Purpose & objective

The payroll administrator has the responsibility of ensuring that all employees are paid accurately and timeously nationally. Payroll administrators are responsible for processing payroll, maintaining VIP Premier(payroll system) and system records, preparing documentation and generating and forwarding reports when required to the relevant department.

Duties & responsibilities of this role

This includes but is not limited to

• Process weekly, monthly and fortnightly payroll per pay period


• Backup and roll over for all companies on VIP


• Certify, batch and export timesheets from the time and attendance system


• Importing payroll data from time and attendance systems/timesheets/spreadsheets into VIP


• Calculation of hours and payroll totals on manual timesheets


• Verify the information on the payroll listing against the TNA or against manual timesheets received


• Identifying, investigating and resolving any payroll related discrepancies that may be found whilst processing payroll


• Initiating changes in pay rate, department, job title, banking details and handles department and job title splits


• Importing and loading of new employees on VIP


• Leave adjustments on VIP for leave that has been taken. Maintains the employee leave cycle on the payroll system


• Process IOD, MSA, leave payout, incentive and bonus payments


• Acknowledgement of debt/transport deductions/union deductions


• Process omitted timesheets and resolve payroll queries


• Updating the weekly and monthly tracking systems


• Sending payroll listings to the finance department for invoicing


• Loading payments onto the online payment portal


• Sending out online payslips to all employees and sending out payslips on request


• Termination of employees who are no longer employed with the company on VIP


• Honors confidentiality of employee pay records


• Maintaining an orderly online filing system (folders per week/month)


• Generation and submission of reports such as leave balances


• Submission of monthly (month to date) reports to the finance department


• Submission of EMP and ETI monthly reports to senior management


• Generating medical aid, provident fund and union reports


• Providing employees with UI19’s, Salary Schedules, Maternity, IRP5 and SASSA documents, timeously and when requested.


• Generating history payslip reports when drafting salary schedules


• Confirmation of employment letters

Other Duties

• Process employees pay in accordance with HR requirements


• Provide clerical and administrative support to management when required


• Other miscellaneous duties as assigned


• Abide by company policies and procedures