Frequently Asked Questions

Employers can obtain the activation code via FWCMS Call Centre. Employers are required to perform verification before receiving the activation code via their registered email.The code is only valid for 10 minutes.

The activation code is compulsory for new employers. However, existing employers are also advised to obtain the activation code for security purpose in order to avoid quota abused by others.

System will send notification via employers registered email.

Employers are advice to collect the COM Letter within three working days as per SOP set by Immigration. Collection of COM after three working days would require approval from Immigration.

Employers need to select the most suitable reason from the list. Other than that, employers are required to refer to Immigration counter.

FWCMS have Data Verification team to check and verify the entire document before submitting the application. If there is a mismatched, the application will be rejected. Employers can then amend the application and re-submit again.

Employer need to submit manual application at Immigration counter.

It is a requirement by Immigration to reported individually for each workers absconded as each worker might be under a different quota with a different case and police report.

No. Sita payment MUST be made through Immigration counter via bank draft

Yes, employer will be temporarily blacklisted, and they need to immediately make the sita payment at Immigration to uplift the record.

Three working days after submitting the documents via email to FWCMS enquiries.

If you are in a business sector approved by the Ministry of Home Affairs (Kementerian Dalam Negeri or KDN) to recruit and employ migrant workers, than FWCMS is designed for you.

You will need to register your company with the Ministry of Home Affairs and apply for migrant worker recruitment quota. To do this, you will need to submit all your necessary supporting company documents together with your application to the Ministry of Home Affairs One Stop Centre (KDN OSC) in Putrajaya. Please refer to the KDN website at www.moha.gov.my for more details on the quota eligibility and application process.

First, please ensure that your Quota Approval Letter is still valid. The standard validity is 18 months from date of approval. However, if it has expired please refer to the KDN One Stop Centre for assistance. Assuming the above is in order, you will need to perform the following:

a) CONSENT FROM THE CHOSEN SOURCE COUNTRY EMBASSY
Once you have decided what nationality (from the choice of sector and Source Country) you would like to employ, you will need to obtain consent from the chosen Source Country Embassy in Malaysia to recruit their citizens for employment in Malaysia.

b) REGISTERED RECRUITMENT AGENCY
Ensure that the Recruitment Agency in the Source Country that you intend to use is Registered with their respective home country Governments and with FWCMS. You can refer to the updated list of registered Recruitment Agencies HERE.
NOTE:
If you find that your chosen Recruitment Agency is not in this list but is registered with their respective home country Government, and you would still like to utilise their services, you may advise them to contact us via our Recruitment Agency template form HERE for assistance.

c) BIO-MEDICAL
Once you have selected your chosen workers, instruct your chosen registered Recruitment Agent to bring these workers to any accredited Medical Centres in their area to perform the mandatory Bio-Medical registration and health screening. Please refer to the updated list of accredited Medical Centers HERE.

d) eVDR APPLICATION
Ensure that your Employer account has been activated within FWCMS and that you and your appointed company representatives possess a valid Login ID to perform transactions in FWCMS on behalf of your Company or Business, and apply for your worker Calling Visa (Visa Dengan Rujukan) via the FWCMS portal HERE.

Yes. This policy remains unchanged.

To access FWCMS, a user only needs to activate his/her account in FWCMS. Prior to this activation, the Employer (Company/Business) will need to ensure that his/her contact information is up to date in the KDN database especially e-mail address and mobile phone no. of the owner/director and their company representatives/Persons-In-Charge (PICs).

