SCHEME OF SERVICE
The University has been adopting the Malaysian Remuneration System (MRS) implemented by the government for its human resource remuneration and benefit system.
The University has also adopted rules and regulations on service matters practised by the government. However, certain modifications have been made in line with IIUM legal status as a company as well as to facilitate its position as an international university.
Status of Appointment
IIUM is an entity established under the Companies Act 1965. All employment in IIUM is governed by the Malaysian Labour Laws and adoption of various government policies, rules, regulations and procedures as approved by the University Authority.
The status of appointment of IIUM staff are categorised as follows:-
- Permanent
- Contract
- Secondment
- Temporary
- Part-Time
Appointment, Probation and Confirmation
APPOINTMENT
Appointment of IIUM staff (other than part-time staff) is made by the Academic Staff Selection Committee, the Administrative Staff Selection Committee (Professional and Management) or the Administrative Staff Selection Committee (Support Staff) depending on the category of staff to be recruited.
PROBATION
Permanent staff will be on probation for a period of one to three years. The duration of service for staff (administrative and technical, and DG staff) who are appointed on contract to permanent basis is counted for purpose of probationary period.
CONFIRMATION IN SERVICE
Upon completion of the probationary period, the staff is eligible to be considered for confirmation in service once he has fulfilled the confirmation requirements.
Notwithstanding the above criteria, the confirmation in service of staff will be decided by the relevant University authority. The University authority shall have the right to impose any additional criteria such as good attendance record.
Refer to Section 5 of the HR Policies and Procedures Manual.
ASSET DECLARATION
All staff are required to declare their assets as follows:
● Upon joining the service of the University;
● At any point of new acquisition or disposal of assets;
● Declare their assets at least once in a five (5) years duration from the first date of asset declaration. If there is no additional asset acquisition or asset disposal during the above said period, the staff needs to submit online Form A of ‘Declaration of No Change in Asset Declaration’.
Relevant circular:
- Service Circular No. 1/2010 Guidelines on Asset Declaration
- Service Circular Letter 4/2011 Asset Declaration As One of The Criteria For Service Related Matters
Asset Declaration System:
PROMOTION
A) PROMOTION OF ACADEMIC STAFF
Relevant Circular:
1. Service Circular No. 21/2020 – Revision of Criteria For Promotion of Academic Staff
2. Guidelines On Promotion Exercise For Academic Staff
3. Service Circular Letter No. 1/2022 – Expected Achievement for Promotion of Academic Staff
B) PROMOTION OF ADMINISTRATIVE & TECHNICAL STAFF
TBD
COVERING ASSIGNMENT
TBD .
Relevant circular:
Pekeliling Perkhidmatan Bilangan 17 Tahun 2007 – Peraturan Penanggungan Kerja Perkhidmatan Awam
STAFF BENEFITS
New Staff
- Air Ticket for Staff & Spouse
- Cash advancement for newly arrived international staff up to RM1,500.00, payable through monthly installments
IIUM Nursery / Montessori
- On-campus (Gombak)
Educational Allowance for International Staff
- The IIUM will pay the basic fees comprising of registration of tuition fees for one (1) child only at primary one level, up to secondary level (A level) at the International Islamic School (IIS)
Educational Privilege for staff studying at the IIUM
- Educational Privilege for spouse and children of staff studying in IIUM • Discount up to 75% of Malaysian rate
Employee Provident Fund (EPF)
- 11% – employee’s contribution
- 12% – employer’s contribution (Salary above RM5,000.00)
- 13% – employer’s contribution (Salary below RM5,000.00)
Retirement Benefit Fund (RBF)
- A staff will automatically be eligible for RBF after having served the University for one year on permanent basis.
