SmartHRMS User Manual V2

Internet Explorer 5.
0 and above
EASY & POWERFUL PAYROLL MANAGEMENT SYSTEM
[ VERSION 1.1 ]
A QUALITY PRODUCT FROM
- User Manual -
SmartHRMS version 1.1 Payroll Management System – User’s Manual
SMARTHRMS VERSION 1.0 PAYROLL MANAGEMENT SYSTEM

TABLE OF CONTENTS
Chapter 1
Introduction to SmartHRMS……………………………………… Page 5
Chapter 2
Getting Started……………………………………………………. Page 10
Chapter 3
Payroll Management……………………………………………… Page 14
3.1 Working Hours Manager………………………... Page 15
3.2 Additional/Deduction (Add/Dedtn)……………... Page 17
3.3 Generate Payslip………………………………… Page 21
3.4 IRAS Forms...……………………………………. Page 24
3.4.1 IR8A Forms……………………… Page 24
2.4.2 IR8S Forms……………………… Page 27
3.5 Generate IDEAL…………………………………. Page 30
3.6 Generate HSBC MRI……………………………. Page 32
3.7 Generate UOB IBG……………………………… Page 34
3.8 Generate OCBC Bank Submission……………. Page 36
3.9 Generate CPF-PAL……………………………… Page 38
3.10 Auto Upload (CSV)……………………………… Page 41
3.11 TMS Work Hour Retrieval……………………… Page 42
3.12 Reports & Query………………………………… Page 43
Chapter 4
Advances & Loans………………………………………………. Page 47
4.1 Advances & Loans Management…………….. Page 48
Chapter 5
Human Resources………………………………………………. Page 51
5.1 Employee Group……………………………….. Page 52
5.2 Employee Information…………………………. Page 53
5.3 Employee Qualification………………………... Page 59
5.4 Employee Shift/Salary…………………………. Page 60
5.5 Family Information……………………………… Page 62
5.6 Education Record………………………………. Page 63
5.6.2 Education Centre Information………… Page 65
5.6.3 Education Level Information………….. Page 66
5.6.4 Education Discipline Information……... Page 67
5.7 Discipline Record……………………………….. Page 68
5.8 Offence Type……………………………………. Page 70
5.9 Accident Record………………………………… Page 71
5.10 Accident Item……………………………………. Page 73
5.11 National Service………………………………… Page 74
5.12 Company Assets……………………………….. Page 76
5.12.2 Assets Item…………………………….. Page 78
5.13 Reports & Query……………………………….. Page 79
Page 1
Chapter 6
Leave Management…………………………………………….. Page 80
6.1 Leave Information……………………………………… Page 81
6.2 Leave Policy……………………………………………. Page 84
6.2.2 Leave Policy Details………………………….. Page 85
6.3 Leave Group……………………………………………. Page 87
6.4 Leave-to-pay Conversion……………………………... Page 88
6.5 Leave Type……………………………………………... Page 90
6.6 Reports & Query……………………………………….. Page 91
Chapter 7
Masters………………………………………………………….. Page 93
7.1 Shift Masters Management……………………….….. Page 94
Chapter 8
E-Services………………………………………………………. Page 98
8.1 E-Services Account……………………………………. Page 99
8.2 Approval Grouping…………………………………….. Page 101
Chapter 9
Company Setup………………………………………………... Page 103
9.1 Company Maintenance……………………………….. Page 104
9.2 System Users Account……………………………….. Page 111
9.3 Project Code…………………………………………… Page 113
9.4 Attendance Policy…………………………………….. Page 115
9.4.2 Attendance Policy Details……………………… Page 116
9.5 System Log (Audit Trail)……………………………… Page 118
9.6 Change Password……………………………………. Page 118
9.7 IDEAL Result File Debugger………………………… Page 119
Chapter 10
Frequently Asked Questions……………………………………… Page 120
Page 2
Welcome
Thank you for choosing smartHRMS version 1.0 Payroll Management System.
smartHRMS payroll management system for Internet Explorer 5.0 and above (herein
referred as SmartHRMS) is a real time and on-line payroll management system designed
for Microsoft Internet Explorer series. It is a truly advanced payroll management system
leveraging on the availability of the internet connection accessibility. The system has
direct linkage to the popular MS Office ®; MS Excel and Adobe Acrobat Reader ®
prevalent in many offices today.
The key feature of SmartHRMS is the real-time and on-line updating engine such as CPF
calculation, Generating IR8A, Worker levy and other government regulatory, with
power-packed features built based on user requests for effective payroll processing and
management.
SmartHRMS provides critical reports to enable thorough review of key performance

indicators of customers, sales, suppliers, purchases, sales person and inventory
information. You get maximum throughput from your payroll management system.
Release date for this manual: 20th June 2008
Copyright Notice
This system and user manual are copyrighted and all rights reserved by Avelogic Pte Ltd.
Copying this system and document for other than original purchaser’s use is prohibited
by law.
Copyright © 2006, 2007, 2008 by:

Avelogic Pte Ltd
59-J Jalan Malu-Malu
Singapore 769674
Tel : (65)-6752 7870 Fax: (65)-6757 3840
http://www.avelogic.com
Page 2
Terms & Conditions

Conditions
1. USER CONDUCT
o You agree not to:
a. impersonate any person, entity, or falsely state or otherwise misrepresent your
affiliation with a person or entity;
b. collect or store personal data about other users.
o You understand that the technical processing and transmission of the Service,
including your Content, may involve (a) transmissions over various networks; and
(b) changes to conform and adapt to technical requirements of connecting
networks or devices.
2. LIABILITY
• You and/or your employees agree not to hold Avelogic and its subsidiaries,
affiliates, officers, agents, co-branders or other partners, and employees, harmless
from any claim or demand, liable for the use of its services. All databases all
secured and Avelogic undertakes a non disclosure policy at all times.
3. NO RESALE OF SERVICE
• You agree not to reproduce, duplicate, copy, sell, resell or exploit for any
commercial purposes, any portion of the Service, use of the Service, or access to
the Service.
4. MODIFICATIONS TO SERVICE
• Avelogic reserves the right at any time and from time to time to modify or
discontinue, temporarily or permanently, the Service (or any part thereof) with or
without notice. You agree that Avelogic shall not be liable to you/ your
employees or to any third party for any modification, suspension or
discontinuance of the Service.
5. TERMINATION
• You agree that Avelogic in its sole discretion, may terminate your password,
account (or any part thereof) or use of its Service.
6.LINKS
o The Service provide links to other World Wide Web sites or resources. Because we
have no control over such sites and resources, you acknowledge and agree that
Avelogic.com is not responsible for the availability of such external sites or
resources, and does not endorse and is not responsible or liable for any Content,
advertising, products, or other materials on or available from such sites or
resources. You further acknowledge and agree that Avelogic shall not be
responsible or liable, directly or indirectly, for any damage or loss caused or
alleged to be caused by or in connection with use of or reliance on any such
Content, goods or services available on or through any such site or resource.
7. AVELOGIC PROPRIETARY RIGHTS

• You acknowledge and agree that the Service and software used in connection
with the Service ("Software") contain proprietary and confidential information
that is protected by applicable intellectual property and other laws.
8. DISCLAIMER OF WARRANTIES
Page 3
• YOU EXPRESSLY UNDERSTAND AND AGREE THAT:

o YOUR USE OF THE SERVICE IS AT YOUR SOLE RISK. THE SERVICE IS
PROVIDED ON AN "AS IS" AND "AS AVAILABLE" BASIS. Avelogic.com
EXPRESSLY DISCLAIMS ALL WARRANTIES OF ANY KIND, WHETHER
EXPRESS OR IMPLIED.
o AVELOGIC MAKES NO WARRANTY THAT (i) THE SERVICE WILL MEET
YOUR REQUIREMENTS, (ii) THE SERVICE WILL BE UNINTERRUPTED,
TIMELY, SECURE, OR ERROR-FREE, (iii) THE RESULTS THAT MAY BE
OBTAINED FROM THE USE OF THE SERVICE WILL BE ACCURATE OR
RELIABLE,
o NO ADVICE OR INFORMATION, WHETHER ORAL OR WRITTEN,
OBTAINED BY YOU FROM Avelogic.com OR FROM THE SERVICE SHALL
CREATE ANY WARRANTY.
9. LIMITATION OF LIABILITY
• You Expressly Understand And Agree That Avelogic Shall Not Be Liable For Any
Direct, Indirect, Incidental, Special, Consequential Or Exemplary Damages,
Including But Not Limited To, Damages For Loss Of Profits, Goodwill, Use, Data,
Storage Or Other Intangible Losses Resulting From: (I) The Use Or The Inability To
Use The Service; (Ii) Unauthorized Access To Or Alteration Of Your Transmissions
Or Data; (Iii) Any Other Matter Relating To The Service.
10. NOTICE
• Notices to you may be made via either email, regular mail or posted in the portal
or other communication means deemed acceptable in the industry common
practice. Termination notice or other notices to us follows the same practice.
11. TRADEMARK INFORMATION

o Avelogic.com, SmartHRMS.com and SmartHRMS.com, and other related products
and service names are trademarks of Avelogic Pte Ltd.
• Avelogic respects the copyright and intellectual property of others, and we ask
our users to do the same.
13. GENERAL INFORMATION

o This Standard T&C govern your use of the Service, superseding any prior
agreements between you, your employees and Avelogic. You agree to submit to
the personal and exclusive jurisdiction of the Singapore courts. The failure of
Avelogic.com to exercise or enforce any right or provision of the T&C shall not
constitute a waiver of such right or provision. If any provision of the T&C is found
by a court of competent jurisdiction to be invalid, the parties nevertheless agree
that the court should endeavor to give effect to the parties' intentions as reflected
in the provision, and the other provisions of the T&C remain in full force and
effect. You also agree that regardless of any statute or law to the contrary, any
claim or cause of action arising out of or related to use of the Service or the T&C
must be filed within one (1) year after such claim or cause of action arose or be
forever barred.
th
o This revision 1.0 is dated 11 April 2006 and Avelogic reserve the rights to modify
this from time to time.
Trademarks:
Microsoft™/Microsoft Corporation; Crystal Reports™/Seagate Software
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Chapter 1 Introduction
To SmartHRMS
You have just taken an important step to making your company more profitable, efficient
processing month to month payroll and up-to-date payroll summary reporting.
SmartHRMS is not just a payroll solution. When implemented and used properly,
SmartHRMS will help your company in 3 key areas:
1) Human Resource Management

2) Leave Management
3) Time Management Payroll System
To fulfil the above functions, SmartHRMS Payroll Management System comprises 6 core
modules integrated seamlessly into a highly powerful real-time system:
1) Payroll Management
2) Advance & Loans
3) Human Resource
4) Leave Management
5) Masters
6) System Setup
The advance features are always available for simple or complex payroll processing
needs and provide you with leading edge technology capabilities to tame even the most
complicated payroll or even leave management woes.
1.1 Hardware/Technical Requirements
The minimum suggested hardware configuration for smartHRMS is an IBM 486 or higher
compatible (Pentiums are recommended) with more than 120 megabytes of available
hard disk space and at least 64MB system memory for Windows 2000 or above
operating system with Internet Explorer 5.0 and above.
1.2 Technical Support and Warranty
SmartHRMS is fully supported worldwide by Avelogic Pte Ltd and her appointed
distributors. If you encountered any problems with the system, please read the
appropriate section of the manual first. The manual provides a section documenting
each function in the system and a section describing system setup procedures.
For customers who have signed up for our support packages, If you have problems with
setting up the system to accommodate your specific needs, please contact your dealer
for help. Your dealer is likely to know your situation better and might give a faster, more
comprehensive response.
You may access to the list of available SmartHRMS distributors and/or technical support
staffs at the numbers supplied on the packaging, depending on your location. Before
you call, please prepare the following information:
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1) Company Registration and Name

