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Simple, effective, customizable payroll, leave and expense management for SMEs

Employee HRM configuration

Tailoring employee-specific HR configuration and benefits on Kitikiti HRM

by Usamah Jamaludin

Employee HRM configuration

Back to User Guide

Creating Employees

There are three ways to create employees in Kitikiti HRM.

  • Create a new employee
  • Bulk create employees from CSV upload
  • Copy employee settings from existing employee and create a new one

The most obvious path is to simply create a new employee. This feature is reachable via Administration > Employees > Create (button). This page lists the employees within the company, and it allows you to manage existing employees or create a new one.

Employees list

By clicking the 'Create' button, you will arrive at a page to fill in the initial details of the new employee. Currently, the system only needs the new employee's full name and email address. This is to allow an easier employee creation, rather than having to fill a lengthy form to create a single employee. No worries - other employee details can be set much later.

Employee new

How? This is where we uncheck the 'Send welcome emails?' checkbox by default. It allows you to create the new employee in the system without sending any email notification to the actual employee. Because in most cases configuring a new employee in the HRM is not an easy task, and it's best to delay granting access via welcome emails until we're sure of the employee's configuration.

Once submitted, you'll arrive at the Employee Details page for the newly created employee.

Employee details

What's important is to note that there's a lot to an employee than just the name, email, job title and reporting hierarchy. Sections such as User Account, Personal Data, Leave Entitlements, Pay Components and the rest are discussed later in this guide.

The second way of creating employees takes into consideration when you have a lot of employees to create. For example, if you're setting up your company on Kitikiti HRM for the first time, you wouldn't want to manually create each employee, especially if the headcount is large. To avoid this repetitive work, we provide you the feature to bulk create employees from a list of employee full names and emails. As an HR Admin, that's a pretty common list!

This feature is reachable via Administration > Employees > Bulk Create (button).

Employee batch

In this interface you need to upload a list of employees in CSV format. The headers should be "Full Name" and "Work Email". Following is a screenshot of a sample CSV.

Employee list CSV

Similar to creating an employee manually, the 'Send Welcome Emails' checkbox is unchecked by default, as in most cases you will need more time to further tweak each employee to his / her own settings before granting access via the welcome emails.

Once submitted, you will be returned back to the listing of employees, with a message like the following:

Employee batch notice

What's happening is that the employee creation takes place in the background based on the uploaded list, and after a short while the employees would have all been created in Kitikiti HRM. Once done, the system will send out an email like the following to inform you of the bulk create results:

Employee batch create

Ideally the bulk create should be fully successful and all listed employees in the CSV are created in the system. If not, the email will also mark which employees didn't get created and you can act on the list accordingly.

To see the results in the system, you simply need to go back to Administration > Employees and validate that the bulk-created employees are listed.

The final way of creating employees is inspired from the 'copy & paste' concept that we all have gotten used to from using Microsoft Office, and almost any other software from then onwards.

In most cases, you have an employee joining your company who is 'similar' to an existing employee. For example, you might have a fresh graduate joining the company, and your company has already hired a few fresh graduates this year alone. Ideally, they should have similar HR benefits such as similar pay scales, reporting line, pay component earnings and deductions, leave benefits and so on. In this case, it makes sense to just copy an existing fresh graduate employee over, and just change the personal details e.g full name and work email!

How does it work? In any 'copy & paste' exercise, we need to start by having something (or in this case, someone) to copy from. First, get to the employees list by going to Administration > Employees. From the list, click on any employee you would like to copy from. Observe the 'Copy Employee' button, next to the 'Edit' button. You will be prompted for confirmation, like the following:

Copy employee confirmation

Once clicked, you'll arrive to the similar interface as if you're creating a new employee. You only need to specify the full name and the work email, and the employee will be created with those personal details, and on top of that he / she will have most of the other configuration set up similar to the employee he / she is copied from.

With this 'Copy Employee' feature you will save time replicating common HR benefits and you only need to personalize the employee-specific details as needed.

Back to Employee HRM configuration

Employee Details

Employee Details carry the most basic and important details of an employee, as such it'll be the very first section of an employee in Kitikiti HRM.

Employee details section

There are five notable properties:

  • Full name - full, legal name, good to be used in official documents
  • Display name - shorter, easily identifiable name for better display in system where possible
  • Work email - the email address this account is registered under
  • Job title - position held by the employee within the company
  • Manager - the person this employee reports to

Also, if the employee is a manager, his / her subordinates will also be listed in this section as well.

Employee details edit

Work email is not editable, however the rest of the properties are. The most important one is the Manager, as most of the employee's documents such as Leave Applications and Expense Reports by default require Manager's approval.

