Job Description:

• To collate and input timesheet data accurately and timeously. Effective management of payroll administrative requirements.  Participates as an engaged member of the payroll hub team

Minimum Requirements:

Customer Service

• Timely and Correct processing and salary transfers to employee accounts for Monthly, Bi- Weekly, Weekly payrolls for different Tax statuses
• Collaborate with Regional support, finance, People, compliance and business unit managers to ensure timely submissions following the Payroll Calendar cut off dates
• Ensure feedback to stakeholders is within SLA and employee payslip enquiries handled within agreed timelines and always acknowledge mails on the first day, deliver by day 3;
• Ensure effective and correct feedback to employees, clients, business, finance, People and regulatory instances
• Ensure UIF Certificates are issued timely and correct in accordance with legislative reasons as per Department of Labour
• Release payslips the day before payday to ensure employees/ customers have payslips on payday

Processing and Reporting

• Processing – Ensure 100% correct processing in accordance with instruction and paperwork received
• Processing – Additional payments outside the automated feeds, are processed or uploaded; then balanced to the outcome of the specific payroll report to ensure the input and output are 100% correct
• Processing – Monthly AA88 input files must be processed correctly to adhere to legislative requirements for SARS
• Processing – Tadi loan sheets are uploaded and balanced back to the payroll outcome report.  Exceptions/ rejections are investigated, and termination dates are entered before returning files to Attooh/ FMS
• Processing – NO changes are made to logged input files from Workday, AX/ Match or after manual files are signed off and submitted.  If changes are required, the file must be corrected and resubmitted and re-approved by manager that is authorised to approve the input change.
• Processing – Input processing instructions, mails and all relevant documents and files are saved in the month under the legal entity it belongs to. Reports that proof the controlling and balancing checks must be in the same place for audit purposes
• Process reconciliations exceptions form payroll compliance and Insurance stakeholders timely
• Processing Lumpsum payments upon CCMA, Section 197/ Section 189, Retirement and apply for the correct directives in line with legislation and guidelines followed through SOP. Notify the Operations Manager of all directives and provide the link to the supporting documentation and the directive for Payroll Operation Manager sign off
• Control – Revise and check input files for exceptions, and always balance and confirm the output from payroll agrees with the input from instruction files
• Control – Bank Account changes done manually with a separate instruction, should be flagged to People team if People team is not copied on the Instruction
• Control – Bank Account changes done manually requires additional sign off from Payroll Operations manager or payroll controller authorised by the Payroll Operations Manager,
• Controls Periodic (as payrolls are processed for payments) all checks, and control reports are generated and properly checked and controlled for any exceptions.  Exceptions should be raised with the Payroll Operations Manager
• Controls as per SOP to balance pay period Lock reports with Statutory Report (Emp201&501) are done after each close of payroll to ensure taxes for the period balance with lock report.  The balancing sheets per payroll are saved as per SOP for Payroll Operations Manager to check and sign off
• Ensure payroll deadlines are met and raise any discrepancies with calendar and processing period with Payroll Operations Manager during weekly meetings
• Ensure timely and accurate net salary, 3rd party payments to the company bank accounts and approval follow up with proof of payment saved as per SOP for Audit purposed
• Ensure report maintenance for external departments and only email and distribute reports if it is part of SOP or approved by Payroll Operations Manager

Legislation & Audit

• Deliver on internal and external audit requirements from time to time, always ensuring to confirm data before submission
• Deliver on Regulatory Audits from time to time and work with Compliance Manager and Compliance payroll Accountant to ensure deadlines are met
• Ensure the 3rd Party Matrix rules for medical aid, Provident fund and all other related Benefits are followed, and the correct deductions are made for the periods
• Draft and update SOP (Standard Operational Procedures) as and when required for Operational and legislative compliance
• Ensure Legislation is always followed and SDL, UIF, COID, PAYE and other regulated Union deductions & contributions are in line with legislation, mandates and fund rules

Manage electronic record keeping

• Manage Payroll Staff data and integrity to ensure correct processing and reporting in line with legislation; by producing to the HR and Regional Partners an employee list containing Tax status, Nature of Contract to confirm employee data and raise any exceptions
• Manage ETI data and ETI Report exceptions by confirming that all exceptions on the ETI file is corrected in the following period.  (ETI exception invalid ID number, follow up with HR or Regional Partners) Ensure corrections as it influences payroll reporting, taxation and UIF certificates

Stakeholder Management

• Ensure monthly meetings with Stakeholders: Finance, People, Business to ensure objectives are met
• Part-take in project management initiatives with teams in the group and drive improvements through general stakeholder collaboration
• Work towards lean processes and make suggestions iro positive change to stakeholders
• Collaborate with payroll systems and compliance teams to ensure all requirements are met

Development & Learning

• Stay updated with legislation pertaining to payroll processing, taxation and standard of good practice
• Attend training internal and external as identified by yourself or your manager from time to time
• Own self-development and ensure to identify and drive own development objectives