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ICB PAYROLL & MONTHLY SARS RETURNS Learning module 3

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Women In Business
Women In Business

If anyone studying ICB Payroll, this is the summary presentation for Learning Module 3 taken from the ICB Payroll and Monthly SARS Returns Textbook

EducationBusinessEconomy & Finance
1 of 36
Record & Validate input variations on employee records Learning Unit 3 ICB Junior Bookkeeper: Payroll & Monthly SARS Returns
Introduction PG 74 • Intelligent decision makers • HR department = improved productivity • HR department = competitive advantage • Growing legislative requirements • Productivity and business challenges • Integrated payroll system • Human resources competencies • Decision makers and timely management information. ICB Junior Bookkeeper: Payroll & Monthly SARS Returns
Verify & record employee remuneration contract terms PG 74 • Accuracy = removal of risks & inconvenience • Verifiably accurate, correct & up to date • Highly skilled & qualified staff • Hidden expenses • Payroll admin encompasses all the tasks involved in paying an organisation’s employees • Handling payroll-related problems are part of payroll admin. ICB Junior Bookkeeper: Payroll & Monthly SARS Returns
Getting started as a new employee • Labour statutes PG 75: – Labour Relations Act – Occupational Health & Safety Act – Compensation for Occupational Injuries & Diseases Act – Unemployment Insurance Act – Skills Development Act – Employment Equity Act ICB Junior Bookkeeper: Payroll & Monthly SARS Returns
Getting started as a new employee continued • Employment agreement PG 75 –Employment relationship –Terms & conditions –Intention of employer & employees –Written form ICB Junior Bookkeeper: Payroll & Monthly SARS Returns
Getting started as a new employee continued • Employment Contract definition PG 75: A legally enforceable agreement between two parties, where-by one party places his or her personal services at the disposal (and under the control) of the other party. This is for an indefinite or determined period, in exchange for a fixed or ascertainable wage. ICB Junior Bookkeeper: Payroll & Monthly SARS Returns
Getting started as a new employee continued • Elements of an employment contract are PG 75: – A time agreement must exist – It must be permissible by law – The parties must have legal capacity – Employer must have the power to control – Employee must place his or her services at the employer’s disposal – Remuneration must be paid and must be fixed or readily ascertainable – There must be consensus between the parties – Parties must have serious intention to create reciprocal rights and duties and be legally bound thereby ICB Junior Bookkeeper: Payroll & Monthly SARS Returns
Getting started as a new employee continued • Rights & duties employer & employees PG 76. • Duties of one party constitute the rights of the other • Basic Conditions of Employment Act provisions • Update employment document • Letter of Appointment ICB Junior Bookkeeper: Payroll & Monthly SARS Returns
Getting started as a new employee continued • Elements of employment contract Pgs 76 & 77:  Company’s full name & address  Full name of employee  Occupation of employee/brief job description  Employee’s place of work  Date employment commenced  Ordinary days & hours of work  Wage or salary rate  Method of payment  Rate of pay for overtime  Description of other cash payments  Payments in kind  Frequency of payment  Deductions  Leave (annual, sick, maternity, family responsibility leave)  Period of notice  Council or sectorial determination ICB Junior Bookkeeper: Payroll & Monthly SARS Returns
Compensation Package • Basic compensation pg 94: – Regular fixed pay – Pay incentives – benefits or indirect compensation – Remuneration or benefits or entitlements ICB Junior Bookkeeper: Payroll & Monthly SARS Returns
Different types of remunerationPgs 95 & 96 • Commission • Performance bonus • Profit sharing plans • Piece-rate plan • Standard hour plans • Employee benefits ICB Junior Bookkeeper: Payroll & Monthly SARS Returns
Benefits mandated by law Pg 96 • Annual leave • Sick leave • Maternity leave • Family responsibility leave • Paid public holidays • UIF benefits • Compensation for injuries or diseases contracted while working ICB Junior Bookkeeper: Payroll & Monthly SARS Returns
Cost to Company Pg 98 • Advantages – Budget – Tax structuring – Equity – Severance packages – Changes in legislation ICB Junior Bookkeeper: Payroll & Monthly SARS Returns
Cost to Company Pg98 • Disadvantages – Difficulty in understanding – Expensive to achieve pay parity – Perceptions – Loyalty not retained – Cost of recruitment ICB Junior Bookkeeper: Payroll & Monthly SARS Returns
C to C remuneration: Pg98 • Market related salary • Adequate cover for life, disability & medical aid • Adequate provision for old age • Unwelcome surprises from SARS ICB Junior Bookkeeper: Payroll & Monthly SARS Returns