2) Clear, concise and detailed explanation of problems describing what you did in
each function before problems occurred.
Email or faxing the above information to technical support often gets faster amid more
thorough results. Many problems have a quick and simple solution which technical
support can reply by fax back to you. Also, a written request allows technical support to
review your situation and be better prepared to assist you when they call back.
Page 6
1.3 SmartHRMS System Flow Chart
This is a high level program that depicts the flow of functions within SmartHRMS family
of payroll and human resource solutions.
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Payroll Management (PM)

PM is the base of smartHRMS management module that captures and output all the
payroll transaction and information.
Advances & Loans (AL)

Maintain employee records of pay advancement, short/long term loans as well as
payment from the company.
Human Resources (HR)

Core module for employee maintenance which is critical to produce accurate payroll
calculation and levy payment.
Leave Management (LM)

Maintain employee leave records with leave policy in place to determine leave balance,
brought forward, allotted, entitlement and leave applied.
Masters
Provides a comprehensive masters policy setting that governs the working hours
captured to calculate and processes the payroll.
Company Setup (CS)

Allows user to make optional setting such as Company Bank number, letterhead
formatting as well as reviewing of audit trial whenever necessary.
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Chapter 2 Getting Started
2.1 Quick Tour of SmartHRMS Version 1.0
From the information available from the earlier section you should decide which are the
options suitable to your payroll process and flow and decide which the options you
would like to implement are.
Firstly, open your Internet Explorer as shown below:
Type www.smarthrms.com under browser URL link.
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The following screen will appear in front of you. Click and Select smartHRMS, Singapore
Edition to proceed.
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2.1.1. Login Screen
SmartHRMS has a login screen before allowing any user to start entering any
data. At all transactions, the login-user name is captured by the system.
Enter Login Details
When Company ID (ACRA Registration Number), Username and password is

entered, SmartHRMS will verify with the system database whether the login is
authentic. The system will prompt invalid login if login details is invalid or does
not match our system record.
The ‘Remember Me’ checkbox will help the system to remember user last login
details except for the password.
2.1.1.1 In Case cannot log into SmartHRMS
If an incorrect User is presented or a wrong password is used, then access into

smartHRMS is NOT POSSIBLE.
Remedy:
Remedy Have this user deleted and then re-create another User ID. Please
ensure Company ID is correct.
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2.1.2 SmartHRMS Main Menu Screen
After going pass the Login Screen, you will be presented with the SmartHRMS main
menu. Note that different users may see different screens and this depends on their own
security rights that were set by the System Administrator.
2.1.2.1 SmartHRMS Prompt Screen Indicator (Session Expires)
The following screen will be shown to user after the system is left unattended for more
than 20 minutes after login.
Remedy: Close the browser or refresh the browser and re-login to smartHRMS.
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2.1.2.2. SmartHRMS Prompt Screen Indicator (Invalid Browser-

Browser-in-
in-use)
The following screen will be shown to user if an invalid or incompatible browser is in use
such as Fire Fox or Netscape 5.0 and below.
Remedy: User Microsoft Internet Explorer to access smartHTMS.
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Chapter 3 SmartHRMS –
Payroll Management
The system will naturally flow from:
1) Working Hour Manager

2) Add/Dedt (To perform Additional or deduction of salary)
3) Generate Payslip
4) Generate Bank Files (Bank such as HSBC, UOB, DBS and OCBC)
5) Generate CPF File (For submission via CPG E-Submission portal)
6) IRAS form and Auto-Inclusion (With new update after 1 Aug 08)
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3.1
3.1 Work Hours Manager
Click on >Payroll Management>Working Hours Manager to view the details of the

working hours that was either input in the system or imported from a CSV file or directly
from the Time Attendance Device.
You may filter & view the Working Hour report, by clicking the date range “From” and
“To” to determine the timeline that you want to see. You may use the calendar button to
assist you in inputting the date.
The filter allows you to filter by “Name”, “Employee Group”, or “Shift”. Click on the
“View/Print” button and another browser will open up the Working Hour report in PDF
format.
To manually Add working hour records, click on the “Working Hours” icon on top of the
search filters to bring you to the Work Hours input interface. You may click on the
individual’s “Edit” button to edit the timing details. You may also delete the working
hours individually. If you wish to delete the entire filtered selection, click on the “Delete
All” button.
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3.1.1 Work Hours Input (Default Tab)
When you click on the Working Hour icon or Edit button, you would be directed to the
Work Hours Input page. You may select the respective Employee by clicking on the first
dropdown. The list is sorted by Employee Name. Click on the Shift Code to define the
right shift on the working hours to enter. To set the start/end time, enter the hours in
“Hours” & minutes in “Mins”. For example 8:20pm should be entered “20” in the Hours
field & “20” in the Mins field.
3.1.2 Work Hours Input (Options Tab)
User can set if the record should Apply Late Penalty, Lunch deduction or Overtime. User
can also select the respective Project/Department/Section that the working hr record is
allocated to.
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3.2 Additional/Deduction
Additional/Deduction (Add/Dedtn)
The addition/deduction is the function where you would key in the respective
allowances/disbursements or deduction into the system. These are recorded as a
transaction type. There are 4 different ways to enter theses transactions.
You may filter & view the Additional/Deduction report, by “Employee Name/NRIC”,
“Employee Shift”, “Month” and “Year” selection. Click on the “View/Print” button and
another browser will open up the Additional/Deduction report in PDF format.
To manually Add Allowances records, click on any of the 4 icon on top of the search
filters to bring you to the input interface. You may click on the individual’s “Edit” button
to edit the allowance item details. You may also delete the allowance individually. If you
wish to delete the entire filtered selection, click on the “Delete” button beside the left side
of the Search button.
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3.2.1
.2.1 Additional/Deduction Information
The first type is the single record addition, deduction entry. When you click on the
Additional/Deduction icon or Edit button, you would be directed to the
Addition/deduction Input page. You may select the respective Employee by clicking on
the first dropdown. The list is sorted by Employee Name. Enter a tile or name for the
entry such as “Transport Allowance” followed by selecting a date for the allowance to be
assigned to the employee, shift related to the reimbursement of the allowance, attached
to (if it attracts CPF or does not attracts CPF or a bonus allowance), amount and finally
currency of this allowance such as SGD or USD.
3.2.2 Multiple Additional/Deduction
The second type is the multiple record additions, deductions entry. When you click on
the Multiple Transaction icon, you would be directed to the Multiple Addition/deduction
Input page. You may select the respective Employee by clicking on the first dropdown.
The list is sorted by Employee Name. Enter a tile or name for the entry such as “Transport
Allowance” followed by selecting a date for the allowance to be assigned to the
employee, currency of this allowance such as SGD or USD, % scaling ranging from 1 –
100 in percentage of allocation which is computed using the Basic salary, Allowance
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type such as Additional or deduction, attached to (if it attracts CPF or does not attracts
CPF or a bonus allowance), employee group associated with the allowance and the shift
related to the reimbursement of the allowance.
Note: The ‘amount’ field will be field up when scaling is entered and applied. Based on
the above example, with a scaling of 50 (meaning to say 50%), A009999999A amount
will be filled $1200. The amount can be amended by user whenever necessary before
saving.
3.2.3 Recurring Information (+/-

(+/-)
The third type is the recurring additions, deductions entry. When you click on the
Recurring Transaction icon, you would be directed to the Recurring Addition/deduction
Information Input page. You may select the respective Employee by clicking on the first
dropdown. The list is sorted by Employee Name. Enter a tile or name for the entry such
as “Transport Allowance” followed by shift related to the reimbursement of the
allowance, attached to (if it attracts CPF or does not attracts CPF or a bonus allowance),
currency of this allowance such as SGD or USD, employee group associated with the
allowance and amount.
After specifying the necessary attributes, user will then determine the beginning (From)
and ending (To) Year, Month and Day of transaction to be created. For Day field, the
system only allows days between 1st to 28th for month. 29th, 30th and 31st is excluded as it
might not appear in some months of the year.
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3.2.4 Yearly Transaction
The last type is the yearly transaction additions, deductions entry. When you click on the
Yearly Transaction icon, you would be directed to the Yearly Transaction Information
Input page. You may select the respective Employee by clicking on the first dropdown.
The list is sorted by Employee Name. Enter a tile or name for the entry such as “Transport
Allowance” followed by shift related to the reimbursement of the allowance, Allowance
type such as Additional or deduction item, attached to Gross, Net or Bonus (if it attracts
CPF or does not attracts CPF or a bonus allowance), currency of this allowance such as
SGD or USD, employee group associated with the allowance and template for existing
template available.
User will be able to create new template by clicking on the ‘New’ link below the
Template drop down selection. When user clicks on the New link, a new template will be
created and user will be able to enter a date and amount before saving. Save button
below will allow the system to save the template. Note: User will still need to select a
template and click on the main screen save button in order for the transaction to occur
or apply to the system.
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3.2 Generate Payslip
The Payslip Management is the function where you would be able to generate
employee’s payslip for your company monthly payroll.
User will be able to select a list of different payslip layout formats available namely:
1) General - Basic and general purpose payslip layout

2) Voucher - Common payslip layout
3) Informative (A) - Gross Salary with calculated Working Hours details
4) Informative (B) - Gross Salary with Additions/Deductions/Leave details
5) Informative (C) - Summarized Payslip layout with calculated Working Hours
details
6) Summary - Summarized Payslip layout
7) Standard Summary - Summarized Payslip layout with Advance/Loan details
8) Add/Dtn Summary - Summarized Payslip layout with Additions/Deductions and
Leave details
You may filter & view a single or a list of payslips generated, by search employee name
using the Name textbox, “Employee Name/NRIC selection”, “Employee Group”, “Month”
and “Year” selection. Click on the “View/Print” button and another browser will open up
the payslip or detailed report in PDF format.
To generate a payslip records, click on the ‘Generate Payslip’ icon on top of the search
filters to bring you to the payslip generation interface. You may click on the individual’s
“Print” button to view and print individual payslip details. You may also delete the payslip
individually. If you wish to delete the entire filtered selection, click on the “Delete” button
beside the left side of the Search button.
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3.3.1 Pay Slip Generator
The following screen shows the pay slip generator page. When you click on the
Generate Payslip icon, you would be directed to the Payslip generator page. User will
then determine a start and end date of the payslip to be generated. The payslip ID
suggest that user can also input a preferred ID or using the default Payslip ID for the
range of payslips to be generated. You may select the respective Employee by clicking on
the dropdown list. The list is sorted by Employee Name and ‘ALL’ option among the list
of selection. By selecting ‘ALL’, user will be able to generate the entire payslips at a go.
Apply FWL (Foreign workers Levy), a mandatory contribution, is a default checked item
which applies to all foreigners payslip according to government regulatory. Under
unforeseen circumstances, user can choose to uncheck the option whenever required.
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3.3.1 Pay Slip Confirmation
The following screen shows the pay slip generator confirmation page. When you click
on the next button from the Payslip Generator page, you would be directed to the
Payslip generator confirmation page. User will be able to preview a list of to-be-
generated payslip transaction records with the option to edit individual records by
clicking on the ‘Edit’ button. User will be able to make change to the Shift ID which is the
selection of employee shift, Week start ranging from week 1 – week 5 (Explanation
below), start date and end date of payslip, determining of the following payslip or
employee requires the contribution of SDF (by default is selected) and lastly the plus (+)
sign meant user will be able to select and combine a series of payslips generated for one
employee that consist of numerous shift as one. (By default is selected)
Note: By default, week 1 will be pre-selected with reference from the Start date. Example
as shown above is the 1 Jan 2008 day will be considered week 1 of the payslip to be
generated. Week 5, which is also available, is to enable user to perform week selection
which normally includes 29th, 30th and 31st as week 5. Breakdown as follows:
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3.4 IR8A Forms
IRAS Features is built to specification given from Inland Revenue Authority of Singapore.
This feature would be in-use either upon resignation of employees in the company or
submission of income tax declaration annually. Our system allows user to generate Form
IR8A or Form IR8S as well as IR8A and IR8S auto-inclusion file submission format.
3.4.1 Generate IR8A
The following screen shows the Generate IR8A manager page. When you click on the
Auto-Inclusion icon from the IRAS Features page discussed earlier, you would be
directed to the Generate IR8A manager page. User will be able to preview a list of
generated IR8A transaction records with the option to edit or delete individual records
by clicking on the ‘Edit’ or ‘Delete’ button respectively. By default, all IR8A transaction
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records will be checked or selected waiting for user to trigger the ‘Next’ button to
proceed to the Submission confirmation page. Upon selection of the dropdown list
below the Income Year text, the screen will be refreshed and user will be allowed to view
the respective year records.
3.4.1.1 Generate Employee IR8A Record
When you click on the Prepare Auto-Inclusion (E-submission) icon or Edit button, you
would be directed to the Employee IR8A generation page. You may select the respective
Employee by clicking on the first dropdown. The list is sorted by Employee Name and
‘ALL’ represent all the employees in the company will be generated. The income year
dropdown list will allow user to select the year IR8A required to be generated or
prepared and user will click on the ‘Generate’ button to proceed when ready. The ‘Back’
button will navigate user back to ‘Generate IR8A manager page.
3.4.1.2 IR8A Employer’s Submission Information
The following page will show when user clicks on the ‘Next’ button from the Generate
IR8A manager page after the necessary IR8A records is being identified for generation.
User will be prompted to enter a series of information which will be displayed in either
the forms format or auto-inclusion file format. Description of the input fields available as
follows:
1. Basic Year – Employee worked year. Example if you would like to perform IR8A
form/file format generation for the year 2008, the basic year selection should be
2007.
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2. Organization Type – The common selection for MNCs and SMEs is ‘ROC No –
Company Selection.’ unless advised by Inland Revenue Authority of Singapore.
3. Organization ID No. – (Mandatory field) ROC No. or ACRA No. issued by

