Payroll and HR administration services in South Africa

Accace as your preferred outsourced partner in South Africa will help you transform your payroll and HR management system into a more strategic and high-quality function of the company.

Outsourcing allows you to take advantage of automation possibilities, best-breed technology solutions and constant innovation. Outsourcing has many benefits such as reducing risk and introducing value-added solutions that benefit not only your HR team, but most importantly, your employees. We overcome all the difficulties and simplify the process for both your employee and human resources teams.

These advantages become even more relevant when it comes to payroll administration across multiple countries. Our outsourced HR & payroll solutions aim to deliver:

• Business continuity, data protection and top-level security
• Standardized processes with accurate local and international reporting
• Streamlined and effective payroll processes with a high level of automation
• Value-added, innovation-driven solutions for both HR teams and employees
• Legislative compliance through system maintenance and local-specific customization

Payroll agenda processing in South Africa

Payroll in South Africa can be a very resource-intensive function when managed internally, due to demanding statutory requirements and stringent deadlines.

Shifting the responsibility and certain work processes to outsourcing is a viable choice for most companies. In addition to reducing the administrative burden, saving time and resources, it eliminates the potential risks of non-compliance and avoiding penalties from local authorities.

Outsourcing your payroll also ensures continuity of processes at all times and allows for the correct and on-time distribution of your employee’s salaries and payslips.

Our payroll services in South Africa cover all these functions and tasks:

• Data collection: Collection of all input data and relevant information in order to process an accurate payroll calculation
• Data control: Review, validation and verification of the data accuracy
• Payment administration: Preparation of payment orders and distribution of payments to local authorities and employees
• Hotline support: Employee’s payroll inquiry handling by dedicated payroll consultant, including dealing with requests of employees such as issue of certificates or other payroll related documents
• Data for accounting: Preparation of accounting notes for payroll in agreed structure
• Benefits and bonuses administration: Calculation of benefits and bonuses based on provided schemes, such as health or life insurance, pension plans, vacation time, sick leave and maternity leave
• Payroll calculation: Gross-to-net calculation of all employee deductions, taxes and net salaries in compliance with the statutory requirements; calculation of off-cycle payments
• Payslips distribution: Generation of payslips, in hard-copy, password-protected PDF files distributed via email, or saved via online employee’s self-service portal
• Management reporting: Regular standard package of reports in the agreed scope as well as any other specific reports required by your management
• Statutory reporting: Regular payroll related statutory reporting and filings to local authorities, such as Tax Office, Labour Office, social and health insurance companies, statistics offices and other, including regular communication with these authorities
• Time and attendance: Cloud-based portal solution for employee’s time and attendance tracking

HR administration services in South Africa

Payroll in South Africa can be a very resource-intensive function when managed internally, due to demanding statutory requirements and stringent deadlines.

In addition to our payroll outsourcing services, we also provide support for HR administration, starting from general tasks such as managing personnel file and preparing employment contracts. We also offer customised HR consulting to ensure that all your statutory reporting and compliance requirements are fulfilled. Our services help you to manage the following tasks:

• HR files administration: Organising and maintaining all employee personnel files in compliance with legal requirements
• Audits and inspections: Representation in communication with authorities, support and guidance during audits and inspections, preparation of necessary supportive documentation, resolution of any disputes
• Employment documentation: Preparation of employment-related documents, such as contracts, amendments, job descriptions and other templates
• Onboarding and offboarding of employees:Registration of new/outgoing employees at local authorities, administrative support for the on-boarding process, preparation of employment-related documents and other personnel documents for new/exiting employees, and the provision of training as required (payroll process, T&A)
• Other consulting: Any other taxes, medical insurance and social security, labour-law or non-resident advisory

Payroll and HR online portal

We have designed our payroll outsourcing service in such a way that it becomes possible to completely replace your internal payroll department, while providing high level of comfort and certainty for your employees and management.

This service is supported by class-leading self-service functionality easing the burden on employees and management when it comes to fulfilling HR and payroll related tasks. Our portal enables the secure exchange of data, distribution of payslips, onboarding and leave management or time and attendance management. The aim of our portal is to give managers and employees the freedom to solve numerous tasks by themselves, without having to ask for assistance from their HR team.

The self-service portal for employees and HR provides efficient process automation with high transparency allowing personnel to access the necessary documents in a secure environment. It also allows management to have access to prearranged payroll calendars and customized reports in real time, making day-to-day management and supervision easier.

Main functionalities of the payroll portal interface:

• Payslips distribution and archive
• Payroll data exchange
• Payroll and HR reporting and full archive
• Payroll inquiry handling via online tickets or video calls

Our portal also offers unlimited possibilities for HR module integrations, covering such areas as:

• Maintenance of HR and personal files
• Preparation of employment-related legal documents
• Benefits administration
• Business travel management and settlement of travel expenses
• Management of yearly tax clearance
• Time and attendance management

Labour-law and employment support in South Africa

As the area of labour law is an integral part of our HR administration and payroll services in South Africa, we provide comprehensive support in handling the following matters related to employment relationships:

• Development and implementation of internal HR processes, design of manuals, policies and procedures, preparation of standard templates
• Resolution of various employment-related matters, such as working time and shifts, termination of employment including retrenchment, working conditions, annual leave, parental leave, health and safety in the workplace, employee benefits and other areas
• Consulting related to GDPR/POPI and personal data protection
• Preparation documentation on employment contracts, such as contracts and amendments, job descriptions, termination agreements, responsibility for damage and material liability agreements and others

Our global payroll capabilities

We engage nearly 2,500 professionals globally, and process at least 200,000 pay slips monthly. Our clients are mainly mid-size and international businesses that come from Fortune 500 companies from various industries and our solutions are scalable to any organisation – from one employee to thousands. All processes are audited for business continuity, top-level security, quality and environmental management according to global ISO and ISAE standards.

Michelle Martin

Managing Director | Accace South Africa

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+44 207 692 1719

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