Contents of this article are applicable to the following users
Tier: NA
Product: PayrollAny
Platform: Web
Access Level: Owner
Before running Indonesia Payroll in StaffAny, each employee's profile must be complete. This guide covers every required field across all sections in My Team, and explains how to update employee data individually or in bulk using Mass Edit.
This guide will cover how to:
Use the payroll readiness checklist
Use this checklist to ensure each employee is ready before running payroll. All fields are mandatory unless marked optional.
Section | Field | Required? |
Basic Information | Legal Name | Required |
Work Information | Business Entity | Required |
Work Information | Effective Date (wage record) | Required when setting up wages |
Current Wages | Basic Rate (Wage) | Required |
Current Wages | Working Days Setting | Required |
Current Wages | Working Days per Week / Fixed Number of Days/Month | Required (except Calendar Days) |
Current Wages | Prorate Salary Based On | Required |
Statutory Information | Tax Calculation Method | Required (all employees) |
Statutory Information | Tax Year | Required (all employees) |
Statutory Information | PTKP Status | Required* (not required if No Tax) |
Statutory Information | Employment Status | Required* (not required if No Tax) |
Indonesia Identification Information | Citizenship | Required* (not required if No Tax) |
Indonesia Identification Information | KTP Number | Required* for Indonesian citizens (not required if No Tax) |
Indonesia Identification Information | Nationality | Required* (not required if No Tax) |
* Fields marked with an asterisk are not required if the employee's Tax Calculation Method is set to No Tax. If you do not have an employee's identity or statutory data, set the Tax Calculation Method to No Tax; the employee will still be eligible to run payroll with only the Tax Year filled in.
If any required field is missing, StaffAny will flag that employee as ineligible when creating a new payroll run. You can also check from the employee's profile page in My Team — the warning banner lists all incomplete fields by section.
Fill in Basic Information
The employee's Legal Name must match the name on their official identification document. This name is used in payslips and tax reports.
Go to My Team > open the employee's profile > click the Basic Information card > enter the employee's Legal Name.
Click Save.
Fill in Work Information
The employee must be assigned to a Business Entity. The Business Entity is configured in your organisation's payroll settings and determines which legal entity processes the employee's payroll.
Go to My Team > click the Work Information card > select the appropriate Business Entity from the dropdown.
Click Save.
Set Up Current Wages
The employee must have an active wage record with a Basic Rate (Wage), Working Days Setting configuration, and a valid Effective Date. The Effective Date determines when this wage configuration applies to payroll calculations.
Go to My Team > click Career History > click Add Transition (or edit an existing wage record).
Fill in the following fields:
Field | Description |
Effective Date | The start date for this wage record. Must be set for the wage record to count in payroll eligibility. |
Basic Rate (Wage) | The employee's base salary or hourly rate. Must be greater than zero. |
Working Days Setting | Choose from: 5 Days/Week, 5.5 Days/Week, 6 Days/Week, Calendar Days, Fixed Number of Days/Month, or Custom Working Days/Week. |
Working Days per Week / Fixed Number of Days/Month | Required if Working Days Setting is not Calendar Days. |
Prorate Salary Based On | Determines how salary is calculated for incomplete months. |
3. Check I understand and click Save.
Fill in Statutory Information
Set the Tax Calculation Method first. This determines whether the Indonesia Identification Information fields are required.
If you do not have the employee's identity or statutory data (such as KTP Number, Citizenship, or PTKP Status), set the Tax Calculation Method to No Tax for that Tax Year. The employee will still be eligible to run payroll.
Method | Description | Additional fields required |
Gross | Employee pays tax; deducted from salary. | Citizenship, KTP Number, Nationality, PTKP Status, Employment Status, Tax Year |
Gross-up | Company bears the tax; gross salary is grossed up. | Citizenship, KTP Number, Nationality, PTKP Status, Employment Status, Tax Year |
Netto | Employee pays tax; calculated from net amount. | Citizenship, KTP Number, Nationality, PTKP Status, Employment Status, Tax Year |
No Tax | PPh 21 does not apply. Use this if identity or statutory data is not available. | Tax Year only |
Use the Statutory card to maintain the employee's tax and social security information. NPWP Number is now located in this card. BPJS Kesehatan Number and BPJS TK Number are optional.
Field | Required? | Description |
NPWP Number | Optional | The employee's taxpayer identification number. Enter 15 or 16 digits. |
BPJS Kesehatan Number | Optional | The employee's BPJS Kesehatan membership number. Enter 13 digits. |
BPJS TK Number | Optional | The employee's BPJS Ketenagakerjaan membership number. Enter 11 digits. |
How to fill in the data:
Go to My Team > open the employee's profile > click Statutory
NPWP Number and BPJS Number are optional. NPWP number can only accept 15-16 digits as per regulation.
For payroll tax settings, Set the Tax Year and Tax Calculation Method.
If the method is Gross, Gross-up, or Netto, also fill in PTKP Status and Employment Status.
Click Save.