Accounting Corporate Regulatory Authority Singapore (ACRA) which normally
consists of 9 number character and 1 alphanumeric character.
4. Name of Authorized Person – (Mandatory field) an officially appointed company

officer or human resource in-charged of the company or organization will be
required to include his/her name in the file or form. IRAS will contact the following
personnel in the event of uncertainty or issues identified.
5. Designation of Authorize Person – Official job designation of authorized person in

the company of the authorized person.
6. Name of Employer – Company’s name registered with ACRA.
7. Telephone Number – Company contact number or direct contact of authorized

person in-charge of company’s Human Resource matters.
8. Email Address of authorized Person – Electronic address of authorized person in-

charge of company’s Human Resource matters.
9. Name/Division of Branch – Internal to one’s organization framework which is

officially declared in ACRA such as holding company or subsidiaries of a main
company.
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3.4.2 Generate IR8S
The following screen shows the Generate IR8S manager page. When you click on the
Auto-Inclusion icon from the IR8S Features page discussed earlier, you would be directed
to the Generate IR8S manager page. User will be able to preview a list of generated IRSA
transaction records with the option to edit or delete individual records by clicking on the
‘Edit’ or ‘Delete’ button respectively. By default, all IR8S transaction records will be
checked or selected waiting for user to trigger the ‘Next’ button to proceed to the
Submission confirmation page. Upon selection of the dropdown list below the Income
Year text, the screen will be refreshed and user will be allowed to view the respective
year records.
3.4.2.1 Generate Employee IR8S Record
When you click on the Generate IR8S Forms icon or Edit button, you would be directed
to the Employee IR8S generation page. You may select the respective Employee by
clicking on the first dropdown. The list is sorted by Employee Name and ‘ALL’ represent
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all the employees in the company will be generated. The income year dropdown list will
allow user to select the year IR8S required to be generated or prepared and user will click
on the ‘Generate’ button to proceed when ready. The ‘Back’ button will navigate user
back to ‘Generate IR8S manager page.
3.4.2.2
3.4.2.2 IR8S Employer’s Submission Information
The following page will show when user clicks on the ‘Next’ button from the Generate
IR8S manager page after the necessary IR8S records is being identified for generation.
User will be prompted to enter a series of information which will be displayed in either
the forms format or auto-inclusion file format. Description of the input fields available as
follows:
1. Basic Year – Employee worked year. Example if you would like to perform IR8A
form/file format generation for the year 2008, the basic year selection should be
2007.
2. Organization Type – The common selection for MNCs and SMEs is ‘ROC No –
Company Selection.’ unless advised by Inland Revenue Authority of Singapore.
3. Organization ID No. – (Mandatory field) ROC No. or ACRA No. issued by Accounting
Corporate Regulatory Authority Singapore (ACRA) which normally consists of 9
number character and 1 alphanumeric character.
4. Name of Authorized Person – (Mandatory field) an officially appointed company

officer or human resource in-charged of the company or organization will be
required to include his/her name in the file or form. IRAS will contact the following
personnel in the event of uncertainty or issues identified.
5. Designation of Authorize Person – Official job designation of authorized person in

the company of the authorized person.
6. Name of Employer – Company’s name registered with ACRA.
7. Telephone Number – Company contact number or direct contact of authorized

person in-charge of company’s Human Resource matters.
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8. Email Address of authorized Person – Electronic address of authorized person in-

charge of company’s Human Resource matters.
9. Name/Division of Branch – Internal to one’s organization framework which is

officially declared in ACRA such as holding company or subsidiaries of a main
company.
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3.5 Generate IDEAL
The Generate IDEAL function is a DBS bank direct GIRO debit of employees calculated
salary. DBS IDEAL is commissioned and released in 1995 in view to replace DPAY and
DPAY 2 file format. In order to perform direct debit of employee salary, user will be
required to register an account with DBS bank and login to the portal for file submission
every month.
Through smartHRMS using our DBS IDEAL file generator, user will be required to provide
the system with the following information:
1) Ref Seq. No. – A unique ID generated by smartHRMS
2) Sequence No. – A number issue by the file creator ranging from 1-99. For company
that submitted only 1 file per month, the recommended sequence number entered is 1.
3) Effective Date – Date that the bank performs the debit of salary to the employee’s
bank account. Note: Effective date cannot be on Saturday or Sunday. If effective date
required is on Thursday, company is required to submit the file 2 days by 2pm before
date.
4) Start Date will be retrieving records with start date referencing from existing
smartHRMS payslip records.
5) End Date will be retrieving records with end date referencing from existing
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3.5.1 IDEAL File Confirmation
The following screen shows the IDEAL file confirmation page when user click on the
‘Generate’ button from the IDEAL Generator page discussed earlier. User will be able to
preview a list of pre-generated IDEAL log transaction records with the option to include
or exclude before clicking on the ‘Save’ button.
‘View/Print’ button will allow user to generate a softcopy file in pdf format which allows
user to preview a list of information similar to the file format to the generated. The ‘Save’
button will generate a file (formatted) and enable user to save the file to your local
computer directory. ‘Back’ button will navigate user back to the Generator manager
page.
Once all information is verified and validated, user will then proceed to login DBS portal
and submit it for processing accordingly.
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3.6 Generate HSBC MRI
The Generate HSBC MRI function is a HSBC bank direct GIRO debit of employees
calculated salary. User will be required to register an account with HSBC bank in order to
be able to login to the portal for file submission every month.
Through smartHRMS using our HSBC MRI file generator, user will be required to provide
1) Payment Set No. – A default unique HSBC ID for 1st submission file. Subsequent
submission file will be E02, E03 etc.
2) Transaction Date – Date that the bank performs the debit of salary to the employee’s
bank account. Note: Transaction date cannot be on Saturday or Sunday. If transaction
date required is on Thursday, company is required to submit the file 2 days by 2pm
before date.
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3.6.1 HSBC MRI File Confirmation
The following screen shows the HSBC MRI confirmation page when user click on the
‘Generate’ button from the HSBC MRI Generator page discussed earlier. User will be able
to preview a list of pre-generated MRI log transaction records with the option to include
or exclude before clicking on the ‘Save’ button to proceed.
page.
Once all information is verified and validated, user will then proceed to login the
designated HSBC portal and submit it for processing accordingly.
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3.7 Generate UOB IBG
The Generate UOB IBG function is a UOB bank direct GIRO debit of employees
calculated salary. In order to perform direct debit of employee salary, user will be
required to register an account with UOB bank and login to the portal for file submission
every month.
Through smartHRMS using our UOB IBG file generator, user will be required to provide
1) Service Type. – Consist of option IBGINORM or IBGIEXP. The different between this 2
types of service is IBGINORM charges customer at normal rate service (2 days processing
time) while IBGIEXP charges customer at a higher cost at express service rate (within 12-
18 hours processing time)
2) Sequence No. – A number issue by the file creator ranging from 1-99. For company
that submitted only 1 file per month, the recommended sequence number entered is 1.
date.
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3.7.1 UOB IBG File Confirmation
The following screen shows the UOB IBG confirmation page when user click on the
‘Generate’ button from the UOB IBG Generator page discussed earlier. User will be able
to preview a list of pre-generated IBG log transaction records with the option to include
or exclude before clicking on the ‘Save’ button to proceed.
page.
designated UOB portal and submit it for processing accordingly.
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3.8 Generate OCBC Bank Submission
The Generate OCBC Bank submission function is OCBC bank direct GIRO debit of
employees calculated salary. In order to perform direct debit of employee salary, user will
be required to register an OCBC velocity account with OCBC bank and login to the
portal for file submission every month.
Through smartHRMS using our OCBC file generator, user will be required to provide the
system with the following information:
1) Batch No. – A number issue by the file creator ranging from 1-99. For company that
submitted only 1 file per month, the recommended batch number entered is 1.
date.
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3.8.1 OCBC GIRO File Confirmation
The following screen shows the OCBC file confirmation page when user click on the
‘Generate’ button from the OCBC file Generator page discussed earlier. User will be able
to preview a list of pre-generated OCBC log transaction records with the option to
include or exclude before clicking on the ‘Save’ button to proceed.
page.
designated OCBC portal and submit it for processing accordingly.
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3.9 Generate CPF-

CPF-PAL
The Generate CPF-PAL function is to generate a file to be submitted to CPF board that
comprise of the breakdown of the employee CPF, employers CPF, skilled development
fund (SDL) as well as Foreign workers levy (FWL) contribution. In order to perform direct
debit to employees account as well as deduction from employer corporate bank
account, user will be required to register a CPF board for a login account to enable
themselves to login to the portal for file CPF e-submission (via DTL file uploading) every
month.
Through smartHRMS using our CPF-PAL generator, user will be required to provide the
system with the following information:
1) Employer Ref. No. – A unique 7 digit reference number issued by CPF board upon
successful registration of Company’s CPF account.
2) Advice Code – Advice code is a file submission sequence number ranging from 01-99.
For company who only require submitting one time per month, the advice code input is
normally 01 unless advice by CPF Board.
3) Month – CPF contribution month
4) Year - CPF contribution year
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3.9.1 CPF-
CPF-PAL – Employee Submission Selection (Phase 1)
The following screen shows the Employee submission selection page when user click on
the ‘Generate’ button from the CPF-PAL Generator page discussed earlier. User will be
able to preview a list of pre-generated CPF-PAL transaction records with the option to
include or exclude before clicking on the ‘Next’ button to proceed.
3.9.2 CPF-
CPF-PAL Confirmation
The following screen shows the CPF-PAL confirmation page when user click on the
‘Next’ button from the Employee submission selection page earlier. User will be able to
select the status of the employee as follows:
Status Type:
1) Existing - Existing, active working employee
2) Leaver – Employee leaving the company after current month submission
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3) New Joiner – Employee 1st month contribution under the name of the company.
4) Join and Leave – Employees joined and left the company on the same month
user to preview a list of information similar to the file format to the generated. The
‘Download’ button will generate a file (formatted) and enable user to save the file to
your local computer directory. ‘Back’ button will navigate user back to the employee
submission selection page.
Once all information is verified and validated, user will then proceed to login the CPF
portal and submit it for processing accordingly.
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3.10 Auto Upload (CSV

