Manager(P8): Payroll at Sol Plaatje University

Minimum Requirements 

• BCom Financial Management / Accounting
• 5 years of relevant experience at a supervisor / senior practitioner level. 

Recommendation 

• Experience in a higher education setting (ITS knowledge) would be an advantage.

Duties and Responsibilities 

HR Input Management and Monthly Payroll Processing

• Verify salary, banking, tax, and departmental details for new staff.
• Ensure correct salary adjustments and update system accordingly.
• Validate increase dates and salary scales.
• Link earnings and deductions correctly Allocate General Ledger accounts for earnings/deductions.
• Handle backpay and late changes.
• Verify leave pay calculations.
• Confirm employment contract types and correct appointment classifications.
• Adjust allowances for promotions/increases.
• Manage inputs related to subsistence and travel claims and advances, garnishee orders, union membership, etc. Manage and oversee payroll data input, master data entry, and time management records to ensure data integrity and support the accurate and timely execution of the monthly payroll.
• Oversee quality control of all HR input documentation.
• System set-up management

Maintain accurate system data for:

• Banking and branch details Receiver of Revenue details.
• Department pay-points.
• Salary scales and rank/scale combinations.
• Fund and lookup table details.
• Earning/deduction codes and statutory reporting codes(e.g. PAYE, (JIF, on, IRP5, Skills Levy)

Monthly reconciliations, Compliance and Statutory Reporting

• Examine, review, and analyse employee tax calculations to ensure compliance with tax legislation and to verify that accurate amounts have been deducted and paid to the relevant revenue authority in a timely manner.
• Examine, review, and analyse all Bi-Annual and Annual payroll reconciliations to ensure the accuracy of liabilities declared and submitted to the revenue authority, confirming alignment between payroll records and statutory submissions.
• Prepare and balance reconciliations (e.g., pensions, medical aid, insurance, union dues).
• Manage payments to third parties.

Resource Management (Payroll Team)

• Supervise payroll staff and ensure balanced workloads.
• Contribute to recruitment and onboarding.
• Draft job descriptions and manage performance agreements.
• Support staff training, mentoring, and development. Address employment relations issues (grievances, conflicts, discipline).
• Manage staff leave and maintain accurate records.

Monitoring. Evaluation and Reporting

• Support payroll-related audit processes.
• Resolve payroll-related accounting discrepancies.
• Prepare payroll figures for quarterly reports and year-end financial statements.
• Draft strategic and operational reports as needed Consult and communicate with internal and external stakeholders.
• Research and apply best practices in payroll operations.

Policy and Procedure development and Strategic partnerships 

• Review and improve payroll-related policies and procedures.
• Participate in the development of new policies.
• Develop communication materials and procedure manuals in collaboration with relevant stakeholders to promote awareness and accessibility of the services provided by the Payroll/HR section.
• Manage the resolution of payroll-related queries and complaints, ensuring timely, accurate, and customer-focused responses to maintain employee satisfaction and trust in payroll processes.
• Ensure effective communication of policies and procedures throughout the institution.