Malaysia National Registration Identity Card (NRIC): A Guide for Employers

Every country provides an identity card for its citizens, whether they were born there or have lived in the country for a long time, including Malaysia.

The identity card in Malaysia is called the NRIC (National Registration Identity Card), or MyKad.

The NRIC is more than just proof of Malaysian citizenship. It plays a vital role in many important aspects of daily life and business.

This article explores the NRIC, its uses, and how employers in Malaysia can leverage it in recruitment.

What is the Malaysia NRIC?

The Malaysia National Registration Identity Card (NRIC or MyKad) is an official identification card issued to Malaysian citizens and permanent residents.

This card serves as a vital document for identification purposes in various aspects of life, including employment, banking, and government services.

The NRIC contains important details such as:

Full name
Date of birth
Photograph
A unique 12-digit identification number

Additionally, it includes advanced security features like a microchip for storing data information and biometrics, making it more secure and versatile.

Why do Employers Need to Identify Candidate's NRIC?

For employers in Malaysia, the NRIC is a crucial tool in the recruitment and HR management process. Here's how employers typically use the NRIC:

1. Identity Verification

Employers use the NRIC to verify a candidate’s identity during the hiring process.

The information on the NRIC ensures that the applicant’s credentials are genuine and accurate.

2. Compliance with Labor Laws

Malaysian labor laws require employers to ensure their employees are legally eligible to work.

The NRIC helps confirm the legal status of Malaysian citizens and permanent residents, minimizing the risk of hiring individuals without proper authorization.

3. Statutory Contributions

The NRIC number is essential for registering employees with statutory bodies like:

EPF (Employees Provident Fund): For retirement savings.
SOCSO (Social Security Organization): For workplace injury and social welfare coverage.

Employers need the NRIC details to process monthly contributions and comply with statutory requirements.

4. Payroll and Taxation

Employers use the NRIC number to ensure accurate payroll processing and income tax reporting.

The unique identification number links employees to their tax records and ensures compliance with Inland Revenue Board (LHDN) regulations.

5. Preventing Fraud

By cross-checking the NRIC details with relevant authorities or databases, employers can prevent identity fraud or impersonation during the hiring process.

6. Background Checks and Screening

The NRIC allows employers to perform thorough background checks.

With consent, employers can verify criminal records, financial standing, or other relevant details through official databases.

7. Access to Government Programs

Certain government programs and incentives for employers require employee NRIC details.

For example, wage subsidies or training grants often need NRIC-linked documentation.

How to Apply for an NRIC in Malaysia

If you’re employing individuals who have not yet obtained their NRIC, here’s how the process works:

1. Eligibility Criteria

Malaysian citizens aged 12 and above must apply for an NRIC.
Adults who missed obtaining their NRIC earlier must attend a late application interview and provide supporting documents.

Permanent residents and foreigners in Malaysia may also apply, but they will receive a different card, such as MyPR, which is for permanent residents.

2. Required Documents

Applicants need to prepare:

Birth certificate or adoption certificate
Passport (for foreign applicants)
Proof of residence
Passport-size photographs

3. Application Process

Applications can be made:

Online
At National Registration Department (JPN) offices
- National Registration Department Penang: Bangunan Persekutuan, Jalan Anson, 10551 George Town, Georgetown, Malaysia
- National Registration Department (Selangor Branch): Level 6 and Level 7, Plaza Masalam, 2, Jl. Tengku Ampuan Zabedah E 9/E, Section 9, 40551 Shah Alam, Selangor, Malaysia
- National Registration Department (Klang Branch): Ground Floor, Wisma Persekutuan Klang, Persiaran Bukit Raja 1, KU1, 41150 Klang, Selangor, Malaysia
- National Registration Department (Putrajaya Branch): 20, Persiaran Perdana, Presint 2, 62551 Putrajaya, Wilayah Persekutuan Putrajaya, Malaysia
- more National Registration offices
At local government offices

For first-time applicants, the process includes submitting a form and required documents.

Processing times vary, but for most Malaysians.

In some locations, MyKad can be ready in less than 33 minutes. For most Malaysians, collection takes about five working days, though it may take longer in Sabah, Sarawak, or Labuan.

4. Collection

After processing, the NRIC can be collected at JPN offices or post offices.

You can also have the option of receiving the card via mail.

If your card is ever lost or damaged, you need to report it and apply for a replacement by paying a fee based on the number of times the card has been lost.

NRIC Updates and Renewal

Employers should ensure their employees keep their NRIC details updated. For example:

Changes in personal details like name or address must be reflected in the NRIC.
Renewals are required at certain stages, such as when turning 18.

If an employee’s NRIC is lost or damaged, they must report it and apply for a replacement.

NRIC Handling Guidelines for Employers

Employers must handle NRIC details responsibly and adhere to privacy laws. Below are best practices:

1. Obtaining Consent

Always obtain written consent before collecting or using an employee’s NRIC details for verification or record-keeping purposes.

2. Data Protection

Ensure that NRIC details are stored securely and access is limited to authorized personnel. This minimizes the risk of data breaches or misuse.

3. Proper Disposal

When NRIC details are no longer needed, ensure they are properly disposed of, such as through secure shredding or digital deletion, to maintain confidentiality.

4. Compliance with PDPA

Employers must comply with the Personal Data Protection Act (PDPA) when handling NRIC details. Unauthorized use or retention of the NRIC can lead to legal penalties.

Common FAQs about NRIC

What if employers find someone else’s NRIC not belong to candidate?

If you find someone’s NRIC, you need to ask questions to the candidate, why their NRIC is different. This helps the owner get it back and prevents it from being misused.

How can employers check your NRIC status?

You can check the status of your NRIC application online through the JPN website or by contacting their offices.

What are the penalties for fake or incorrect NRICs?

Possessing a fake or incorrect NRIC can result in severe penalties, including fines or imprisonment. Always ensure that your identity card is genuine and up-to-date.

For employers, leveraging the NRIC ensures compliance with labor laws, streamlines HR processes, and fosters a transparent and secure hiring environment.

By understanding the NRIC’s uses and regulations, employers can enhance their operational efficiency and maintain legal compliance.

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