Talenox Q4 2023 Updates: Seamless Workforce Performance and Operation

Hello, Talenox Community! This article is jam-packed with valuable insights on the latest Talenox Q4 2023 updates, so let’s dive in for a comprehensive exploration of how these innovations are transforming the way we manage our workforce. Our amazing team of developers has poured their heart and soul into these enhancements, so get ready for a ride that’s not just about technology but about making your HR journey smoother than ever. Ready? Let’s jump right in!

1) Enhanced Sick Leave Management in Talenox Malaysia: Outpatient & Hospitalisation Pairing

In compliance with Malaysia’s statutory law, Talenox has introduced a significant update to the sick leave management system, emphasising the pairing of hospitalisation and outpatient sick leave. According to the legal framework, the total entitlement to paid sick leave in a calendar year for an employee is capped at 60 days.

Going forward, this pairing of hospitalisation and outpatient sick leave will be the default setting in Talenox, ensuring alignment with statutory requirements. However, recognising that companies may have unique leave policies, the system provides flexibility. Employers can easily toggle this default setting off and on by navigating to Leave Settings > Sick Leave – Outpatient to detach it from Sick Leave – Hospitalisation.

For a comprehensive understanding of how this sick leave pairing breakdown is displayed in the employee’s Leave Balances page, please refer to the guide on Understanding the Pairing of Outpatient and Hospitalisation Sick Leave.

This guide walks you through the intricacies of the new sick leave management system, empowering users to navigate this enhanced feature seamlessly.

2) Import & Export functions for Custom Pay Items

Talenox introduces a versatile solution for managing custom pay items with the addition of Import and Export functions. This feature allows users to streamline their payroll processes by importing existing custom pay items or exporting them for documentation and sharing.

To import custom pay items, users can follow a straightforward process outlined in the provided guide on Import / Export Custom Pay Item.

This guide offers step-by-step instructions, ensuring a smooth integration of custom pay items into the Talenox system.

This enhancement provides flexibility and efficiency in managing payroll components, catering to diverse organisational needs. Users can now navigate the intricacies of custom pay items effortlessly, optimising their payroll management experience.

3) Cash Payment Option

For employees who prefer cash payments, we’ve finally added a Cash Payment Option in the Employee Profile. Yes, we heard you! This allows you to accommodate diverse payment preferences.

4) Multi-Payslips Support (for SUITE users only)

SUITE users now have the capability to generate and download multiple payslips for distinct payruns. Starting today, you can select and generate specific payslips for individual employees based on the processed pay run for the month.

Navigate to Custom Payslips on the Month Total page for access.

For a comprehensive guide on utilising this specialised function, refer to the guide How to Generate Multiple Payslips in Payroll?.

5) Airwallex File Support

For companies using Airwallex, we’ve added Airwallex File Support under Bank Details. This enhancement streamlines your banking integration for a smoother financial process.

6) Introducing the New Settings Page

Our redesigned Settings page aims to enhance the overall user experience, providing neatly organised and context-rich options for both organisational and personal account settings. Here’s a glimpse of what awaits you:

• Simplified Navigation: Enjoy effortless navigation with multiple access points and user-specific views.
• Enhanced Searchability: Quickly locate what you need with a handy filter feature.

Accessing the new Settings page is a breeze:

1. Click on the cog icon in various respective modules such as Profiles, Payroll, Leave, and more.
2. Look out for the blue alert message on the Company Details page.
3. Choose the “Account & Preference” option in the top-right menu drop-down.

Within the Organisation section, you can efficiently manage organisation profiles, payroll settings, and leave settings. For personal account management, employees have the flexibility to modify details like username, password, and two-factor authentication (2FA).

Explore the guide below to navigate the new Settings page seamlessly.

New Settings Page

7) Revamped Leave Balances Page

We’re thrilled to announce significant improvements to the Leave Balances Page, all thanks to your valuable feedback. Here’s what’s in store for you:

• Improved Filters: Refine your view effortlessly by Department, Job Title, and Resignation status, providing a more personalised experience.
• Customisable Columns: Tailor your view to suit your preferences by choosing which columns to display, offering enhanced flexibility.

Moreover, this update brings optimisation for faster load times. To elevate security measures, we’ve introduced a session refresh feature. If idle for 20 minutes, you’ll receive a prompt to refresh your session, ensuring added security.

For a comprehensive guide on navigating the enhanced Leave Balances Page, check out the link below.

New Leave Balances Page

8) Enhanced Annual Leave Entitlement Calculation

For Singapore users: In alignment with MOM’s guidelines, we’ve made a significant update to our system, specifically targeting the calculation of annual leave entitlement, particularly in the context of approved No Pay Leave (NPL).

