Letta Mamokgadi Themba

DELIVER SALARY ADMINISTRATION AND HUMAN RESOURCE ADMINISTRATION OF REMUNERATION RELATED FUNCTIONS BY:

Administrating appointments by:

- Receive report from Human Capital Management Consultant.

- Verify an appointment from the Section: Staffing Services and Management.

- Making a copy of the advertisement

- Ensure that complete curriculum vitae with certified copies the appointee’s qualifications and service certificates are attached.

- Verifying this information against the current approved Grading Scheme and latest approved salary scales.

- Checking the various documentation for administrative correctness. Thereby preventing a precedent that may result in claims instituted against the Council.

- Determining the remuneration, taking into consideration the previous experience of the employee and comparing it to the offer made by recruitment if applicable.

- Verifying the calculation against the stipulations in the Grading Scheme and policies. Referring discrepancies to HC Management Consultant.

- Compiling, typing and verifying a job offer with control sheet.

- Submitting the job offer to the HC Management Consultant for verification and approval by HR Management.

- Sending the job offer to the respective appointee’s Support Service Section and after acceptance thereof by the applicant it is received back.

- Verifying, on the day of acceptance of service, through a list sent to the Department, the assumption of duty of new employees.

- Compiling an appointment letter, utilizing the information on the job offer.

- Submitting the appointment letter with the job offer attached to the HC Management Consultant for verification and approval by HR Management.

- Sending this appointment letter to the Department and circulating copies thereof to all relevant parties.

Capturing, after confirmation of assumption of duty, all related data on the SAP system and opening a register card which is maintained manually and which reflects all salary movement.

- Completing the SAP control sheet for submittance to HC Management Consultant

- Opening a personnel file for the new appointee and filing all relevant documents.

- In certain cases, later proof of qualifications and experience may be received, which may result in a higher notch. This must then be calculated and process revisited.

Administrating resignations by:

- Receiving and scrutinizing of original approved documentation from the Department, i.e. Notice of resignation. Where an employee has passed away, an e-mail from the Department is received containing all relevant information with regards to the date of termination of service. This e-mail temporarily replaces the Notice of resignation forms, but as soon as a death certificate is received by the Department, the formal Notice of resignation documentation is completed and sent through as with a normal resignation.

- Stopping payment on the SAP system before the closing of the payroll in the particular month in which the employee resigns. In case of death, the salary is to be stopped immediately upon receiving the e-mail notification.

- Retrieving the file and register card of the employee.

- Compiling all relevant notices and documents in line with process.

- Submit all documentation including service certificate for approval to HC Management Consultant.

- Capture data on SAP and submit control sheet with file and documents to HC Management Consultant.

- Submitting this resignation form to the relevant sections/ parties.

- Follow process in distribution of documents.

Administrating retirements by:

- Receiving from the HC Management Consultant an EXCEL spreadsheet, indicating the employees who are within three months of retirement.

- Compiling of a Notice-of-termination-of-service-letter and distributing after approval by HC Management Consultant the said letter to the employee’s Support service section.

- Stopping the payment on the SAP system during the month of retirement after the termination of service documents are received.

- Retrieving the file and register card of the employee.

- Following resignation process.

Administrating medical unfit terminations by:

- Receiving the instruction in line with the decision of the medical health panel from the Department, which indicates the date of the panel decision.

- Follow resignation process.

Administrating contract terminations by:

- Receiving the notification in line with the clauses as stipulated by the principle contract from the Department. The notification indicates the date of termination and the reason thereof.

- Obtaining approval from the HC Management Consultant

- Compiling of the relevant Notice-of-termination-of-service- letter and distributing said letter to the employee’s Support service section for notification of the employee.

- Follow resignation process.

Administrating salary notch increments by:

- Receiving a tri monthly spreadsheet, indicating all personnel liable for notch increments.

- Receiving an incremental approval note from the Department, indicating that they approved the notch increment.

- Drawing the register card of the employees.

- Marking of the names of employees from the spreadsheet.

- Verifying the notch increment amount as indicated by the Department in line with the respective policies and Conditions of Service.

- Capturing the updated data on the system and updating the register card.

- Handling the disapproval of annual increments as informed by the departments, according to the Conditions of Service.

- Issuing reminders to the Support service regarding outstanding notch increments.

- Amend outstanding incremental dates on Sap at the end of June and follow process in this regard.

- Submit documents and register cards to HC Management Consultant for verification.

Administrating delays in salary notch increments by:

- Receiving incremental notification from department indicating unpaid leave.

- Determining of 20 day intervals.

- Calculating new incremental date for specific year and obtaining approval thereof from HC Management Consultant.

Administrating annual general salary increments by:

- Ensuring that outstanding increments are implemented.

- Receiving an adapted audited salary scale.

- Writing the corresponding salary notch according to the audited adjusted salary scale on the register card of every employee.

- The information on the SAP System with regard to the latest salary scale has been adapted within the Section.

- Verifying the information on the register card with the information on the SAP system.

- Taking into account that different CTI salary scales may be applicable to certain positions.

Administrating contract administration by:

- Receiving an advertisement for a certain position from the HC Management Consultant.

- Follow appointment process.

- Checking the various documentation for correctness, with specific reference to a criminal record or medical unfit report in the case of the department Community Safety therefore. Thereby preventing a precedent that may result in claims instituted against the Council.

- Verifying the specific remuneration in line with the grading scheme or specific applicable policy.

- Compiling, typing and verifying a principle contract.

- Submitting the contract to the HC Management Consultant for verification and approval by HR Management.

- Sending the contract to the respective appointee’s Support Service Section and after acceptance thereof by the applicant it is received back.

- Verifying, on the day of acceptance of service, through a list sent to the Department, the assumption of duty of new employees.

