HR Payroll Support

Key Responsibilities:

• Follow-ups with Stakeholders for Inputs:

• Description: Actively engaging with various internal and external stakeholders (e.g., HR, Finance, and department heads) to ensure timely submission of required payroll data, such as employee attendance, leave details, salary revisions, bonuses, and reimbursements. This step ensures that all payroll inputs are available on time for accurate processing.

• Example Tasks:

• Sending reminders to departments for missing data.

• Communicating with HR Spocs for any updates on employee status or approvals.

• Collaborating with HR & Finance on adjustments or salary revisions.

• Data Collation:

• Description: Gathering and organizing payroll-related data from multiple sources, such as HR4U, employeess emails, etc. This ensures that all relevant information is consolidated in one place before payroll processing.

• Example Tasks:

• Compiling employee data such as joining dates, exits, or any other status updates.

• Preparing a centralized data repository for all payroll inputs.

• Data Accuracy:

• Description: Carefully checking and verifying the accuracy of all collected data, ensuring that it aligns with company policies, tax regulations, and employee agreements. This task helps reduce payroll errors and discrepancies.

• Example Tasks:

• Verifying employee salary details, tax exemptions, and deductions.

• Cross-checking leave balances and attendance records.

• Validating the correctness of any bonuses or other variable pay elements.

• Prepare Payroll Inputs:

• Description: Organizing and preparing the necessary data for payroll processing, ensuring it is ready for upload into the payroll system.

• Example Tasks:

• Preparing Excel input with all necessary salary components.

• Ensuring that any payment or adjustments are included as per company policy.

• Verify Approvals for Inputs:

• Description: Ensuring that all payroll-related inputs, such as joining bonus, or salary revisions, are properly approved by relevant stakeholders before processing.

• Example Tasks:

• Confirming that senior management has signed off on any Exgratia payments.

• Ensuring HR has approved any salary changes, joining bonuses, or severance pay.

• Checking for official approval of any special compensation items (e.g., exgratia payments, notice buyouts).

• F&F (Full and Final) Follow-ups:

• Description: Coordinating with the HR Operations team to resolve any outstanding F&F items for departing employees, ensuring that all dues (e.g., pending leave encashment, etc.) are processed correctly.

• Example Tasks:

• Following up on pending final settlements for employees who are exiting the company.

• Follow up with the HR team for NOC.

• NOC (No Objection Certificate) Checking:

• Description: Verifying that employees leaving the company have received an NOC in compliance with company policies, and ensuring all necessary documentation is processed correctly.

• Example Tasks:

• Checking the NOC issuance process to ensure no missing data.

• Ensuring that the NOC is aligned with company exit policies and guidelines.

• F&F Inputs Maker:

• Description: Creating and entering all necessary data for employees' Full and Final settlements, ensuring that their dues (e.g., pending salary, leave encashment, etc.) are accurately calculated and paid out.

• Minimum Wages Checking for Bonus Calculation:

• Description: Ensuring compliance with local labor laws by verifying that bonuses paid to employees meet the minimum wage standards.

• Gratuity Calculation Checking:

• Description: Ensuring that gratuity calculations for employees who are leaving the company are accurate, and that the calculations are in line with company policies and legal requirements.

• Example Tasks:

• Verifying gratuity calculations based on the employee's tenure, last drawn salary, and company policy.

• Ensuring that gratuity payouts are processed accurately in F&F and NOC cases.

• Ensuring that the Gratuity Form is filled out correctly as per statutory guidelines.

• GHI Monthly Inputs Mailer and Final Collation:

• Description: Preparing and sending monthly input files for the Group Health Insurance (GHI) program to the insurance provider, followed by data collation to ensure that all covered employees are accounted for.

• Monthly Reconciliation:

• Description: Performing monthly reconciliations to ensure payroll-related financial records match with accounting records for both Provident Fund (PF) and Salary payments.

• Example Tasks:

• Verifying the amounts transferred to the PF account against payroll records.

• Ensuring salary payments match the payroll reports and are accounted for correctly.

• Payroll Queries:

• Description: Addressing any payroll-related queries from employees, ensuring clear and accurate explanations regarding deductions, bonuses, tax adjustments, or other payroll-related matters.

• Example Tasks:

• Responding to employee queries about discrepancies in their payslips.

• Resolving any concerns related to deductions etc.

• Provisions with Stakeholders:

• Description: Working closely with other departments (e.g., HR, Finance) to ensure that necessary provisions are made for payroll-related expenses, including tax withholdings, insurance, and statutory contributions.

• Example Tasks:

• Collaborating with Finance to ensure correct provisions for payroll and benefits.

• Tracker Maintenance:

• Description: Maintaining comprehensive trackers to monitor Full and Final Settlements (F&F), employee transfers, and separations. This ensures that all payroll activities related to employee exits are accurately tracked and completed.

• Example Tasks:

• Keeping an up-to-date F&F tracker for exiting employees, including details like final payments and documents required.

• Maintaining a tracker for employee transfers, monitoring changes in roles, and ensuring payroll adjustments are made accordingly.

• Payroll & HR4U Reconciliation:

• Description: Conducting regular reconciliation between payroll data and HR4U records to ensure consistency and identify discrepancies that need to be resolved.

• Example Tasks:

• Reviewing HR4U records and comparing them with payroll data.

• Identifying and correcting any discrepancies between the two systems.

• Timeliness of Reports:

• Description: Ensuring that payroll reports are generated and sent to the accounts team on time, meeting all internal deadlines for payroll processing and financial reporting.

• Example Tasks:

• Preparing reports for payroll expenses, tax deductions, and other financial data required by the accounts team.

• Coordinating with the accounts department to ensure reports are submitted by the agreed deadlines.

• Adhoc Data Preparation:

• Description: Providing timely data support for any ad hoc requests related to payroll. This may include reports for audits, legal compliance, or special projects that require payroll data.

• Example Tasks:

• Preparing reports/data for external auditors or internal audits.

• Responding to urgent payroll requests due to employee queries or internal investigations.