How to Replace Employee Broken MyKad (MyKad Rosak) for HR Guide

The MyKad is a key document for work, banking, healthcare, and government services. When a MyKad is damaged, it can disrupt everyday life, including employment verification and payroll processes. As an employer, knowing how to guide staff through MyKad replacement helps avoid unnecessary delays and ensures smooth business operations.

Eligibility of MyKad Holders

All Malaysian citizens are required to obtain a MyKad upon reaching the age of 12. It serves as their national identity card and must be carried at all times. For employers, this means every Malaysian employee is expected to present a valid MyKad during recruitment, record-keeping, and statutory compliance processes.

Importance of MyKad

Not only as a proof of Malaysian identity, the MyKad also acts as a gateway to essential services. Employees use it for:

Employment verification and HR records.
Opening and managing bank accounts.
EPF (KWSP), SOCSO, and income tax matters.
Accessing healthcare and government assistance.

When a MyKad is broken or unreadable, employees may face problems completing these basic tasks, which in turn can affect workplace efficiency.

Signs Your MyKad is Damaged

Employers should be aware of the common signs that a staff member’s MyKad needs replacement:

Unreadable chip: Card cannot be scanned at kiosks or government counters.
Transactions rejected: Banks or agencies cannot detect the data.
Multiple attempts needed: The card works only after several tries, showing early chip failure.
Physical damage: Scratches, cracks, or bent cards that affect the chip.
Expired durability: Cards older than 10 years often face wear and data loss.

How to Replace a Broken MyKad

If a MyKad is unreadable, the chip is faulty, or the card is physically damaged (scratched, cracked, or bent), it must be replaced promptly through the channels provided by the Jabatan Pendaftaran Negara (JPN).

There are four ways to apply for a replacement:

Visit the nearest JPN counter.
MyPhone-In: Apply via telephone at 03-8880 8066.
Online application: Through JPN E-Services.
Mobile JPN units: Bus and van services.

Steps for Replacement at JPN Counters

The process at a JPN office is straightforward:

Go to any JPN branch.
Take a queue number under the “Rosak” (Damaged) category.
Submit the damaged MyKad and personal details to the officer.
Pay the replacement fee:
- RM10 for Malaysian citizens (MyKad).
- RM40 for permanent residents (MyPR) and MyKAS holders.
Collect the new card once it is ready.

Tips for Taking Care of MyKad

Prevention is better than a cure. Employees should be reminded to care for their MyKad properly:

Keep it in a card holder.
Avoid bending or folding.
Protect from water and heat.
Do not place near magnets.
Prevent scratches by keeping away from keys or coins.
Only insert into official, recognised machines.

Employers can include these reminders in HR onboarding packs or staff memos.

Procedure for Online Broken MyKad Application

Employees can also replace a damaged MyKad online:

Go to gantianmykad.jpn.gov.my.
Select “Mohon Gantian Bagi MyKad Anda”.
Fill in the online form with personal details.
Upload supporting documents (e.g., photo of damaged card if needed).
Choose the preferred JPN branch for collection.
Pay the fee online (credit card only).
Save the receipt and reference number.
Check the portal later to confirm when the new card is ready for pickup.

Documents Required for Online Application

For a smooth process, employees should prepare the following before applying for a replacement online:

The original damaged MyKad is to be presented either at the counter or during the collection of the new card.
Proof of address (if there is a change of address), such as an electricity bill, water bill, sewerage bill, utility bill, property tax, assessment bill, income tax assessment form, sale and purchase agreement, tenancy agreement or receipt, or an official support letter from local authorities such as a Village Head, Community Leader, State Assemblyman, Member of Parliament, employer, or the Malaysian Armed Forces (ATM). (Original or certified copies must be provided.)
Any other supporting documents requested, for example, an employer verification letter, if required for employment-related confirmation.

Employers can play an active role by assisting employees in preparing these documents quickly, especially when company verification or HR letters are needed.

Fees for Broken MyKad Replacement

The replacement cost depends on the type of damage:

RM10 for Malaysian citizens.
RM40 for permanent residents (MyPR) and other categories.
Free if the chip malfunction occurs within 12 months of issuance and is not due to misuse.

Operating Hours of Online MyKad Replacement System (JPN)

Employees should note that the online replacement system is only available during office hours:

Monday–Friday: 8.00 AM – 4.30 PM.
Closed on weekends and public holidays.

Collection Period for New MyKad at JPN Counter

The waiting period depends on where the application is made:

30 minutes: JPN HQ, state HQ, and UTC branches.
5 working days: Other branches in Peninsular Malaysia.
7 working days: Sabah, Sarawak, and Labuan.

In addition, employees should also take note of the JPN counter operating hours, which vary slightly depending on location:

Monday–Friday: 8.00 AM – 4.45 PM (lunch break 1.00–2.00 PM / Friday 12.15–2.45 PM).
Sunday–Thursday: 8.00 AM – 4.45 PM (lunch break 1.00–2.00 PM).
Sabah, Sarawak, Labuan: 8.00 AM – 4.45 PM (breaks differ by state).
UTC branches: 8.00 AM – 7.00 PM (weekdays), 8.00 AM – 5.00 PM (weekends).

This means employers should remind staff to check both the collection timeframe and the specific operating hours of their nearest JPN office to avoid unnecessary delays.

Further Information on Online MyKad Replacement (JPN)

Employers and employees can find updates through:

Official JPN website: www.jpn.gov.my
Hotline: 03-8000 8000
Email: pro@jpn.gov.my
JPN social media: @jpnhqofficial

FAQ

1. What happens if my employee’s MyKad is broken during employment verification?

They may fail certain checks (e.g., EPF or SOCSO). Guide them to apply for replacement immediately and use alternative documents (e.g., birth certificate, driving licence) temporarily if accepted.

2. Can employees still work with a broken MyKad?

Yes, but they should replace it quickly. Employers must ensure their records remain accurate and updated once the new card is issued.

3. How long does it take to get a replacement MyKad?

Between 30 minutes and 7 working days, depending on the JPN office selected.

4. Do employers need to update employee records after a new MyKad is issued?

Yes. HR should update the employee’s file and any statutory submissions (EPF, SOCSO, tax) with the new card details.

5. What should employers do if a foreign worker’s IC equivalent is damaged?

Foreign employees do not hold MyKad, but permanent residents with MyPR must replace theirs. For other foreign workers, assist them in liaising with the Immigration Department for the replacement of their relevant documents.

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