(CSV)
CSV)
Work Hours uploader is a function built to cater to company that process employees
working hours on a excel spreadsheet to enable them to bring in the work hours timing
into smartHRMS within mins. User will be prompt to browse and search for a file to be
uploaded. Upon selection of the file, user will then click on the ‘Upload’ button to
process the working hours timing into smartHRMS. The ‘Back’ button will navigate user
back to the payroll Management panel.
Note: The following function requires user to pre configure the columns setting in the
company setup tab which will be discussed in the later part of this user guide under the
chapter System Setup.
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3.11 TMS Work Hour Retrieval
TMS Work Hours Retrieval is another work hour uploader function built to cater to
company that is equipped with time attendance machine that output work hours either
in .dat or .csv extension. These files must be recognized by smartHRMS. User will be
prompt to enter or select a start time and end time of working hours to be retrieval from
the file. After which, depending on the setting and the number of time attendance
machine used by the company (mainly depends on the implementation of the device),
user will then select a attendance file for check in file or if necessary, select a file for check
out file as well. After selection, user will then select file extension either .dat or .csv file
format before clicking on the ‘Upload’ button to process the working hours timing into
smartHRMS. The ‘Back’ button will navigate user back to the payroll Management panel.
Note: The following function requires user to pre configure the columns setting in the
company setup tab which will be discussed in the later part of this user guide under the
chapter System Setup.
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3.12 Reports & Query
Reports & Query (PM) comprises of several payroll management reports categorized into
6 main tabs. Upon clicking on the Report & Query link or icon under Payroll
Management, the system will display the content of the Contribution tab by default.
3.12.1
3.12.1 Reports & Query – Contribution
Under the contribution tab, there are a total of 4 reports namely Summary 1, Summary 2,
Standard details and Register details. Before generating the reports for view, user can
input the following filter options such as NRIC/Name or ‘ALL’ to select all employees.
Group determines the employee group to be selected or ‘ALL’ to select all employee’s
group, format of the report either in PDF or XLS, Month and Year to be retrieved,
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currency selection of USD, SGD or ‘ALL’ and lastly identify the report format before
proceeding to click on the ‘View/Print’ button to generate the report.
3.12.2 Reports & Query – Reconciliation
Under the Reconciliation tab, there are a total of 3 reports namely differences report, YTD
report and comparison report.
For Differences report, user will determines the employee group to be selected or ‘ALL’
to select all employee’s group, format of the report either in PDF or XLS, Month and Year
to be retrieved to be compared (A), Month and Year to be retrieved in comparison (B).
After all the selection is made, user will then click on the ‘View/Print’ button to proceed
to view the report.
For YTD report, user will determine the NRIC/Name or ‘ALL’ to select all employees to be
generated, year to be generated for the year-to-date report and report to be generated
either in PDF or XLS format.
For Comparison report, user will determines the Month and Year to be retrieved to be
compared (C), Month and Year to be retrieved in comparison (D) and the format of the
report either in PDF or XLS. After all the selection is made, user will then click on the
‘View/Print’ button to proceed to view the report.
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3.12.3 Reports & Query – Allowances
Under the Allowances tab, user will be able to generate the allowances report with the
desired filter options such as the NRIC/Name or ‘ALL’ to select all employees to be
generated, employee shift to be selected or ‘ALL’ to select all employee’s shift in
smartHRMS, Month and Year to be retrieved and currency selection of USD, SGD or ‘ALL’.
After user determine their criteria of the report to be display, user will then click on the
‘View/Print’ button to proceed with the creation of report.
3.12.4 Reports & Query – PDS
Under the PDS tab, user will be able to generate the PDS report with the desired filter
options for Project code or ‘ALL’ selection, Department code or ‘ALL’ selection, Section
code or ‘ALL’ selection, format of report to be either in Detail style or Summary format,
range of date to be generated using the calendar picker from the ‘From’ box and lastly
the calendar picker from the ‘To’ box. After user determine their criteria of the report to
be display, user will then click on the ‘View/Print’ button to proceed with the creation of
report.
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3.12.5 Reports & Query – Cost Centre
Under the Cost Centre tab, there are a total of 3 costing reports namely Labour Costing
(By Hour), CPF/FWL Costing, Labour Costing (By Payslip).
In order to generate the reports, user will be required to specify the Project code or ‘ALL’
selection followed by selecting or entering a ‘From’ and ‘To’ date field before proceed to
click on the ‘View/Print’ button to preview the content of the report.
Note: Leaving the ‘From’ and ‘To’ date empty will indicate that the system will draw all
records in the system with no date constraint taken into consideration.
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Advances & Loans
SmartHRMS, Advance & Loan Module comprises of the following features:
1) Advance & Loan

2) Report & Query (Under Construction)
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4.1 Advances & Loans Management
Click on >Advances & Loans >Process Application to view the details and records of all
Employee advances, loans as well as payment.
You may filter & view the Advance & Loan report, by “Employee NRIC/Name”, “Employee
Group named as Group”, “Month” and “Year” selection. Click on the “View/Print” button
and another browser will open up the Advance & Loan report in PDF format.
To manually Add Advance, loan or payment records, click on the icon on top of the
search filters to bring you to the input interface. You may click on the individual’s “Edit”
button to edit the allowance item details. You may also delete the allowance individually.
If you wish to delete the entire filtered selection, click on the “Delete” button beside the
left side of the Search button.
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4.1.1
4.1.1 Advance & Loan Input – Advance
By default, Type ‘Advance’ will be selected when user clicks on the Advance or Loan icon
from the Advance & Loan Input page. You may select the respective Employee by
clicking on the first dropdown. The list is sorted by Employee Name. The next will be type
selection. There are a total of 3 types available namely, Advance, Loan and Payment. For
the above illustration, we’ll be discussing the type ‘Advance’ option in use. The next field
is the Date where user will be able to use the system date picker or manually enter a
suitable date format to the system, followed by currency of this advances/loan such as
SGD or USD, amount and lastly remarks of application (whenever necessary).
4.1.2 Advance & Loan Input – Loan
The above screen will be shown when user selects the Type as ‘Loan’. You may select the
respective Employee by clicking on the first dropdown. The list is sorted by Employee
Name. The next will be type selection. There are a total of 3 types available namely,
Advance, Loan and Payment. For the above illustration, we’ll be discussing the type
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‘Loan’ option in use. The next field is the Date where user will be able to use the system
date picker or manually enter a suitable date format to the system, followed by currency
of this advances/loan such as SGD or USD, amount, period in term of number of
payment required and lastly remarks of application (whenever necessary).
4.1.3 Advance & Loan Input – Payment
The above screen will be shown when user selects the Type as ‘Payment. You may select
the respective Employee by clicking on the first dropdown. The list is sorted by Employee
Name. The next will be type selection. There are a total of 3 types available namely,
Advance, Loan and Payment. For the above illustration, we’ll be discussing the type
‘Payment’ option in use. The next field is the Date for the payment where user will be
able to use the system date picker or manually enter a suitable date format to the system,
followed by currency of this advances/loan such as SGD or USD.
The unique part of type payment is that an amount due will be shown above for the
selected employee. If an employee borrows $2000 on Aug 07 and borrows another
$5000 on Sep 07, the total amount reflected as amount due will be $7000. Payment will
be the amount the employee has paid back to the company and lastly remarks of
application (whenever necessary).
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Human Resource
SmartHRMS, Human Resource Module comprises of the following features:
1) Employee Information
2) Employee Group
3) Employee Qualification
4) Employee Shift
5) Report & Query
6) Family Information
7) Education Record
8) Disciplinary Record
9) Accident Record
10) Accident Item
11) Nation Service
12) Company Assets
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5.1 Employee Group

Group
Click on >Human Resource >Group to view the details and records of all Employee Bio
data in the system. This is the beginning step before proceed to create employee bio-
date or information.
All employee group ID, policy ID associated with the group ID will be listed as shown
above. ‘Back’ button will navigate user back to the Human Resource main panel.
5.1.1 Employee Group Information
When you click on the Employee Group icon or Edit button, you would be directed to
the Employee group Input page. User will then enter a unique employee group ID as
well as a selection of Leave Policy. For newly setup user where leave policy has yet to be
setup, user can select the option “[NONE]” and return back to this screen to configure
the leave policy associated with the employee group. ‘Back’ button will navigate user
back to the employee group manager page while the ‘Save’ button will allow user to
create an employee group.
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5.2 Employee Information
Click on >Human Resource >Employee Information to view the details and records of all
Employee Bio data in the system.
You may filter & view the Employee information records or report, by Employee Name
search, Employee pass no and employee group. User will also be able to view the report
either in pdf or in excel format. Click on the “View/Print” button and another browser
will open up the report.
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5.2.1 Employee Information Input - Mandatory
By default, Mandatory tab will be selected. When you click on the Employee Information
icon or Edit button, you would be directed to the Employee information Input page. The
following fields are available on Mandatory tab:
1) Photo – Employee photo size picture, recommended size is 90x100 pixels.

2) Name – Name of Employee shown in Identification card
3) NRIC/FIN No. – Unique Singapore reference number shown in Identification card
4) Passport No. – Number issue by ICA available in Singaporean passport after 1 Aug 07.
5) Employ No. – Unique employee company reference no.
6) Clear Photo – Allows user to clear uploaded photo (using Edit mode)
7) Alias – A common name or nickname used to address the following employee
8) Date of Employment – Employee’s employment date
9) Date of Birth – Employee’s date of birth
10) Address 1 – Employee’s primary lodging or local address
11) Address 2 – Employee’s alternate address
12) Designation – Job title in the company.
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5.2.2 Employee Information Input - Personnel
The following fields are available on Personnel tab:
1) Status – Employee current principle status (Single, Married, Widow, Divorced)

2) Religion – Employee key religion (Buddhism, Taoism, Hinduism, Christianity, Muslim)
3) Race – Employee race (Chinese, Malay, Indian, Tamil, Singh)
4) Country – Employee’s Citizenship
5) Local Citizen – Checked if local citizen and unchecked if likewise
6) Others (Specify) – Employee citizenship which cannot be found in ‘Country’ list
7) S. Level – Employee Skilled Level (For foreigners only which affects FWL contribution)
8) Employee Group – Employee group assigned to for management
9) Gender – Male or Female
10) Contact (h) – Employee’s Home telephone number
11) Contact (hp) – Employee’s Hand phone number
12) N.O.K. Name – Employee’s Next of kin name
13) N.O.K Contact – Employee‘s Next of kin contact number (home no. or hp no.)
14) Contribution Centre – Employee’s monthly contribution centre
15) Contri Amt ($) – Amount of contribution per month
16) Remark(s) – Empty field for employee’s information input.
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5.2.3 Employee Information Input - Company

Company
The following fields are available on Company tab:
1) EP Pass No. – Employee employment pass number