New Retirement Benefit Fund (NRBF)
- Effective 1 January, 2012, all permanent staff are eligible for additional fund (NRBF)
SOCSO
- Statutory deduction for all employees (Malaysian only)
- Employees contribution is to fund the ‘Invalidity Pension Scheme’ – 24 hours coverage (Contribution will stop by the age of 60 years old)
- Employer’s contribution is to fund the ‘Employment Injury Scheme’ – coverage is limited to work related incidents (contribution will continue until the last day of work, regardless of age)
Scholarship / Loan for staff to further studies
- Scholarship for academic staff to further studies in Masters degree and Phd
- Scholarship for professional and administrative staff to further studies (post graduate) • Interest free Study Loan up to RM10,000.00 for staff in support group
Leave
- Annual leave
- Medical Leave
- Half pay leave
- Unpaid leave
- Hajj Leave
- Umrah Leave
- Unrecorded Leave
- Substitutional Leave
- Quarantine Leave
Appreciation
- Quality Day
- Staff Appreciation Ceremony (long service and retiree award)
End of contract benefits
- Gratuity
- Air-Tickets for staff and spouse
Death compensation / assistance
- Funeral expense of RM3,000.00 under the MRS scheme
- Funeral assistance of RM1,500.00 under SOCSO scheme
- Funeral assistance of RM2,500.00 under EPF scheme
- Death benefit up to RM2,000.00 under Group Hospitalization Insurance and Surgery Scheme
- Golden Handshake
- Free medical treatment for spouse for life
- Derivative pension under SOCSO scheme
- Group Personal Accident Insurance (for those not covered by SOCSO)
- Staff Khairat Fund (voluntary basis)
Others
- Trainings
- Ibadah Camp
- On-campus housing for essential staff
- IIUM Hajj Programme
- Uniforms for Security Guards, Nurses, Drivers, Junior General Assistant.
MEDICAL BENEFITS
Medical Treatment Reimbursement
- Panel Clinics (RM45.00 per visit or 30% reimbursement)
- Free treatment at government hospitals according to eligibility
- Subsidy for coverage up to RM15,000 per year for private hospital treatment (through Group Hospitalization and Surgery Scheme)
- Maternity packages up to RM2,300.00 per package (max. 5 packages)
- Dental treatments
- Subsidy up to RM150.00 for Breast Screening
- Subsidy up to RM100.00 for circumcisions and immunizations
Health Screening
- The University provides subsidy of RM300.00 per staff for thorough health screening programme. The subsidy amount is to be reimbursed to the eligible staff members only.
- Reimbursement shall be made through IIUM Health Centre, subject to the availability of budget.
Breast Screening Program
- The University has agreed to subsidize the Breast Screening Program at the rate of RM100.00 for mammography alone and RM150.00 for both (mammogram and ultra sound) for IIUM female staff.
- The staff can apply for reimbursement from the IIUM Health Centre at the rate of RM150.00 only.
FINANCIAL BENEFITS
Group Personal Accident Takaful
- The University shall pay the premium for Group Personal Accident (GPA) Takaful for all International staff. The GPA covers accidental death or bodily injury caused solely by violent external and visible means or loss resulting directly and independently for all other causes from bodily injuries caused by an accident.
Funeral Contribution
- All permanent and contract staff (if contribution is mentioned in the offer letter) are eligible for the funeral contribution.
- The maximum amount of contribution is RM3,000.00 if the funeral cost is borne by the family of the deceased.
- If the funeral is arranged by the University, the management cost shall be deducted accordingly from the said amount.
- Staff who contributed to SOCSO and EPF is also eligible for funeral assistance based on the amount as determined by both organisations.
- Staff who is registered as a member of the Staff Khairat Fund will receive financial assistance amounting to RM1,000.00.
Educational Privilege for Staff and Dependents studying at IIUM
- Educational privilege is the support provided by the University on education fees for staff and their dependants who are studying at IIUM.
- All staff and dependants who are studying at IIUM are eligible for discounted rate according to income range and subject to specified terms and conditions.
Air Passage for Contract Staff
Academic Staff (on contract appointment) recruited from overseas may be given the air passage privileges as per specified in their terms and conditions of service.
FINANCING BENEFITS
The university provides the following financing to its staff:-
Housing Financing
This financing is only applicable for permanent staff. The staff must have been confirmed in service except those academic staff pursuing their Ph.D. The University subsidizes the term charges imposed by the financial institutions over and above the rate of 4% for amount up to a maximum eligibility.
Motor Vehicle Financing (Cars and Motorcycles)
Eligibility criteria
- Permanent and contract staff
- Has served IIUM more than one (1) year
- Minimum basic pay is RM1, 620.00 per month (for car financing only)
- Two (2) guarantors are required (for motorcycle financing)
Computer Financing
Eligibility criteria
- Permanent and contract staff only
- Has served the University for at least 6 months
- Financing amount up to RM 5,000.00 for the purchase price of the computer gadgets and its peripherals or smartphones whichever is lower.
Cash Advancement
Newly arrived international staff may apply for an advance of RM1,500.00 from the Recruitment Unit of MSD.
(For details, please visit the Finance Division website or please contact the Finance Division)
RETIREES
Staff members who are appointed on permanent basis, have been confirmed in service and have served the University for not less than 10 years are eligible for the post retirement benefits as follows:
Service Gratuity
- Service gratuity is a benefit provided to IIUM permanent staff members who retire after the age of 50 years and have served the University for at least 10 years continuously. The gratuity is given in a lump sum amount.