Here’s a breakdown of the key updates and how it impacts your processes:

New Options for Annual Leave Calculation:

Previously, the system lacked the flexibility to exclude periods of approved unpaid leave when calculating annual leave entitlement. With our latest update, you now have two options to align with MOM guidelines:

1. Exclude periods of approved unpaid leave when calculating annual leave entitlement (Statutory):

• Deducts periods of NPL taken from the total number of months/days a user has worked in an entitlement period before calculating the prorated entitlement.

2. Include periods of approved unpaid leave when calculating annual leave entitlement:

• NPL taken by an employee will not be considered in the calculations for the total number of months/days worked in an entitlement period. 

(Note: This is the default option in Talenox; for MOM compliance, toggle to the statutory exclusion.)

Where to Find this Setting:

Navigate to Leave > Leave Settings > Leave Types and access any ‘Annual Leave‘ types. Within the settings, toggle between the available options under the “Consideration for approved unpaid leave” field.

Impact on Employee Leave Balances Calculation:

When you choose the option to “Exclude periods of approved unpaid leave when calculating annual leave entitlement,” you’ll notice new details under the ‘Base Leave Entitlement’ section in your employee’s leave balances. This provides a more comprehensive overview of the leave entitlement breakdown.

1. Number of month(s) accrued:

• This indicates the total number of months worked by the employee during the specified period.

2. Number of month(s) deducted due to unpaid leave taken:

• Reflects the months worked by the employee, excluding the specific periods where No Pay Leave (NPL) has been taken.

These additional fields offer a transparent breakdown of the base leave entitlement calculation, empowering you with detailed insights into how annual leave is accrued and adjusted based on periods of approved unpaid leave.

9) Enhancements to Rate of Pay (ROP) Calculations for Normal Working Hours in Malaysia

In response to user feedback, Talenox has introduced improvements to the calculation of the Rate of Pay (ROP) for normal working hours in Malaysia. Previously, ROP was determined using the Ordinary Rate of Pay (ORP), but now, it is calculated based on the chosen “Proration Calculation” setting:

1. Calendar Days
2. Working Days
3. 26 Working Days

NOTE: The ROP being referred to is the rate of pay of the pay items under the “Hourly/Daily Attendance” tab in payroll processing. Some examples of this are:

• Regular/Overtime Hours
• Regular/Overtime Days
• Rest Day Pay

How ROP Calculations Are Affected:

The update brings about a shift from exclusively employing the ORP formula. Instead, the ROP is computed using distinct formulas based on the selected proration settings.

• For “Calendar Days” Proration Setting:
  • Daily rate: (12 * Basic Pay) / 365
  • Hourly rate: [(12 * Basic Pay) / 365] / working hours per day

• For “Working Days” Proration Setting:
  • Daily rate: (12 * Basic Pay) / (52 * working days per week)
  • Hourly rate: [(12 * Basic Pay) / (52 * working days per week)] / working hours per day

• For “26 Working Days” Proration Setting:
  • Daily rate: Basic Pay / 26
  • Hourly rate: (Basic Pay / 26) / working hours per day

Additional Notes:

• Working hours per day: working hours per week / working days per week
• Hourly rate: Daily rate / working hours per day
• Rest Day Pay: 2 x Daily rate (Source)

Impact on Payroll Calculations:

If your payroll uses the ‘Hourly/Daily Attendance’ tab and you’ve chosen proration settings such as “Working Days” or “Calendar Days,” you might observe variations in calculations compared to previous months. While using ORP is not inherently inaccurate, the ROP update ensures even greater precision by aligning with your selected proration settings in the system.

10) Talenox Hong Kong Updates: Customising Rate of Pay Calculations for Normal Working Hours

In recent updates catering to Talenox Hong Kong users, we’ve significantly enhanced the customization of Rate of Pay (ROP) calculations specifically for normal working hours.

Previously, the ROP for normal working hours was calculated based on Working Days. However, the latest update defaults to the “Proration Calculation” setting selected for the calculation of ROP. Users can choose from the following options:

• Calendar Days
• Working Days

The Rate of Pay (ROP) refers to the pay items under the “Hourly/Daily Attendance” tab in payroll processing. Some examples of these are:

• Regular/Overtime Hours
• Regular/Overtime Days
• Rest Day Pay

For users with varying calculations for ‘Attendance’ pay items, customisation is now possible. Within the “Hourly/Daily Attendance” tab, users can head to the Custom Pay Items settings page to select their preferred proration settings for individual pay items.

Refer to the guide on “How To Create Custom Pay Items for Payroll Processing? (Hong Kong)” to learn more about editing these settings.