2) EP Pass Date – Employee employment pass issued date
3) EP Pass Date – Employee employment pass expiry date
4) Work Pass No. - Foreigner work pass number
5) Work Pass Date - Foreigner work pass issued date
6) Work Expiry Date - Foreigner work pass expiry date
7) Permanent Resident (Foreigner) – Determine if employee is a PR
8) P.R. Date – Employee P.R. Date which will affect CPF contribution calculation
9) Resigned –Determines of employee resigned from company
10) Cessation – Employee’s employment termination date
11) Confirm Employment – Determines if employee has been confirmed by the company
12) Confirmation Date – Employee confirmation date enables application of leave
13) Special Leave – Allows user to award additional leave above leave policy entitlement
14) BF Leave – Allows user to make adjustment of changes to the bring forward leave
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5.2.4 Employee Information Input - Bank
The following fields are available on Bank tab:
DBS IDEAL
1) Account Name – Name of Account assigned by bank
2) Account No. – Account number assigned by bank (Reflected in payslip)
3) Bank No. – Bank number in Singapore (4 digits)
4) Branch No. – Bank’s branch number in Singapore (3 digits)
HSBC MRI
1) Bank ID – Bank identification in Singapore (4 digits)
2) Branch & Account No. – Branch associated with assigned account number.
UOB Bank IBG

2) Bank code. – Bank code/number in Singapore (4 digits)
3) Account No. – Account number assigned by bank (11 digits)
OCBC Format
2) Bank code. – Bank code/number in Singapore (4 digits)
3) Account No. – Account number assigned by bank (11 digits)
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5.2.5 Employee Information Input (5)
The following fields are available on Setting tab:
Contribution Settings
1) Apply CPF Rates – Determines if employee requires CPF contribution
2) Apply FWL Rates – Determines if employee requires FWL contribution
3) Apply SDF Rates – Determines if employee requires SDF contribution
4) S Pass Holder – Determine if employee is an S-pass holder which requires FWL
contribution.
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5.3 Employee Qualification
Click on >Human Resource >Qualification to view the details and records of all Employee
qualification in the system. Employee qualification module is used to house all employee
training records received or trained during employment.
You may filter & view the Employee qualification records, by Employee Name search,
and employee NRIC. ‘Back’ button will navigate user back to the Human Resource main
panel.
5.3.1 Qualification Information
When you click on the Employee qualification icon or Edit button, you would be directed
to the Employee qualification Input page. User will then selects employee NRIC/Name
within the dropdown list, enter or select a date which the employee certification was
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awarded, enter a title for the certification name. ‘Back’ button will navigate user back to
the employee group manager page while the ‘Save’ button will allow user to create an
employee qualification record.
5.4 Employee Shift/Salary
Click on >Human Resource >Shift/Salary to view the details and records of all Employee
shift salary in the system.
You may filter & view the Employee shift/salary records, by Employee Name search,
employee NRIC or shift type such as monthly, hourly or both using the ‘ALL’ selection.
‘User will also be able to view the report in pdf format through clicking on the
“View/Print” button whenever necessary. A new browser will open for the report.
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5.4.1 Employee Shift Setup
When you click on the Employee shift icon or Edit button, you would be directed to the
Employee shift/salary Input page. User will then selects employee NRIC/Name within the
dropdown list, select a pre-set shift code (under the Masters->Shift Master), date which
shift salary commence, salary figure or amount, currency either in USD or SGD, salary
type either monthly or hourly and lastly check or uncheck the Active box to determine if
user requires the shift/salary record in the system to be in-use. ‘Back’ button will navigate
user back to the employee shift/salary manager page while the ‘Save’ button will allow
user to create the employee shift/salary record.
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5.5 Family Information
Click on >Human Resource >Family Info. to view the details and records of all Employee
family records in the system.
You may filter & view the Employee family records, by employee NRIC. ‘User will also be
able to view the report in pdf format through clicking on the “View/Print” button
whenever necessary. A new browser will open for the report.
5.5.1 Family Information Input
When you click on the Employee family information icon or Edit button, you would be
directed to the Employee family Input page. User will then selects employee NRIC/Name,
enter the name of the employee’s family member, Date of birth, occupation, contact
number, company working in, Relationship with employee such as son, daughter,
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spouse, mother or father, Present living address, permanent address (if required),
designation and lastly the remarks field for any other information. ‘Back’ button will
navigate user back to the employee shift/salary manager page while the ‘Save’ button
will allow user to create the employee family record.
Note: 2 days of Childcare leave will be enabled when an employee family records of a
son or daughter whose date of birth matches the Employment Act criteria of below 7
years old.
5.6 Education Record
Click on >Human Resource >Education Information to view the details and records of all
Employee education record in the system. Education record is different from smartHRMS
qualification record module. Education records stores a list of employee past educational
information (such as secondary school, tertiary educational institution, high school
education etc) before joining the company.
You may filter & view the Employee educational records, by employee NRIC/name
dropdown list followed by triggering the search button. ‘User will also be able to view
the report in pdf format through clicking on the “View/Print” button whenever
necessary. A new browser will open for the report.
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5.6.1 Educational Details Input
When you click on the Employee education record icon or Edit button, you would be
directed to the Employee educational details Input page. User will then selects employee
NRIC/Name, select a level (Pre-set through Educational level module), select a centre
(Pre-set through Education centre module), select a discipline (Pre-set through
Educational discipline module), start date, end date of the course, country which
employee pursuit the education, check if the following is the employee’s highest
education and lastly the marks field for user to input any other information. ‘Back’ button
will navigate user back to the employee education record manager page while the ‘Save’
button will allow user to create a new employee educational record.
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5.6.2 Educational Center Information
Click on >Human Resource >Education Information > Education Centre Information to

view the details and records of all educational centre in the system.
5.6.2.1 Educational Center Input
When you click on the educational centre icon or Edit button, you would be directed to
the educational centre Input page. User will be able to enter education center name
(such as ABC Polytechnic) and remarks of the education centre if required. ‘Back’ button
will navigate user back to the employee education centre record manager page while
the ‘Save’ button will allow user to create a new educational centre.
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Educational Level Information
Click on >Human Resource >Education Information > Education Level Information to

view the details and records of all educational level in the system.
5.6.3.1 Educational
Educational Level Input
When you click on the educational level icon or Edit button, you would be directed to
the educational level Input page. User will be able to enter education level (such as
Advance, beginning etc) and remarks of the education level if required. ‘Back’ button will
navigate user back to the employee education level record manager page while the
‘Save’ button will allow user to create a new educational level.
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5.6.4 Educational Discipline Information
Click on >Human Resource >Education Information > Education Discipline Information to

view the details and records of all educational discipline in the system.
Education Discipline Input
When you click on the educational discipline icon or Edit button, you would be directed
to the educational discipline Input page. User will be able to enter education discipline
(such as Electrical Engineering, Business, and Information Technology etc) and remarks
of the education discipline if required. ‘Back’ button will navigate user back to the
employee education discipline record manager page while the ‘Save’ button will allow
user to create a new educational discipline.
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Disciplinary Record
Click on >Human Resource >Disciplinary Information to view the details and records of all
Employee disciplinary record in the system.
You may filter & view the Employee disciplinary records, by employee NRIC/name
dropdown list followed by triggering the search button. ‘User will also be able to view
the report in pdf format through clicking on the “View/Print” button whenever
necessary. A new browser will open for the report.
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Disciplinary Record Input
When you click on the Employee disciplinary record icon or Edit button, you would be
directed to the Employee disciplinary Input page. User will then selects employee
NRIC/Name, select an offence (Pre-set through offence type module), country which
employee commit the offence, return date after committing the offence, selecting an
employee who is the supervisor in-charge of this employee through the File by
dropdown list and remarks of the employee disciplinary/offence if required. ‘Back’ button
will navigate user back to the employee disciplinary record manager page while the
‘Save’ button will allow user to create a new employee disciplinary record in the system.
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5.8 Offence Type
Click on >Human Resource >Disciplinary Information > Offence Type to view the details
and records of all offence type available in the system.
5.8.1 Offence Type Input
When you click on the offence type icon or Edit button, you would be directed to the
offence type Input page. User will be able to enter the offence name (such as Rob, Steal
and bribery etc) and remarks of the offence type if required. ‘Back’ button will navigate
user back to the offence type manager page while the ‘Save’ button will allow user to
create a new offence type.
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5.9 Accident Record
Click on >Human Resource >Accident Record to view the details and records of all
accident record committed by employees in the system.
You may filter & view the accident records, by employee NRIC/name dropdown list or
select ‘ALL’ selection to view the entire company accident record, followed by triggering
the search button. ‘User will also be able to view the report in pdf format through
clicking on the “View/Print” button whenever necessary. A new browser will open for
the report.
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5.9.1 Accident Record Input
When you click on the accident record icon or Edit button, you would be directed to the
accident record Input page. User will then selects employee NRIC/Name, enter a date of
the accident or using the data picker, enter a brief description of the incident/accident
that occurred and remarks of the accident if required. ‘Back’ button will navigate user
back to the accident record manager page while the ‘Save’ button will allow user to
create a new accident record in the system.
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5.10 Accident Item
Click on >Human Resource >Accident Item to view the details and records of all accident
item available in the system. The following function is built for our PDA module selection
which is also available for smartHRMS HR management.
You may filter & view the accident records, by employee name search by triggering the
search button.
5.10.1 Accident Item Input
When you click on the accident item icon or Edit button, you would be directed to the
accident item Input page. User will enter a name for the accident item(such as Work Site
1 injury, Office Injury etc). ‘Back’ button will navigate user back to the accident record
manager page while the ‘Save’ button will allow user to create a new accident item for
selection in the system.
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5.11 National Service
Click on >Human Resource >National SVC Info. to view the details and records of all
employee’s national service information in the system.
You may filter & view the national service information, by employee NRIC/name
dropdown list or select ‘ALL’ selection to view the entire national service record, followed
by triggering the search button. ‘User will also be able to view the report in pdf format
through clicking on the “View/Print” button whenever necessary. A new browser will
open for the report.
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5.11.1 National Service Input
When you click on the Add NS Record icon or Edit button, you would be directed to the
national service information Input page. User will then selects employee NRIC/Name,
select a NS status (such as Active, ORD, ROD, Exempted and others), enter ORD date and
ROD date, unit name as well as vocation and lastly remarks if required. ‘Back’ button will
navigate user back to the national service manager page while the ‘Save’ button will
allow user to create a new employee NS record in the system.
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5.12 Company Assets
Click on >Human Resource >Assets Info. to view the details and records of all employees
issued assets information in the system.
You may filter & view the assets issued, by employee NRIC/name dropdown list or select
‘ALL’ selection to view the entire assets item record, followed by triggering the search
button. ‘User will also be able to view the report in pdf format through clicking on the
“View/Print” button whenever necessary. A new browser will open for the report.
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5.12.1 Company Assets Input
When you click on the Add Asset Item icon or Edit button, you would be directed to the
employee’s asset issued information Input page. User will then selects employee
NRIC/Name, select an item name (Pre-set through Asset item master module), enter
issued date and return date if available, quantity issued and lastly remarks such as assets
damaged or lost if required. ‘Back’ button will navigate user back to the Assets control
manager page while the ‘Save’ button will allow user to create a new employee asset
issued record in the system.
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5.12.2 Assets Item
Click on >Human Resource >Assets Item to view the details and records of all assets item
available in the system.
5.12.2.1 Assets Item Input
When you click on the Add item icon or Edit button, you would be directed to the asset
item Input page. User will be able to enter the item name (such as Laptop, PDA or hand
phone etc), unit cost of purchase, date of product purchase and remarks of the asset
item if required. ‘Back’ button will navigate user back to the asset item manager page
while the ‘Save’ button will allow user to create a new asset item in the system ready for
selection.
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5.13 Reports & Query
The following screen will be shown will user click on Human Resource > Reports & Query
(HR). There are 3 reports direct links the report namely:
1) Individual Employee Report (Human Resource > Employee Information)

