[Hong Kong] Running Your First Payroll [Step 2 of 4]

There are two available methods to adding your employees into the HReasily system:

1. Add Individual Employee

2. Add Multiple Employee (Excel Template for Reference) | [View Guide]

If you've got only a handful of employees to input into the system, you may opt to add them individually. Otherwise, it is highly advised for you to utilise HReasily's add multiple employee function.

Nevertheless, we'll be guiding you through both methods.

Add Individual Employee

1. Click on Staff Directory

2. Select ADD EMPLOYEE

3. In the pop-up window, you'll need to fill up the following details before hitting SAVE

• Employee ID

• Department
  ‣ Learn how to create departments

• Nick Name

• Title

• Surname*

• Given Name*

• Chinese Name

• Email Address
  [Note: Either email address or mobile number must be entered. This field is compulsory if employee is granted online access]

• Private Email

• Gender*

• Date of Birth*

• Country of Nationality*

• ID Type*

• HKID/Passport No*

Additional Info [Optional]:

• Country Code

• Mobile Number

• Marital Status

Residential Address:

• Flat Number

• Floor Number

• Block Number

• Building Name*

• Estate

• Street Name*

• District

• Address Area

• Postal Code*

• Country

Postal Address [Optional]:

• Address 1

• Address 2

• Postal Code

• Country

Access Permission:

• Give this employee online access
  ‣ If this box is checked, an email will automatically be sent to the respective employee to setup an account. With online access granted, employees can view their profiles, retrieve payslips, apply leave, claims and time-in/out via HReasily's mobile app [Android | iOS]

4. Select EDIT on the Employee Payroll Info section

5. In the pop-up window, fill up the following details before hitting SAVE

• Payment Frequency:*
  ‣ Once a month (Monthly)

• Payment Method:*
  ‣ Interbank Giro
  ◦ Bank Name*
  ◦ Branch Code*
  ◦ Account Number*
  ‣ Cheque
  ‣ Cash

• MPF Scheme:
  ‣ N/A
  ‣ Industry Scheme

  ‣ Master Trust Scheme
  ‣ Employer Sponsored Scheme

• Enable Voluntary MPF:

  ‣ By percentage of relevant income

  ‣ By fixed amount

• ORSO Employee contribution rate

• ORSO Employer contribution rate

• Self Employed Person?

• Do you provide accomodation for this employee?

• Remove Signature from Payslip
  [Note: Only applicable to Cheque and Cash payment method]

• Payslip notification by email
  [Note: Online access must be granted to the employee to enable this function]

• Receive Passworded Payslip
  [Note: with this enabled, a passworded .pdf payslip will be sent as an attachment]

6. Scroll down to the Current Employment section and select EDIT

7. In the pop-up window, fill up the following details before hitting SAVE

• Designation*
  [Example: HR executive, marketing executive, accounts executive etc]

• Employment Status*
  ‣ Probation
  ◦ Probation Period (Days/Months/Years]*
  ‣ Confirmed
  ‣ Resigned/Dismissed
  ◦ Resigned Date*
  ◦ Last Day Working is Same with Resigned Date
  [If box is checked, employee's payroll will only run till the defined
  resignation date]
  ◦ Resignation Reason
  ‣ Interns/Consultants/Working Overseas
  ‣ Temp/Contract Staff
  ◦ Contract Expiry Date

• Date Joined*

• Job Grade

• Description

• Work Permit Expiry Date

• Work Permit Expiry Reminder Date
  [A system generated email reminder will be sent based on the set date]

Salary Details

• Salary Currency

• Salary Amount
  [If Basic Salary Type is Hourly and Working Hours Type is Fixed, enter only the hourly pay rate]

• Salary Effective Date
  [By default, the effective date follows the Date Joined. Updating of this field is useful when updating an employee's salary increment or promotion]

8. Lastly, scroll down to Working Hours Settings and select EDIT

9. In the pop-up window, fill up the following details then hit SAVE

• Basic Salary Type*
  ‣ Monthly
  [Commonly used for executive level employees]
  ‣ Hourly
  [Commonly used for blue collar employees]

• Working Hours Type*
  ‣ Fixed
  [Note: Fixed work hours require employees to clock-in/out within a designated time slot. Example: 9am - 6pm, Mon to Fri.]
  ‣ Dynamic
  [Note: Dynamic work hours measures total number of working hours in a week]

• Working Hours in a week*
  [Hours indicated does not include break time]

If Working Hours Type is Fixed, go ahead and update the Working Schedule Detail based on your company's operation hours.

If Basic Salary Type is Hourly and Working Hours Type is Dynamic, add Dynamic Working Hours in the Working Schedule Detail section.

Now that you've successfully add your employees, we can go ahead and indicate how you'll be paying your employees by updating your company payroll info.

Running Your First Payroll [Step 3 of 4]