Payroll Administrator

Key Purpose Statement

The Payroll Administrator serves to provide exceptional service by delivering accurate and timeous payroll administration, maintaining accurate employee data and ensuring compliance with payroll legislation while providing administrative support to the rest of the business. The department is a wholistic one and does encompasses aspects of Human Resources, Employment Equity, Recruitment and Operations. Competence Requirements

Knowledge and Experience Required

• Matric with Maths
• Min 3 years’ of experience in working with payroll
• Payroll Administration Diploma or relevant qualification in payroll and/or HR
• Experience in T&A system, essential
• Sage 300 experience essential (evidence of course certification)
• Computer literate and highly proficient in Microsoft office
• Complete Understanding of relevant legislation (BCEA, LRA, EE Act, COIDA etc.)
• Proficiency in SAGE reporting (Advantageous)
• Experience in a multi-entity payroll environment (advantageous).

Output and Accountabilities

• Processing of new appointments, terminations, transfers on VIP
• Processing of employee updates on the payroll system
• Accurately and timeously process monthly salaries on Payroll system in terms of companies policies and relevant legislation (900 employees)
• Capture and maintain all types of payroll input (earnings, deductions, perks, etc)
• Conduct reasonability checks on high leave balances before payout and ensure that all company assets and belongings have been returned before releasing payment. • Ensure that terminations are actioned in the correct month – conduct checks to ensure correctness.
• Review payroll hours for reasonability before capturing/importing into payroll system
•Liaise with the different business units on changes/queries/findings to investigate and revert.
• Flag employees on maternity leave / unpaid leave and re-instate all relevant earnings, benefits and deductions upon return to work.
• Processing of leave forms. Reconcile leave taken on T&A system to leave module to ensure that all leave have been adequately accounted for.
• Perform pay variance review on payrolls to ensure that all relevant changes and variances have been adequately addressed, noted and resolved before final submission to Group Financial Manager.
• Extract ACB files for nett pay and forward to Group Financial Manager for release.
• Ensure payslips are sent to the staff
• Working knowledge of ETI (Employment Tax Incentive) – ETI checks to be conducted monthly
• Reconcile EMP201 totals and submission to SARS.
• Submission and payment of third-party payments
• Assist with annual and bi-annual EMP501 tax submissions.
• Attend to and resolve PAYE / ETI audits as and when required by SARS.
• Prepare reconciliation schedules for provident fund and medical aid
• Extract GL interface file, review for accuracy and forward to Easy Accounts to import journals.
• Set up / maintenance of any new GL accounts
• Prepare bonus provision schedules in accordance with business rules for Finance department to process journals.
• Prepare leave provision schedules for Finance department to process journals.
• Prepare various reports for managers meeting as and when required.
• Extract leave balance reports and forward to the business units. Highlight high leave balances on the reports for management to address.
• Prepare and calculate retrenchment packages if and when required.
• Apply for tax directives on E-filing for the affected employees.
• Prepare schedules for salary increases / annual bonuses and LSA in accordance with business rules.
• Experience in setting up and working with separate payslips in December.
• Extract reports for WCA return of earnings, perform estimated calculation and submit online to the Compensation Fund.
• Assist with preparation of employment equity reports (EEA2 / EEA4).
• Review and monitor payroll processes for efficiency, integrity and correct applications of Main Agreements.
• Compile report of Payroll issues and concerns to identify a trend of common issues and forward to the business units to investigate and to avoid repeat incidents.
• Ensure that UI-19 forms, certificate of service and provident fund withdrawals are available and ready for terminated employees when they leave.
• Assist the business units with information / documents in respect of DOL inspection, CCMA cases/disciplinary hearings / SARS audits/ TERS Audits/ WABU Audits.
• Attend to all related administration of the VIP system (updates, back-ups, trouble-shooting)
• Maintaining primary contact with Provident Fund Financial Advisors
• Attending to the Payroll and general day to day queries
• Complete and submit COIDA submissions with stores
• Understanding and application of available government assistance programs

• o SETA
• o UIF-Temporary Employee/Employer Relief
• o Employee Tax Incentive

• Confirmations of Employment.
• Filing and Updating Employee personnel files
• Attending to the General Payroll Filing  

Roles, Skills and Attributes Required

• Integrity and Confidentiality
• Attention to detail/ accuracy/ timeliness
• Ability to work well under pressure and manage/prioritise tasks throughout the month
• Adherence to internal and external deadlines
• Co-ordinating of different tasks
• Proactive behaviour
• Communication with Senior Management, and with multiple store representatives
• Credibility & presence
• Analysis & diagnostic investigative nature