Induction of Employees pg 100 • Expectations • Induction programme • Set out hours of work, wage rates, overtime, policy on leave & public holidays • Pay system • Pay routine • Follow up ICB Junior Bookkeeper: Payroll & Monthly SARS Returns
Deductions: pg 100 • SDL • Loans • Savings • Training • Voluntary tax • Employee tax • UIF ICB Junior Bookkeeper: Payroll & Monthly SARS Returns
Employee’s payroll record pg 101 • Human Resource Management System • Distribution System Record • Access Timecard System Record ICB Junior Bookkeeper: Payroll & Monthly SARS Returns
Process records relating to employee movement pg 109 • New employee appointments • Transfer of employees • Promotion of employees • Termination of service ICB Junior Bookkeeper: Payroll & Monthly SARS Returns
New employee appointments & employee promotions pg 109 & 110 • Proper recruitment & selection procedures • Amendments to payroll • Changes in payment rates • Excessive overtime claims • Valuable and useful background information • Record of employee movements within the organisation assist with decision making ICB Junior Bookkeeper: Payroll & Monthly SARS Returns
New employee appointments & employee promotions continued • Scrutiny • Trade unions • Common information • Employment policy & procedures • Payroll calendar • Deadlines • New employee information • Seasonal workers • Overtime • Master file record • Segregation of duties ICB Junior Bookkeeper: Payroll & Monthly SARS Returns
Transfer of employees • Change in classification pg 111 – Rank & status – Salary or wage – Benefits – Relocation to another area ICB Junior Bookkeeper: Payroll & Monthly SARS Returns
TerminationPg 112 • Resignation, retirement, death • Retrenchment • Dismissal – Misconduct – Poor performance – Illness or disability • Desertion / absconding • Incompatibility • Employee leaves by agreement ICB Junior Bookkeeper: Payroll & Monthly SARS Returns
Termination forms: • Withdrawal from pension or provident fund • Banking details • Certified copies of personal documents • Ill health discharge • Letter of resignation • Continuation with medical aid ICB Junior Bookkeeper: Payroll & Monthly SARS Returns
Termination PayPg 113 • Notice pay • Leave pay ICB Junior Bookkeeper: Payroll & Monthly SARS Returns
Retrenchment pay • Notice pay • Leave pay • Severance pay ICB Junior Bookkeeper: Payroll & Monthly SARS Returns
±12 types of RemunerationPg 113 • Housing/accommodation • Payments in kind • Car allowance/company car • Medical aid • Funeral or death benefits • Cash payments • Overtime • Performance bonus • Non-discretionary 13th cheque • Non-tool allowance • Commissions • Other remunerations ICB Junior Bookkeeper: Payroll & Monthly SARS Returns
Pay-out of “balance of leave”Pg 113 • If an employee resigns without giving notice, as required by law or in terms of their contract, they are in breach of contract. Notice pay not compulsory • 3 weeks paid vacation leave unless employee is a casual. • All payment must be effected through the PAYE scheme ICB Junior Bookkeeper: Payroll & Monthly SARS Returns
Implement instructions from external agenciesPg 116 & 117 • Compliance of deductions not to compromise employee • Statutory or non-statutory • Insurance policies ICB Junior Bookkeeper: Payroll & Monthly SARS Returns
Evaluate and record variations to payrollPg 117, 118 & 119 • Permanent & temporary variations • Accuracy & reasonableness • Analysed and queried ICB Junior Bookkeeper: Payroll & Monthly SARS Returns
Permanent VariationsPg 118 • Change for at least one year • Permanent or temporary worker • Probation • Wage negotiation strategy ICB Junior Bookkeeper: Payroll & Monthly SARS Returns
Essential for wage negotiations • Negotiator must have necessary negotiating skills • Thorough preparation • Defined goals • Gather & analyse data • Devise a strategy • Strike rules • Right people & resources • Concessions • Calm, rational, impersonal, cordial & focused • Deadlock = experienced mediator ICB Junior Bookkeeper: Payroll & Monthly SARS Returns Pg 121
Temporary variationsPg 121 • Absence from work • Hours worked • Special payments • Extra duty payments ICB Junior Bookkeeper: Payroll & Monthly SARS Returns
Shift WorkPg 121 • BCEA does not define shift work • Code of Good Practice on Arrangement of Working time describes different types of shift work ICB Junior Bookkeeper: Payroll & Monthly SARS Returns
Absenteeism managementPg 122 • Temporary variation • 1 day absent = 3 days salary • Hidden costs • Identify patterns • Leave administration • Doctors certificates ICB Junior Bookkeeper: Payroll & Monthly SARS Returns
ConclusionPg 124 • Recording & validating employees records is very important • Personnel file • Continuous updating • Changes in employee’s personal details • Confidentiality ICB Junior Bookkeeper: Payroll & Monthly SARS Returns