Leave cash compensation / Golden Handshake
- Staff appointed on permanent basis is eligible for golden handshake (GHS), i.e. cash award as compensation for the accumulated unutilised annual leave) upon retirement.
Post Retirement Medical Benefit
- Free outpatient Medical treatment in IIUM Health and Wellness Centre
- Free Inpatient medical treatment at any government hospitals in Malaysia and IIUM Medical Centre for life (including spouse).
DECEASED STAFF
For permanent and contract staff, the legal representative is eligible for the following benefits:
- Funeral Assistance amounting to RM3,000.00
- If the deceased staff contributed to SOCSO, the legal representative can claim for funeral assistance amounting to RM1,500 from SOCSO
- If the deceased staff contributed to EPF, the legal representative can claim for funeral assistance amounting to RM2,500 from EPF.
ANNUAL SALARY INCREMENT
The date of processing of annual salary increment (ASI):
MONTH | ELIGIBLE STAFF |
January | For staff who are appointed either in the month of January, February or March |
April | For staff who are appointed either in the month of April, May or June |
July | For staff who are appointed either in the month of July, August or September |
October | For staff who are appointed either in the month of October, November or December |
Note: ASI date may change due to various reasons
ELIGIBILITY FOR PAYMENT OF ANNUAL SALARY INCREMENT:
- Has served at least 9 months
- Annual Performance Appraisal Report (APAR) >60%
- Academic Progress Report (APR) for staff on study leave for >6 months in the year of ASI assessment
- Sabbatical Leave Report (SLR) for staff on sabbatical leave for >6 months in the year of ASI assessment
- Asset Declaration Form B
INELIGIBLITY FOR THE ANNUAL SALARY INCREMENT:
- On unpaid leave for personal reason for >180 days in a year
- No submission or incomplete submission of required documents without reasonable cause
- Basic salary received has reached the maximum value of the salary grade
- As part of the punishment as decided by the Staff Disciplinary Committee
- No backdated payment of ASI for any submission beyond the stipulated period without reasonable cause
ANNUAL PERFORMANCE APPRAISAL
Component of APAR:
- Key Ihsan Indicator (KII)
- Appraisal Performance Report (APAR)
Key Ihsan Indicator (KII)
What is Key Ihsan Indicators (KII)?
Measuring what matters the most. Staff KIIs must be:
- Specific – target a specific area for improvement.
- Measurable – quantify or at least suggest an indicator of progress.
- Assignable – specify who will do it.
- Realistic – state what results can realistically be achieved, given available resources.
- Time-related – specify when the result(s) can be achieved.
Setting and reviewing KII:
- Set early of the year
- Review middle of the year
- Evaluate end of the year thru APAR
Annual Performance Appraisal Report (APAR)
Staff evaluation/actual performance by end of the year.
Eligibility Criteria:
- All full time staff (permanent, contract and temporary) including all newly appointed staff on 1st January in the assessment year.
- Has been serving at least 180 days (6 months) in the assessment year.
- Staff members who have been approved for study leave/ unpaid leave/half-pay leave for more than 180 days in the assessment year are not required to submit the APAR.
(Newly appointed staff who has been working less than 180 days in the assessment year will proceed to do Special APAR in the next assessment year.)
Importance of Appraisal:
- Annual Salary Increment (ASI)
- Confirmation in service
- Promotion
- Renewal of contract
- Application to new position
- Selection of Quality Award recipient
Click to open Online Appraisal System for Academic
Click to open Online Appraisal System for Administrative staff including Academic Fellow/Research Fellow/Clinical Nursing Instructor.
STAFF ATTENDANCE
Admin and Technical Staff
- Must clock in and out in Campus.
- Staggered working hours: MSD Service Circular No. 4/2014. The spirit of the circular is to facilitate staff to settle personal affairs such as sending children to schools or nurseries and to cater for those who are staying very far from the campus.
Staggered working hours for all campus:
No. | Working Hours | Lunch Hour |
1 | 7.30 am – 4.30 pm | 1.00 pm – 2.00 pm |
2 | 8.30 am – 5.00 pm | 1.00 pm – 2.00 pm |
3 | 8.30 am – 5.30 pm | 1.00 pm – 2.00 pm |
4 | 9.00 am – 6.00 pm | 1.00 pm – 2.00 pm |
Time Off:
- Max of 2 hours.
- Solely at the discretion of the HOD (immediate supervisor).
- To be applied thru HURIS.
- Must be compensated on the same day so as to complete the total working hour of 9 hours.
