What is KWSP-integrated payroll software?

KWSP-integrated payroll software is payroll software that calculates EPF contributions using KWSP’s official Third Schedule, applies the correct rates for citizens, PRs, and foreign workers, and exports contribution files in the format KWSP i-Akaun (Employer) accepts. HavaHR is a KWSP-integrated payroll system designed for Malaysian SMEs.

What are the current EPF contribution rates in Malaysia?

For Malaysian citizens and PRs under 60 with monthly wages of RM5,000 and below: employee contributes 11%, employer contributes 13%. For wages above RM5,000: employee 11% (or 9% if elected), employer 12%. Employees aged 60 and above contribute 0% (citizens) or reduced rates (PRs). Foreign workers have their own contribution schedule. HavaHR applies all of these automatically.

How does HavaHR handle KWSP Third Schedule calculations?

HavaHR runs every payroll through KWSP’s Third Schedule rules: it determines the wage band, applies the correct employer and employee percentages, accounts for citizenship and age, and includes voluntary contributions where applicable. The output matches what KWSP expects, and contribution amounts are visible per employee on the payslip.

Can employees elect 9% EPF contribution above RM5,000?

Yes. Employees earning above RM5,000 monthly may elect to reduce their EPF contribution from 11% to 9% (with employer contribution staying at 12%). HavaHR captures this election per employee, applies it from the effective date forward, and includes the change in the contribution file submitted to KWSP.

Does KWSP-integrated payroll handle foreign workers?

Yes. Foreign workers in Malaysia have a separate EPF contribution schedule (typically a fixed amount per month for both employer and employee, depending on the worker’s registration). HavaHR classifies foreign worker employees and applies the correct foreign worker EPF rates without manual intervention.

When is EPF due to KWSP each month?

EPF contributions must be paid to KWSP by the 15th of the month following the salary payment month. For example, EPF deducted from January salaries is due by 15 February. HavaHR shows the next KWSP deadline on the payroll dashboard so you never miss a submission.

What is the penalty for late EPF submission?

KWSP imposes a dividend rate plus an additional 6% per annum on late EPF contributions, calculated daily until paid. Repeated late payment can also trigger an enforcement notice. KWSP-integrated payroll software with deadline tracking is the simplest way for Malaysian SMEs to avoid these penalties.

Does HavaHR support voluntary employer EPF contributions?

Yes. Some Malaysian SMEs offer enhanced employer EPF contributions above the statutory minimum as a benefit. HavaHR lets you configure a voluntary additional employer contribution per employee or company-wide, and includes the additional amount in both payslips and KWSP submission files.

Malaysian business software

KWSP-Integrated Payroll for Malaysian SMEs

Automated EPF using KWSP Third Schedule, citizen / PR / foreign worker handling, and i-Akaun compatible submission files

Trusted by Malaysian SMEs to handle KWSP submissions every month

Hit every 15th-of-month KWSP deadline with built-in reminders

Free plan available • No credit card required • Upgrade anytime

Key facts

High-signal points for buyers comparing options.

Standard Employee Rate

11% (≤60, citizen/PR)

Standard Employer Rate

13% (wages ≤ RM5,000)

Employer Rate (>RM5,000)

12%

Optional Employee Rate (>RM5,000)

Monthly EPF Deadline

15th of following month

Late Payment Penalty

Dividend rate + 6% p.a.

Eliminate Third Schedule lookup errors with auto-calculated EPF

Avoid KWSP late-payment penalties with built-in deadline reminders

Handle citizen, PR, and foreign worker EPF rates correctly every time

Submit EPF to KWSP i-Akaun in minutes, not hours

Platform

What HavaHR brings together

Payroll, people operations, statutory calculations and HR documents in one workflow built for Malaysian SMEs.

KWSP Third Schedule auto-calculation

Citizen, PR, and foreign worker rate handling

Over-60 reduced rate logic

Optional 9% employee election above RM5,000

Voluntary employer EPF contributions

KWSP i-Akaun compatible file export

EPF amount shown on every payslip

KWSP 15th-of-month deadline reminders

Audit trail of every EPF calculation

Multi-branch EPF submission support

Comparison

Compare the important differences quickly

Capability	Excel / Manual	Generic Payroll	HavaHR (KWSP-Integrated)
EPF calculation method	Manual Third Schedule lookup	Often a flat % approximation	Full Third Schedule logic
Citizen / PR / Foreign rates	Easy to confuse	Sometimes missing	Correct rate per employee
Over-60 reduced rate	Often missed	Manual override required	Auto-applied by date of birth
9% employee election	Manual tracking	Limited support	Captured per employee, effective-dated
i-Akaun submission file	Manual reformatting	Generic CSV export	KWSP-compatible format export
Deadline reminders	None	None	Built-in 15th-of-month alerts

Getting started

How to get started with KWSP-integrated payroll

Register your KWSP employer account
If you have not yet, register for KWSP i-Akaun (Employer) at kwsp.gov.my. You will receive an employer number used in every monthly EPF submission.
Add KWSP details to HavaHR
Enter your KWSP employer number once in HavaHR. Every payroll run thereafter automatically formats EPF contribution files for i-Akaun upload.
Classify each employee for EPF
Mark each employee as Malaysian citizen, permanent resident, or foreign worker, and capture date of birth (for the over-60 reduced rate). HavaHR uses these to apply the correct KWSP Third Schedule rates automatically.
Run payroll — EPF calculates automatically
Salaries, bonuses and statutory wages run through KWSP Third Schedule logic on every payroll. Voluntary employee contributions (above the standard rate) are handled, including the optional 9% election above RM5,000 wages.
Submit EPF to KWSP by the 15th
Export the EPF contribution file in the format KWSP i-Akaun expects, log in, and upload. Payment is due by the 15th of the following month. HavaHR includes a deadline reminder so monthly submissions are never missed.

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Related queries

kwsp integrated payrollkwsp payroll softwareepf calculation software malaysiakwsp i-akaun payrollepf compliant payroll systemkwsp third schedule software

Authority sources

KWSP (Kumpulan Wang Simpanan Pekerja)

Official Employee Provident Fund of Malaysia — contribution rates, schedules, and employer guidance.

KWSP i-Akaun (Employer)

KWSP employer portal for monthly EPF contribution submissions.

KWSP Third Schedule

Statutory contribution rate tables that KWSP-integrated payroll software must follow.

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