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ICB PAYROLL & MONTHLY SARS RETURNS Learning module 3

  • 1. Record & Validate input variations on employee records Learning Unit 3 ICB Junior Bookkeeper: Payroll & Monthly SARS Returns
  • 2. Introduction PG 74 • Intelligent decision makers • HR department = improved productivity • HR department = competitive advantage • Growing legislative requirements • Productivity and business challenges • Integrated payroll system • Human resources competencies • Decision makers and timely management information. ICB Junior Bookkeeper: Payroll & Monthly SARS Returns
  • 3. Verify & record employee remuneration contract terms PG 74 • Accuracy = removal of risks & inconvenience • Verifiably accurate, correct & up to date • Highly skilled & qualified staff • Hidden expenses • Payroll admin encompasses all the tasks involved in paying an organisation’s employees • Handling payroll-related problems are part of payroll admin. ICB Junior Bookkeeper: Payroll & Monthly SARS Returns
  • 4. Getting started as a new employee • Labour statutes PG 75: – Labour Relations Act – Occupational Health & Safety Act – Compensation for Occupational Injuries & Diseases Act – Unemployment Insurance Act – Skills Development Act – Employment Equity Act ICB Junior Bookkeeper: Payroll & Monthly SARS Returns
  • 5. Getting started as a new employee continued • Employment agreement PG 75 –Employment relationship –Terms & conditions –Intention of employer & employees –Written form ICB Junior Bookkeeper: Payroll & Monthly SARS Returns
  • 6. Getting started as a new employee continued • Employment Contract definition PG 75: A legally enforceable agreement between two parties, where-by one party places his or her personal services at the disposal (and under the control) of the other party. This is for an indefinite or determined period, in exchange for a fixed or ascertainable wage. ICB Junior Bookkeeper: Payroll & Monthly SARS Returns
  • 7. Getting started as a new employee continued • Elements of an employment contract are PG 75: – A time agreement must exist – It must be permissible by law – The parties must have legal capacity – Employer must have the power to control – Employee must place his or her services at the employer’s disposal – Remuneration must be paid and must be fixed or readily ascertainable – There must be consensus between the parties – Parties must have serious intention to create reciprocal rights and duties and be legally bound thereby ICB Junior Bookkeeper: Payroll & Monthly SARS Returns
  • 8. Getting started as a new employee continued • Rights & duties employer & employees PG 76. • Duties of one party constitute the rights of the other • Basic Conditions of Employment Act provisions • Update employment document • Letter of Appointment ICB Junior Bookkeeper: Payroll & Monthly SARS Returns
  • 9. Getting started as a new employee continued • Elements of employment contract Pgs 76 & 77:  Company’s full name & address  Full name of employee  Occupation of employee/brief job description  Employee’s place of work  Date employment commenced  Ordinary days & hours of work  Wage or salary rate  Method of payment  Rate of pay for overtime  Description of other cash payments  Payments in kind  Frequency of payment  Deductions  Leave (annual, sick, maternity, family responsibility leave)  Period of notice  Council or sectorial determination ICB Junior Bookkeeper: Payroll & Monthly SARS Returns
  • 10. Compensation Package • Basic compensation pg 94: – Regular fixed pay – Pay incentives – benefits or indirect compensation – Remuneration or benefits or entitlements ICB Junior Bookkeeper: Payroll & Monthly SARS Returns
  • 11. Different types of remunerationPgs 95 & 96 • Commission • Performance bonus • Profit sharing plans • Piece-rate plan • Standard hour plans • Employee benefits ICB Junior Bookkeeper: Payroll & Monthly SARS Returns
  • 12. Benefits mandated by law Pg 96 • Annual leave • Sick leave • Maternity leave • Family responsibility leave • Paid public holidays • UIF benefits • Compensation for injuries or diseases contracted while working ICB Junior Bookkeeper: Payroll & Monthly SARS Returns
  • 13. Cost to Company Pg 98 • Advantages – Budget – Tax structuring – Equity – Severance packages – Changes in legislation ICB Junior Bookkeeper: Payroll & Monthly SARS Returns
  • 14. Cost to Company Pg98 • Disadvantages – Difficulty in understanding – Expensive to achieve pay parity – Perceptions – Loyalty not retained – Cost of recruitment ICB Junior Bookkeeper: Payroll & Monthly SARS Returns
  • 15. C to C remuneration: Pg98 • Market related salary • Adequate cover for life, disability & medical aid • Adequate provision for old age • Unwelcome surprises from SARS ICB Junior Bookkeeper: Payroll & Monthly SARS Returns