2) Employee Summary Report (Human Resource > Employee Information)
3) Work Permit Report (Shown below)
5.13.1
5.13.1 Reports & Query (Work Permit Report)
When user click on the work permit report link, user will be directed to the interface as
shown above. User will be able to view the work permit report by ranging start and end
date through From and To date field. When From and To field is filled, user will then
proceed to click on the ‘View/Print’ button to view report.
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Leave Management
SmartHRMS, Leave Management Module comprises of the following features:
1) Apply Leave (Leave Application)

2) Leave Policy
3) Leave Group
4) Leave-to-pay Conversion
5) Leave Type
6) Reports & Query
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6.1 Leave Information
Click on > Leave Management >Apply Leave (Leave Application) to view the details and
records of all Employee’s applied leave in the system.
You may filter & view the Employee leave records or report, by employee name search,
leave type available, date of leave allotted and employee group. User will also be able to
view the report either in pdf or in excel format. Click on the “View/Print” button and
another browser will open up the report.
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6.1.1 Leave Application
When you click on the Apply Leave icon, you would be directed to the leave application
page. User will then selects employee NRIC/Name, leave type available for application,
start date followed by determining if user applies half day or full-day by checking or
uncheck the Half day(am) box and end date following by determining if half-day or full-
day leave to be applied and remarks of leave application if required. Exclude public
holiday, exclude Saturday and exclude Sunday in use to apply/exclude the non-working
days when user applies a range of leaves. ‘Back’ button will navigate user back to the
leave management manager page while the ‘Save’ button will allow user to create a
new employee leave record.
Whenever leave type is changed, the calculation and values on the right box display will
be updated according.
The explanation of the leave terms are as follows:

1) Current Year Entitlement refers to the entitled/pro-rated leave for the current year.
2) B.Forward refers to the leave bought forward from last year
3) Applied refers to the leave applied this year
4) Balanced refers to the leave balance till end of the year
5) Entitlement refers to the Entitled leave for the whole year.
6) Allotted (Earned) refers to the Leave Balance till date. This is the Term Entitlement till
date plus B.Forward less Applied Leave.
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6.1.3 Leave Details
When you click on the Details button from the record available in the leave manager
page, you would be directed to the leave details information page.
You may filter & view the Employee leave details records or report, by selecting
employee NRIC/Name, start date, end date as well as employee group. User will also be
able to view the report either in pdf or in excel format. Click on the “View/Print” button
and another browser will open up the report. The ‘Delete’ button will enable user to
remove leave record that has previously been created and ‘Back’ button will navigate
user back to the leave manager page.
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6.2 Leave Policy
Click on > Leave Management >Leave Policy to view the details and records of all
company leave policy available in the system.
6.2.1 Leave Policy Setup
When you click on the Leave Policy icon, you would be directed to the leave policy input
page. User will then enter a unique policy ID and determine if the following leave policy
allows brought forward of leave from previous work year. ‘Back’ button will navigate
user back to the leave policy manager page while the ‘Save’ button will allow user to
create a new leave policy in the system.
Note: Bring forward leave option only applies to annual leave configuration.
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6.2.2 Leave Policy

Policy Details
When you click on the Details button from the record available in the leave policy
manager page, you would be directed to the leave policy details page.
You may filter & view the leave policy details records or report, by selecting policy
available in the dropdown list followed by the ‘Search’ button. The ‘Delete’ button will
enable user to remove leave record that has previously been created and ‘Back’ button
will navigate user back to the leave policy manager page.
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6.2.2.1 Leave
Leave Policy Details Setup
When you click on the Leave Policy Details icon, you would be directed to the leave
policy details input page. User will then select an existing policy, enter the year (such as
1, 2, 3 etc), allocation (days) as in number of days allocated for the year, maximum bring
forward days is a constraint setter which allows user to impose a limit to the maximum
number of days allowed to bring over for the year. ‘Back’ button will navigate user back
to the leave policy details manager page while the ‘Save’ button will allow user to create
a new leave policy details record in the system.
Note:
o Maximum number of bring forward (Days) leave should NOT be more

than allocation (Days) for the year.
o For unlimited amount of leave allowed to be brought forward, user will
be required to enter the value -1 (for Annual leave only).
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6.3 Leave Group
Click on >Leave Management >Leave Group to view the details and records of all existing
leave group available in the system.
6.3.1 Leave Group

Group Input
When you click on the Leave Group icon or Edit button, you would be directed to the
leave group input page. User will be able to enter the unique leave group ID and
allocation (Days) to the leave group to be formed. ‘Back’ button will navigate user back
to the leave group manager page while the ‘Save’ button will allow user to create a new
leave group in the system.
Note: The usage of the following function allows user to combine 2 or more different
leave type with a maximum allocation for the unique group of leave.
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6.4 Leave-
Leave-to-
to-pay Conversion
Click on > Leave Management >Leave-to-pay Conversion to view the details and records
of all employee’s leave-to-pay conversion record in the system.
You may filter & view the leave-to-pay conversion records, by employee NRIC/Name
selection search, employee group (‘ALL’ for all employee selection), and month (‘ALL’ for
all month of the year selection) and year (‘ALL’ for all year selection where record exists)
selection. The ‘Delete’ button available on each record as shown above allows user to
remove record from system upon confirmation.
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6.4.1 Leave-
Leave-to-
to-Pay Input
When you click on the Leave-to-pay conversion icon or Edit button, you would be
directed to the leave-to-pay conversion input page. User will be prompt to select a
NRIC/Name through a dropdown list of employees, enter a date for the transaction, days
to convert and lastly amount to be paid per day. ‘Back’ button will navigate user back to
the leave-to-pay manager page while the ‘Save’ button will allow user to create a new
leave-to-pay record in the system.
Note:
o Leave-to-Date will show user the up-to-date leave record count, updated
when user make changes to the employee NRIC/Name selection.
o If user enters days(s) converting is 5 and amount per Day is 5, smartHRMS
will calculated and return the leave-to-pay conversion amount as $25.00
which will be reflected in the payslip.
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6.5 Leave Type
Click on >Leave Management >Leave Type to view the details and records of all existing
leave type in the system.
6.5.1 Leave Type Input
When you click on the Leave type icon or Edit button, you would be directed to the
leave type input page. User will be able to enter the unique leave name (such as Medical
Leave), allocation (Days) for the following leave type, select a leave group available or
[None] if not required, select a policy ID available or [None] if not required, check
Payable if the following leave is payable and lastly check Full Entitlement if the following
leave takes reference from Date of Employment instead of date of confirmation. ‘Back’
button will navigate user back to the leave group type page while the ‘Save’ button will
allow user to create a new leave type in the system.
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6.6 Reports & Query
Reports & Query (LM) comprises of several leave management reports categorized into 2
main tabs. Upon clicking on the Report & Query link or icon under leave management,
the system will display the content of the Company tab by default.
6.6.1 Reports & Query – Company
Under the company tab, user will be able to generate the company leave report. Before
generating the reports for view, user can input the following filter options such as leave
type required, employee group, leave-to-date date input and format of the report either
in PDF or XLS, and lastly click on the ‘View/Print’ button to generate the report.
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6.6.2 Reports & Query – Individual
Under the individual tab, user will be able to generate employee individual leave report.
Before generating the reports for view, user can input the filter options such as
employee NRIC/Name (‘ALL’ to select all employee), employee group, start date and end
date of leave report required, format of the report either in PDF or XLS, and lastly click on
the ‘View/Print’ button to generate the report.
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Masters
SmartHRMS, System Masters Module comprises of the following features:
1) Shift Master
2) Report & Query (Under Construction)
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7.1 Shift Masters Management
Click on > Masters >Shift Masters to view the details and records of all shift setting
You may filter & view the shift records, through shift code search. The ‘Delete’ button
available on each record as shown above allows user to remove record from system
upon confirmation.
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7.1.1 Shift Setting – Configuration
When user clicks on the shift master icons or edit button from the shift master
management page, the following screen shown above will appear. By default,
Configuration tab will be selected. The explanations of the fields are as follows:
Shift Setting
1) Shift ID – A unique shift code/ID/name
2) Start Time Interval – Express in minutes, allowances given to the shift commencement
3) End Time Interval – Express in minutes, allowances given to end of shift
4) OT Interval – Express in minutes, amount of time given before commencement of OT
5) Shift Interval – Express in minutes, for shift to take working hours into consideration
6) Lunch Break (Min) – Express in minutes, lunch break given to shift.
7) Shift Block (Min) – Express in minutes, shift block to calculate salary (15, 30, 45, 60).
8) Attendance ID – Select attendance policy available (To be configure in Attendance

Policy module in Company Setup) in the system to associate with shift if required.
Late Interval Penalty (Applies only to employee lateness pay deduction)

1) Penalty Rate – Express in dollar taking per unit minutes into consideration
2) Per Unit Min – Determines the, per unit minutes block for computation of penalty rate.
Shift Default Setting

1) Weekly Minutes - Value express in minutes. Weekly minutes determines per hour
calculation for employee’s salary as well as setting a cap in the system for total working
hour for the week to/before transit to OT pay calculation.
2) Apply Weekly Computation – Allows user to enable weekly computation to determine

working hour computation based on weekly minutes.
Note:
o 2640 minutes or 44 hours maximum based on Employment Act.

o For monthly pro-rate based on 44 hours or 2640 minutes, each working
day should have same number of working hours.
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7.1.2 Shift Setting – Payout
When user clicks on the payout tab, the following screen shown above will appear. The
explanations of the fields are as follows:
Payout Policy Setting

1) OT Rate – Rate can be express in dollar or in percentage depending on apply fixed
rate check box beside OT Rate.
2) Apply Fixed Rate (OT) – Check to enable rate is expressed in percentage. Uncheck if
rate is express in dollar.
3) Sunday Rate – Rate can be express in dollar or in percentage depending on apply
fixed rate check box beside Sunday Rate.
4) Apply Fixed Rate (Sunday) – Check to enable rate is expressed in percentage. Uncheck
if rate is express in dollar.
5) PH Rate – Rate can be express in dollar or in percentage depending on apply fixed
rate check box beside PH Rate. PH is also known as public holiday.
6) Apply Fixed Rate (PH) – Check to enable rate is expressed in percentage. Uncheck if
rate is express in dollar.
‘Back’ button will navigate user back to the shift master manager page while the ‘Save’
button will allow user to create a new shift setting in the system.
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7.1.3 Shift Setting Details
When you click on the Details button from the record available in the shift master
manager page, you would be directed to the shift details setup page.
You may filter & view the shift records by week by selecting on the dropdown list
followed by the ‘Search’ button. ‘Back’ button will navigate user back to the shift master
manager page. User will be able to add work day start and end time through the
bottom-most row by selecting the week sequence through the dropdown list under
Week, selects Day ranging from Monday to Sunday under ‘Day’, enter a valid start and
end time, checked if work hour ranges from day to night (i.e. 11:00pm – 5am requires
user to check the box) and lastly click on the ‘Add’ button to add new shift details record.
The ‘Edit' button allows user to make changes to existing shift detail record and the
‘Delete’ button will enable user to remove shift detail record that has previously been
created.
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E-Services
SmartHRMS, E-Service Module comprises of the following features:
1) E-Service Account
2) Group Manager
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8.1 E-Service Account
Click on >E-Service >E-Account (User Account Information) to view the details and
records of all E-user account available in the system.
You may filter & view the E-Account records, by searching the user ID, user type via
dropdown list or select ‘ALL’ selection to view all groups, followed by triggering the
search button. ‘User will also be able to view the report in pdf format through clicking on
the “View/Print” button whenever necessary. A new browser will open for the report.
8.1.1 E-Service Account Setup
When you click on the E-Account icon or Edit button, you would be directed to the E-
user account information input page. User will then selects employee NRIC/Name, enter
a unique user name, select user type (such as User, Manager or director), enter password
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and password re-confirmation textbox, enter a valid email for e-service update, check the
box ‘Change Password on next login’ when user requires password to be changed on
new login, select a leave Approver group, leave finalize group, claim approver group,
claim finalize group and lastly News approver group all based on a pre-set list available
through Group manager module. ‘Back’ button will navigate user back to the E-Account
manager page while the ‘Save’ button will allow user to create a new E-account login
record.
Note: Leave and Claim finalize dropdown list is an option function, used if 2 levels of
approving group or individual is required. Directors of the company will be available for
selection in this group.
8.1.2 E-Service Project Group Manager

