Aligning with New CIC Rules: A Full Breakdown of DGX HRMS Payroll Attendance Deductions and Approval Workflows

Aligning with New CIC Regulations: A Full Breakdown of DGX HRMS Payroll, Attendance Deductions, and Approval Processes

The Construction Industry Council (CIC) of Hong Kong and the Development Bureau have recently introduced major new regulations and standards on site safety, subcontractor registration, and digital management. Project leaders, project managers (PMs), and construction managers must stay informed immediately to ensure site compliance and avoid legal liability. In particular, regarding privacy requirements for worker records, the CIC stipulates: after a worker leaves employment, site management personnel should not directly "delete" historical records. Instead, they must update the "end date" in the worker registration form to the date of departure, and within the next submission cycle (within 7 days) or on the day of departure, disable or update the worker's site access in the system to ensure they can no longer clock in at that site. Otherwise, it may constitute an infringement of worker privacy.

In response to these new regulations, the DGX HRMS attendance and payroll management system provides a comprehensive solution to help you easily meet compliance challenges while ensuring payroll calculation accuracy and efficiency. This article, aimed at project leaders and PMs, explains in detail how to use DGX HRMS to handle payroll attendance deductions and approval processes under the new CIC regulations, covering steps such as manually adjusting clock-out punches, entering payroll notice pay, adding account details, payroll attendance deduction approval confirmation, KPI reward and penalty mechanism approval, and explains the annotation rules for system accounting codes.

DGX HRMS Software System Composition

DGX HRMS is a fully featured human resources management system, whose core modules include:

• A. 📌Attendance Devices: Supports connection to multiple attendance devices and enables automatic collection of employee clock-in data.
• B. 📌Role and Permission System: Roles are defined specifically according to business conditions; the above roles are based on common situations. The system adopts a hybrid policy-and-role architecture, allowing administrators to flexibly configure permissions and roles to meet the management needs of different positions.
• C. 📌Reports: Provides rich reporting functions, including attendance reports, payroll reports, etc., and supports export and archiving.
• D. 📌Email Account: The system can be configured with an email account for sending notifications and reports.
• E. 📌Software Information: View system version and related information.
• F. 📌Industry Solutions: Provides customized solutions for industries such as construction.
• G. 📌Custom Development Functions: Supports custom development to meet specific enterprise needs.
• H. 📌System Management: Includes functions such as user role authorization, role definition list, role authorization, company service review, configuration./CONFIG, multilingual management, system users, and batch import of attendance lists.

B.1 Hybrid Policy and Role Architecture System

B.1.1 Design and Architecture Concept

DGX HRMS adopts a hybrid policy-and-role architecture, designed to provide both flexible and secure permission management. The system administrator (SystemAdmin) can define policies and bind them to roles, thereby achieving fine-grained permission control.

B.1.2 Configuring Permissions and Roles

For ease of understanding, the specific description is as follows:

• System Administrator SystemAdmin: Has the highest permissions and can manage all companies, roles, and users.
• Company Administrator Admin: Responsible for managing the configuration, roles, and users of a single company.
• Company Operator MainComOperator: Performs daily operations such as attendance processing and payroll calculation.

Administrators can use the "User Role Authorization" function to assign roles to different users, and use the "Role Definition List" to view and modify role permissions.

B.1.3 Requiring Both Specific Roles and Permissions

The system supports requiring both specific roles and permissions at the same time. For example, certain operations may require the user to both belong to the "Company Administrator" role and possess the "Payroll Approval" permission.

Example of Payroll Attendance Deduction and Approval Process

The following uses Chan Tai Man as an example to explain how to handle departure settlement. Assume Chan Tai Man has a monthly salary of HKD 20,000, needs to be paid 7 days' notice pay upon departure, and requires a deduction for 15 days of attendance.

Step 1: Manually Adjust Clock-Out Punch

First, manually adjust the clock-out punch to complete the missing clock-out attendance for that day.

Step 2: Enter Payroll Notice Pay

Second, enter a payroll notice pay item for 7 days = 20000 * 7/30, by adding an [Account Detail] entry and noting it as "Payroll 7-day notice pay." (Because attendance for that day is incomplete and requires time to calculate.)

Step 3: Payroll Attendance Deduction Approval

Then go to payroll attendance deduction: approval confirmation (once approved, it will not continue to be calculated every day). The purpose is 20,000 - 15 days of attendance deduction = 10,000.

Step 4: KPI Reward and Penalty Mechanism Approval

If the attendance KPI reward and penalty mechanism also needs to be executed, then the KPI assessment for the corresponding month needs to be approved, assumed to be 0.

Step 5: Confirmation of Additional Payroll Calculation Items

If there are also [Additional Payroll Calculation Items], they need to be confirmed or canceled.

Step 6: Payroll Account Settlement

Then, in the payroll account, query Chan Tai Man in the monthly settlement list and carry out the approval confirmation process. The final result is 10,000 + 20000 * 7/30.

In simple terms: the remaining scheduled shifts within the unfinished settlement cycle (monthly) that should be deducted, as well as working time for lateness and early departure, constitute the attendance deduction amount.

Step 7: Bank Transfer and Settlement

After completing the bank transfer, click [Settlement] to enter the relevant transaction number, bank information, etc., output the report for archiving, and the entire process is complete.

Supplementary note: The deductions and financial items generated above have already been approved and do not affect the system calculations generated the next day.

Accounting Code Annotation Rules

System-calculated accounting codes are annotated with [SYS_CALC]; custom accounting codes are annotated with [CUSTOMIZE]; system default accounting codes that are not logical business calculations are annotated with [SYSTEM]. Common accounting codes include:

• General Leave GL: GENERAL_LEAVE
• Administrative Leave ADL: ADMINISTRATIVE_LEAVE
• Sick Leave SL: SICK_LEAVE
• Annual Leave AL: ANNUAL_LEAVE
• Paternity Leave PL: Paternity Leave

Notes on the Approval Process

If the approval process is used for approval, the scheduling settings cannot be started repeatedly multiple times; the scheduling settings must be recreated. If ordinary approval is used, scheduling can be started or stopped repeatedly.

System Management Functions

DGX HRMS provides comprehensive system management functions, including:

• H.1 User Role Authorization: Assign roles to users.
• H.2 Role Definition List: View and define roles.
• H.3 Role Authorization: Assign permissions to roles.
• H.4 Company Service Review: Review company service applications.
• H.5 Configuration./CONFIG: System configuration management.
• H.6 Multilingual Management: Manage system languages.
• H.7 System Users: Manage system users.
• H.8 Batch Import of Attendance Lists: Batch import employee attendance lists.

With DGX HRMS, project leaders and PMs can efficiently handle payroll attendance deductions and approval processes, ensure compliance with CIC requirements, improve management efficiency, and reduce legal risks. Experience DGX HRMS today and make site management easier!