An employee can also have no manager to report to. This is usually the topmost employee e.g CEO, and he / she becomes his / her own manager.

Lastly, Employee Details are viewable by everyone within the company. It serves as a basic description for an employee towards others.

Back to Employee HRM configuration

User Account

User Account section pertains to the account the employee is registered with to log into Kitikiti HRM.

User Account show

It's the simplest, presentation wise, among all the other employee-specific HRM configuration. However, it allows you to perform the following 3 critical use cases:

  • Grant / revoke admin role to / from an existing user
  • Reset password
  • Send welcome emails

For starters, it has 2 notable properties:

  • Email
  • Role

The Email property should be similar to the Work Email listed in Employee Details. In Kitikiti HRM, each employee is uniquely identified via the email. To login, an employee must key in the email address.

The Role property describes the access privilege for the employee's account in Kitikiti HRM. To keep things simple, there are only two possible roles:

  • Admin
  • Normal User

In most cases, an employee should just have the 'Normal User' role, which is sufficient for the employee to do things like:

  • Submit leave applications
  • View and approve subordinates' leave applications
  • Submit expense reports
  • View and approve subordinates' expense reports
  • View own payslip

However, there can be times when an employee should also have the 'Admin' role, especially if the employee needs to

  • Create and manage employees on Kitikiti HRM
  • Refine and maintain configuration of company-wide HR policies on Kitikiti HRM

This is easily done by granting the employee 'Admin' role via the 'Grant Admin Access' button. On the flip side, the 'Admin' role can also be removed by clicking the 'Revoke Admin Access', which only appears for User Account of existing Admins. As expected, only an existing Admin can create / remove Admins. Both actions require confirmation similar to the following:

User Account role grant

Apart from managing roles, this section is also used to manage the password for the user account. The employee himself / herself can go to this section to change the own, current password to something new. For Admins however, they have the ability to change anyone's password. Note however Admins cannot uncover an existing password, and can only specify new one. This way employees or non-Admins are assured that their password remains private.

Changing password is as easy as clicking the 'Change Password' button. After that a new password and its confirmation can be keyed in.

Change password

Lastly, another functionality of the User Account is to welcome an employee into the system. Note that upon creating an employee we may choose to withhold access until the employee is properly configured into the system.

Access is given when the welcome emails are sent to the new employee. One of the emails is actually a confirmation email - which the employee needs to act upon to confirm the account and secure it for future use.

To welcome an employee, click on the 'Send Welcome Emails' button on the employee's User Account.

The employee will receive the successful registration email, which basically gives a short introduction of Kitikiti HRM.

Successful registration email

The employee will also receive the temporary password within that email. It is important that the employee changes the password immediately after the first login to secure the account.

Another email is the confirmation email, where the employee is given a link - once clicked - will confirm his / her account on Kitikiti HRM.

Confirmation instructions email

This confirmation should be done within 7 days of receiving the email to avoid the account from being locked out. In that case however, the employee can always request for a reconfirmation again on the login page.

Back to Employee HRM configuration

Personal Data

Personal Data are basically a list of employee personal information. This may sound similar to what's on Employee Details, but Personal Data section goes beyond the simple concept of capturing employee biodata.

Personal Data index

In Employee Details, we have a fixed number of properties such as Full Name, Job Title and Manager.

However for Personal Data, these properties are configurable via Personal Data Types. A company can have more personal data types defined to capture employee family details, for example. Or a company may choose to have lesser personal data types defined. In Kitikiti HRM, a company is not limited by the predefined personal data types and can configure exactly what employee information is required to properly manage the employees. The configuration of Personal Data Types however, falls under the Company HRM Configuration part.

In this employee-specific view, Personal Data basically manages the employee information as required by the company. The employee can modify any information, but he / she is not able to delete.

Personal Data edit only

It is important that an employee furnishes accurate information as they may be used in the certain HR document processing in Kitikiti HRM. For example, when a pay slip is generated for the employee, the targeted disbursement to the employee's bank account will depend on the bank account number supplied by the employee.

An employee can also download his / her Personal Data. This can be done by clicking on the 'Download' button.

An example of downloaded Personal Data for an employee:

Downloaded Personal Data

Lastly, note that employees cannot view nor edit each other's Personal Data, but only their own, for obvious privacy reasons. It is not visible even for the employee's manager. It's still visible and editable however, for the Kitikiti HRM Admins.

Here's an example where an employee is viewing another employee's profile. Only the public sections such are Employee Details and User Account are visible.

