Payroll Administrator

**JOB PROFILE SUMMARY INFORMATION**

**Role name**:Payroll Administrator

**Department**:Finance

**Reporting to**:Finance Manager

**Date developed**:4 October 2022

**Paterson grade**:
**Job purpose**:To administer payroll and process changes to salaries to facilitate accurate staff payments and to reconcile, to prepare and submit payroll related tax submissions and maintain benefits information and prepare payment for benefits to service providers

**Position within the organisation**:
Senior Manager:
Finance and

Administration

Lease Admin Payroll
Billing Manager Financial Manager Utility Manager

Manager Administrator

Financial Controller Financial Controller Financial Controller

Creditors Team Cashbook Team
Creditors Clerks (4) Cashbook Clerk

Leader/Supervisor Leader/Supervisor

**KEY PERFORMANCE AREAS AND ACTIVITIES**

**Key performance areas: Job output**:
1. Payroll Administration **To update payroll by loading new staff members, terminating staff members who have left, implementing transfers, loading commission payments, and any updated staff information into the payroll system monthly**
- To load overtime payments by extracting overtime requirements from the time and attendance system and loading onto the payroll system monthly
- To load reimbursements by receiving claims, verifying approval of reimbursement and loading onto the payroll system monthly
- To process staff loans by confirming approval of the loan with supporting documentation and loading onto the system monthly
- To secure approval for payroll by generating a report, identifying areas of variance and providing feedback on variances monthly
- To run payroll by finalising amendments and processing payments monthly
- To run adhoc payments by receiving request for payment, verifying validity of the payment, securing approval, loading onto payroll and running adhoc payments as required
- To answer payroll queries by understanding the query and providing staff with feedback monthly and as required
- To provide payroll related information for HR reporting by extracting information from the payroll system and submitting as required
- To process salary increases and bonuses by understanding the parameters, generating reports, submitting to line managers for review and approval, validating correctness of information and processing approved adjustments annually and as required
- To generate dummy payslips by understanding parameters and developing payslips for review as required
- To adjust leave balances by receiving authorisation for leave balance changes and implementing as required

2. Compliance **To prepare payroll returns by extracting reports from the payroll system and uploading onto the SARS system, secure approval and submit return monthly within the defined timeframes**
- To address SARS queries by sourcing documentation and providing information as required
- To generate IRP5 certificates by finalising preparation on the payroll and generate IRP5s annually

3. Service Provider **To load new staff and terminate exiting staff on benefit schemes by**

Administration receiving onboarding and termination forms, engaging with service providers and submitting forms as required
- To reconcile service provider accounts by reviewing charges against payroll allocations, identifying anomalies, implementing adjustments and submitting correct pay-away authority monthly
- To provide scenarios based on changes to benefit scheme rules by engaging with services providers to develop schedules, reviewing schedules and submitting for approval as required

4. Reporting **To generate payroll reports by extracting reports from the system, reviewing reports for accuracy and submitting monthly**
- To generate leave reports by extracting reports from the system, identifying concerning leave balances and submitting to line managers for action monthly
- To generate any other reports by extracting information, drafting reports and submitting for review as required

**ROLE REQUIREMENTS**:
**Qualifications**:NQF 5 in Payroll administration is required

**Functional experience**:5 years experience in payroll administration

**Management experience**:None required

**IT software knowledge: Word** **Excel** **PowerPoint** **Other 1** **Other 2** **Other 3**

Yes Yes Yes Payroll software

**KEY RELATIONSHIPS**

**Internal**: **All departments**
- Manco
- Staff

**External**: **Auditors**
- SARS
- Service Providers
- Banks

**COMPETENCIES**

**Competency levels: 0** **1* **2** **3*

You do not / are You have **basic **You have **good **You are **an expert** not required to **skills** and can do **skills** and you can and are often have any skills in the work, but it operate called on to train this competency must be checked, independently and / or check and you with little people’s work sometimes ask guidance for assistance and

/ or guidance

These are the key competencies that are the MUST have for the position. Limit the list to no more than 10 to 12 in

TOT