| 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
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:
7. Store Signed Contract
When user sends back the signed PDF:
- Save to
~/Documents/AiTraining2U/HR/Contracts/{YYYY}/Signed/{emp_id}_{Name}_{Type}-Contract_{date}_SIGNED.pdf
- Update DB:
UPDATE employees SET signed_pdf=? WHERE emp_id=?
- 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 |
