HR Consultancy Services & Payroll Outsourcing

HR Management For You

We’ve no doubt that you do see that HR is important. Although it’s a cost centre, and so it doesn’t really earn any revenue for you, it does process all hiring, payroll, leave applications, and terminations for your business. Without proper HR management, your labour cost will just skyrocket, and the costs could include:

  • Fines issued by labour and tax regulatory bodies;
  • Lawsuits filed by disgruntled employees and ex-employees; and
  • Drops in labour productivity because of falling labour morale as even your best employees would start looking for better opportunities elsewhere.

All of the above add up to two things, which are: your company’s reputation as an employer gets damaged (killing your chance to recruit great talents); and also your company’s finances leaking.

You have three ways to get your HR done, and they are as follows:

  • do it yourself
  • hire a HR manager, an assistant, or a team to handle it;
  • outsource the process entirely or partially to another firm

Doing HR Yourself: Pros vs. Cons

It can be your cheapest option because there’s only one person handling it, you. In addition, chances of HR-related frauds being perpetrated would be minimised greatly since no one else has access to the HR system or is even entrusted to perform any crucial such as payroll, other than yourself.

However, since you’re doing it alone, you’ll have to bear the risk of making serious mistakes in your HR processing because there is no one else to check your work for you. Imagine underpaying your employees’ monthly tax deductions to LHDNM.

Furthermore, you’ll have to keep up with updates on labour laws and other related regulations to comply with them. Missing one development could cost your business a fortune. Lastly, if your business is growing in size, it’s only a matter of time before it’s just too much for one person to handle.

Your Own HR Staff: Pros vs. Cons

It’s more sensible to hire at least one person to assist in your HR management. By doing so, you’d enjoy the following:

  • more time for you to concentrate on other important tasks;
  • better compliance with HR laws as your dedicated HR staff should know their stuff; and
  • faster processing of HR activities as more people are involved.

Of course, there are strings attached. In having your own HR team, you’d have to bear the following:

  • the cost of paying salaries and benefits to your HR staff; and
  • the burden of having to oversee the HR process (e.g. being the one to check and personally give the go-ahead for payroll processing every month).

A Middle Ground Solution: Just Outsource Your HR Function To A Specialist

You’re thinking that this is exactly the same as having a HR staff. Well, it is, but you won’t have to pay salaries and benefits to each HR professional partaking in processing your HR tasks.

They’d be employees of the HR vendor that you outsourced your HR tasks to. Therefore, their individual welfare and payroll are the responsibilities of the HR vendor. You’d only have to pay a service fee periodically to the vendor, with the amount usually based on your agreement with them.

All of the above adds up to one thing, get the same level of HR service as you get from your own HR team, but with your cost managed. Outsourced HR operations are often scalable, meaning you may re-negotiate the amount of work that they do for you, and so the amount of fee that you must pay.

Furthermore, your HR vendor is bound by the same laws as your own HR staff, which include:

  • the obligation to protect the confidentiality of private data;
  • the obligation to perform payroll activities correctly, including monthly tax deduction

If you’ve no budget to hire and maintain a HR team, but you just can’t handle HR matters on your own, why not just leave it to a team of HR professionals for a service fee?

Let’s see how we can help you with your HR tasks.

Services That We Provide

We design our service to cover every essential task that you need done. As you may see in the chart below, we have listed the 4 main tasks of HR that you need to get done, which are: recruitment and onboarding; managing current employees’ HR status (payroll, leaves, and benefits); training and development; and termination.

Cheng & Co_Human resource processing outsourcing

Our services are divided into the following three types, and each is colour-coded:

  • Payroll processing (turquoise)
  • Recruitment (brown)
  • HR advisory (green)

Let’s talk about our payroll services first. As shown in the chart above, our payroll services basically cover everything under managing your current employees’ HR status. Just like your own payroll staff, monthly, we begin processing your employees’ salaries/wages, whilst making relevant deductions, including:

  • statutory deductions such as income tax; and
  • unpaid leaves.

Pursuant to that, we can also process your employees’ leave applications, subject to your approval. Benefits such as hospitalisation leaves can also be covered. All of is done via our ProB CloudHR solution, a one-stop software, accessible from anywhere but secured, that manages every aspect of payroll details, including leave applications.

Apart from payroll, we also provide support in recruitment and advisory on HR matters.

In terms of recruitment, we could pool as many candidates required for your vacancies, and we do so via, but not limited to, the following means:

  • acquiring potential candidates in job fairs on your behalf;
  • liaising with specialist recruitment agencies on your behalf in order to find candidates that meet specific criteria; and
  • finding referrals through other networks available;
  • preparing employment letters or contracts;
  • processing hiring and termination of staff;
  • talent development and succession planning; and
  • developing stronger industry relations.

Our HR advisory service, as the term advisory indicates, provides advice on best HR practices suited to your needs. Among many other things, we may help you on the following:

  • the best draft for job advertisements and offer letter for hiring;
  • updates on your employee handbook as well as general staff policies;
  • arrange for HRDF-approved professional trainings on your behalf;
  • devising performance and rewards systems;
  • performing HR audits and risk assessments;
  • updating you on changes in statutory requirements such as EPF, SOCSO, tax calculation, and submission; and
  • advising on local recruitment laws.

Our services practically cover almost all aspects of HR management. Of course, we’d never presume to actually run your company. We get your HR done under your direction and oversight.

How to Get Started

Step 1: Meet and Speak with Us

That’s right. It starts with your first call to us. You’ll meet with us, and tell us everything about what you have in mind. You’ll also provide us with all details and documents pertinent to the application.