Fill in Payment Information
For payroll processing, employees need payment information. How to fill in payment data:
Note: If disbursement is available for your organisation and the employee uses Bank Transfer, the Payment card also shows the employee's Bank Validation Status. If there is no recorded validation result, the status appears as UNVALIDATED.
Go to My Team > open the employee's profile > click the Payment card
Select the Payment Method (Bank Transfer, Cash, Cheque, or Others). If Bank Transfer, also fill in the bank name, account holder name, and account number.
Click Save.
Fill in Indonesia Identification Information
These fields are only required if the employee's Tax Calculation Method is Gross, Gross-up, or Netto. If the method is set to No Tax, you can skip this section entirely.
Go to My Team > select the employee's profile > click the Indonesia Identification Information card.
Fill in the following fields:
Field | Required? | Description |
Citizenship | Required (skip if No Tax) | Select Indonesia Citizen or Foreigner. |
KTP Number | Required for Indonesian citizens (skip if No Tax) | Not required if Citizenship = Foreigner.
Must be 16 digits |
Nationality | Required (skip if No Tax) | The employee's nationality. |
KK Number | Optional | The employee's Family Card number. |
Passport Number | Optional | The employee's passport number. StaffAny stores it in uppercase. |
Passport Expiry Date | Optional | The employee's passport expiry date. |
3. Click Save. Once saved, the missing data warning banner for payroll will disappear and the employee will be ready to be included in a payroll run.
Fill in Emergency Contact
Add an emergency contact to the employee's profile. Both fields are optional.
Go to My Team and open the employee's profile.
Open the Emergency Contact card.
Enter the employee's Next of Kin and emergency Phone.
Click Save.
Update employee data in bulk using Mass Edit
If you need to prepare data for multiple employees at once, use Mass Edit Staff Details to export a Excel template, fill it in, and import it back. This is faster than updating each employee profile one by one.
The Mass Edit Excel groups employee fields in the same order as the employee profile. The refreshed Indonesia sections include optional identity, statutory, and emergency-contact fields:
Profile category | Mass Edit Excel headers |
Indonesia Identification Information | Citizenship, Nationality, KTP Number, KK Number, Passport Number, Passport Expiry Date |
Payment | Payment Method, Bank, Account Name, Account Number, Payment Remarks |
Statutory | Tax Year, PTKP Status, Employee Status, Tax Calculation Method, Beginning Netto, PPH21 Paid, NPWP Number, BPJS Kesehatan Number, BPJS TK Number |
Emergency Contact | Kin, Emergency Phone |
How to use Mass Edit:
Go to My Team > check the employees whose data you want to update
Click Mass Edit at the top of the page.
Download the Excel template generated for the selected employees.
Fill in the required columns. Leave cells blank for columns you are not updating.
Upload the completed Excel file.
Confirm the upload by checking "I understand..." and clicking the "I understand..." button.
Review the import summary. Rows with errors will be listed with the reason — fix and re-upload.
When the upload is successful (as shown in the image below), the system will proceed with updating the data.
Track the upload progress from the Notification menu. Click the bell icon at the top right.
Once clicked, you will see the Tasks update information as shown in the image below.
FAQ
Q: Are the new Indonesia employee profile fields required?
A: No. Passport Number, Passport Expiry Date, KK Number, BPJS Kesehatan Number, BPJS TK Number, Next of Kin, and emergency Phone are optional. NPWP Number remains optional and is now located in the Statutory card.
Q: Why can't I see Bank Validation Status on the Payment card?
A: Bank Validation Status is shown only when disbursement is available for your organisation and the employee uses Bank Transfer.
Q: I don't have the employee's identity or statutory data. Can I still run payroll?
A: Yes. Set the employee's Tax Calculation Method to No Tax. This bypasses the Indonesia Identification Information and statutory fields (Citizenship, KTP Number, Nationality, PTKP Status, Employment Status). Only the Tax Year is required. The employee will still be included in the payroll run.
Q: How do I know which employees are not ready for payroll?
A: When creating a new Indonesia payroll run, StaffAny displays a table of all employees with their eligibility status. You can also open the employee's profile in My Team — the warning banner in the Payroll section lists every missing field by category.
Q: What is the difference between Netto and No Tax?
A: Netto calculates PPh 21 from the net (take-home) amount — all identity and statutory fields are still required. No Tax means PPh 21 does not apply at all and identity fields can be left blank.
Q: What are the PTKP Status options?
A: PTKP (Penghasilan Tidak Kena Pajak) is the non-taxable income threshold. Options reflect marital status and number of dependants: TK/0 (single, no dependants), TK/1-TK/3 (single, 1-3 dependants), K/0-K/3 (married, 0-3 dependants).
Q: Can I set up wages and Business Entity using Mass Edit?
A: Yes. The Mass Edit CSV includes columns for Entity, Basic Rate (Wage), Effective Pay Period, and Prorate Salary Based On.
Q: Do I need to fill in the KTP Number for foreign employees?
A: No. KTP Number is only required for employees with Citizenship = Indonesia Citizen. Foreign employees do not need to fill in this field even if the method is Gross, Gross-up, or Netto.