Manager Setup (For PDA Costing only)
When you click on the Details button from the record available in the E-Account
manager page, you would be directed to the E-Account group manager setup page.
User will be able to view a list of project code available in the system. By clicking on the
(>>) button, user will be able to associate the project code to the E-Account. By clicking
on the (<<) button, user will be able to return the project code back to the project list.
The following function is used to associate project code to E-account for smartHRMS
PDA solution only. ‘Back’ button will navigate user back to the E-Account manager page
Note: Project code movement will automatically be saved into the database upon
clicking on the left (>>) or right (<<) sign button.
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8.2 Approval Grouping
Click on >E-Service Approval Group (Approver Grouping) to view the details and records
of all approver groups formed in the system.
You may filter & view the approval group master/records, by searching the group ID
followed by triggering the search button. ‘User will also be able to view the report in pdf
format through clicking on the “View/Print” button whenever necessary. A new browser
will open for the report.
8.2.1 Approval Grouping Setup
When you click on the Approval Group icon or Edit button, you would be directed to the
approval group input page. User will prompt to enter a unique Group name. ‘Back’
button will navigate user back to the approval group manager page while the ‘Save’
button will allow user to create a new approval group.
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8.2.2 Approval Group Member Setup
When you click on the Details button from the record available in the approval group
manager page, you would be directed to the E-Account group manager setup page.
User will be able to view a list of employee available (NRIC/Name) in the system. By
clicking on the (>>) button, user will be able to associate the employee to the approval
group. By clicking on the (<<) button, user will be able to return the employee record
back to the employee list. The following function is used to form approving managers
and directors group for E-Service module. ‘Back’ button will navigate user back to the
approval group manager page
Note: Employees record movement will automatically be saved into the database upon
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Company Setup
SmartHRMS, System Setup Module comprises of the following features:
1) Company Maintenance
2) System User Account
3) Project Code (PDS)
4) Attendance Policy
5) System Log Record (Audit Trail)
6) Change Password
7) Reports & Query (Under Construction)
Supporting Tools
1) DBS Debugger
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9.1 Company Maintenance
Click on System Setup > Company Maintenance to view all the system setting available in
the system. By default, Information tab will be selected.
9.1.1 Company Setup - Information
Under the information tab, user will be able to make changes to the following attributes:
1) Company Name – Name of registered company (if required)

2) Address – Company Address (If necessary)
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Company Work Force Sector

1) Sector – See Below and select the appropriate
2) Dependency Level – See below and select the appropriate
Dependency Ceiling Category of Levy Rate ($)

Sector
(DC) Foreign Worker Monthly Daily
Up to 40% of the total Skilled 150 5
workforce Unskilled 240 8
Above 40% to 55% of the Skilled 150 5

Manufacturing
total workforce Unskilled 280 10
Above 55% to 65% of the
*Skilled/Unskilled 450 15
total workforce
Skilled 150 5
****Experienced
1 local full-time worker
Construction & exempted from 300 10
to 7 foreign workers
MYE
Unskilled 470 16
Skilled 150 5
Marine
Unskilled 295 10
Skilled 150 5
****Experienced
Process & exempted from 300 10
MYE
Unskilled 300 10
Skilled 150 5
Up to 30% of the total
workforce
Unskilled 240 8
Services Above 30% to 40% of the

total workforce
Above 40% to 50% of the

total workforce
Normal rate 265 9

Domestic
NA
Worker **Concessionary
170 6
rate
***25% of the total
S Pass Holder Skilled 50 2
workforce
Last update: 5 Aug 2008 retrieved from

http://www.mom.gov.sg/publish/momportal/en/communities/work_pass/work_permit/applicati
on/requirements/foreign_worker_levy.html
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9.1.2 Company Setup – Display
Under the Display tab, user will be able to make changes to the display in smartHRMS:
1) Banner Link – smartHRMS screen banner (Applies to both smartHRMS and E-Services)
The recommended banner size is 100 x 82 pixels.
2) Letter Header Link – Allows user to upload a banner of their own which will be
displayed when payslip is printed out or preview.
The recommended size for upload is 670x100pixel.
9.1.3 Company Setup – Config
Under the Config tab, user will be able to make changes to the display in smartHRMS:
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1) Month per year – By default, the value is pre-set to 13 in assumption that the company
gave 13 month bonus (lower the per hour pay rate).
2) CPF Tolerance (Days) – To instruct CPF-PAL generate to collate payslip with reference
from the tolerance set against the Start Date.
3) Prepared by – Normally the payroll administrator name who prepares the payroll.
4) Approved by – Name of Human Resource manager or in-charge
9.1.4 Company Setup – Bank
Under the Bank tab, user will be able to make changes to the display in smartHRMS:
DBS-IDEAL Banking Details

1) Acc Name – Company’s account name given by bank
2) Account No. – Company’s account number given by bank
3) Branch No. – Company’s branch number for account opening (3 digits)
4) Bank No. – Company’s bank number (4 digits)
5) Company ID – Company’s identification number given by bank
HSBC MRI Banking Details

1) Acc No. – Company’s account number given by bank
UOB-IBG Banking Details

2) Bank No. – Company’s bank number (4 digits)
OCBC Banking Details

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9.1.5 Company Setup – System
Under the System tab, user will be able to make changes to the attributes in smartHRMS:
System Setting
1) Payslip No. – Running number in smartHRMS when a payslip is generated.
2) Cheque No. – Running number in smartHRMS when a cheque is generated.
3) Not to apply Calendar Year Calculation – When user unchecked the following box, all
employees leave will be taking reference from date of employment. When the following
option is checked, all employee leave will ends 31-Dec which will either be brought
forward or reset.
Password Alert Agent

HRMS Duration: Express in terms of months, for the system to prompt user(s) to change
their password.
E-Services Duration: Express in terms of months, for the system to prompt user(s) to
change their password.
Note: It is NOT advisable for users to use back their old password for new password.
Excess CPF Contribution (For Excess Contribution Special customers)

1) Excess Rate - For company contributing Excess CPF to employees, user will be required
to input a value, express in percentage.
2) Max. Medisave – Express in dollars, a cap amount to medisave contribution in the
event an employee CPF cross the maximum wage ceiling.
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9.1.6 Company Setup – Uploader 1
Under the Uploader 1 tab, user will be able to make changes to the attributes in
smartHRMS:
1) Date – Express in numeric ranging from column 0-7

2) NRIC – Express in numeric ranging from column 0-7
3) Start Time – Express in numeric ranging from column 0-7
4) End Time – Express in numeric ranging from column 0-7
5) Project – Express in numeric ranging from column 0-7
6) Department – Express in numeric ranging from column 0-7
7) Section – Express in numeric ranging from column 0-7
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9.1.7 Company Setup – Uploader 2
Under the Uploader 2 tab, user will be able to make changes to the attributes in
smartHRMS:
1) NRIC – Express in numeric ranging from column 0-7

2) Date – Express in numeric ranging from column 0-7
3) Start Time – Express in numeric ranging from column 0-7
4) End Time – Express in numeric ranging from column 0-7
5) Check In Name – Express in numeric ranging from column 0-7
6) Check Out Name – Express in numeric ranging from column 0-7
7) Check In/Out – Express in numeric ranging from column 0-7
8) NRIC column as ID – If the following box is checked, ID will be compared with
smartHRMS employee ID. When the box is uncheck, NRIC will be used to recognize
records instead.
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9.2 System Users Account
Click on >System Setup > User Account to view the details and records of all user account
You may filter & view the user account records, through selection of user type followed
by triggering the search button.
Note: For Type Administrator, ‘Modules’ button on the right as shown above will be
disabled as administrator will gain all access rights to all functions. Only type user will
have ‘Modules’ button enabled for user to disable unnecessary features from the user
account user
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9.2.1 System Users Account Setup
When you click on the User account icon or Edit button, you would be directed to the
user account input page. User will prompt to enter a unique user name, select an
appropriate user type, password followed by password confirmation, and lastly check
the ‘Change Password on next login’ option when required. ‘Back’ button will navigate
user back to the user account manager page while the ‘Save’ button will allow user to
create a new user account in the system.
9.2.2 System User Account
When you click on the ‘Modules’ button from the user account manager, you would be
directed to the user modules selection page. User will then put a tick to the modules
required before clicking on the ‘Save’ button.
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9.3 Project Code
Click on >System Setup > Project Code to view the details and records of Project code
You may filter & view the user account records, through selection of project type (or the
‘ALL’ selection) followed by triggering the search button.
9.3.1 Project Code Setup
When you click on the Project Code icon or Edit button, you would be directed to the
Project Code input page. User will prompt to enter a unique project ID, project name as
well as select an appropriate type to be Project, Department or Section. ‘Back’ button will
navigate user back to the project code manager page while the ‘Save’ button will allow
user to create a new project code in the system.
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9.3.2 Project Code Details
When you click on the Details button from the record available in the project code
manager page, you would be directed to the project code details manager setup page.
User will be able to view a list of employee available (Employee number/Alias) in the
system. By clicking on the (>>) button, user will be able to associate the employee to the
confirm employee list. By clicking on the (<<) button, user will be able to return the
employee record back to the employee list. The following function is used to form
project/Department/Section costing group for cost calculation purposes. ‘Back’ button
will navigate user back to the project code manager page
Note: Employees record movement will automatically be saved into the database upon
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9.4 Attendance Policy
Click on >System Setup > Attendance Policy to view the details and records of attendance
policy available in the system.
9.4.1 Attendance Policy Setup
When you click on the Attendance icon or Edit button, you would be directed to the
Attendance policy input page. User will prompt to enter a unique attendance ID, select
an attribute to associate such as gross, net or bonus, allowance for the attendance policy
and lastly check if the following attendance policy must be a confirmed employee in
order to receive the incentives. ‘Back’ button will navigate user back to the attendance
policy manager page while the ‘Save’ button will allow user to create a new attendance
policy in the system.
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9.4.2 Attendance
Attendance Policy Details
When you click on the Details button from the record available in the attendance policy
manager page, you would be directed to the attendance policy details information page.
You may filter & view the attendance policy records, by selecting the attendance ID
available in the system as well as leave type such as medical leave, compensation leave
etc. The ‘Delete’ button will enable user to remove attendance policy details record that
has previously been created and ‘Back’ button will navigate user back to the attendance
policy manager page.
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9.4.2.1 Attendance Policy Detail Setup
When you click on the Attendance policy details icon or Edit button, you would be
directed to the Attendance policy details input page. User will prompt to select
attendance ID, leave type available in the system, and enter number of occurrences and
percentage in %. ‘Back’ button will navigate user back to the attendance policy details
manager page while the ‘Save’ button will allow user to create a new attendance policy
in the system
Example of a 1 tier usage for Attendance policy as follows:
Application of Medical Leave within a month

