Senior Payroll Associate (Head Office)

The Senior Payroll Associate role is responsible for overseeing the accurate and timely coordination of payroll with a third-party service provider, ensuring compliance with internal policies, tax regulations, and labor laws. This role includes managing payroll-related data, offboarding tasks, preparing journal vouchers for payroll-related entries, project management for payroll improvements or system upgrades, and providing financial reports.

Duties and Responsibilities:

• Act as the primary point of contact between the company and the third-party payroll service provider.
• Ensure timely and accurate submission of payroll data (e.g. timekeeping records, salary adjustments, bonuses, and benefits) to the third-party provider.
• Review payroll calculations provided by third-party vendor for accuracy and compliance with company policies and local labor laws.
• Address and resolve payroll discrepancies or issues raised by the third-party provider.
• Process payroll of consultants, secondees, and expats.

• Prepare payroll-related journal vouchers for accurate financial recording.
• Book payroll entries into the general ledger, including salary expenses, deductions, contributions, and benefits.
• Reconcile payroll accounts and ensure alignment between payroll reports, accounting records, and financial statements.
• Collaborate with the Finance team to ensure accurate and timely recording of payroll transactions in compliance with accounting standards and internal controls.

• Ensure accurate and timely processing of final pay for offboarding employees, including accrued leave payouts, tax adjustments, and retirement pay (if applicable), in coordination with the third-party service provider.
• Collaborate with HR and other departments to ensure all offboarding documentation (e.g. eClearance) are complete and compliant with company policies and local labor laws.
• Prepare and issue final pay reports, including government forms and clearances (e.g. tax forms, Certificate of Clearance), in collaboration with the payroll provider.
• Assist offboarding employees with any payroll-related questions of issues regarding the final pay.
• Send reminders (e.g. demand letters) to separated employees with accountabilities.

• Ensure payroll processes comply with local tax regulations and labor laws, coordinating with the third-party provider for accurate submissions.
• Prepare and submit payroll-related government reports, in conjunction with the third-party provider, including tax filings and contributions (SSS, PhiHealth, HDMF, etc.)
• Maintain accurate payroll records and generate periodic reports for internal use or audit purposes.
• Assist in year-end reporting and issuance of annual tax forms, in collaboration with the payroll provider.

• Address and resolve payroll-related inquiries from employees.
• Handle payroll discrepancies or adjustments and coordination with the payroll provider for resolution.
• Ensure clear communication of payroll policies and processes to employees.
• Prepare communication materials for employees regarding payroll, attendance, policies, updates, and processes. Ensure that relevant updates are regularly posted via HR Communications.
• Conduct training sessions, orientations, and rollouts of payroll and timekeeping systems for new hires.
• Create and manage user guides and reference materials to aid employees in understanding payroll and attendance procedures.

• Collaborate with IT and the third-party provider to optimize payroll systems and ensure smooth integration with other HR systems.
• Continuously assess payroll processes and recommend improvements for efficiency and accuracy.

• Ensure data integrity by regularly auditing payroll entries, reports, and third-party payroll submissions.
• Support internal and external audits related to payroll and ensure all documentation, including that from the third-party provider, is accurate and up to date.
• Maintain accurate and up-to-date employee records in the HR system.

• Administer and maintain the HR system, ensuring it is up-to-date, accurate, and functioning effectively.
• Coordinate with 3rd party vendor on HR system enhancements, etc. to meet specific needs of the organization, including setting up new modules, workflows, and reports.
• Identify opportunities to enhance HR processes through HR systems.
• Manage user access, roles, and permissions within the HRIS.
• Act as the primary point of contact for HRIS-related queries and support.
• Lead and manage payroll-related projects, such as system upgrades, process improvements, or automation initiatives.

• Handle sensitive and confidential information with the utmost discretion and integrity.

Qualifications:

1. Experience in payroll processing and administration.
2. Experience with HRIS systems.
3. Strong understanding of payroll procedures, tax regulations, labor laws, and accounting functions such as journal voucher preparation and entry booking.
4. Excellent organizational and time management skills, with the ability to manage multiple tasks and deadlines.
5. Excellent analytical and problem-solving skills with attention to detail.
6. High level of attention to detail and accuracy.
7. Ability to handle sensitive information confidentially.
8. Strong communication skills for handling employee inquiries and collaborating with cross-functional teams and external vendors.