Payroll Specialist

To manage accurate, timely and compliant payroll across the group of companies including statutory submissions, reconciliations, benefits administration and employee support. The role also coordinates Workplace Skills Plan (WSP), Annual Training Report (ATR) and SETA reporting with HR and the Skills Development Facilitator (SDF).

The Payroll Specialist works with HR, Finance and managers to ensure that employee information, payments and submissions are accurate, authorised and supported by appropriate records.

Payroll processing

• Manage the monthly payroll cycle from collecting inputs to final review, approval and payment preparation.
• Process salaries, overtime, commissions, bonuses, allowances, reimbursements and authorised deductions.
• Calculate new appointments, salary adjustments, unpaid leave, transfers, back pay and final remuneration, including applicable leave payments.
• Verify variable payments against approved schedules and retain an audit trail for changes and corrections.
• Administer multiple company payrolls, employee categories, pay structures and cost centres.
• Prepare payroll summaries, variance reports and bank payment files for independent approval. Issue accurate payslips on time.
• Maintain the payroll calendar and communicate input, approval and payment deadlines.

SARS and other statutory reporting

• Calculate and administer PAYE, UIF and SDL, and prepare monthly EMP201 declarations. Coordinate payment with Finance.
• Complete interim and annual EMP501 reconciliations and generate, validate, submit and distribute IRP5 and IT3(a) certificates.
• Use SARS eFiling, e@syFile or their applicable replacement platforms. Resolve validation errors, rejected submissions and tax-certificate queries.
• Obtain and apply SARS tax directives where required and retain supporting records.
• Prepare UIF declarations and payroll information for COIDA Returns of Earnings and other applicable statutory reporting.
• Monitor relevant changes to payroll requirements and implement approved system and process updates.

Employment Equity reporting support

• Prepare and reconcile employment and remuneration data to support applicable Employment Equity (EE) submissions, in coordination with HR and the designated EE lead.
• Reconcile employee headcount, movements, occupational classifications and remuneration information to approved HR records and payroll reports for the relevant reporting period.
• Investigate discrepancies, maintain supporting schedules and a clear audit trail, and provide reconciled data by agreed internal deadlines.
• Support the preparation and validation of applicable EE reporting schedules, including EEA2 and EEA4 where required. HR and the designated EE lead retain responsibility for reporting applicability, classifications, consultation, approval and submission unless formally delegated.
• Handle demographic and remuneration information confidentially and restrict access to authorised persons.

WSP ATR and SETA administration

• Coordinate the collection of training needs with HR, managers and the SDF for the Workplace Skills Plan.
• Prepare and coordinate WSP and ATR submissions to the relevant SETA, obtain required approvals and retain proof of submission.
• Maintain training records, attendance registers, invoices, completion certificates and other supporting evidence.
• Reconcile reported training and expenditure to supporting records and Finance information.
• Assist with mandatory and discretionary grant applications, supporting schedules and progress reporting.
• Track SETA deadlines, submission status, queries and outstanding information. Escalate risks before deadlines.
• Coordinate any applicable consultation, sign-off and SDF requirements with the responsible stakeholders.

Reconciliations and financial reporting

• Reconcile payroll registers to payment files, statutory declarations and general ledger accounts.
• Prepare payroll journals and allocate costs to the correct entities, departments and cost centres.
• Reconcile pension, medical aid, medical insurance and other third-party contributions and deductions.
• Investigate payroll suspense balances and discrepancies and track resolution.
• Prepare headcount, remuneration, overtime, deduction and employer-cost reports.
• Support payroll budgets, forecasts, year-end reporting and audits.

Benefits employee records and support

• Process benefit enrolments, withdrawals, contribution changes and authorised deductions with HR and service providers.
• Check provider schedules and invoices against payroll and resolve contribution differences.
• Maintain accurate banking, tax, remuneration and employment records using approved source documents.
• Reconcile leave and attendance information with HR, managers and employee self-service records.
• Respond to salary, tax, benefit and payslip queries professionally, explain calculations and escalate complex matters.
• Provide authorised earnings confirmations and other payroll documentation, maintaining confidentiality.

Systems governance and improvement

• Administer approved Sage 300 People payroll codes, settings, profiles and reporting structures within the confirmed scope and access permissions. Test and independently review changes before implementation.
• Investigate payroll processing and system issues, perform approved first-line troubleshooting and escalate technical faults to IT or the Sage service provider. The configuration and support boundary must be confirmed before finalisation.
• Investigate and reconcile historical payroll discrepancies. Process corrections, recalculations and related statutory amendments only within the confirmed scope, with documented approval, testing and an audit trail. Confirm the historical review period and any inherited backlog before finalisation.

• Support integration with HR, timekeeping, ESS and accounting systems, and coordinate backups and recovery with IT.
• Ensure appropriate access controls, verification of banking changes and separation of preparation, review and payment authorisation.
• Identify unusual payments, duplicate records and potential irregularities, and escalate them promptly.
• Maintain procedures, checklists and audit-ready records. Address audit findings and improve recurring problem areas.
• Protect employee information and report suspected confidentiality or security breaches immediately.

Minimum qualifications

• Grade 12 and a diploma or degree in Payroll Administration, Accounting, Finance, Human Resources or a related field.
• A recognised payroll qualification or professional designation would be advantageous.
• An SDF qualification and experience with relevant SETA registration processes would be advantageous.

Required experience

• At least 5 years of Sage 300 People payroll experience, including responsibility for the full monthly payroll cycle.
• Experience administering multiple entities or employee categories and reconciling payroll and benefit accounts.
• Proven practical experience with EMP201, EMP501, IRP5 and IT3(a) submissions and resolving SARS discrepancies.
• Practical experience preparing and coordinating WSP and ATR submissions and maintaining supporting training records.
• Experience preparing and reconciling employment and remuneration data for Employment Equity reporting in coordination with HR and the designated EE lead.
• Experience supporting payroll audits and using Sage 300 People, including configuration, troubleshooting and historical corrections to the extent included in the confirmed role scope.

Technical knowledge and skills

• Strong knowledge of South African payroll taxation and relevant employment requirements.
• Practical knowledge of PAYE, UIF, SDL, tax directives, statutory reporting, overtime, leave, allowances and termination calculations.
• Working knowledge of WSP, ATR, SETA reporting systems, grant administration and preparation and reconciliation of employment and remuneration data for EE reporting.
• Strong payroll accounting and reconciliation skills.
• Advanced Excel skills, including lookup formulas, pivot tables, data validation and analysis of large datasets.
• Ability to maintain reliable records, clear audit trails and secure handling of employee information.

 Personal competencies

• Attention to detail; integrity and discretion; sound judgement; planning and deadline management; analytical problem-solving; clear communication; accountability; and the ability to work independently and collaboratively under payroll deadlines.

Market related.