Private Personal Data

Back to Employee HRM configuration

Employment Status

Employment Status section deals specifically with the various stages of employment for an employee.

By default, whenever an employee is created, he / she will be assigned a default Employment Status of 'In Service', with the Effective Date set to the start of the year.

Employment status show

There can be many other statuses. For example, an employee may:

  • Get hired and be 'In Service'. This is the most common case.
  • Take a long unpaid leave and be 'On Sabbatical'
  • Decide to leave the company and have an employment status of 'Retired' or 'Resigned'

Following is a listing of possible statuses:

Employment statuses

Each of these stages should have an Effective Date. This is important as from payroll's perspective, the information in Employment Status may also determine if an employee should be regularly paid or not. For example, an employee taking a 6-month unpaid leave will not be paid his / her salary for 6 months.

Effective date

Furthermore, the Effective Date also allows payroll to properly prorate the pay especially if it doesn't fall on the borders of a pay period. For example, an employee leaving the company in the middle of the month would have his / her Employment Status set to 'Resigned' on the 15th. For the last monthly pay, Kitikiti HRM looks at the Effective Date and prorates the pay accordingly to become a half-month pay.

Finally, in terms of accessibility the Employment Status section is only

  • Viewable by the employee himself / herself
  • Editable by the Kitikiti HRM Admins

Back to Employee HRM configuration

Pay Configuration

Pay Configuration sets the basic pay / salary of an employee. The basic pay specified is the annual pay. It also sets how frequently an employee is paid, which we call the 'Pay Run Type'. This can be:

  • Weekly
  • Bi-weekly (every two weeks)
  • Semi-monthly (twice a month)
  • Monthly (once a month)

Pay Configuration show

Setting different pay run type will prorate the pay accordingly for each pay period. For example, if an employee has an annual salary of 120,000 - he / she is to be paid 10,000 if the pay run type is monthly.

The last two properties however, tie back to the employee's Personal Data. These are 'Payout Target' and 'Payout Reference'.

Generally, employees are paid salary by banking the amount into the employees' bank account. The details of the bank, and the bank account number, are private / personal in nature. For the Pay Configuration section, the bank is the 'Payout Target', and the bank account number is the 'Payout Reference'.

This is where Kitikiti HRM will rely on the employees' Personal Data. For both 'Payout Target' and 'Payout Reference', one simply needs to select the corresponding Personal Data fields. By default, Kitikiti HRM predefines 'Bank' and 'Bank Account Number' in a new company's Personal Data Types.

The selections for the dropdownlist in either 'Payout Target' or 'Payout Reference' are simply taken from the employee's Personal Data.

Payout Target selections

By linking Pay Configuration directly into employee's Personal Data, the system still works as expected even when the employee happens to change his / her Bank and / or the Bank Account Number.

Finally, in terms of accessibility the Pay Configuration section is only

  • Viewable by the employee himself / herself
  • Editable by the Kitikiti HRM Admins

Back to Employee HRM configuration

Pay Components

On an employee's pay slip, there can be many other items apart from just the basic salary. There can be additional earnings, and even deductions, especially those which are mandated by law / statutory bodies, such as:

  • Income tax
  • Pension / social security fund
  • Other deductions such as insurance, religious / communal obligations e.g tithe

Usually, these earnings and deductions are company-wide and would have already been configured in the company's Pay Component Types. However, there can be cases where they require employee-specific adjustment, such as

  • An expatriate not needing to pay tax and / or pension fund
  • An employee not needing / opting out from paying religious / communal obligations

This is where Pay Components section comes in. By default, all employees will have Pay Components as defined by the company-level Pay Component Types. However, these employee-specific Pay Components can be further tweaked to suit the employees' remuneration package.

Pay Components show

Pay Components are technically similar to Pay Component Types. To edit Pay Components, one can refer to the documentation on company-level Pay Component Types. In the linked documentation various configuration options are discussed, such as:

  • Different ways of calculating the amount
  • Setting the payout target and reference specifically for deductions to be channeled to the respective statutory bodies

Finally, in terms of accessibility the Pay Components section is only

  • Viewable by the employee himself / herself
  • Editable by the Kitikiti HRM Admins

Back to Employee HRM configuration

Work Schedule Configuration

Work schedule basically determines what day is a working day and what day it is not. Usually when it is not - it's a paid off day. Take for example the usual 5 working days in a week following by the 2-day off during the weekend.

Most companies have a single, standard work schedule company-wide, followed by all employees. However as companies employ more employees with varying roles - there can be different work schedule for different groups of employees. For example, executives normally work 5 days a week, whereas maintenance staff may work over the weekends.

