How to run payroll?

Once you've completed the company information setup during the onboarding process, it's as simple as ABC to run payroll in Swingvy. We've streamlined the process and we're giving you the easiest way to complete your payroll, from updating payroll data to payment, in less than 10 mins.

To access your payroll and start running payroll please follow the below guideline:

Step 1 - Click Payroll from the top menu bar.
Step 2 - Click on the Run payroll from the menu to start your payroll.
Step 3 - Select the period and payroll type

Note:

Payroll may show a “missing employee information” error if required details are not filled in. Please review each employee’s profile and make sure all mandatory information (*) is complete.
Starting January 2026, the Tax Identification Number (TIN/PCB number) is mandatory for all employees with a salary above RM 3,111. Make sure to fill in all employees’ TINs to avoid errors during payroll processing.
You may retrieve an employees' TINs via the following steps:
1. Log in to the MyTax portal > e-Daftar
2. Choose Individual and enter the employee’s information
Please note that it is recommended for employees to retrieve their own tax ID and share it with you, as the verification process may require additional personal details.

Step 1 - Adjust payroll

In the first step from the pay run, all the active employees for the month will be auto-populated in the current month payroll period. Click on the employee record to expand the view to maintain payroll item

Swingvy payroll will auto-populate all the fixed payroll items for respective employees based on the setup you apply in the payroll settings. You can always review and change the fixed payroll item in the setting menu.

Click on Continue to move on to the next step

Note:

If you are unsure about PCB Calculation, click Auto-Verify to compare and verify to ensure the calculation you made in Swingvy with LHDN Official Calculator. Don’t worry, Swingvy auto-fills your information to save you time.
To add additional payroll items - Click on the Add Earning button and select the new item from the master list.
To remove the payroll item from the particular month of payroll. Click on the delete button next to it.
If the item is a fixed allowance, once you delete it from the monthly payroll, it will be removed from allowance master as well, hence that item will not be generated in the following month payroll.

On the other hand, you can also adjust all the payroll items by using a bulk update file. You can click on the 'Bulk update' button and download the file. All the listed payroll items will be visible in an excel file and you can edit the figure of the payroll item accordingly. You can check the instruction from the downloaded excel file.

After all payroll item is edited accordingly, you can save the file and upload the file back to Swingvy. The figure will be reflected.

Tip: Recur Payroll Items

You can now set payroll items to recur in the following month, with the ability to set differing amounts by employee.

If you wish to keep the payroll item with the current value in the next Monthly payroll, you may check on the Recur box next to it.

Screenshot 2022-09-09 at 11.01.50 AM

Step 2 - Review and confirm

A summary of the particular month payroll will be presented (total headcount and total payout).

Click on Confirm & Continue for finalization.

If you have activated the Payroll Approval setting, you only can proceed once your payroll approver has approved your payroll.

Note:

Click “Back to Step 1” if you need to return and adjust your payroll.
If payroll has been requested for approval but is still pending:

The “Back to Step 1” button will be unavailable. In this case, the approver must decline the payroll first, which will revert it back to Step 1 for amendments.
If payroll has already been approved by the approver:

The “Back to Step 1” button will also be unavailable. You will need to click “Confirm Payroll” to proceed to Step 3, then click “Revert to Adjust Payroll” to go back to Step 1 for amendments.

Step 3 - Pay and submit

Export bank file
Export statutory reports
Send payslips to employees

Step 4 - Complete month payroll

Once all the payroll reports are exported and payslips are sent out to the employees, you would need to proceed to complete the payroll in order to store the data. Then, you will have access to payroll history in the “Payroll history” menu.

Notes:

All past payrolls must be completed to ensure correct statutory calculations. Payrolls currently in step 3 are not considered completed.
Each payroll needs to be completed because only completed payrolls are included in the Payroll history, Compensation report, Payslip page, and Year-end tax filing.
Any Ad hoc/Mid-month payroll in the same month will be completed along with the Monthly payroll.