Payroll/HR Officer

Key Outcomes: (what deliverables are required to achieve job purpose)
- Payroll Processing
- Leave entitlements
- Internal control
- Human Resources Support

Key Roles: (what role does one have to play to deliver the outcomes)
- End to end processing of company payrolls (weekly, fortnightly and/or monthly).
- Managing and Maintenance of payroll and leave system.
- Updating and maintaining payroll records.
- Updating and maintaining clock in reports (ERS Biometric System)
- Updating and maintaining asylum and work permits.
- Liaising with staff and management on payroll related queries.
- Interpreting awards/agreements and contracts in relation to overtime and shift allowances etc.
- Payroll reporting to meet internal and statutory obligations.
- Payroll and HR administration.
- Calculation and processing of termination payments.
- Processing increases and calculation of back pays.
- Assisting Payroll Manager with month end consolidation.
- Reconciliation and payments of payroll, UIF and ROE.
- Calculating annual leave and LSL provisions/accruals.

DETAILED OUTLINE
Outcomes Key Activities
(What activities are relevant to deliver the outcomes)
Payroll Processing:
- Prepare, capture, and process the weekly, fortnightly and monthly payroll input.
- Verify and Transmit payroll details so that pays are available to employees monthly.
- Develop in depth understanding of Payroll Database to be able to create Ad-Hoc reports on demand
- Prepare and coordination monthly payroll input from other divisions and collate required information within agreed timeframes
- Action and process payroll administrative functions in relation to Workers Pension, provident fund, medical aid, and garnishee orders
- Capture monthly payroll deductions and process payments to 3rd parties
- Create and maintain employee payroll files and ensure confidentiality thereof
- Create new employee record in the payroll system for all new
Commencements after receiving relevant documentation from Human Resources.
- Preparation of employee termination payments after receiving
relevant documentation from Human Resources or receipt of written resignation
- Calculate and provide estimated termination payout figure when requested by employees
- Prepare, verify and print monthly payroll processing reports and file.
- Verify and ensure that Leave policy is adhered to by all employee records
- Complete employee checks with finance institutions when requested and privacy consent is obtained in writing from the employee
- Provide customer service to employees: in the area of pay, benefits and taxes as they relate to their pay
- Capture and verify all expense claims against the policy and report non-compliance to the Line Managers.
- Manage workflow to ensure all payroll transactions are processed accurately and timely
- Reconcile payroll prior to transmission and validate confirmed reports
- Understand proper taxation of employer paid benefits
- Perform daily payroll department operations
- Load import files received from HR
- Analyse payroll issues and recommend corrective actions.
- Maintain payroll system for up-to-date and accurate data into the system
- Maintain employee payroll records and timesheet data.
- Verify all leave applications, statutory declarations, doctor’s certificates, deduction authorities and correspondence are coded with personal file Leave entitlement numbers and sent to file.
- Manage leave system and ensure updated for all changes in leave.
- Print and circulate leave balances with employees and Line Managers on a monthly basis
 - Check and reconcile discrepancies and disputes related to leave.
- Check leave taken report against leave applied for on leave grids on a weekly basis
 - Complete leave audit when required
- Prepare and print reports to Executive Directors and Line Managers for employees with excess leave days on a monthly basis to ensure adherence to the leave policy
- Print Payroll audit report and provide with supporting documentation to Financial Accountant for internal audit purposes
 - Relevant signatures are obtained for departmental summaries, timesheets, leave forms and changes to employee details and deductions
 - Prepare Sick Leave reports to HR Manager and Line Managers each month

SERVICE DELIVERY AND PERFORMANCE STANDARDS
Outcomes Key Performance Indicators (KPI’s)
(What will tell that one is achieving the outcome)
Payroll Processing
- Payroll capturing is performed on a timely basis and the payroll
data is submitted for review within agreed deadlines
- SARS e-filing reports, provident fund reports, medical aid reports, garnishee orders are submitted within required timeframes.
- Compliance is achieved on all employee expense claims.
Leave entitlement
- Leave balances are correct, up to date and shared with
employees on a monthly basis.
Internal control
- Ensure Payroll System works effectively and efficiently to ensure accurate and complete financial Records
Financial
- Ensure Accurate and Complete reports timeously
Accounting Support
- Payroll Suspense account are cleared on a monthly basis

Qualification and Experience:
Minimum Qualification:
- NQF level 6 in Payroll / Finance or Accounting, Human Resources or related field.
Relevant experience:
- Minimum of 2 years’ experience in payroll and/or accounting functions.