calculations without manual re-entry.
HR
Salary values, allowances, deductions and statutory status entries configured by HR are the direct inputs to every payroll calculation. Changes with the correct effective date take effect in the next relevant run automatically.
Workplace
Confirmed payslips publish to each employee’s Workplace dashboard immediately after batch confirmation. Current and historical payslips always accessible without asking HR or waiting for an email.
Three people who depend on payroll working correctly.
Payroll is accurate, compliant and done on time without consuming your week.
Statutory files are generated at the end of every run. Nothing to calculate manually, nothing to chase between systems. The payroll run is a process your team completes, not a project they survive.
A system that calculates correctly and shows you how it arrived at every figure.
The worksheet debugger gives full visibility into every calculation. You can make adjustments before anything is confirmed. When something goes wrong, cancelling and re-running is predictable and fast.
Your payslip is available the moment the payroll run is confirmed.
Current and historical payslips are always accessible on your Workplace dashboard without asking HR or waiting for an email. No chasing, no delays.
Ready to see the Payroll module in action?
The Cloudby demo includes a pre-configured payroll environment with employee records, a processed batch and statutory output files you can explore at your own pace.