To-date as per official policy of the Ministry of Home Affairs, Employer Information Updates (Kemaskini Maklumat Majikan) must be done in person at the KDN One-Stop Centre in Putrajaya. The address is:

Pusat Kelulusan Setempat (OSC)
Bahagian Pengurusan Pekerja Asing,
Kementerian Dalam Negeri,
Aras 5, Blok D9, Kompleks D,
Pusat Pentadbiran Kerajaan Persekutuan,
62546 PUTRAJAYA
03- 8886 8000

Operation hours: 8.00 am – 5.00 pm (Monday – Friday)

No. Announcements will be made if and when there are any changes to this policy.

a) To update details with KDN a registered employer will need to complete the FWCMS Update Form (Borang Kemaskini FWCMS). This form is available at KDN One-Stop Centres or downloadable HERE

b) To bring along original and copy of “Sijil Pendaftaran Syarikat/Perniagaan” certified by SSM (Form 9, Form 24, Form 49 OR Form B & D) OR “Sijil Pendaftaran Suruhanjaya Koperasi Malaysia (SKM)” together with list of Board of Directors as certified by SKM;

c) To bring along certified true copies of MyKad or Passport of Owner/Director(s) as listed in Form 49 or Form D;

d) For Company Representatives (Wakil Syarikat), to prove that he/she is directly employed by or is a part of the Company/Business management team, the required documents are:
-Latest 3 months EPF Statement;
-Original and copy of MyKad (OR Passport for foreigners);
-Authorization letter from Employer (“Surat Perwakilan Dari Majikan”) signed by personnel stated in Form 49 with Company/Business Stamp.

i. Log in HERE

ii. Click on the “Employer Registration” button.

iii. Fill in all required data accordingly (employer ROC/ROB/ Association No, Employer Email Address, Employer Contact No, Security Code). Click the check box button to confirm and press the “Submit” button.

iv. A “Get Access to FWCMS” window will be displayed. Click on the “Generate Credentials” button.

v. The system will send an email with One-Time Password (OTP) via email and SMS to the Owner/Director’s email address and mobile phone number registered in the KDN Database.

vi. The system will send an “Employer Profile Reverification” email to the Owner/Director’s email address registered in the KDN Database with a hyperlink to verify Employer Details. Please click on this hyperlink.

vii. You will be redirected to the “New Employer Details” screen. Please reconfirm your details and click the “Submit” button.

viii. A “Confirm OTP” window will be displayed. Key in the OTP number you received in the field provided, then click on the “Confirm” button.

ix. The system will then send a final email with username and password (Employer ID) with a redirect link to the FWCMS portal.

x. Key in your assigned Employer ID (Username and password).

xi. Upon first-time login, the system will prompt you to change your password and the Security Question.

Yes. These persons must be the same company representatives whose details are registered and updated with KDN.

To assign login ID or user credentials to your registered staff or company representative the steps are as follows:

i. Log in HERE.

ii. Click on the Employer “Login” button and login with your valid Employer ID credentials (Username and Password).

iii. After login click on the “Reports & Account Management” button on the home screen.

iv. You will be brought to the “PIC Details” tab. Click on the “Manage PIC Credentials” button displayed at the bottom of the screen.

v. Details of your company representatives or Persons-In Charge (PICs) registered in the KDN Database will be displayed. Verify these details and click on the “Apply For Credentials” button for the representative that you would like to provide login credentials.

vi. The system will generate a notification email and OTP to the company representative or PICs registered mobile phone number and email address. Please verify that they have received the notification email before proceeding.

vii. You will then be brought to the “New PIC Detail” tab. Please confirm these details and click the “Submit” button.

NOTE: If the initial application for credentials is not successful you can go back to the “PIC Details” tab and click on the “Resend Verification Details” button.

If there is any discrepancies between the worker data keyed in manually and data register during the Bio-Medical process, the particular worker will not be able to be selected. If this happens please double check that you have entered the correct worker details.

Please ensure that the particular worker has successfully passed the Bio-Medical process. Otherwise please contact us for assistance at HERE

You need to provide the Insurance Transaction Reference ID (ITR ID) generated during your eVDR application process to your chosen participating insurance provider. You can also print out the ITR page (CSV file) for reference.

This service is still not available. Announcements to this effect will be made to inform users accordingly.

