Payroll Compliance Administrator

Position

Payroll Compliance Administrator

Job Description

The Payroll Compliance Administrator will be responsible for ensuring the company's Bargaining Council, Union and Employment Benefits calculations are in line with Fund Matrix, regulations, and client service level agreements. Ensuring timeous monthly payments to funds and regulatory bodies.

This role will also involve the reconciliation of same accounts and co-coordination with payroll to ensure correct calculations in the payroll system.

Location

Johannesburg - Adcorp Place

Contract Type

Permanent

Minimum Requirements

Payroll Compliance

• Ensure payroll operations comply with relevant laws, regulations, and service level agreements.
• Maintain up-to-date knowledge of legislation changes (Bargaining Councils and Unions) and co-ordinate changes in portfolio with payroll and payroll systems to implement updates and corrections
• Conduct calculations and check deductions/ contributions audits to ensure accuracy and compliance in payroll processes.
• Handle payroll queries and resolve discrepancies promptly.
• Register various funds if a business requirement for a new client (research and obtain documents for registration; then liaise with fund to complete registration

Employee Benefits Administration and Payments

• Action monthly employee benefits calculations for Provident funds, Group life, PHI and other benefits as per client Matrix and SLA's.
• Generate monthly payments in line with correct calculations and match to payroll reports
• Differences between calculations and payroll recon or lock reports, are detailed per employee and escalate discrepancies with Payroll Administrators and Payroll Manager.
• Liaise with benefits service providers for allocations of premiums and request a list of discrepancies monthly by the 15th as per Pension and Provident fund act.
• Log the differences for investigation with the payroll systems and payroll manager to ensure solution to the problem is found.
• Arrears or over deductions are distributed before the 19th of a month to payroll administrator to recover or refund, and cc payroll manager
• Monitor arrear and refund instruction with payroll administrator and follow up on the monthly reconciliation items sent to payroll to ensure 30-day correction turn around.
• Ensure the Employment Benefits Matrix are up to date with renewal rates, new clients and contact details

Reconciliation and Reporting

• Maintain accurate and up-to-date payroll reports for audit purposes with the correct calculations, discrepancies and matches to call logs for problems escalated to payroll.
• Reconcile payments to payroll and retain the differences in detail for payroll to correct
• Clear reconciliation items within 60 days from exception escalation to payroll, by obtaining the proof once logged to cancel out reconciling items
• Ensure all employee information is kept confidential and secure and only report back to the fund to dedicated email and to appointed fund administrator.

Stakeholder Management

• Collaboration with Payroll Operations, Human Resources Business partnering, Finance and Divisional Operations to ensure alignment and integration of payroll and benefits processes.
• Communicate effectively with employees, assisting with query management and providing guidance on payroll and benefits matters.
• Collaborate and build a relationship with Fund Administrators, Councils and Unions.

Additional Requirements

NA

Roles and Responsibilities

• Ensures timely processing of all PAYE, ETI and 3rd parties payroll compliance, in accordance with labour regulations and standard accounting principles;
• Performs all compliance and recon activities necessary to process payments for PAYE and employee related taxes including maintaining related records;
• Help develops systems and protocols to direct the collection, calculation and entering of pay data;
• Works with Information Technology, Human Resources and other contacts (including third-party vendors) to ensure security protocols are in place for all pay systems;
• Assists staff with general questions related to payroll compliance and IRP5's, leave accruals, wage deductions, fringe benefits, and other pay related issues;
• Provides updated protocols and procedures to system users based on training;
• Conducts regular payroll reporting as required and assists with financial audits related to pay records and associated general ledger;
• If necessary, cooperation and interaction with employees from payroll in the Group Business Services.
• Establish and maintain relationships with suppliers.