2. FINANCIAL ADMINISTRATOR PAYROLL POSITION DESCRIPTION MAIN OUTPUTS AND RESPONSIBILITIES FOR THIS POSITION – TIME SPENT 1. Utilisation of the VIP Payroll System • Load new employees onto the payroll system and ensure that all relevant information is captured and allocated correctly • Ensure that the employee compensation is allocated to the correct method of calculation • Load all deductions such as o medical aid o pension fund o statutory deductions o garnishees o voluntary deductions • Ensure that company contributions are calculated correctly and linked to the correct methods of calculation • Engage with employees to determine the correct level of travel allowance to be allocated from the cost to company package, within company policy guidelines • Make all changes to employee details and salaries as necessary • Print and distribute payslips to all department heads • Print variance reports • Ensure that the year end IRP5 reconciliation is completed and submitted to SARS timeously • Ready the payroll for sign off and transfer to the bank account for payment • Terminate employees off the payroll, ensure that payments due are correctly calculated and that outstanding debts to the company are recovered • Compile documentation in respect of pension fund calculations for retirees for forwarding to the retirement fund service provider • Administer the birthday bonus scheme (savings scheme paid out on the birthday date) • Ensure that travel allowances are updated annually • Process back pay after union settlements • Make changes to payroll payments on VIP as authorised • Ensure that only authorised changes are processed through the payroll system and that documentation is filed for easy retrieval and available for audit purposes 40% 2. Claims Administration • Receive authorised overtime claims • Reconcile the overtime claims with the time and attendance records • Follow up on queries regarding overtime claims and process information into the payroll system for payment • Process leave payouts for encashment and on termination of service, in terms of company policy and procedures • Reimburse travel claims following authorisation • Process allowances for payment, on instruction: o Shift o Standby o Acting o Back pay overtime o Back pay travel 10% 3. Perform Reconciliations • Reconcile the payroll monthly and obtain authorisation and sign off prior to processing for payment • Arrange the EFT to the bank and/or physically deliver the payroll information to the “Business on Line” system at the bank for processing • Reconcile the payroll variance report to check differences from month to month and provide explanations of differences • Print necessary reports in respect of UIF, SDL and PAYE and obtain authorisation prior to submission on e-filing to SARS • Process the SARS payments • Reconcile all the inputs to VIP, import the information into the Accounting system and check against the General Ledger account for accuracy • Deal with payslip and other queries in respect of medical aid, pension funds, court orders, maintenance orders, voluntary deductions and any abnormalities that may appear on the payslip 15% 4. Reporting • Print reports in respect of all earnings and deductions and submit for sign off • Print and sign off reports on discrepancies on the General Ledger accounts and provide written explanations 10% 5. Statutory Compliance and Third Party Payments • Ensure that all statutory deductions are made and paid to third parties timeously • Adhere to statutory requirements and legislative responsibility in terms of relevant legislation e.g. Basic Conditions of Employment Act, Income Tax Act, PAYE, UIF, SDL etc • Receive information from the Human Resources department in respect of monies to be paid to the Department of Labour in respect of Injured on Duty cases and process payments • Ensure third party payments are correct and timeously processed (e.g. medical aid , pension fund contributions etc.) 10% 6. Administration and Documentation • Ensure that all personal files are opened and maintained for future reference and audit purposes • Ensure that all leave forms, as applicable, are filed in the personal files • Hold archived personal files and documentation in terms of legislative requirements • Ensure that all administration is undertaken in respect of engagements, terminations, and payments and deductions • Ensure that all filing is up to date, easily retrievable and ready for audit • Respond to confirmation of employment queries 15% TOTAL 100 % 3. JOB EVALUATION CRITERIA A) KNOWLEDGE AND SKILLS FORMAL EDUCATION • Grade 12 with Accounting TECHNICAL/ LEGAL CERTIFICATION • VIP certification EXPERIENCE • 2 years payroll experience (including 1 years experience working with VIP)
Posted on: Fri, 23 Jan 2015 21:48:48 +0000
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