Occurrences 1 2 3 4
Percentage 10% 50% 75% 100%
Assume monthly medical-free allowance of $50.00. When employees applies medical

leave for more than twice a month, his/her medical-free allowance has been reduced to
$25.00
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9.5 System Log (Audit Trail)
Click on >System Setup > Audit Trail to view the details and records of transaction
performed in the system.
You may filter & view the transaction records, by selecting the user name available in the
system as well as specifying a start date and end date range to filter the required audit
trail information. The ‘Clear’ button will allow user to remove the audit trail information
reflected on the filter inputs. ‘User will also be able to view the report in pdf format
through clicking on the “View/Print” button whenever necessary. A new browser will
open for the report.
‘Back’ button will navigate user back to the system setup main panel page.
9.6 Change Password
Click on >System Setup > Change Password to make changes to user account password
if required.
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9.7 IDEAL Result File Debugger
Click on >System Setup > IDEAL Debugger to access to IDEAL result troubleshoot
function. This function allows user to input a DBS result file that contains error to verify
the error content so as to rectify the issue highlighted in order for successful submission.
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Chapter 10 Frequently
Asked Questions
How to use SmarthHRMS for different Scenarios
1) What the different if I log in as User and Administrator?
Administrator can access every part but User is limited. User can only few report
that are set for them and check their shift or take leave in the system.
2) Am I able to control some of the right administration for the user?
Yes. If you are the administrator, you can set the module under System Setup, go
to User Account. Click on module and you can set some rights for the user. Notice that
you cannot set the right for yourself and people who are the same level as you.
3) Is my data secured with Avelogic?
Don't worry with your data with us. The data and application is resided with
Pacific Internet data center. We have fully secured servers with encryption on database
down to the record level and a 128/256-bit secure socket layer protection when you
access SmartHRMS from your client PC or laptop.
4) Is the calendar and time accurate and punctual?
Yes. The time and clock takes reference from our server date and time. We assure you
that even if the date or time of your PC or laptop is wrongly set, it will not affect the
transaction date of the system.
5) What types of format of report will I able to view?
Payroll Management
• Pay Slip Report

• There are 5 types of reports that you can view from:
1. General
2. Voucher
3. Informative(A)
4. Informative (B)
5. Informative (C)
6. Summary
7. Standard Summary
8. Add/Dtn Summary
• Contribution Report
• Pay slip Details Report
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• PDS Detailed Report

• PDS Summary Report
• Working hours Report
• Additional Deduction Report
Human Resource
• Individual Employee Report

• Employee Summary Report
Let you view the employee summary report by Group. Report details include
Employee NRIC, Name, Status, DOB, DOE, Country, Gender, Gender, Race, Control
Centre, Account No, Home No and Mobile No.
• Work Permit Report
Let you view foreign worker or staff details by range of date. So you will know during
a particular range of time, you employed how many foreign worker or staff. Details
of the report include NRIC, Name, Work Permit No, Work Permit Date and Work
Expiry Date.
Leave Management
• Leave Summary Report

• Individual Leave Report
6) Will I be able to track which user has logged in the system and what action they have
taken?
Yes. You can do it by going to System Setup, click Audit trail. Click Print. And you can
see from the report.
7) Do this system support E-

E-filing of CPF submission?
Yes. Our application helps you do and generate CPF-PAL format file that conforms to
CPF format. Just saved the created file in your preference disk and submit the file online
thru CPF portal using the FTP submission mode (the same mode if you are using
AutoExcel). We will update any changes when CPF format is changed.
8) How do I obtain Employer Ref. No and Advice No?

Your Employer Reference Number is given by CPF. Do not include the full stop but
instead key in the full 7 digit number when generating CPF submission file. Advice
Number refers to the number of times you submit to CPF in the payment month. For eg,
if you submit the first time for the month of June, then you should use Advice No. 01.
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9) What if I have employed foreign worker or staff, do the system give me alert when
someone work permit have expired so that I won't have any illegal worker in my
company?
The system track foreign workers' permit expiry by means of the Work Permit Expiry
report. As the worker's permit expiry is keyed into the system, the report can be derived
when user ranged the report according to the specify expiry dates.
10) Can the system calculate if my company working hours per week is more/less than
44 hours?
Yes you can. The system is calculation is based on the weekly minutes entered in the
shift masters. 2640min or 44 hrs is the maximum stipulated calculation for the number of
minutes/hours per week under the normal working hour’s section gazette under the
Employment Act. If your company calculates payroll outside the stipulated guide, then
you may change the total number of weekly minutes.
11) My Payroll is very big, is the payroll system suitable for me to use?
SmartHRMS caters from the very big to the very small enterprises. We used the latest
Microsoft. Net technology with the robust SQL database to ensure that latency of the
system is drastically cut down. We are very conscious of the load optimization of our
server to ensure that there is no lax in accessing our system. Of course, the client's PC
performance and the Internet's bandwidth do play a significant part in the performance
of the application.
12) Why is the Overtime in your Working Hours defined in 30 minutes setting?
Our OT tolerance is set at half an hour. Reason being the following:
1. Normally, workers will take an estimate of half an hour to pack and leave before
punch card (drinks or go toilet). In many cases here, companies set the tolerance
of half an hour as these are non work related matters.
2. Prorated calculation is based on 44 hrs per week or 2288 hrs per year.
Calculation to the minutes will create a big problem because the per unit rate is
no longer hours but minutes. Refer to the training, if a person is paid a basic of
$1,000, then per hour (for prorated calculation is at 3 decimal place) is 5.244. If
this is change to per minute then it will have to be to 6 decimal place at
0.087641. It will be very difficult to assimilate calculation, especially now when
we have already achieve seamless integration with our time attendance machine
(If you use the machine, then the working hours can be auto updated).
13) How do I do pro-

pro-rated calculation in the system?
To determine prorated calculation, it is primary determine by the shift settings.

For example, Worker A draws a $1,000/- monthly pay. He works from Monday to Friday
from 9am - 6pm, with a lunch hr break, and on Saturday from 9am-2pm, also with 1 hr
lunch break. Total hours work in the week is 44 hours, which is set as 2640 minutes in
the shift settings. So the system will calculate per hour of worker A as $5.244 per hour.
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So when this worker work from 1st to 6th October, which is a 5 day working day, he will
get 40 hrs x 5.245 = $$208.33.
This coincide with MOM pro-rated calculation, which formula is
Monthly gross rate of pay1 * Total number of days the employee actually worked in that
month3
________________________________________
Total number of working days in that month2
= Salary (Which also gives you $208.33)
All you need to do is to specify which day this Worker start and end and the pro-rated
calculation will be derived for you as stated in the attached.
14) Do the system auto calculate the contribution amount for the employees?
employees?
No. The administrator will key in the contribution amount at the human resource
details. As mentioned, the contribution guidelines are mainly guidelines, and state the
minimum contribution, so there is no stopping from your employee to contribute more.
MBMF is the only COMPULSORY fund to deduct.
15) How do I handle public holiday off days when the public holidays falls on a non-
non-
working day?
As for the other question about holiday falling on Sat or Sun, giving off day to staff,
treatment may vary from company to company. The best way to handle this is to create
a leave type call "Holiday Off Day". Since it is a company wide policy, you do not need to
attach any policy to it. The Holiday Off day is controllable by allocation, so for example, if
year 2007 has 3 Off days, then you just need to adjust accordingly. This can be adjusted
at the beginning of the year for easy implementation.
16) How do I set the bonus to the previous year of tax assessment when my bonus is
actually given out in the earlier part of the new working calendar year?
Most systems in the market are not able to handle Bonus accrual because most
companies give out bonus in Jan or Feb for the previous year. This would affect the IRAS
submission. The good thing about our system is that the Bonus component is separate
and is an effective date changeable. So for example, if the bonus for 2006 is declared in
the month of Jan 2007, you can still process your bonus as part of Jan 2007 payroll.
After this is completed, just edit the effective date back to Dec 2006. This component will
then form part of the IRAS assessment for year 2006.
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17) What if I need help?
You can call our helpdesk or email us at support@avelogic.com. You may also key in
your support query by our hyperlink below the login details at SmartHRMS portal. We
assure you that your query will be acknowledged and that we aim to give you a
satisfactory answer within 12 hours.
*Note: Email or faxing the above information to technical support often get faster
response and more thorough results. Many problems have a quick and simple solution
which technical support can reply by fax or email back to you. Also, a written request
allows technical support to review your situation and be better prepared to assist you
when they call back.
- END OF USER MANUAL -
THANK YOU FOR CHOOSING
AS YOUR CHOICE
Please visit our website at http://www.avelogic.com for product updates, trouble

shooting guide, technical support as well as more information on our Qualified
Consultant Support program.
© Copyrights 2006, 2007, 2008, Avelogic Pte Ltd

All Rights Reserved. All Trademarks herein are the property of their owners respectively.
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EASY & POWERFUL PAYROLL MANAGEMENT SYSTEM

A QUALITY PRODUCT FROM

SMARTHRMS VERSION 1.0 PAYROLL MANAGEMENT SYSTEM

SmartHRMS provides critical reports to enable thorough review of key performance

Release date for this manual: 20th June 2008

Copyright © 2006, 2007, 2008 by:

Terms & Conditions

7. AVELOGIC PROPRIETARY RIGHTS

• YOU EXPRESSLY UNDERSTAND AND AGREE THAT:

11. TRADEMARK INFORMATION

13. GENERAL INFORMATION

1) Human Resource Management

1.1 Hardware/Technical Requirements

1.2 Technical Support and Warranty

1) Company Registration and Name

1.3 SmartHRMS System Flow Chart

Payroll Management (PM)

Advances & Loans (AL)

Human Resources (HR)

Leave Management (LM)

Company Setup (CS)

Chapter 2 Getting Started

2.1 Quick Tour of SmartHRMS Version 1.0

Firstly, open your Internet Explorer as shown below:

Type www.smarthrms.com under browser URL link.

2.1.1. Login Screen

Enter Login Details

When Company ID (ACRA Registration Number), Username and password is

2.1.1.1 In Case cannot log into SmartHRMS

If an incorrect User is presented or a wrong password is used, then access into

2.1.2 SmartHRMS Main Menu Screen

2.1.2.1 SmartHRMS Prompt Screen Indicator (Session Expires)

2.1.2.2. SmartHRMS Prompt Screen Indicator (Invalid Browser-

Remedy: User Microsoft Internet Explorer to access smartHTMS.

The system will naturally flow from:

1) Working Hour Manager

Click on >Payroll Management>Working Hours Manager to view the details of the

3.1.1 Work Hours Input (Default Tab)

3.1.2 Work Hours Input (Options Tab)

3.2.2 Multiple Additional/Deduction

3.2.3 Recurring Information (+/-

3.2.4 Yearly Transaction

3.2 Generate Payslip

1) General - Basic and general purpose payslip layout

3.3.1 Pay Slip Generator

3.3.1 Pay Slip Confirmation

3.4 IR8A Forms

3.4.1 Generate IR8A

3.4.1.1 Generate Employee IR8A Record

3.4.1.2 IR8A Employer’s Submission Information

3. Organization ID No. – (Mandatory field) ROC No. or ACRA No. issued by

4. Name of Authorized Person – (Mandatory field) an officially appointed company

5. Designation of Authorize Person – Official job designation of authorized person in

6. Name of Employer – Company’s name registered with ACRA.

7. Telephone Number – Company contact number or direct contact of authorized

8. Email Address of authorized Person – Electronic address of authorized person in-

9. Name/Division of Branch – Internal to one’s organization framework which is

3.4.2 Generate IR8S

3.4.2.1 Generate Employee IR8S Record

4. Name of Authorized Person – (Mandatory field) an officially appointed company

5. Designation of Authorize Person – Official job designation of authorized person in

6. Name of Employer – Company’s name registered with ACRA.

7. Telephone Number – Company contact number or direct contact of authorized