PURPOSE STATEMENT
Responsible for the payroll and administrative functions in the HR department.
Payroll Administration
General Payroll Administration
Gather information for payroll from the HR/Finance/Divisions
Prepare benefit, medical aid, etc. documentation relating to employees for departments
Update new employee’s allowances, deductions and Total Cost To Company (TCTC) on payroll system
Update any salary related changes to the Master file
Ensure all information is captured accurately and according to the payroll deadlines
Ensure that the following calculations are performed and forms are correctly completed and sent to the various departments on time
maternity leave
leave pay
retirement and death benefits
retrenchment packages
calculates backdated payments: increases, medical aid and benefit changes
pensioners medical aid
benefit changes
disability payments
Complete Company’s Provident/Pension Fund withdrawal forms
Leave administration
Directs any queries to the HR, e.g. rejected leave due to negative balances to resolve
Provides feedback to HR with regard to rejected leave as and when required
Changes the leave cycles on the system based on employee movements between employee groups
Follows up to ensure all relevant documentation accompanies the various leave requests. e.g. sick notes and provides this information to HR
Evaluates the validity of the backup documentation and forward to the HR department if questionability exists
Conducts ad hoc leave audits as and when required
Checks and assists to link employees on the system with regard to specified reporting structures for leave approvals
Completes the process required to calculating maternity leave, completing and submitting UIF and payroll documentation, providing guidance and advice to employees
Generates leave reports and distributes to the business to highlight excess or forfeited leave balances
Makes the necessary adjustments to leave where forfeited leave has been has been approved/overturned by the relevant Manager
Completes the required process to generate unpaid leave payments
Pension/Provident Fund Administration
Enrol all new employees to the Pension/Provident Fund
Reconcile Pension/Provident Fund membership on a monthly basis
Process all withdrawals from Pension/Provident Fund
Process and follow-up on disability claims against Pension/Provident Fund
Advise the Pension/Provident Fund Administrators of all transfers and terminations
Ensure that all personal files have updated beneficiary nomination forms
IOD Processing
Administer the completion of the application forms as soon as the a process is instituted
Follow up (First, Progress, final, resumption reports) and reporting
Maintenance of records and filing of documents on IOD Consolidated file as well as on employees personal files
Medical Aid Administration
Attend to queries relating to medical aid
Advice HR of any changes pertaining to the various medical aid schemes
Advice Medical Aid Schemes with regard to termination of membership – when employees resign or join other medical aid schemes
Audit and verify information for the payroll
Run the payroll and verify input against instructions from the business leaders and HR
Verifies the following:
New engagements/reinstatements
Terminations/transfers
Retrenchments/retirements/applications for tax directives
Deaths
Tax
Signing off of checklists
Check and sign off variance reports for the payrolls and provide to Divisional Financial Heads for sign off
Report writing
Prepare and complete numerous TCTC changes that require spreadsheet extraction for business to sign off
Produce quarterly leave liability reports
Print monthly ad hoc reports for the business
Administer HR Online for the Group
Day to Day Ad hoc activities
Attend to emails, telephone queries, reception desk, staff queries, HR department requests and general business issues
Confirm employment when requested
Prepare EFT for Ad Hoc payments
Filing