[How To Create Custom Pay Items for Payroll Processing? (Hong Kong)]

To understand the exact formulas used for calculating ROPs based on different proration settings, consult the guide on “How To Calculate Rate of Pay for Monthly-rated Employees? (Hong Kong).”

How To Calculate Rate of Pay for Monthly-rated Employees? (Hong Kong)

This update may lead to variations in payroll calculations under the ‘Hourly/Daily Attendance’ tab compared to previous months in the financial year if a different proration setting is selected for calculations in the current month. Users looking to maintain consistency across calculations can adjust proration settings in the Custom Pay Items settings page to suit their preferences.

11) Introducing the General Ledger Report for Talenox Malaysia Users

We are excited to announce the launch of the General Ledger Report for our users in Malaysia. This new feature enables companies to effortlessly download payroll amounts processed in Talenox for seamless integration into external accounting software. 

Particularly beneficial for accounting software not currently integrated with Talenox, this report empowers users to input General Ledger Codes directly for mapping purposes during the generation process. 

How to Download the General Ledger Report?

To access this feature, navigate to Payroll > Payroll Settings > Month Total > Export Bank Payments / EPF / PCB (MTD) > General Ledger Report to initiate the creation of a new GL report within the system:

Proceed to add the respective GL Code to map each Line Item, ensuring a comprehensive report (xlsx.) is downloaded with the designated mapping:

This new feature aims to streamline your payroll processes, offering a convenient solution for MY users to seamlessly integrate payroll data into their accounting workflows.

12) CPF Contribution Submission with APEX – Exciting Talenox Update!

Thrilling news for all Talenox Singapore users – we’ve introduced the APEX submission function using API and OAuth for CPF contribution submissions!

Previously available as CPF Direct Link-Up (Beta) for opted-in users, we’ve now made APEX the default submission method for all CPFB (CPF contributions) and IRAS (Tax forms) submissions.

What’s New?

From now on, APEX will be your go-to method for seamless CPF contribution submissions. To guide you through this new process, refer to our comprehensive guide on submitting CPF contributions online via APEX: Submitting CPF contributions online (via APEX)

CPF File Download Option Still Available!

Don’t worry if you prefer the CPF file download method – it’s still an available option. 

However, we strongly recommend leveraging our APEX function for its secure, convenient, and easy-to-use approach for all your submission needs.

Switching from CPF Direct Link-Up (Beta) to APEX

For users who were previously on CPF Direct Link-Up (Beta), rest assured, you will seamlessly transition to the APEX function, which will now be the default submission method for everyone. A quick re-authentication using the new APEX flow is all that’s needed – simply grant permission when prompted.

This update is designed to improve your CPF contribution submission experience, offering a more efficient and secure solution for all Talenox Singapore users.

13) Updates to ‘General Leave’ Type Settings for Enhanced Payroll Flexibility

We’re thrilled to introduce another cool new things to the ‘General Leave’ type settings, providing users with more control over payroll calculations. When creating a ‘General Leave’ type, a new section called “Customise value of entitlement…” allows you to select one of the following options:

• “Unpaid”: This leave type will result in an unpaid leave deduction from payroll.
• “Paid”: Employees taking this leave type will receive full pay in the payroll.
• “Paid and Encashable”: Employees not only receive full pay in payroll but any unused leave will also be automatically encashed during the month of resignation.

This flexibility empowers you to tailor leave types to your organisation’s policies seamlessly. Explore our guide on how to set up ‘General Leave’ type settings in Talenox for detailed instructions: [Set Up Different Types of Leave]

‘Unpaid Infant Care Leave’ Integration for Seamless No Pay Leave Deduction

We’re excited to announce the seamless integration of ‘Unpaid Infant Care Leave’ as an automatic No Pay Leave deduction in the Payroll module.
After system enhancements, the payroll will now accurately reflect any instances of Unpaid Infant Care Leave taken as a deduction under “No Pay Leave.”.

For more details on ‘Unpaid Infant Care Leave,’ refer to our comprehensive guide: Unpaid Infant Care Leave (Singapore)

These updates aim to elevate your Talenox experience, providing greater flexibility and accuracy in managing leave types and payroll calculations.

Conclusion: Transforming Your HR and Payroll Experience with Talenox

In summary, the Q4 2023 updates mark a significant stride in streamlining your HR and payroll operations. We dedicate ourselves to delivering solutions that seamlessly and efficiently streamline your tasks. As we move forward, anticipate more innovations to further empower your HR journey. We appreciate your trust in Talenox, and here’s to a future filled with productivity and success! 

P.S. Another Talenox Update – Just in Time for Tax Season!

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