Payroll Manager

SUMMARY:
JOB PURPOSE

To ensure correct, accurate and timeous payment of salaries and payroll related third party payments and to supervise the payroll admin staff.

POSITION INFO:
EDUCATIONB, SKILLS AND EXPERIENCE

• National Diploma in Payroll/ HR/Accounting (NQF6).
• 5 years’ experience in HR Payroll Administration of which 1 year must be in SAP, Payroll Accounting and Database Management and 1 year supervision of payroll staff.
• Valid driver’s license

• Ensure that all input pertaining to payment of employee benefits are submitted and received timeously.
• Perform audit checks to ensure that all input received is captured correctly on the payroll system.
• Upload electronic 3rd party deduction schedules on a monthly basis i.e. files received from third parties.
• Verify and unlock salary related and bank account transactions on the SAP HR system captured by Payroll Officers.
• Verify and unlock overtime transactions captured by Payroll Officers and Regional HR Administrators.
• Capture any changes to Executive management salary detail or bank detail, in order for Manager: Remuneration & HRIS to verify and unlock.
• Verify and unlock authorization excess overtime hours to be captured for different regions.
• Draw Payroll Variance reports for each one of the 3 payrolls and do checking for variances from previous month on each different item on the payroll i.e. ut salaries, PAYE, overtime, standby, leave encashments, final payments, acting allowances, etc.
• Upload vendor and EFT (payroll) files as received from support service provider into Fihrst Connect Scheduler software system.
• Reconcile and balance vendor and EFT files according to the wage type statement drawn from the payroll.
• Upload files in Fihrst Connect Scheduler software in order for Manager: Remuneration & HRIS to verify and authorize for payment by Finance department.
• Submit signed-off printed documents to Finance.
• Liaise with Finance Department in respect of the following: Timeous salary payment requests as per procedures set out.
• Resolve disparities between General Ledger and Vendor Accounts referred by Finance.
• Generate meaningful reports related to all of the above.
• Ensure that payroll related queries are attended to timeously and accurately.
• Develop and implement control systems and processes necessary for the payroll’s success.
• Pro-actively plan, organize and monitor all activities of payroll personnel. Control the personnel filing manual and electronic systems.
• Assist Manager: Remuneration & HRIS in development of sound HR Practices. Monitor adherence to HR practices, policies and procedures.
• Ensure that the core values of JW are upheld.
• Co-ordinate and implement current and new staff benefits, e.g. loco, housing, salary increases, performance bonuses and annual service bonuses.
• Ensure annually that formal long service award functions are held twice.
• Prepare long service award certificate and gifts within set budget.
• Train newly appointed Regional HR Administrators on SAP HR/PY.
• Ensures that new contracts and renewals are done monthly.
• Ensure letters are done on a monthly basis for long service, retirements, termination of contracts and forfeited leave to individual employees for Manager: Remuneration & HRIS’s signature.
• Provide responses to Finance department on Payroll debtors.
• Stop payments on Fihrst scheduler if necessary, in order for specific employees not to be overpaid.
• Upload rejection payments received from Fihrst Management Services on the internet via Service provider automated interface file.
• Ensure completeness of all newly appointed employees’ personnel files.
• Ensure processing of all terminations to third party companies e.g. Pension Funds, Medical Aids, etc.
• Ensure the submission of UIF applications to the Unemployment Insurance Fund offices.
• Process electronic final payments to terminated employees by means of special payments and authorization by the Manager: Remuneration & HRIS.
• Process electronic special payments in respect of leave encashments, etc. for authorization by the Manager: Remuneration & HRIS.
• Ensure adherence to company policies, procedures and legislation.
• Correspond and liaise with financial institutions as and when required regarding banking details, payments of salaries, bond payments and stop payments.
• Correspond and liaise with SARS with regard to IRP5 certificates and tax directives where difficulties are experienced, or queries received.
• Ensure correct data generation to all pension and provident funds in connection with payment of benefits.
• Resolve queries with service provider companies.
• Liaise with the HR Information System Specialist in executing tasks on report generation on SAP HR/PY.
• Serve in OHS & SCM Bid Committees as and when required.

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