Frequently Asked Questions (FAQ)

The following frequently asked questions are common among those contemplating University of Malaya (UM). This page provides answers to these questions and provides links to useful UM websites that provide additional answers.


My application for annual leave for overseas purposes has already been approved by my leave approver but the status of my application in the system is still under process. How is this possible?

The application for annual leave for overseas purposes has to be approved by the University of Malaya Vice Chancellor as the final leave approver. Any application for annual leave for overseas purposes has to be submitted at least 15 days before the commencement date of the leave applied for. Otherwise the staff has to state reasons for the late application.

What should I do if the name of the replacement staff is not listed?

The staff has to click on the drop down list “CariNamaStaf”.

How do I update the information pertaining to the leave approver?

The information pertaining to the first leave approver has to be updated so that the leave application can be processed.  The leave administrator has to be notified of any changes on the leave approver via the specified screen.  If the first leave approver has been changed while the leave application is still under process, an email notification will be sent to the new leave approver.

Will my annual leave be approved if I do not have the pro-rate leave entitlement?

Yes, the annual leave application of the staff will be approved even though  the pro-rate condition is not satisfied provided the staff still has sufficient leave remaining  However the reason for the leave application has to be stated and the application is subjected to the approval of the Human Resources Department.

Why is it that my total leave entitlement is not displayed and the system shows that I am not entitled to apply for annual leave?

The total leave entitlement for a permanent or contract staff is keyed in by the leave administrator of each centre of responsibility/department at the beginning of each year for a permanent staff or at the beginning of each new contract term for a contract staff. The staff has to contact the leave administrator to verify the total leave entitlement.

How do I login to University of Malaya portal to apply for annual leave?

The staff needs to have an UMMail account in order to login to University of Malaya portal for leave application.  If the staff still does not have an UMMail account, he has to first apply for a new account through UMMail website ie. ummail.um.edu.my.

How do I apply for annual leave?

Application for annual leave has to be done on-line at the University of Malaya portal ie portal.um.ed.my at Staff e-Services.

Why is it necessary to have a feature to return the overtime claim to the applicant in the second approver section?

The decision of the second approver is one of the most important aspects in the overtime claim process at the centre of responsibility level. The “not approved” decision will lead to the overtime claim being abandoned and the overtime will no longer be available for claim. 

The feature ‘to return the overtime claim to the applicant” is to enable the applicant to rectify his overtime claims and re-submit the claims to the second approver.

Can I approve claims which amount to more than 1/3 of the applicant’s monthly salary?

Yes, the following options are given to the second approver in the approval process :-

  1. If the staff’s total claims do not exceed 1/3 of his salary, the second approver can select :-
    • Approve
    • Not approved
  2. If the staff’s total claim exceed 1/3 of his salary, the second approver can select :-
    • Approve claims exceeding 1/3 of staff’s salary
    • Approve claims not exceeding 1/3 of staff’s salary
    • Not approved

I, as the first approver, have already approved the overtime of my staff. However, I realize that the overtime period stated is not correct. Can I make amendments to the overtime period although I have previously approved it?

Amendments can still be made by the first approver provided the claim for the said overtime has not been made by the staff.  The minimum amount of overtime claim is one hour while the maximum time cannot exceed the time indicated by the clock-in and clock-out times.  Changes can be made using the “LaporanPelulusPertama” screen.

My overtime claim has been approved by the first approver but when submitted for payment or compensation leave the following message “silarujukpentadbir” appears. What is the problem?

The cash payment or compensation leave for overtime work done follows a pre-determined rate.  The message “silarujukpentadbir” means that the claim lacks information on the working hours of   staff.  The staff is required to contact the leave administrator for clarification on his/her working hours before submitting the claim.

I would like to make an overtime claim in the form of cash payment but I could only select leave compensation. What are the criteria to apply for cash payment?

An overtime claim can be in the form of cash payment or compensation in the form of leave.  The criteria are as follows :-

  1. An overtime claim in the form of cash payment can only be made in the subsequent month of the overtime work done. Eg. If overtime work done has been carried out in June, then cash payment for work done can only be made in the month of July.
  2. An overtime claim in the form of leave compensation can only be made in the subsequent month/months from the time of the work done.  However compensation leave must be made within a six months period from the date of the overtime work done.  Otherwise the compensation leave will be forfeited.

I have already updated my overtime work done but the information is not displayed on the screen when I make an overtime claim.

An overtime claim will only be displayed on the screen for overtime work done when the following conditions are satisfied :-

  1. The overtime claim has been approved by the first overtime approver and
  2. The overtime work done was carried out on the month or months before the current month eg.  If the current month is July, only overtime work done in the month of June or before can be claimed.  However details on overtime work done can be updated immediately after the staff has clocked out.

Why do I need to update my overtime work done since I have clocked in and clocked out, with the clocked out time already indicating overtime work done?

The clock-in and clock-out times are to record the period that the staff is present in the office.  While the overtime update is to facilitate the claim for overtime work done.

When I apply for special conference leave, I discovered that my actual balance is incorrect. How could this have happened?

The balance for special conference leave is dependent on the approval at all level of application. The actual balance could be incorrect due to insufficient information in the old records or manual records.

A staff from a certain faculty has applied for special conference leave but it was not displayed in the staff attendance record. How could this have happened?

Special conference leave must be approved at all level of application, only then it will be displayed in the staff attendance record and leave.