  • 16. Induction of Employees pg 100 • Expectations • Induction programme • Set out hours of work, wage rates, overtime, policy on leave & public holidays • Pay system • Pay routine • Follow up ICB Junior Bookkeeper: Payroll & Monthly SARS Returns
  • 17. Deductions: pg 100 • SDL • Loans • Savings • Training • Voluntary tax • Employee tax • UIF ICB Junior Bookkeeper: Payroll & Monthly SARS Returns
  • 18. Employee’s payroll record pg 101 • Human Resource Management System • Distribution System Record • Access Timecard System Record ICB Junior Bookkeeper: Payroll & Monthly SARS Returns
  • 19. Process records relating to employee movement pg 109 • New employee appointments • Transfer of employees • Promotion of employees • Termination of service ICB Junior Bookkeeper: Payroll & Monthly SARS Returns
  • 20. New employee appointments & employee promotions pg 109 & 110 • Proper recruitment & selection procedures • Amendments to payroll • Changes in payment rates • Excessive overtime claims • Valuable and useful background information • Record of employee movements within the organisation assist with decision making ICB Junior Bookkeeper: Payroll & Monthly SARS Returns
  • 21. New employee appointments & employee promotions continued • Scrutiny • Trade unions • Common information • Employment policy & procedures • Payroll calendar • Deadlines • New employee information • Seasonal workers • Overtime • Master file record • Segregation of duties ICB Junior Bookkeeper: Payroll & Monthly SARS Returns
  • 22. Transfer of employees • Change in classification pg 111 – Rank & status – Salary or wage – Benefits – Relocation to another area ICB Junior Bookkeeper: Payroll & Monthly SARS Returns
  • 23. TerminationPg 112 • Resignation, retirement, death • Retrenchment • Dismissal – Misconduct – Poor performance – Illness or disability • Desertion / absconding • Incompatibility • Employee leaves by agreement ICB Junior Bookkeeper: Payroll & Monthly SARS Returns
  • 24. Termination forms: • Withdrawal from pension or provident fund • Banking details • Certified copies of personal documents • Ill health discharge • Letter of resignation • Continuation with medical aid ICB Junior Bookkeeper: Payroll & Monthly SARS Returns
  • 25. Termination PayPg 113 • Notice pay • Leave pay ICB Junior Bookkeeper: Payroll & Monthly SARS Returns
  • 26. Retrenchment pay • Notice pay • Leave pay • Severance pay ICB Junior Bookkeeper: Payroll & Monthly SARS Returns
  • 27. ±12 types of RemunerationPg 113 • Housing/accommodation • Payments in kind • Car allowance/company car • Medical aid • Funeral or death benefits • Cash payments • Overtime • Performance bonus • Non-discretionary 13th cheque • Non-tool allowance • Commissions • Other remunerations ICB Junior Bookkeeper: Payroll & Monthly SARS Returns
  • 28. Pay-out of “balance of leave”Pg 113 • If an employee resigns without giving notice, as required by law or in terms of their contract, they are in breach of contract. Notice pay not compulsory • 3 weeks paid vacation leave unless employee is a casual. • All payment must be effected through the PAYE scheme ICB Junior Bookkeeper: Payroll & Monthly SARS Returns
  • 29. Implement instructions from external agenciesPg 116 & 117 • Compliance of deductions not to compromise employee • Statutory or non-statutory • Insurance policies ICB Junior Bookkeeper: Payroll & Monthly SARS Returns
  • 30. Evaluate and record variations to payrollPg 117, 118 & 119 • Permanent & temporary variations • Accuracy & reasonableness • Analysed and queried ICB Junior Bookkeeper: Payroll & Monthly SARS Returns
  • 31. Permanent VariationsPg 118 • Change for at least one year • Permanent or temporary worker • Probation • Wage negotiation strategy ICB Junior Bookkeeper: Payroll & Monthly SARS Returns
  • 32. Essential for wage negotiations • Negotiator must have necessary negotiating skills • Thorough preparation • Defined goals • Gather & analyse data • Devise a strategy • Strike rules • Right people & resources • Concessions • Calm, rational, impersonal, cordial & focused • Deadlock = experienced mediator ICB Junior Bookkeeper: Payroll & Monthly SARS Returns Pg 121
  • 33. Temporary variationsPg 121 • Absence from work • Hours worked • Special payments • Extra duty payments ICB Junior Bookkeeper: Payroll & Monthly SARS Returns
  • 34. Shift WorkPg 121 • BCEA does not define shift work • Code of Good Practice on Arrangement of Working time describes different types of shift work ICB Junior Bookkeeper: Payroll & Monthly SARS Returns
  • 35. Absenteeism managementPg 122 • Temporary variation • 1 day absent = 3 days salary • Hidden costs • Identify patterns • Leave administration • Doctors certificates ICB Junior Bookkeeper: Payroll & Monthly SARS Returns
  • 36. ConclusionPg 124 • Recording & validating employees records is very important • Personnel file • Continuous updating • Changes in employee’s personal details • Confidentiality ICB Junior Bookkeeper: Payroll & Monthly SARS Returns