Reliable payroll services in Malaysia
Our payroll team can help with your payroll needs in Malaysia and beyond through accurate and compliant payroll services. We take care of your payroll administration so that you can concentrate on growing your business.
Whether you are a global organisation or a thriving SME, BoardRoom can help promote a smooth payroll process that complies with Malaysian rules and regulations. With in-depth local knowledge of Asia-Pacific jurisdictions, our team can assist with local payroll processing as well as more complex cross-border payroll management.
Award-winning payroll services provider in Malaysia
Our payroll team in Malaysia are honoured to be named Best Payroll Outsourcing Partner (Silver) at the Malaysia HR Vendor of the Year Awards 2023.
This award represents our commitment to supporting our clients’ HR functions through quality service, highly trained staff, and contribution to the HR industry.
How BoardRoom’s payroll outsourcing services can help your business
BoardRoom can confidently assist with all your regional payroll needs, whether you are a Malaysia-only company or operate in multiple locations throughout the Asia-Pacific region.
BoardRoom’s specialist payroll team provides expert advice on complying with Malaysia’s evolving payroll rules and requirements. We manage your payroll administration and provide guidance and solutions in response to any immediate or forecasted problems.
We can help with:
- Determining gross to net salary
- Automated calculation and processing of employees’ and employers’ Employees’ Provident Fund (EPF) contribution for easy monthly e-submission of KWSP Form A
- Automatic calculation of Potongan Cukai Bulanan (PCB)/Monthly Tax Deduction (MTD) and Social Security Organization (SOCSO)/Pertubuhan Keselamatan Sosial (PERKESO) contributions for eligible employees
- Producing variance reports, payroll journals and payroll details
- Transferring net salary into bank accounts and providing pay slips securely (soft or hard copy)
- Preparation of year-end reporting forms and appendices (soft or hard copy)
- Digital management of staff leave entitlements and expense claims
- Online annual filing of Form E and CP8D to Inland Revenue Board of Malaysia (IRBM/LHDN)
- Generation of EA form to all employees
We deliver payroll outsourcing services in 19 countries and regions, including:
Malaysia
Australia
China
Hong Kong
India
Indonesia
Japan
Macau
Myanmar
New Zealand
Philippines
Singapore
South Korea
Thailand
Taiwan
UAE
Vietnam
We also deliver flexible payroll support, so you can either:
- Coordinate your payroll administration via BoardRoom Malaysia; or
- Decentralise coordination across our network of local business sites.
We can help with:
- Meeting local legal requirements and preparing necessary filings;
- International payroll processing;
- Managing cross-border pay runs; and
- Integrating your payroll and tax functions;
Our powerful cloud-based payroll software, Ignite, supports our payroll services. Our HR management software (HRMS) removes the need for multiple platforms, offering a true multi-country payroll experience. With a single login, international payroll management is faster and simpler. The employee payroll system has robust reporting functions so that you can make data-driven decisions anytime.
Ignite offers:
- A comprehensive HRMS solution with 5 core modules: Payroll, Personnel, Leave, Attendance and Claim
- Total compliance with local regulations in nine countries and regions across Asia;
- A convenient mobile app for immediate access to pay slips, leave forms and claims;
- Attendance-logging functionality, a rostering system and a shift calendar; and
- A sole account manager for personalised support.
Ignite streamlines your regional payroll outsourcing process and gives your HR team more visibility for the purpose of forward planning.
CLIENT TESTIMONIALS
YOUR POINT OF CONTACT
Ken Wong
Managing Director Asia, Payroll
Frequently Asked Questions (FAQs)
1. What are the types of payroll services?
Payroll services are offered by third-party payroll service providers which manage your payroll processing, ensuring all your employees are paid accurately on time, every time, in compliance with local regulations. The type of payroll services being provided differs depending on your specific business requirements. Typically, a payroll outsourcing company can offer a range of services, from monthly salary calculations to disbursements and reporting. Additional services such as leave, claims and time and attendance handling may also be provided.
2. What is payroll outsourcing?
Payroll outsourcing refers to the process where a business or enterprise enlists the help of a third-party payroll processing company to support the management of the administrative & compliance functions of paying employees. This function is usually seen as an administrative burden and can result in penalties from statutory departments if regulatory requirements are not met. In Malaysia, a business can easily outsource its payroll function to a payroll provider to help ease internal HR resources, increase cost-savings and reduce risk for the company.
3. How does payroll outsourcing work?
A company looking to outsource payroll will first need to provide the payroll vendor with basic employee details such as employment date, occupation, and salary for the initial payroll setup. On a monthly basis, the outsourced payroll vendor will help calculate the employees’ salary amount using the information from their timecard data and any mandatory contributions before processing the salary payment.
By outsourcing the work, the payroll outsourcing provider completely takes care of the administrative task without much company involvement, thus freeing up valuable resources for the business.
4. Should I outsource my payroll services?
In Malaysia, when you outsource your payroll services, your company can expect to save on time and costs. You effectively hand all your payroll administration and tasks over to a team of experts who can take care of all those processes for you, ensuring compliance at the same time. Outsourcing payroll to a reputable services provider can relieve stress from your business, making it a positive investment.
5. What are the benefits of outsourcing payroll?
Outsourcing your business’s payroll has several benefits. It can improve compliance and maximise payroll efficiency, freeing up time for you and your HR employees to focus on growing your business.