Work Schedule Configuration is simply the configuration to map what work schedule applies to the employee.

Work Schedule Configuration show

The actual walkthrough of setting up a Work Schedule however is part of the company HRM configuration, in the section Off Days, Work Schedules & Leave Types.

Whenever an employee is assigned a work schedule, the 'Effective Date' must be specified. This allows cases whereby the an employee goes through different work schedules / shifts in a year - which happens regularly for shift workers such as nurses. Having the 'Effective Date' specified allows Kitikiti HRM to figure out how many leave entitlements to utilize given the start and end dates for the leave application, by checking which work schedule takes effect during that period. Note that 'Effective Date' should take place within the year the work schedule is created for.

Work Schedule Configuration edit

Indirectly, this also means that over time, work schedule 'expires', and employees get assigned to new work schedule always. In Kitikiti HRM the practice is to set a new work schedule for each new year.

Finally, in terms of accessibility the Work Schedule Configuration section is only

  • Viewable by the employee himself / herself
  • Editable by the Kitikiti HRM Admins

Back to Employee HRM configuration

Leave Entitlements

Similar to Work Schedule, Leave Entitlements are also yearly in nature, as per the usual HR practice. Each year an employee is usually given a predefined number of days for which he could apply for paid off days.

They can be for various reasons - or for various 'Leave Types', such as:

  • Annual Leave
  • Sick Leave
  • Maternity / Paternity Leave
  • Unpaid Leave

Leave Entitlements section basically lists how many hours / off days the employee is entitled to each year, for each Leave Type.

Leave Entitlements show

Whenever an employee is created in Kitikiti HRM, the Leave Entitlements for the employee are created based on the default 'Entitled Hours' specified in the Leave Types. Leave Types are part of the company HRM configuration, in the section Off Days, Work Schedules & Leave Types.

Following is a sample Annual Leave configuration with 120 'Entitled Hours' being set, which would let all employees by default to have Annual Leave entitlement of 120 hours for each year.

Entitled hours

Usually, the default 'Entitled Hours' should apply to most employees. However, there can be cases where an employee's entitlement may differ from the rest, requiring customization on the employee's Leave Entitlements. This customization is employee-specific and it is not applied to other employees. For example:

  • An employee didn't use up much of his / her Annual Leave entitlement from last year, causing a huge carry over into the current year.
  • An employee joins the company having negotiated more leave entitlements for lesser pay, or the reverse

In the cases above, one can edit the employee's current Annual Leave entitlement and increase / decrease the number of Entitled Hours accordingly.

Leave Entitlement edit

Apart from just modifying the Entitled Hours - there's also another dimension to which Leave Entitlements are grounded on. Leave Entitlements have a certain validity period. For a start, a Leave Entitlement can never overlap across two years. The start and end dates for a Leave Entitlement should always be within the year it's associated with. For example, an Annual Leave Entitlement for year 2018 can never have an end date ending sometime in 2019.

By default Leave Entitlements are valid throughout the year. However, there can also be cases where:

  • It expires before the end of the year
  • It becomes valid much later after the start of the year
  • Or both

The validity period can be refined by tweaking the start and end dates for the Leave Entitlement:

Leave Entitlement dates

For example, a carry over Leave Entitlement from the previous year usually has an expiry date. Companies require employees to finish off cary over entitlements soonest possible so that there's less probability of carrying them over again into the next year. A common HR policy when it comes to carry over entitlement is to limit carry over to 5 days, and to only allow those days to be used up to the first quarter of the next year before they expire.

Another example is earned entitlements. For example, an employee is given 12 days total Annual Leave entitlement for a year. However, it doesn't mean that the employee is allowed to take all the 12 days off in January. Instead, the employee has to 'earn' the entitlements. A common approach is to 'credit' a day's worth of Annual Leave entitlement for each working month.

  • 1 day Annual Leave Entitlement valid from 1st January till end of the year
  • 1 day Annual Leave Entitlement valid from 1st February till end of the year
  • 1 day Annual Leave Entitlement valid from 1st March till end of the year
  • (repeat) ...
  • 1 day Annual Leave Entitlement valid from 1st December till end of the year

This way, as the employee works through the months of the year, he / she will earn 1 day entitlement for each month worked.

Finally, in terms of accessibility the Leave Entitlements section is only

  • Viewable by the employee himself / herself
  • Editable by the Kitikiti HRM Admins

Back to Employee HRM configuration


Leave carry over

Keep rollin' rollin' rollin'...

by Usamah Jamaludin

Free HRM software subscription for the whole of 2019!

Yup, Santa is back!

by Usamah Jamaludin