Job Description

Payroll Operations:

• Ensure the accurate and timely preparation and distribution of salaries and wages.
• Maintain pay records, associated time keeping data, and statistics, leave records and related information.
• Ensure that all payroll changes received from HR are captured on VIP timeously, all staff personal details are updated timeously, all travel claims are uploaded into VIP and authorise manual payments when and if necessary
• Handle and supervise resolution of Payroll Queries (Daily), within agreed SLA.
• In conjunction with HR, process all terminations in accordance with BCEA and company policy and procedure.
• Maintain knowledge of tax rules and regulations that govern payroll administration practices and ensure that payroll-related transactions are processed in compliance with external and internal policies, as well as applicable regulations.
• Ensure the continuous implementation and improvement of payroll policies, procedures, and processes
• Provide advice and make recommendations to ensure payroll best practice and efficient and effective use of the system
• Management of benefits statements and ensuring that schedules reconcile with benefits statements and payroll schedules
• Ensure that staff leave is monitored, and that staff are informed when they go into minus days
• Maintaining payroll guidelines by writing and updating policies and procedures and update relevant stakeholders on changes.
• Ensure payroll service and quality standards are upheld in all daily payroll functions and processes.
• Provide advice and make recommendations to ensure payroll best practice and efficient and effective use of the system
• Management of benefits statements and ensuring that schedules reconcile with benefits statements and payroll schedules
• Ensure that staff leave is monitored, and that staff are informed when they go into minus days
• Maintaining payroll guidelines by writing and updating policies and procedures and update relevant stakeholders on changes.
• Ensure payroll service and quality standards are upheld in all daily payroll functions and processes.

Payroll System Administration:

• Ensuring the successful and timeous rollout of payroll projects
• Administer and supervise Payroll related changes, i.e. various deductions, earnings, employee record changes such as terminations, promotions and staff transfers.
• Ensuring payroll system is always updated to the latest version with updated PAYE tables
• Ensure definitions (earnings, deductions, contributions, etc.) are defined correctly and accurately.
• Perform monthly weekly and monthly system backups

Statutory reporting:

• Ensuring that the EMP 201 for submission to SARS is done monthly (PAYE, ETI, UIF, Skills levies).
• Ensuring that EMP 501 for SARS annual and interim reports are submitted on time as required by SARS,
• IRP5 Reconciliations and Submissions
• Monthly ufiling/UIF declarations
• Ensuring that the COIDA annual report is done,
• Ensuring that all UIF registration for new staff has been done timeously
• Assisting with BBBEE reporting
• Assisting with Skills development and Employment equity reporting
• SA Stats reports, done and submitted quarterly

Third Party reconciliations & Administration:

• Reconciling the following 3rd party payments before payment: -
• Mibco returns
• Old mutual pension fund
• Garnishees
• Pension Fund administration will include requesting of benefit statements, nomination of beneficiaries, withdrawals on the portal, death claims, increases, annual benefit statements and new employee welcome packs.
• Administer and supervise changes to Pension Fund/Provident fund.

Payroll Accounting:

• Ensuring all salary reporting journals are done timeously
• Leave liability provision (monthly)
• December bonus provision (monthly)
• Fines recon
• PPe recon
• Upload salaries on Netcash
• Reconcile and calculate payroll adjustments, issue checks, process manual checks and void checks as needed.

Reporting:

• Monthly salary and variance reporting to Finance Director and HR Manager
• Monthly departmental headcount
• Monthly leave due (per category) balances
• Ensure that all Ad-hoc reports as required by management is send to them on request

Job Requirements:

• Minimum of 3 to 5 years of payroll processing experience for an employer with multiple locations.
• Proven customer service skills while maintaining a confidential work environment
• Proficient in Excel, Word, and VIP Payroll
• A committed team player, detail oriented and an effective communicator
• Human Resources / Payroll Diploma or similar
• Report writing using VIP payroll is essential Strong Excel Skills (Pivot Tables, VLOOKUPs).
• Strong administrative knowledge in benefits.
• Excellent understanding of payroll VIP Premier/People
• Knowledge of (including but not limited to):
• Skills Development Levies Act
• Human Resources policies, practices, and procedures
• Basic Conditions of Employment Act
• Be able to work independently and without supervision.

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