Step 2: Sign and Return Our Quotation

After Step 1, we’ll review your request, and issue you a quotation, listing our price. If you agree, you’re to sign and return the quotation to us.

Step 3: Set Up Your Cloud Payroll System & Upload Employee Records

We process the documents and perform needed calculations through cloud payroll system. Your cloud payroll system stores the results and generates all needed reports and slips (such as pay slips for your employees). You may then check the outputs for any issues, if any.

Step 4: We Process, You Approve

Payroll-related documents such as medical receipts and commission slips are submitted by yourself or your employees. This is done electronically via our ProB CloudHR Solution. Before we make the necessary payments, we require you to review the figures, calculations, and other payroll details for any errors, and give your approval if it is satisfactory.

Outsource Your HR Now!

Frequently Asked Questions

What is there to stop you from leaking my employees’ data?

We are bound by Personal Data Protection Act 2010. In the Act, we are expressly prohibited from sharing anything with a third party without a written consent from your employee. Therefore, we would be liable legally for any leakage on our part. Rest assured, every precaution is taken to protect all data, yours and ours.

How much control will I have over my HR process?

You will have as much control as you’d like. You’re the boss. Especially when it comes to payroll, we’d need your approval before proceeding with the bank transfers into employees’ bank accounts.

How scalable is your HR outsourcing service?

It’s completely scalable. You may hire us just to do payroll processing if you feel that the cost-benefit mix is optimal at that point. Speak to our representative now to get the best advice on how to optimize your HR budget with us.

What is so great about ProB CloudHR solution?

It’s accessible from any location but protected by passwords and OTPs.
It generates documents such as pay slips automatically upon request.
Your employee can apply for leave from anywhere, and you may respond anytime via the software.

What’s the price range for your service fee?

You’ll need to speak with our representative to get an exact figure that is applicable to you. However, to give you a better picture, the service fee is paid monthly, and it depends on the number of headcounts that we are to process for you. Any addition or shrinkage in headcount will be reflected in the upcoming service fee.

How much cost savings will I enjoy?

The service fee per headcount does increase as headcounts grow but in ranges. This enables you to control the amount that you’d wish to spend by controlling your headcount or controlling the headcount that you’d like for us to service.

If we engage your services, when would you make payroll payments?

We’d go as required by law and also in accordance with best practices. By law, payroll deadlines are as follows:

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However, these are merely mandatory deadlines. In order to maintain good relations with your employees, we strive to make salary payments to your employees either on the day that you specify or as soon as the wage period ends.

We’re new and we don’t have a HR process yet. Can you help us set it up? How would you go about it?

Yes, we can. We’d start with registering you with LHDNM, KWSP, and PERKESO in order to enable you to make the statutory deductions on behalf of your employees.

Your registration with LHDNM would be done immediately as it should have been when incorporating your company.

The registration with KWSP is mandatory within 7 days after your company becomes liable to make EPF contributions.

With PERKESO, we’d register you to make SOCSO and EIS contributions within 30 days after it becomes applicable to your company (for SOCSO) and industry (for EIS).

In performing payroll services for us, what else would you have to do?

Our basic payroll processing procedures encompasses the following:

1. maintaining your monthly staff salary listing;
2. remitting salaries to their your employees’ bank accounts;
3. issue soft copies of pay slips to respective employees; and
4. prepare and issue EA forms to your employees annually.

Assuming that we engage you for full payroll service, what would be our role in the process?

Our payroll processing procedure can be described into the following steps:

1. Submissions all payroll-related documents to ProB;
2. ProB generates that payroll payment plan for the month based on the documents submitted;
3. Prior to actioning the payroll payment plan, it must be given due approval;
4. Payments, to employees and statutory bodies, are made in accordance with payroll payment plan, whilst receiving receipts; and
5. ProB generates payroll payment reports and pay slips for the month.

Your role lies in steps 1 and 3. Payroll-related documents such as medical receipts and commission slips are submitted by yourself or your employees. This is done electronically via our ProB CloudHR Solution. Before we make the necessary payments, we require you to review the figures, calculations, and other payroll details for any errors, and give your approval if it is satisfactory.

How good is ProB in managing our employees’ documents?

Among the features of our ProB CloudHR Solution are that: it reminds users of any deadline set (e.g., payroll cut-off dates for submitting payroll-related documents); it captures and digitalise staff records; and it tracks all employees’ info.

Therefore, you can actually manage and settle your staff HR matters quickly. This is in contrast with manual operations by a human-staffed HR function, whereby any decision or document would have to go through at least one or two persons before it is approved and actioned.

Are the access to ProB the same for everyone, or could we actually assign different access to different persons?

The level of access assigned to you and your employees are is up to you. You may assign authority to perform functions, such as the authority to process and to approve leaves, to different persons in order to ensure that every task, especially those high risk of frauds, be divided and properly segregated.

How long would it take for ProB’s system to action any request that we put?

It might depend on your internet connection and also whether you’ve submitted all required documents or info for the particular action. However, on average, you could spend as little as 5 minutes a month on payroll with ProB CloudHR Solution.

What if ProB failed to capture accurate data on an employee’s attendance?

ProB CloudHR Solution is designed to automate many HR processes by your design. Therefore, in the case of attendance, if the system fails to capture accurate data, then you may upload your data into our system in order to correct the error.

What areas do you cater to in HR consultancy?

Our HR consulting covers many areas including the following:
– HR documentation;
– HR systems;
– Retrenchment and downsizing;
– performance management;
– salary structure review and management;
– preparing performance imporvement plans (PIP);
– hiring and termination policies and procedures;
– HR related project works; and
– year-end processing reports.

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