NORTH-WEST UNIVERSITY (POTCHEFSTROOM CAMPUS) DIVISION: FINANCE AND FACILITIES DEPARTMENT: PURCHASE AND PAYMENTS POSITION NUMBER: N000062 VACANCY: SENIOR PAYROLL OFFICER PEROMNES GRADE: P10 EMPLOYMENT TYPE: PERMANENT APPOINTMENT PURPOSE OF THE POSITION: To ensure the effective and efficient coordination and reconciliation of payroll inputs, processing of statutory and other third-party payments. Providing a responsive and accurate client advisory service on payroll matters to the University

KEY RESPONSIBILITIES:

Payroll Accounting

·        Review, analyse, recommend and implement best-practice payroll, benefits and tax procedures.

·        Perform and submit for approval the following reconciliations and payments within prescribed timelines:

o   Payroll related control account

o   EMP 201’s – UIF, Skills Levies, PAYE

o   Gross to net report before posting to General Ledger to ensure timely and accurate transfer of funds.

o   Control accounts to the General Ledger

o   Third Party Payments

o   Deductions, including Voluntary, Involuntary and Fringe Benefits

o   SARS penalties

·        Prepare, balance and submit deduction reports.

·        Balance Nett Earnings and deductions of the monthly payroll.

·        Balance Gross to Net to the General Ledger to ensure all transactions are costed correctly.

·        Reconcile EFT and rejections totals to the General Ledger.

·        Prepare and submit schedules, analysis and reconciliations to Internal and external auditors.

·        Process all Third-Party Payment e.g. Medical Aid, Pension Fund, Financial Institutions etc.

·        Process Statutory Payments when Payroll Manager is not available e.g. EMP 201 and penalty payments to SARS.

·        Process manual payments to employees e.g. Advances, Rejections and Cash Focus returns.

·        Create and submit Journal entries to correct control account and other related accounts.

·        Analyse, prepare and submit SARS penalties and medical aid schedules to People and Culture: Operations for capturing.

·        Create and submit foreign payments.

·        Accurate & timely payment of salaries.

Quality reports and Controls

·        Develop, implement, maintain and review reports (Quality Controls) to ensure correctness of data.

·        Perform regular payroll checks to ensure data integrity.

·        Monitor, analyse and report on all payroll related variances, i.e. items that fall outside of the normal distribution of payroll, fluctuations in payroll-related expenses, total tax paid, Pension fund payments/deductions.

·        Identify and report duplicate banking details. Take remedial action where required.

·        Monitor, confirm and report duplicate income tax numbers. Take remedial action where required.

·        Confirm performance bonuses paid according to the University’s policy.

·        Confirm and report multiple costing.

·        Validation of all information to ensure that no unauthorised payments are made.

·        Implement auditors’ recommendations and controls as per audit report.

·        Review and confirm People and Culture: Operations’ variance report.

Customer Service, Communication and Reporting

·        Build, support, and maintain healthy, diverse internal and external relationships to ensure achievement of departmental goals. Implement remedial actions where required, i.e. SARS, Medical Aids Pension Fund, and Insurances.

·        Inform People and Culture on payroll rules and regulations.

·        Provide professional advice and service to all NWU staff in respect of tax queries and Payroll related issues.

·        Provide a responsive, accurate client advisory service on payroll matters.

Payroll Administration

·        Prepare and provide accurate and timely reports e.g. reconciliations, schedules and proof of payment to Third Parties

·        Compile and submit reports as required by external companies e.g. Financial institutions and Government Departments

·        Calculate and submit financial year end totals to the Finance department

 

KEY FUNCTIONAL/ TECHNICAL COMPETENCIES:

·        Business Ethics and applying company policies, procedures and processes.

·        Understanding and application of a Payroll system e.g. Oracle will be an advantage.

·        Perform Payroll related accounting Practices.

·        Understanding and application of Tax legislation, UIF and COIDA.

·        Understanding and application of Company fringe benefits.

·        Computer literacy including MS Office (Word and Excel) and E-mail.

·        Thorough knowledge and understanding of labour relations.

KEY BEHAVIOURAL COMPETENCIES:

·        Analytical and mathematical reasoning - problem solving.

·        Team effectiveness - time management, managerial leadership.

·        Customer service - interpersonal skills.

·        Results driven.

·        Ability to work under limited supervision.

·        Decision making skills.

·        Critical thinking skills.