You will need to provide the Insurance Transaction Reference ID (ITR ID) that will be generated during the eVDR application process to your chosen participating Insurance agent or company.

No. If you purchase your workers’ insurance without the generated ITR ID your VDR application will not be linked to your eVDR application.

i. Once the mandatory insurance has been purchased, your VDR application status in the FWCMS home screen will state “Pending Approval“. During this time your application is automatically sent to the relevant Immigration Department of Malaysia approving office for approval.

ii. Once your application had been approved, you will receive an email notification stating that your VDR Application has been approved together with Government Fees Breakdown. The status of your VDR Application on the FWCMS home screen will also display “VDR Approved“.

iii. Prepare a Bank Draft for the payment amount described, print out the Government Fees Breakdown page and make payment at the relevant Immigration Department payment counter as stated in your KDN Quota Approval Letter.

iv. Collect your VDR Approval Letter from the relevant Immigration Department counter.

Three ITR IDs will be generated one each for Foreign Worker Health Scheme (FWHS) and for Insurance Guarantee.

Yes subject to them being Participating Insurance Agencies or Providers (you can refer HERE) You can then reference the related ITR ID for each policy you would like to purchase.

14 days. If you fail to purchase your foreign worker insurance within 14 days the system will abort the application and you will need to repeat the eVDR application process.

i. Once the mandatory insurance has been purchased, your VDR application status in the FWCMS home screen will state “Pending Approval“. During this time your application is automatically sent to the relevant Immigration Department of Malaysia approving office for approval.

ii. Once your application had been approved, you will receive an email notification stating that your VDR Application has been approved together with Government Fees Breakdown. The status of your VDR Application on the FWCMS home screen will also display “VDR Approved“.

iii. Prepare a Bank Draft for the payment amount described, print out the Government Fees Breakdown page and make payment at the relevant Immigration Department payment counter as stated in your KDN Quota Approval Letter.

iv. Collect your VDR Approval Letter from the relevant Immigration Department counter.

You will receive an email and SMS notification. You can also login to FWCMS to check. Your VDR application status will be displayed on the home screen.

To-date, all Government Fee payments need to be done over the counter at your designated Immigration approving office as stated in your KDN Quota Approval Letter. For payment please follow the steps below:

i. Print out the email with the VDR approved notification and Government Fee Breakdown;

ii. Prepare a Bank Draft for the payment amount as shown.

iii. Make payment at the payment counter at the Immigration office.

iv. Collect your VDR approval letter from the Immigration counter.

NOTE:
FWCMS is undergoing an integration process with the Immigration Department of Malaysia to enable Online payments directly via the FWCMS portal. Announcements will be made once the Online payments module is in effect.

Please refer to your designated Immigration Department of Malaysia processing office as stated in your KDN Quota Approval Letter.

For now all Worker VDR replacement, cancellation and extension needs to be done directly at the Immigration Department of Malaysia. FWCMS Worker VDR Replacement, Cancellation and Extension functionalities will be implemented soon. Announcements will be made when these functionalities are available.

No.

Use of FWCMS is free of charge for Malaysian employers. The only payments that need to be made are for Insurance and Government fees. Insurance is paid directly to your chosen Insurance Company/Provider while Government fees are paid via Bank Draft directly to the Immigration Department of Malaysia.

At the moment, until the FWCMS Online Payments module is introduced you will need to visit the relevent Immigration Department only after your application has been approved to make payment of Government fees.

No. FWCMS is fully web-based and all transactions are performed online.

Please call our Customer Careline at 03-8689 2822 from 9.00 am to 6.00 pm, Monday to Friday. Alternatively, you may lodge a report HERE. Please select the tab relevant to you.

Please visit one of our One Stop Centres nationwide or call our Customer Careline at 03-8689 2822 from 9.00 am to 6.00 pm, Monday to Friday. Please refer HERE for details.

You will receive the OTP via SMS and email delivered to your contact details as registered in the KDN Database.