HR & Payroll Process Flow 7 February 2014 Version 1 Payroll Cycle Payroll Processing
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- Jeffrey Jennings
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1 Process Starts s generate the following reports per company: Company Recon; Department Summary; Remuneration List; UIF List; EMP201; Bargaining & NBC List. A B s reconcile the net salaries per company between the Company Recon, Department Summary and Remuneration List s reconcile the employee tax per company between the Company Recon, Department Summary and EMP201 DISCLAIMER: All HR process steps are subject to further expansion and not limited to the current process steps documented in this process flow. (HR Management Responsibility) tes: Once all payroll processing has been completed by the processing deadline in accordance with the Payroll Calendar, the Payroll Manager locks the Payroll on VIP. Abbreviations: UIF Unemployment Insurance Fund SDL Skills Development Levy ESS Employee Self-Service System 2 Payroll Cycle - Payroll Processing v1 1 of 12 2/10/2014
2 Page 1 s reconcile the UIF per company between the Company Recon and Department Summary s reconcile the SDL per company between the Company Recon, Department Summary and EMP201 s reconcile the Medical Aid Contribution per company between the Department Summary and Billing Statement received from Discovery 3 Payroll Cycle - Payroll Processing v1 2 of 12 2/10/2014
3 Page 2 s reconcile the Flexi Retirement Fund Contributions per company between the Department Summary and Billing Statement received from the Retirement Fund s reconcile the NBC Levies per company between the Department Summary and D-form obtained from the NBC online system The Payroll Deductions Report is received from the HR Shared Services Analyst on a monthly basis and includes the NBC sick leave, NBC annual leave and unpaid leave balances per ESS s reconcile the NBC Sick Leave per company between the Department Summary and Payroll Deductions Report 4 Payroll Cycle - Payroll Processing v1 3 of 12 2/10/2014
4 Page 3 s reconcile the NBC Annual Leave per company between the Department Summary and Payroll Deductions Report s reconcile the Unpaid Leave amount per company between the Department Summary and Payroll Deductions Report A Reviewer verifies that all reconciliations were performed and are accurate and complete 3 5 Payroll Cycle - Payroll Processing v1 4 of 12 2/10/2014
5 Page 4 Reconciliations accurate & complete? Reviewer returns documentation to for investigation and correction Reviewer Monthend as evidence of review per company filed in central file s generate Department Summary (in Ascii format) and exports it into the Payment Request Excel template investigates error and corrects relevant information and returns documentation to Reviewer A Payment Request Excel template calculates the payment amount s complete the AP (Accounts Payable) Coding Sheet with payment information s the AP Coding Sheet to the responsible AP Analyst for processing Payroll Manager is copied on the Electronic pay slips are sent to the following companies: FSSC IHD Corporate All Executives MH (Monthly) s print manual pay slips 6 Manual pay slips are printed for all other entities Payroll Cycle - Payroll Processing v1 5 of 12 2/10/2014
6 Page 5 The Payroll Specialist generates the ACB bank file from VIP and saves it on the SD B Bank files include the employee number, bank details and net salary The Payroll Specialist then imports the ACB files into the automatically performs a check to identify any possible errors in banking details is accessed with a username, password and token errors? The includes the following supporting documentation: Nedbank file printout ACB file first and last page Remuneration list first and last page The Payroll Specialist submits the file for payment on the tes: Bank files are generated by the Payroll Specialist (Kerry Beecroft) and her back-up is the (Doreen Neethling). sends to authorized signatories per Release Schedule that authorization is required A schedule is set up on an annual basis indicating which authorized signatories are responsible for releasing the Payroll on a monthly basis The prints out the error log and distributes it to the relevant s per company is accessed with a username, password and token First authorized signatory reviews the Nedbank payment instruction against the supporting documentation 1 Where employee banking details changed, a letter from the bank is required s investigates the errors and makes relevant corrections based on what caused the error C discrepancies? 7 B First authorized signatory sends s the providing details regarding what corrections are required C Payroll Cycle - Payroll Processing v1 6 of 12 2/10/2014
7 Page 6 First authorized signatory approves payment file on the Second authorized signatory reviews the Nedbank payment instruction against the supporting documentation 1 Approval by 12:00 am is accessed with a username, password and token discrepancies? Second authorized signatory rejects payment file on the and s the providing details regarding why the file is rejected C Second authorized signatory approves payment file on the Approval by 14:00 am checks that all batches has been released and sends an to the Payroll Manager as confirmation Payroll Manager makes a full system backup and saves it on the SD Payroll Manager rolls payroll system and opens new month for processing Process Ends Payroll Cycle - Payroll Processing v1 7 of 12 2/10/2014
