HRSINGAPORE Community Discussions
MC Softcopy vs Hardcopy
Our company policy used to submit MC via online, scan MC then submit the physical MC to HR. Recently, we intend to opt out the hard copy which means that soft copy to be submitted online and the hard copy to be kept by staff themselves. Will this cause any audit issue? Anyone currently using the soft copy method can share?
REPLIES & COMMENTS
I would think it is still good to retain the hard copy. We have encountered staff who forge MC when submitting soft copy. We only found out the truth when they submitted the hard copy.
It is important to have the hard copy as with today's technology soft copy can be tampered with. I have even come across manipulated hard copies of MC. If soft copy is directly from the doctor it may be acceptable.
Our audit firm still accept hard copy only.
Our Company adopts an e-Leave System whereby staff can apply their leave on-line include medical leave attached with supporting document. However, due to authenticity issue and audit purpose, we do not allow MC to be submitted by softcopy. All original MCs are to be submitted to HR for verification purpose.
No matter what, hard copies is best. As mentioned, soft copies are easily forged.
In my company, HR don’t keep the MCs, managers keep it and are required to present it to auditors when required.