In a major move to streamline bureaucracy and attract global talent, the Malaysian government has announced the upcoming launch of a new, unified online system for hiring foreign workers and expatriates. The new platform, named the “MyExpats Gateway,” is set to go live on August 1, 2025, and will serve as a single window for all related applications.

This initiative, a joint effort by the Ministry of Home Affairs and the Ministry of Human Resources, aims to simplify what has often been a complex and fragmented application process. For Malaysian companies looking to hire foreign expertise, this is welcome news that promises greater efficiency and clarity.

The Challenge with the Old System

Previously, employers often had to navigate multiple platforms and agencies to hire foreign talent, from applying for quotas to processing work permits with the Immigration Department. This led to long processing times, confusing requirements, and significant administrative burdens for HR departments.

Key Features of the New “MyExpats Gateway”

The new single-window system is designed to solve these problems by consolidating the entire process. Here are its key features:

• Unified Application Portal: Employers will no longer need to submit applications on different agency websites. The MyExpats Gateway will serve as the sole entry point for all applications related to expatriate and foreign worker employment passes.
• Streamlined Workflow: The system integrates the approval processes from various agencies, including the Immigration Department and the Ministry of Human Resources, into a single, cohesive workflow.
• Faster Processing Times: By reducing inter-agency handoffs and digitizing documentation, the government aims to significantly cut down the approval time for employment passes.
• Transparent Status Tracking: Employers will be able to track the real-time status of their applications through the online portal, providing much-needed transparency and predictability.

What Employers Should Do to Prepare

To ensure a smooth transition to the new system, companies that employ or plan to employ foreign talent should take the following steps:

1. Familiarize Yourself with the Portal: Once the official portal is fully unveiled, take the time to explore its features and user guides.
2. Prepare Company Documents: It is likely that companies will need to complete a one-time registration or update their profile on the new system. Have your SSM registration documents and other company details ready.
3. Review Internal HR Processes: Update your internal standard operating procedures (SOPs) for hiring foreign workers to align with the new single-window application process.

Compliance Beyond the Application: How SMONE Can Help

Successfully hiring an expatriate is only the first step. The next critical phase is ensuring their payroll and statutory contributions are managed correctly according to Malaysian law. This can be complex, as different rules may apply for EPF, SOCSO, and PCB (income tax).

SMONE’s Payroll & HR Compliance service ensures that once your new talent is on board, their entire payroll process is managed flawlessly. We handle the accurate calculation and submission for:

• Potongan Cukai Bulanan (PCB) for all employees.
• EPF and SOCSO contributions, based on the latest regulations for both Malaysian and non-Malaysian staff.

Let us manage the compliance complexities so you can focus on integrating your new talent and growing your business. Contact us today for a consultation on our professional payroll services.

(Disclaimer)
This article is for general informational purposes and is based on recent public announcements. The specific features and launch date of the MyExpats Gateway are subject to final confirmation by the relevant government agencies. This does not constitute immigration or legal advice.