hr-payroll

name	hr-payroll
description	Create employment contracts, onboard new employees, or issue internship agreements for AiTraining2U PLT. Use when asked about contracts, hiring, onboarding, employee records, or HR documents.

HR & Payroll — Employment Contract

Contract Types Supported

• Full-time (permanent employment)
• Contract (fixed-term employment)
• Internship (student attachment / industrial training)

---

Workflow

1. Gather Details — Ask for anything missing, NEVER guess

Field	Full-time	Contract	Internship	Notes
Full legal name (as per NRIC)	✅	✅	✅	Must ask
NRIC / Passport No.	✅	✅	✅	Must ask
Nationality	✅	✅	✅	Default: Malaysian
Residential address	✅	✅	✅	Must ask
Personal email	✅	✅	✅	Must ask
Tel	✅	✅	✅	Must ask
Position / Job title	✅	✅	✅	Must ask
Department	✅	✅	✅	Must ask
Start date	✅	✅	✅	Must ask
End date	❌	✅	✅	Must ask for contract/intern
Basic salary (RM/month)	✅	✅	—	Must ask
Monthly allowance (intern)	—	—	✅	Must ask
Allowances breakdown	optional	optional	—	e.g. transport: 200
Probation (months)	Default: 0 (none)	optional	❌	Ask if different

2. Get Next Employee ID

import sqlite3, os
DB = os.path.expanduser("~/hr.db")
conn = sqlite3.connect(DB)
c = conn.cursor()
year = 2026  # use current year
c.execute("UPDATE emp_sequence SET last_no = last_no + 1 WHERE year = ?", (year,))
c.execute("SELECT last_no FROM emp_sequence WHERE year = ?", (year,))
n = c.fetchone()[0]
conn.commit(); conn.close()
emp_id = f"ATU-EMP-{year}-{n:04d}"

3. Insert into DB

import json
conn = sqlite3.connect(DB)
c = conn.cursor()
c.execute("""
INSERT INTO employees
  (emp_id, full_name, nric, nationality, address, email, tel,
   position, department, employment_type, start_date, end_date,
   probation_months, basic_salary, allowances)
VALUES (?,?,?,?,?,?,?,?,?,?,?,?,?,?,?)
""", (emp_id, full_name, nric, nationality, address, email, tel,
      position, department, employment_type, start_date, end_date,
      probation_months, basic_salary, json.dumps(allowances) if allowances else None))
conn.commit(); conn.close()

4. Generate Contract PDF

~/.local/bin/uv run --with reportlab python3 \
  ~/Agent_K_Telegram/skills/hr-payroll/scripts/build_contract.py ATU-EMP-YYYY-XXXX

• Saved to: ~/Documents/AiTraining2U/HR/Contracts/{YYYY}/Unsigned/{emp_id}_{Name}_{Type}-Contract_{date}.pdf
• DB contract_pdf field auto-updated by the script

5. Deliver for Review

• Send PDF to the channel the user is interacting from:
  • User in Telegram group → group $TELEGRAM_GROUP_CHAT_ID
  • User in Telegram DM or Claude Code / terminal → DM $TELEGRAM_DM_CHAT_ID
• Caption:
  • Employee name, position, contract type, start date, salary/allowance
• Then ask: "Please review the contract. Reply 'send to employee', 'ok go ahead', or 'email it' to send."
• NEVER email without explicit user approval

6. Email Contract to Employee

ONLY after explicit approval:

• To: employee email
• CC (always): recipients from $CC_EMAILS (comma-separated)
• Subject: Employment Contract – {Position} | AiTraining2U PLT
• Attachment: unsigned PDF
• Body: Professional HTML email (dark blue header, same style as invoice) covering:
  • Congratulations / welcome tone
  • Key terms summary (position, start date, salary)
  • Instruction to sign and return
  • Sign-off: $COMPANY_CONTACT_NAME, $COMPANY_NAME, $COMPANY_EMAIL
• ALWAYS send via the custom script (NOT Gmail MCP — MCP strips the display name from From header):

  ~/.local/bin/uv run --with google-api-python-client --with google-auth \
    python3 ~/Agent_K_Telegram/skills/send-email/scripts/send_email.py \
    --to EMPLOYEE_EMAIL \
    --cc $CC_EMAILS \
    --subject "SUBJECT" \
    --attach PATH_TO_PDF \
    --html 'HTML_BODY_STRING'
  

  This ensures the From header shows: Atlas (AiTraining2U) <[e-mail]>

7. Store Signed Contract

When user sends back the signed PDF:

1. Save to ~/Documents/AiTraining2U/HR/Contracts/{YYYY}/Signed/{emp_id}_{Name}_{Type}-Contract_{date}_SIGNED.pdf
2. Update DB: UPDATE employees SET signed_pdf=? WHERE emp_id=?
3. Confirm to user: "Signed contract stored at [path]"

---

File Storage

~/Documents/AiTraining2U/HR/Contracts/
└── {YYYY}/
    ├── Unsigned/   ← generated contracts
    └── Signed/     ← signed copies returned by employee

File naming:

• Unsigned: ATU-EMP-2026-0001_John-Smith_Full-Time-Contract_2026-03-01.pdf
• Signed: ATU-EMP-2026-0001_John-Smith_Full-Time-Contract_2026-03-01_SIGNED.pdf

File hygiene:

• Never save to ~/ root
• Regeneration overwrites the unsigned copy in place
• Only one unsigned + one signed copy per employee

---

Database — ~/hr.db

• Tables: employees, emp_sequence
• Setup script: ~/Agent_K_Telegram/skills/hr-payroll/scripts/setup_db.py (run once if DB missing)
• Employee ID format: ATU-EMP-YYYY-XXXX

Key DB Fields

Field	Notes
emp_id	ATU-EMP-YYYY-XXXX
employment_type	full-time / contract / internship
status	active / inactive / terminated
contract_pdf	path to unsigned PDF (auto-set by script)
signed_pdf	path to signed PDF (set when received)

---

Malaysia Employment Act 1955 (Amended 2022) — Key Rules Baked In

Rule	Value
Max weekly hours	45 hours
Annual leave	16 days per year (flat)
Maternity leave	98 consecutive days (paid)
Paternity leave	7 days (paid, married, ≤5 children)
Public holidays	11 federal days
Overtime rate	Minimum 1.5× hourly rate
EPF (employee)	9% basic salary
EPF (employer)	15% basic salary
SOCSO	0.5% employee / 1.75% employer
EIS	0.2% each
Termination notice	2 months (60 days) — flat
Pregnant employee	Cannot be terminated except gross misconduct / business closure (s.37)
Non-compete	NOT included — void under Contracts Act 1950 s.28
Confidentiality	Included — enforceable during and after employment
Non-solicitation	Included (12 months post-employment) — enforceable if reasonable
Intellectual property	All work product belongs to employer — assignment clause included
Intern EPF/SOCSO	NOT applicable (student exemption)
Minimum wage	Salary must not be less than prevailing national minimum wage (Minimum Wages Order)
Flexible working	Employee may apply in writing; employer must respond within 60 days (s.60P)
Anti-sexual harassment	Employer must take reasonable steps; display workplace notice (ss.81A–81F)
Domestic inquiry	Required before summary dismissal for misconduct
Paternity eligibility	Married male, ≥12 months service, ≤5 children
Max overtime	104 hours/month; max 12 hours/day inclusive of normal hours
PCB/MTD	Employer deducts and remits monthly tax to LHDN