- Capturing, after confirmation of assumption of duty, all related data on the SAP system and opening a register card which is maintained manually and which reflects all salary movement.

- Opening a personal file for the new appointee and filing all relevant documents.

- Maintaining a list of contract workers as to monitor the end date.

- Obtaining approval from the support service for the termination or extension of the contract three months prior the end date.

- Following the termination process in case of termination.

- Compiling and issuing of an addendum in case of extension.

- Updating of SAP and the personnel card.

Administrating accelerated progression by:

- Receiving a document from Departments with a recommendation for accelerated progression. The document contains the proposed salary scale and proposed notch increment.

- Verifying this information with the information on the register card of the employee and with the respective grading schemes and/or Conditions of service of the employee.

- Ensuring that the recommendation complies with all prerequisites. (Passing of the proficiency barrier, etc.).

- Forwarding of the document as well as a schedule reflecting the financial implication firstly to the HC Management Consultant and then to the Divisional Head: Human Capital Management for approval.

- Once the Divisional Head has granted approval:

- Updating the information on the SAP system.

- Updating the register card.

- Simulating a pay sheet and verifying the data on the pay slip and submitting to the HC Management Consultant for verification.

- Sending a letter to the apartment and person reflecting the approved accelerated progression.

Administrating progression by:

- Receiving a document from Departments with a recommendation for progression of the employee to the next level. The document contains the proposed salary scale and proposed notch increment as well as qualification.

- Verifying this information with the information on the register card of the employee and with the respective grading schemes and/or Conditions of service of the employee prescribing the progression requirements.

- Ensuring that the recommendation complies with all prerequisites. (Passing of the proficiency barrier, etc.).

- Forwarding of the document as well as a schedule reflecting the financial implication firstly to the HC Management Consultant.

- Updating the information on the SAP system.

- Updating the register card.

- Simulating a pay slip and verifying the data on the pay slip.

- Submit to HC Management Consultant for verification.

- Sending a letter to the department and employee reflecting the approved accelerated progression.

Administrating transfers by:

- Receiving a letter of the transfer from the Department.

- Ensuring that it is indeed a transfer in accordance with the stipulations of the respective Conditions of Service and applicable policies.

- Changing the information on the system and register card accordingly.

- Submit to the HC Management Consultant for verification.

- Sending a transfer confirmation letter to the employee and Department.

Administrating secondments by:

- Receiving a notification/agreement from the Department.

- Ensuring that the agreement is filed.

- Making a note on the register card.

Administrating acting allowances by:

- Receiving a schedule with information with regards to acting of employees from the Department (Pay number).

- Verifying the abovementioned information with that on the register card.

- Forwarding this schedule to the HC Management Consultant for approval by HR Management.

- Utilizing the SAP system to calculate the amount to be received by the employee. This should correspond with the information as per the approved schedule.

- Capturing of the acting allowance data on the SAP system.

- Simulating a pay slip and submit documentation for verification to HC Management Consultant.

Administrating deductions and allowances by:

- Receiving instructions with regards to deductions from the department or union. Deductions may be permanent or a once off.

- Verifying the information on the salary slip.

- Capturing the data on the SAP system and on the register card.

- Simulating a pay slip and submit documentation for verification to HC Management Consultant.

Administrating over payment by:

- Receive instructions with regards to the over payment from the department or HC Management Consultant.

- Verifying the information on the salary slip.

- Capturing the correct data on the SAP system and on the register card.

- Calculate the over payment and determine a loan amount.

- Issuing a letter to the employee informing him/her of the over payment.

- Simulating a pay slip and submit documentation for verification to HC Management Consultant.

- Send the original acknowledgement of debt agreement received from the HC Management Consultant to the Finance Department.

Handling enquiries and liaison by:

- Extracting salary related data from SAP system and forwarding said information to internal and external parties upon request. External parties include amongst others Attorneys, Companies from the private sector and Government bodies.

- Handling enquiries according to the code of Conduct of the Municipality.

Continuous updating of the information on the SAP system by:

- Administration of acknowledgement of qualifications, in line with policy and the approved Grading Scheme.

- Administrating disciplinary committee resolutions in line with applicable procedures.

- Administering change of bank details

- Administrating periods of grace for compliance to appointment requirements.

- Capturing of changes on employees’ personal information, e.g. changes in marital status, addresses etc.

- Ensuring that the data on the SAP system is correct and readily available.

- Simulating a pay slip and submit documentation for verification to HC Management Consultant.

Handling correspondence, by

- Receiving internal and external correspondence and linking correspondence to relevant employees within CTMM.

- Compiling of related correspondence and forwarding it to the typists and HC Management Consultant for typing and approval.

Capturing for daily run purposes by:

- Receiving information pertaining to a salary rectification from a Department. This rectification must be done immediately and involves an electronic payment to the employee.

- Calculating the amount to be paid.

- The calculation is verified by the HC Management Consultant.

- Capturing the data on the SAP system.

- Adding the payment to the SAP system.

- Simulating a pay slip and verify that the information captured is correct.

- The information is verified and approved by the HC Management Consultant.

Distribution of pay slips by:

- Receiving the pay slips.

- Verifying the submitted list from Support services.

- Distributing the pay slips to support service personnel.

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Execute generic management functions Execute generic financial functions Manage the provision of payroll administration services Identify and act on opportunities to partner with other departments Develop partnership agreements that ensure positive outcomes for all parties Project and forecast short-, medium- and long-term needs for the municipality Ensure the sustainability of human resources practices and plans Implement human resources service delivery in line with the municipality’s internal and external operating environment and business and capability needs for today and the future Align the municipality’s policies with the National Occupational Health and Safety Framework