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    Payroll Operation Manual (SOP) - Tricor Business Services v1.7

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    Puvaneswary Balachandren
    This document provides an overview of Tricor Business Services' payroll operation standard operating procedures for clients. It outlines the key stages in the payroll processing cycle from cut-off dates to payment, including processing payroll, releasing reports for client approval, statutory declarations, and ad-hoc activities like employee data maintenance and user acceptance testing. The goal is to ensure due diligence and excellence at each stage of delivering payroll services to clients.

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    Payroll Operation Manual (SOP) - Tricor Business Services v1.7

    Uploaded by

    Puvaneswary Balachandren
    133 views9 pages
    This document provides an overview of Tricor Business Services' payroll operation standard operating procedures for clients. It outlines the key stages in the payroll processing cycle from cut-off dates to payment, including processing payroll, releasing reports for client approval, statutory declarations, and ad-hoc activities like employee data maintenance and user acceptance testing. The goal is to ensure due diligence and excellence at each stage of delivering payroll services to clients.

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    This document provides an overview of Tricor Business Services' payroll operation standard operating procedures for clients. It outlines the key stages in the payroll processing cycle from cut-off dates to payment, including processing payroll, releasing reports for client approval, statutory declarations, and ad-hoc activities like employee data maintenance and user acceptance testing. The goal is to ensure due diligence and excellence at each stage of delivering payroll services to clients.

    Copyright:

    © All Rights Reserved
    Download as PDF, TXT or read online from Scribd
    Download as pdf or txt
    133 views9 pages

    Payroll Operation Manual (SOP) - Tricor Business Services v1.7

    Uploaded by

    Puvaneswary Balachandren
    This document provides an overview of Tricor Business Services' payroll operation standard operating procedures for clients. It outlines the key stages in the payroll processing cycle from cut-off dates to payment, including processing payroll, releasing reports for client approval, statutory declarations, and ad-hoc activities like employee data maintenance and user acceptance testing. The goal is to ensure due diligence and excellence at each stage of delivering payroll services to clients.

    Copyright:

    © All Rights Reserved
    Download as PDF, TXT or read online from Scribd
    Download as pdf or txt
    of 9
    At a glance
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    The key takeaways are the payroll processing timeline and procedures, employee data maintenance activities, and user acceptance testing (UAT) requirements.

    The main steps involved in payroll processing are cut-off, processing payroll/releasing reports, client's approval, releasing output reports, payment, statutory declarations, and ad-hoc activities.

    Some common employee data updates handled are new joiners' information, resignations, career progressions, recurring allowances and deductions, and TP3 information.

    TBS Payroll - Internal Use Only

    08/2019
    Payroll Operation Manual (SOP)
    Version: 1.7
    TBS Payroll - Internal Use Only

    Contents
    Document Revision History..................................................................................................................... 3
    Introduction ............................................................................................................................................ 4
    Payroll Operation .................................................................................................................................... 4
    Cut-off (-9 days) .................................................................................................................................. 4
    Process Payroll/Release Reports (-6 days) .......................................................................................... 5
    Client’s Approval (-4 days) .................................................................................................................. 5
    Release Output Reports (-3 days) ....................................................................................................... 5
    Payment (Pay Day) .............................................................................................................................. 5
    Money Movement Services ............................................................................................................ 5
    Statutory and Non Statutory Declaration (15th) ................................................................................. 5
    Ad-hoc Activities ..................................................................................................................................... 6
    Employee Data Maintenance.............................................................................................................. 6
    User Acceptance Testing ..................................................................................................................... 6
    Customer Support ................................................................................................................................... 6
    Sponsor Acceptance................................................................................................................................ 7
    TBS Payroll - Internal Use Only

    Document Revision History


    Date Version Description Author
    8-Dec-2016 0.1 Draft Ho, Swee Dee
    5-Jan-2017 0.2 Revision 1 Ho, Swee Dee
    13-Jan-2017 0.3 Revision 2 Ho, Swee Dee
    16-Feb-2017 1.0 Final Ho, Swee Dee
    28-Feb-2017 1.1 Update 1 Ho, Swee Dee
    09-Mar-2017 1.2 Update 2 Ho, Swee Dee
    03-Jul-2017 1.3 Update on Employee Data Maintenance, UAT Mahendran
    and Customer Support
    17-Jul-2017 1.4 Updates 4 Sean Yeong
    21-Jul-2017 1.5 Updated payroll process flow – Appendix A, B Sean Yeong
    07-Jan-2019 1.6 Include Appendix for Statutory submission R. Venkateswaran
    guideline & dates
    14-Jan-2020 1.7 Final R. Venkateswaran
    TBS Payroll - Internal Use Only

    Introduction
    This manual provides an overview of Tricor Business Services (TBS) Payroll Operation Standard
    Operating Procedure (SOP) to our client to further understand our internal process in terms of
    service deliverance.

    Payroll Operation
    Upon completion of handover,operation team takes over the new client account from implementation
    team. The payroll processing timetable depicted as below is based on standard 9/15th (9 business days
    for payroll processing, statutory and non-statutory declaration before 15th of the following month of
    payroll period) model with subject to change if there is any special arrangement between Tricor and
    client. Checking is to be performed with a ‘PayrollChecklist’ by the payroll associates upon receiving
    input from client, internal processing, as well as when output is sent to client to ensure due diligence
    is exercised. Likewise, Tricor expects client to also exercise due diligence in making sure the
    information provided is up-to-date and accurate. In addition, Tricor is to obtain confirmation/sign-off
    from client either via document, email, system or other medium to ensure this due diligence is up to
    excellence standard.