8 2nd EFT process receives communication regarding error or delay from HR BP prints before pay slip of affected employee Employees and Business should communicate all Payroll errors or delays via the HR BP determines whether adequate supporting documentation is available Supporting documentation requirements per normal Payroll Processes will be required tes: 2 nd EFT occurs on the Thursday during the week after payday. 2 nd EFT may occur due to a Payroll or due to Business / HR delays experienced. Where the 2 nd EFT is due to Business / HR delays, the relevant party will be responsible for the cost of the 2 nd EFT. A Is required supporting documentation provided? corrects error on VIP and prints after pay slip before and after pay slip sends to relevant HR BP requesting outstanding documentation 2 3 Reviewer verifies that correction was updated accurately and completely Correction accurate & complete? Reviewer signs and dates before and after pay slip as evidence of review HR BP provides the required outstanding documentation Reviewer returns documentation to for correction Documentation is filed in a central 2 nd EFT file Outstanding supporting documentation should be provided within21 working days from receipt of , by the HR BP or prior to Wednesday close of business A updates and corrects incorrect information and returns documentation to Reviewer Refer to normal EFT process on Page 6 & 7 Payroll Cycle - Payroll Processing v1 8 of 12 2/10/2014
9 Third Party Payments The generates the Department Summary per company and relevant third party reports from VIP The reconciles the amounts per the Department Summary to the relevant VIP Report per third party payment E Corrections are made based on what the error is reconciling differences? The investigates and corrects the differences The Payroll Specialist prints the corrected pay slip and files with the relevant report D E D The Payroll Specialist completes the EFT Requisition in Excel EFT Requisitions are printed and signed and dated by the EFT Requisitions are reviewed against the reconciled reports discrepancies? The Reviewer returns the documentation for investigation to the preparer Where corrections were made, these need to be manually added on the EFT Requisition The Payroll Specialist manually loads the EFT payments onto the The includes the following supporting documentation: Nedbank file printout ACB file first and last page Remuneration list first and last page tes: Third party payments are processed by the (Janitha Rampersad) and the transactions are then loaded onto the by the (Kerry Bancroft). Listing of all third party payments to be made: SARS (PAYE, UIF, SDL) Discovery (Medical Aid & Vitality) Alexander Forbes (Pension & Provident Fund) SATAWU Provident Fund NBC Provident Fund SAGE Life Safrican (Funeral cover) Sizwe Medical Aid Cape Medical Aid NBC Levies NBC Union Unions (SATAWU, SADDOCK, PTWUSA, Inqubela) Canteen (Jet Park) African Bank (Housing Loans) Capital Alliance African Life Iemas Material Handling (MIPCO Provident Fund, MIPCO Levy, MIPCO Union, Pharos Medical Aid, Bonitas Medical Aid, MIPCO Medical Aid) Pharma (Industrial Levy, GIWUSA Union) CMD (Malcor Medical Aid, Total Care) Profile is accessed with a username, password and token sends to authorized signatories per Release Schedule that authorization is required Payroll Cycle - Payroll Processing v1 9 of 12 2/10/
10 Page 9 First authorized signatory reviews the Nedbank payment instruction against the supporting documentation discrepancies? 1 is accessed with a username, password and token First authorized signatory approves payment file on the Approval by 12:00 am Second authorized signatory reviews the Nedbank payment instruction against the supporting documentation is accessed with a username, password and token 1 Approval by 14:00 am First authorized signatory sends s the providing details regarding what corrections are required discrepancies? Second authorized signatory approves payment file on the checks that all batches has been released and sends an to the Payroll Manager as confirmation C Second authorized signatory rejects payment file on the and s the providing details regarding why the file is rejected C Payroll Manager makes a full system backup and saves it on the SD Payroll Manager rolls payroll system and opens new month for processing Process Ends Payroll Cycle - Payroll Processing v1 10 of 12 2/10/2014
11 Risks Areas: A Authorized signatories may not be available to release the payroll as per the approval schedule sent out on an annual basis. B Currently no contingency plan is documented should the be off-line when Payroll needs to be released. Payroll Cycle - Payroll Processing v1 11 of 12 2/10/2014
12 Documentation List Version Control Access Manual / System Retention of Completed Documentation 1 Company Recon Monthly versions to 2 Department Summary Monthly versions to 3 Remuneration List Monthly versions to 4 UIF List Monthly versions to 5 EMP201 Monthly versions to 6 Bargaining & NBC List Monthly versions to 7 Processing Checklist To be completed by management 8 Billing Statement from Discovery Monthly versions to 9 Billing Statement from UTi Flexi Retirement Fund Monthly versions to Payroll Cycle - Payroll Processing v1 12 of 12 2/10/2014
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