Temp Contract - Payroll Administrator - Tshwane (Pretoria) - South Africa

12 MONTH TEMP ASSIGNMENT

Reporting to the Payroll Officer

Main Purpose of the Job:

To perform allocated payroll functions in order to ensure the accurate calculation and preparation of all salary related inputs, validation and accurate processing of payroll information, generate payments to third parties, and preparation of monthly payroll reconciliations

Job Objectives:

• To accurately calculate and prepare all salary related information for payroll processing for the relevant period.
• To accurately process all salary related information on the SAGE People Payroll system.
• To resolve all salary related enquiries from employees and third parties.
• To prepare, validate and ensure the accuracy of Group Life and Post-Retirement Medical Aid information for actuarial valuation purposes.
• To prepare and reconcile third party payments to the payroll on a monthly basis.
• To reconcile all payroll related general ledger control accounts including explanations for reconciling items
• To prepare year-end external audit working papers for directors and executive remuneration, provisions and disability accruals.
• To prepare, validate and ensure the accuracy of statutory submissions for Stats SA.
• To comply with relevant taxation, BCEA and other legislation including policies and procedures of the company.

Key Result Areas:

1. Payroll Administrative Support
2. Monthly Payment Processing
3. Compliance with legislation, policies and procedures

Payroll Functions:

• Performs the following payroll functions in accordance with monthly payroll calendar, deadlines and in line with Company policies and legislation:
• Manually calculate backpay on salaries and validate against the payroll system in order to ensure accuracy thereof.
• All back pay differences to be investigated and resolved.
• Compiles all monthly payroll related input such as, medical aid changes, allowances, deductions, salary increases etc. to be validated to supporting documentation, and correctly reflected on employee payslip.
• Compiles and Process changes affecting nett pay such as tax directives, insurance, loan payments and other sundry deductions including garnishees and maintenance to update payroll records.

• Appointments
• Validate all appointments loaded on the SAGE system against documentation received from HR, including employee grade, salary, job title etc.
• Capture salary related information to generate an accurate payslip for new appointments
• Manually calculate and validate the accuracy of the SAGE payslip information for new employees.

• Resignations
• Validate and process all resignations on the SAGE system against documentation received from HR.
• Accurately capture salary related information including effective termination date, validate leave payments, manually calculate prorated 13 cheque and other pro rate payments and deductions.
• Manually calculate and validate the accuracy of the SAGE payslip information for the termination.
• Prepare relevant letters to third parties advising of resignation such as pension fund, medical aid etc, and employee advising of last termination payment.

• Pensioners
• Validate and process all retirements  on the SAGE system against documentation received from HR.
• Prepare input for online tax directive, capture and submit timeously to SARS, and accurately process tax directive deduction amounts on SAGE.
• Accurately capture retirement related input including effective retirement date, validate leave payments, manually calculate prorated 13 cheque and deductions.
• Manually calculate and validate the accuracy of the SAGE payslip information for the retirement.
• Prepare relevant letters to third parties advising of resignation such as pension fund, medical aid etc, and employee advising of final payment.

• Pensioner data base management
• Load pensioners on the SAGE system with the necessary pensioner benefits for the pensioner monthly payroll to be run.

• Monthly processing of overtime, standby, shifts, lost time and AWOL
• Review departmental authorized input for reasonableness, validates and processes payroll data such as hours worked, overtime, shifts and standby against T&A system.
• Generates monthly input file for upload by the Officer: Payroll into SAGE

• Other Payroll functions
• Generate the Stats SA report on SAGE and validates the data against monthly SAGE reports (which includes, headcount, overtime costs, bonuses, etc.) before submission.
• Compiles post-retirement medical aid and Group Life data for annual actuarial valuation purposes, and validate accuracy thereof based on existing company policies.
• Resolves queries from staff regarding salaries and escalates such to the Officer: Payroll or Manager: Payroll if query cannot be resolved.
• Ensures all correspondence received within the section is actioned and consults with the Officer: Payroll or Manager: Payroll if required.
• Maintains the filing system within the section by ensuring that all payroll related records for the month are filed appropriately and easily accessible.
• Implements changes in line with new and existing payroll policies and procedures.
• Prepares financial year end working papers for audit purposes including provisions for overtime, standby, lost time and accruals.
• Generate year end provision reports for leave, 13th cheque, disabilities and prepare journal entries to adjust general ledger provision balances.

• Compliance
• Comply with relevant legislation, company policies, standards and procedures, including control procedures to mitigate risks.

Monthly Payment Processing:

• Captures and verifies accurately payroll related input from authorized source documents.
• Prepares third party payments and reconciles these against the GL, ensuring all differences are explained and cleared timeously.
• Reconciles on a monthly basis the various payroll related control accounts in the GL to the monthly payroll ensuring all differences are explained and cleared timeously.
• Prepare payroll related journal entries where applicable, based on supporting documentation for approval by the Officer: Payroll.
• Conduct monthly comparison of payroll cost to the prior month, validate and document reasons for all differences and investigate unreconciled items.
• Reconciles monthly pensioner’s medical aid payments and follow up and clear all reconciling items timeously.
• Reconcile all third-party payments against the monthly payroll and prepare relevant documentation for payments before month-end.
• Ensures that all payments submitted to the Finance Department are made in accordance with payroll deadlines and all documents submitted are returned.
• Distributes monthly payroll reports and payment recons, mails, files, faxes and emails all relevant documentation, to relevant stakeholders

• Compliance
• Comply with relevant legislation, company policies, standards and procedures, including control procedures to mitigate risks

Required Minimum Education, Qualifications and Work Experience:

Grade 12/NQF equivalent with Accounting and Maths (Essential)

2-4 years of core experience in an HR administrative OR Payroll environment (Essential)

Knowledge required for the Job:

Payroll/HR Administration

Any ERP systems

Relevant taxation, BCEA and other related legislation

Basic Accounting

Payroll related policies, procedures and processes

Microsoft Office Suite (Excel and Word)

Key Skills Required & Attributes

Verbal and written communication

Interpersonal skills

Numberical skills

Planning and prioritising

Integrity

Confidentiality

Time Management

Working well under pressure

Behavioural Competencies:

Working with people

Delivering results and meeting customer expectations

Following instructions and procedures

Copy with pressure and setbacks