After accepting the offer letter, employees need to:

1. Submit the following documents in the given time frame stated in the offer letter:

   • Offer Acceptance

   • Official Secrets Act Endorsement

   • Personal Information and Terms of Service (HTM Copy)

2. Complete Medical Checkup

3. Complete sworn statement

4. Obtain visa approval from immigration (for international staff)

Ensure all forms included in the checklist is filled up completely and copies of documents are submitted before or during reporting for duty

1. Set an appointment with the hiring officer

2. Report for duty at:

Human Talent Management Division (HTM)

Level 6, Office of Senior Deputy Registrar,

Chancellery, Universiti Malaya

Monday – Thursday:

8.30 am – 12.30 pm

2.00 pm – 4.30 pm

Friday

8.30 am – 11.30 am

3.00 pm – 4.30 pm

1. Submission of documents required to officer in charge in HTM

2. Complete staff card application process

3. Complete documentation on staff ID number/ salary number

Submission of passport by international staff to obtain employment pass sticker/ visit pass.

After reporting for duty at HTM, staff needs to present themselves to their assigned Responsibility Centre (RC) and report for duty to the Dean/Director.

Handover of job description and responsibilities at Responsibility Centre (RC).

Responsibility Centre (RC) will issue a verification letter for the staff reporting for duty to HTM as soon as possible to avoid lateness in salary payment.

Will be processed within 1-3 working days according to verification of reporting for duty received from Responsibility Centre (RC).

Staff is required to register UMMAIL

Staff is required to record daily attendance using the ID and UMMAIL password through e-attendance system

1. Staff is required to fill up the application form for the staff card at HTM counter (located at Level 6, Chancellery building) and submit it to the Security Office (located at 12th Residential College) in 7 days after reporting for duty at RC

2. Staff vehicle sticker can be applied online via:

UMPortal → Applications → Keselamatan (Security) → Pelekat Sticker Online (Car Sticker Online) | HERE

Staff is required to declare assets in 30 days after reporting for duty online via:

UMPortal → Applications → Staff E-Services → Perisytiharan Harta (Assets Declaration) → | HERE

Staff is required to fill up and complete security screening within 30 days after reporting for duty online via:

https://evetting.cgso.gov.my

(Certificate of security screening needs to be submitted to HTM)

1. Salary payment schedule and procedure on salary payment may be referred to at :

UMPortal → PTj Info → Jabatan Sumber Manusia (Human Resource Department) → Penggajian (Payroll)| HERE

2. Salary slip can be accessed via :

UMPortal → Applications → Portal Pembayaran (Payment Portal) → Pengguna (User) → Penyata Gaji (Payslip) | HERE

Staff medical benefits include both UM Health Clinic and UM panel clinics.

The list of UM panel clinics may be accessed via:

UMPortal → Applications → Staff E-Services → Perubatan (Medical) →

Kemudahan Perubatan (Medical Facility) → Senarai Klinik Panel (List of Panel Clinic) | HERE

Annual leave applications may be done via:

UMPortal → Applications → Staff E-Services → Cuti (Leave) → Cuti Tahunan dan Sakit (Annual and Medical Leave) | HERE

1. Official Website UM:

https://www.um.edu.my/

2. UM Portal:

https://portal.um.edu.my/

(UM Staff portal and medium of communication between the university management and staff)

3. UM Recruitment System:

https://career.um.edu.my/

https://jobs.um.edu.my/

(Platform for job vacancy applications in UM)

4. ICT Services:

https://ptm.um.edu.my/

(Contains latest information on systems and services provided by the Information Technology Centre UM)

ATTENTION

Terms and Conditions of Service

Staff is required to thoroughly read, understand, and adhere to the terms and conditions of service that has been signed and agreed to as attached with the offer letter.