    Cut-off (-9 days)


    Client feeds operation team with periodic/additional payroll changes via standard Flexi Form - payroll
    changes templates (unless special arrangement has been approved by management) for payroll
    processing before or on the cut-off date. If the payroll changes are accepted, operation team proceeds
    to process client payroll. Else, if the payroll changes are incomplete, it will be rejected by the operation
    team and client needs to resubmit the payroll changes.
    TBS Payroll - Internal Use Only

    Process Payroll/Release Reports (-6 days)


    Once the payroll changes are accepted, the operation team would then start with the process of
    payroll and generate reports to be validated and reviewed by their superiors. The superiors will be
    using a ‘Payroll Review and Report Checklist’ in this stage to review the payroll. Upon completing the
    validation, the reports will be released to the clients for approval.

    Client’s Approval (-4 days)


    Upon checking and verification, client confirms results for the first draft.

    Release Output Reports (-3 days)


    Operation team sends out final reports to client to close off the periodic/additional payroll. In the case
    that client rejects the output, periodic/additional payroll will be reprocessed. The reports include, but
    not limited to (with subject to client’s requirements):

    • Salary – bank text file (subject to arrangement)


    • IRB – bank text file/form/statutory text file (subject to arrangement)
    • EPF – bank text file/form/statutory text file (subject to arrangement)
    • SOCSO – bank text file/form/statutory text file (subject to arrangement)
    • HRDF – bank text file/form/statutory text file (subject to arrangement)
    • Payslip – PDF/ESS/Hardcopy (subject to arrangement)

    Note: Final reports to client can also be delivered earlier subject to arrangement and is also commonly
    done during Process Payroll/Release Reports (-6 days) stage (differ from client to client).

    Payment (Pay Day)


    Money Movement Services
    Upon receiving fund transferred from client, operation team pays salary as well as declares and pays
    to statutory and non-statutory bodies. Charges and eligibility are subject to contract arrangement
    between Tricor and client.

    Statutory and Non Statutory Declaration (15th)


    Every month, operation team provides payroll declaration information for declarations to statutory
    and non-statutory bodies as a compliance requirements before the due date of 15th. The bodies
    include, but not limited to (with subject to client’s requirements and regulation change):

    Statutory

    • Inland Revenue Board (IRB)


    • Employee Provident Fund (EPF)
    • Social Security Organisation (SOCSO)
    • Human Resource Development Fund (HRDF)
    • Perbadanan Tabung Pendidikan Tinggi Nasional (PTPTN)

    Non Statutory

    • Zakat
    • Tabung Haji
    TBS Payroll - Internal Use Only

    Ad-hoc Activities
    Employee Data Maintenance
    Upon receiving changes on employee data, operation team updates the changes into system before
    processing current month payroll. Below are the common updates the operation team maintains in
    the employee database:

    • New joiner’s information


    • Resignation
    • Career Progression (Promotion, Increment, Re-designation, Demotion, Transfer, etc.)
    • Recurring Allowances and Deductions
    • TP3 information (Previous employment income in current year)

    Usually the above information are shared by client via Tricor’s standard Flexi Form - Employee Master
    data template. The operation team will ensure the completeness of the critical information for payroll
    processing before uploading the data or manually updating the employee information in the system.

    Once the new employee date is created or employee information is updated, the operation team will
    verify the data created or updated in the system against the data provided by client to ensure accuracy
    and completeness. The operation team generates the relevant report to validate the changes made.

    User Acceptance Testing


    Occasionally, if there is any technical code change affecting payroll rule, i.e. client specific EPF
    formula/rules beyond statutory rates and requirement, user acceptance testing (UAT) is to be done
    and documented by operation team to verify the enhancement made to the system. Any issue/defect
    found during the test is to be raised to the technical team for corrective action.

    Project Implementation Team or Operation Manager will create the UAT script document with the
    test cases based on scenario. The UAT script defines the steps, guides and expected result in order to
    examine the scenario.

    Operation team member (tester) should follow the created test scripts to perform the testing. If the
    tested result meets the expected result, the tester should mark the case as “Accepted”. If the tested
    result does not meet the expected result, the tester should mark the case as “Rejected”. The UAT
    scripts has to be signed by the tester with date.

    The UAT script with tested result should be submitted to back to script creator for further examination.

    Customer Support
    Should client have any queries or doubts, client can always reach out to our Local Payroll Specialist
    (LPS) for help. The LPS who receives incoming queries from client, should apply the procedures defined
    in the Support Escalation Procedure document, to provide the best services to the client. In the case
    of Payroll Issue reported by client, the LPS should ensure the closure time is aligned with the TBS
    Payroll Standard Service Level Agreement.
    TBS Payroll - Internal Use Only

    Sponsor Acceptance
    Approved by the Project Sponsor:

    ______________________________

    Mahendran Ramalingam

    Deputy Head of Business Services

    Tricor Business Services Sdn Bhd


    TBS Payroll - Internal Use Only

    APPENDIX A – PAYROLL PROCESS FLOW – CENTRAL TEAM


    TBS Payroll - Internal Use Only

    APPENDIX B – PAYROLL PROCESS FLOW – ADP

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