Some benefits of outsourcing payroll services to BoardRoom Malaysia include the following:
- Time savings by outsourcing administrative tasks
- Cost savings by spending less on hiring and training new in-house staff
- Enhanced security with BoardRoom’s proven Ignite HRMS Payroll System
- Access to a team of regional payroll experts to provide advice on regulatory compliance
- Improved employee access and engagement with our Ignite Payroll mobile application
6. How much do payroll outsourcing services cost?
Pricing for payroll outsourcing services can vary depending on the scale and comprehensiveness of the payroll service at hand. The range varies depending on your specific requirements, the expertise of the vendor and the platform used, but it is typically calculated on a per-employee-per-month basis. Factors that also influence cost include the number of headcounts, the complexity of payroll handling and any value-added tasks that need to be performed by the payroll vendor for you.
Other additional costs typically include one-time implementation fees, data migration, integration with other HR software (if required), and more. Get in touch with us for more information regarding pricing.
7. How do you choose a payroll and HR service provider for your business?
Each business has its own set of distinct needs, and the payroll service provider should be able to meet all of them. Start by considering what these needs are. Do you need a company that offers a full suite of HR payroll services or just to roll out monthly payslips? Once you have a clear understanding of this, finding the right company becomes significantly easier.
Get in touch with us at BoardRoom Malaysia to assess your business needs and learn how we can assist you.
8. How secure is outsourcing payroll?
Outsourcing your payroll is a secure process with a reputable company. When considering which company to hire to help with your payroll, be sure to look for testimonials and customer reviews. You can also look for whether they have any certifications, like ISO 9001, ISO 27001, and SOC2. Attestations such as the International Standard on Assurance Engagements (ISAE 3402) show the vendor’s commitment to security, confidentiality, and best practices.
BoardRoom Malaysia’s payroll processing services are compliant with the personal data protection laws of each country in which we operate. BoardRoom has attained ISAE 3402 Type 1 attestation, demonstrating that our internal controls, processes and systems meet the global standards. Our data centres have achieved ISO27001 standards, and our cloud hosting has been awarded the SOC 2 certification.
9. What type of payroll outsourcing services does BoardRoom offer?
At BoardRoom, we provide comprehensive payroll outsourcing services to meet the diverse needs of businesses in Malaysia and the Asia-Pacific region. Our expert team ensures compliance and efficient payroll management tailored to your organisation’s requirements.
| Monthly Payroll Services | Yearly Payroll Services | Additional Services |
| Gross to net salary calculations | Preparation of annual reporting forms (EA, CP8D, etc.) | Digital management of leave entitlements and expense claims |
| Automated EPF contributions and e-submission of KWSP Form A | Year-end payroll reconciliation for audits | Multi-country payroll management across Asia-Pacific |
| Automatic PCB/MTD and SOCSO/PERKESO contributions | Online submission of Form E to IRBM/LHDN | HR support, including a self-service HR portal |
| Generation of variance reports, payroll journals, and details | Employee earnings reports and tax filings | Customised payroll reporting and analytics |
| Net salary disbursement with secure payslip distribution | Integration with existing accounting and HR systems |
10. What is the process for transitioning my payroll to a service provider?
Onboarding to our payroll outsourcing services is simple and efficient with minimal disruption, whether you’re switching from an internal payroll team or transitioning from another provider. Here are the steps:
- Initial Consultation
We start by conducting an in-depth consultation to understand your payroll needs in Malaysia and assess the scope of required services. During this stage, we also identify opportunities to enhance the overall efficiency of your current payroll management. - Customised Payroll Plan
After identifying your requirements, we create a tailored payroll plan. This plan outlines all aspects of your payroll outsourcing needs, including data migration, payroll processing requirements, compliance checks, and reporting needs, ensuring both parties are fully aligned. - System Configuration and Testing
Our team configures the payroll system to match your specific requirements, setting up employee data and integrating necessary transactional information. We conduct comprehensive testing to validate data accuracy and ensure the system meets your expectations. - Parallel Processing and Verification
We run a parallel payroll process alongside your current system to ensure accuracy and resolve any discrepancies. This step ensures that all calculations and data handling are fully compliant with local regulations before switching to our payroll outsourcing services. - Go Live and Continuous Support
Once all processes are verified, we transition fully to our payroll outsourcing services. Our dedicated team provides continuous support to guarantee smooth ongoing operations and promptly address any issues.
By adopting this structured approach, we provide a seamless onboarding experience for our clients, minimising risks and ensuring full compliance with local laws throughout the transition, whether you are looking for payroll services in Malaysia or a broader regional solution.
11. How long does it take to transition to an outsourced payroll provider or switch to another payroll service provider?
The timeframe varies depending on the complexity of your payroll, the size of your organisation, and the data migration requirements. It can take anywhere from a few weeks to a couple of months. BoardRoom provides a structured approach to ensure minimal disruption during the transition.
12. How can BoardRoom Malaysia help in payroll services?
At BoardRoom Malaysia, our trusted and proven payroll solution can help businesses handle your payroll in the most efficient and streamlined way possible. Our team of payroll experts is well-versed in helping businesses of all sizes with their payroll processing needs, having accumulated years of experience dealing with some of the most complex payroll requirements and compliance matters. Get in touch with us for more information on your payroll outsourcing needs.