ERP HR & Personnel Glossary

1. Employee Profile (Personnel Record)

Definition: A centralized record containing all personal and employment information of an employee, including full name, national ID number, position, department, start date, salary, bank account details, and employment history. It serves as the single source of truth for all HR processes.

Example in ERP: When a new employee joins, the HR team creates an "Employee Profile" in the system, entering personal details, uploading documents, and assigning a position. All subsequent processes — payroll, leave, and evaluations — reference this profile automatically.

2. Position

Definition: A specific role or job title within the organizational structure, defining responsibilities, authority level, reporting relationships, and required qualifications. Each position is typically linked to a salary grade and budget allocation.

Example in ERP: The system maintains a "Position Master" list where each position has a code, title, department, and reporting line. When an employee is assigned to a position, the system automatically inherits the approval workflow and access rights associated with that role.

3. Organization Structure (Org Chart)

Definition: The hierarchical framework showing how departments, divisions, and positions are arranged and how they relate to each other within the organization. It defines reporting lines, spans of control, and communication channels.

Example in ERP: The "Organization Structure" module displays a visual org chart that HR can update as the organization evolves. When a department is restructured, the system automatically updates approval workflows, report access, and budget allocations for all affected positions.

4. Salary / Payroll

Definition: The total compensation paid to employees, including base salary, allowances, overtime pay, and bonuses, minus deductions such as tax, social security, and provident fund contributions. Payroll is processed on a regular schedule, typically monthly.

Example in ERP: Each month, the payroll team runs the "Payroll Calculation" process. The system automatically pulls time attendance data, leave records, OT approvals, and benefit entitlements to calculate gross pay, apply deductions, and generate net pay for each employee. Read more about ERP modules at HR Module in ERP Systems.

5. Pay Slip

Definition: A document issued to each employee detailing their earnings (base salary, allowances, overtime, bonuses), deductions (tax, social security, provident fund, loans), and net pay for a specific pay period. It serves as proof of income.

Example in ERP: After payroll is processed, the system automatically generates a "Pay Slip" for each employee, accessible through the employee self-service portal. Employees can view and download their pay slips for any past period without requesting them from HR.

6. Social Security

Definition: A mandatory government insurance program that provides benefits for sickness, disability, maternity, death, child allowance, old age, and unemployment. Both the employer and employee contribute a percentage of the employee's salary (currently 5% each, capped at a maximum salary of 15,000 THB).

Example in ERP: The system automatically calculates social security contributions during payroll processing based on each employee's salary and the current contribution rates. It generates the monthly filing report (SSO 1-10) ready for submission to the Social Security Office.

7. Personal Income Tax (PIT)

Definition: Tax levied on an individual's earnings, which the employer must calculate, withhold, and remit to the Revenue Department on behalf of the employee each month. The tax rate is progressive, ranging from 0% to 35% depending on income brackets.

Example in ERP: The system maintains each employee's tax allowances and deductions (personal allowance, spouse, children, insurance, provident fund). During payroll, it calculates the cumulative annual tax liability using the progressive rate table and determines the monthly withholding amount. Year-end tax certificates (PND 1a) are generated automatically.

8. Provident Fund

Definition: A voluntary savings scheme where both the employer and employee contribute a percentage of the employee's salary into a fund managed by a licensed asset management company. The accumulated amount plus returns are paid to the employee upon resignation, retirement, or other qualifying events.

Example in ERP: Employees who opt into the provident fund have their contribution rate recorded in their profile. The system deducts the employee's share and calculates the employer's matching contribution during payroll, then generates the monthly contribution report for submission to the fund manager.

9. Benefits / Welfare

Definition: Non-wage compensation provided to employees beyond their salary, such as health insurance, life insurance, transportation allowance, meal subsidy, housing allowance, education assistance, and recreational activities. Benefits packages vary by position level and organizational policy.

Example in ERP: The "Benefits Management" module tracks each employee's entitlements based on their position and tenure. Employees can submit benefit claims (e.g., medical reimbursement) through the self-service portal, which routes through the approval workflow and integrates with payroll for reimbursement.

10. Leave Management

Definition: The process of managing employee leave requests, approvals, balances, and policies — including annual leave, sick leave, personal leave, maternity leave, military service leave, and other types as defined by labor law and organizational policy.