- If exceeds 2 hours, staff required to apply for Annual Leave for that day.
- Only allowed once a month.
- It’s a privilege, not a right (subject to approval from the immediate supervisor)
Academic Staff
- Must clock in and out in Campus
- Must complete a minimum of 40 working hours a week.
- 40 working hours a week does not include break/lunch break. Staff may take a break at any time of the day.
- Monday to Friday for All Campus except Pagoh
- Sunday to Thursday for Pagoh Campus
Importance of good attendance report:
- Confirmation in service
- Promotion
- Renewal of contract
- Application to new position
- Selection of Quality Award recipient
STAFF LEAVE
- Annual leave (AL) entitlement is calculated on proportionate basis. Therefore, there is no provision for Advance Annual Leave.
- Permanent staff is allowed to accumulate balance of his/her annual leave which he/she is entitled to for a period of two (2) years service to the third year of his/her service. The leave for the first year will be forfeited if such leave is not utilised by the end of the third year.
- Staff can apply AL three (3) days before the actual date of annual leave using available online system (HURIS).
- For application less than three (3) days, the leave will be considered as unplanned leave and annual leave will be deducted accordingly.
- For unplanned leave and in the case of unavailability of annual leave, it will become AWOL and salary will be deducted.
TYPES OF LEAVE
- Annual leave
- Medical Leave
- Half pay leave
- Unpaid leave
- Hajj Leave
- Umrah Leave
- Unrecorded Leave
- Substitutional Leave
- Quarantine Leave
FINANCIAL MATTERS
EMPLOYEES PROVIDENT FUND (EPF)
The University and staff (Malaysian and Permanent Residents) who are below the age of 60 years old shall make compulsory contributions to the EPF in accordance with the present government scales as follows.
| Contributor | Salary RM 5000 and below per month | Salary above RM 5000 per month |
| Staff | 11% or 8% | 11% or 8% |
| University | 13% | 12% |
SOCSO CONTRIBUTION
Types and Categories of Contribution:
First Category
(Employment Injury and Invalidity Schemes)
- All employees who have not attained 60 years of age are required to contribute under the first category, except those who have attained 55 years of age and have made no prior contributions before they reach 55 years. (Amendment Act w.e.f. 1 January 2013).
- The rates of contribution under this category comprise 1.75% employer’s share and 0.5% employee’s monthly wages.
Second Category
(Employment Injury Scheme)
- For employees aged 60 years old and above and are still working
- For employees aged above 55 years old when they first register and contribute to SOCSO
- Insured Person receiving Invalidity Pension and still working and receiving less than 1/3 of the average monthly wages before the invalidity
- Under this Category, the contribution is paid by the employer for the Employment Injury Scheme
- The rate of contribution under this category is only 1.25% of the employee’s monthly wages solely borne by the employer.
INCOME TAX
Income Tax Deduction
The University will remit to the Inland Revenue Board income tax payable by staff in accordance with the rate as determined by the Inland Revenue Board. However, staff must ensure that he submits his annual income tax assessment to the Inland Revenue Board.
Responsibilities of Staff with Regard to Income Tax
- Tax matters are personal responsibility of the staff
- Each staff must submit the Income Tax Assessment form at the latest by 30th April (for no other source of income) or 30th June (if the staff received income from other business) using online or hardcopy tax assessment submission method. For this purpose, staff must keep all relevant documents as proof for a minimum period of seven (7) years.
- Prior to leaving Malaysia, international staff who have ended their contract with the University must declare their tax at the Inland Revenue Board.
IIUM KHAIRAT FUND (SKF)
IIUM Khairat Fund (SKF) is a fund that is contributed voluntarily by the staff and the minimum amount is RM2.00 per month.
The fund is managed by the Employee Benefits and HR Relations Unit, Management Services Division.
Eligibility
- All registered staffs who have signed the application form giving consent on the monthly salary deduction.
- Each SKF member may apply for the benefit from the fund for more than once.
- Application shall be made within 1 year from the date of the event/ incident.
- New SKF member will only be eligible for assistance (benefits) after 2 months of contributions.
** List of Benefits : click here
** List of 36 Critical Illnesses : click here
** SKF Application Form : click here
** SKF Salary Deduction Form : click here
For further information, kindly contact :
Employee Benefits and HR Relations Unit
Ext : 4978/3982/3418/3997/3993
msd_benefits@iium.edu.my
EXIT POLICY
Exit Policy (MSD Service Circular No. 1/2015):
- Poor Performance
- Absent Without Leave (AWOL)
- Medical Incapacity