Example in ERP: Employees submit leave requests through the self-service portal, selecting the leave type and dates. The system checks the remaining balance, validates against policy rules (e.g., minimum notice period), and routes the request to the supervisor for approval. Approved leave is automatically reflected in the attendance and payroll modules.

11. Annual Leave (Vacation Leave)

Definition: Paid time off granted to employees each year for rest and personal activities. Under Thai labor law, employees who have worked for at least one year are entitled to a minimum of 6 days of annual leave. Many organizations offer more generous allowances, often increasing with length of service.

Example in ERP: At the start of each year (or on the employee's anniversary date), the system automatically allocates the annual leave entitlement based on the leave policy and the employee's tenure. The balance is updated in real-time as leave is taken or cancelled.

12. Sick Leave

Definition: Paid leave granted to employees who are unable to work due to illness or injury. Under Thai labor law, employees are entitled to up to 30 days of paid sick leave per year. A medical certificate is required for absences of three or more consecutive days.

Example in ERP: When an employee submits a sick leave request for 3+ days, the system prompts them to upload a medical certificate. The supervisor can approve or reject the request, and the system tracks the remaining sick leave balance throughout the year.

13. Time Attendance

Definition: The system for recording employee clock-in and clock-out times, used to track working hours, tardiness, early departures, and absenteeism. Modern systems support multiple methods including fingerprint scanners, face recognition, RFID cards, and mobile GPS check-in.

Example in ERP: The time attendance module integrates with biometric devices or mobile apps to capture real-time clock data. The system automatically flags anomalies (late arrivals, missed punches, unauthorized overtime) and generates daily/weekly attendance reports for supervisors to review.

14. Time Certification (Timesheet Approval)

Definition: The process of verifying and approving recorded working hours by a supervisor or designated authority before they are used for payroll calculation. This ensures accuracy and prevents discrepancies between actual hours worked and hours paid.

Example in ERP: At the end of each pay period, supervisors access the "Time Certification" screen to review their team's attendance records. They can approve, adjust, or flag entries for correction. Only certified timesheets feed into the payroll calculation process.

15. Overtime Request (OT)

Definition: A formal request for an employee to work beyond regular working hours, requiring prior approval from a supervisor. Thai labor law mandates overtime pay rates of 1.5x for regular overtime, 2x for holiday work, and 3x for overtime on holidays.

Example in ERP: An employee or supervisor creates an "OT Request" in the system, specifying the date, start time, end time, and reason. After approval through the workflow, the actual OT hours (verified against time attendance) are automatically calculated at the correct pay rate and included in payroll.

16. Compensation / Remuneration

Definition: The total package of monetary and non-monetary rewards an employee receives in exchange for their work, including base salary, performance bonuses, allowances, benefits, stock options, and any other forms of payment. Compensation structures are designed to attract, retain, and motivate employees.

Example in ERP: The "Compensation Management" module allows HR to define salary structures, pay grades, and bonus schemes. During annual salary reviews, managers can propose adjustments within budget guidelines, and the system tracks the history of all compensation changes for each employee.

17. Performance Evaluation (KPI Assessment)

Definition: A systematic process of assessing an employee's job performance against predefined criteria or Key Performance Indicators (KPIs), typically conducted annually or semi-annually. Results are used for salary adjustments, promotions, training plans, and succession planning.

Example in ERP: The system supports a multi-step evaluation process: employees submit self-assessments, supervisors rate performance against KPIs, and HR reviews the results. Scores are automatically compiled, rankings are generated, and the outcomes can be linked to the compensation module for merit-based salary adjustments.

18. Employment Contract

Definition: A formal agreement between the employer and employee outlining the terms and conditions of employment, including job title, duties, compensation, working hours, probation period, confidentiality obligations, non-compete clauses, and termination conditions. It is governed by Thai labor law.

Example in ERP: The system generates employment contracts from templates, auto-filling employee and position details. It tracks contract start and end dates, triggers alerts for probation reviews and contract renewals, and maintains a complete document history for each employee.

Summary Table: 18 HR & Personnel Terms

References

• Ministry of Labour, Thailand — Labour Protection Act & Employment Regulations
• Social Security Office — Social Security Contributions & Benefits
• Thailand Revenue Department — Personal Income Tax & Withholding Tax