Benard O. Masita Title: Officer In-charge
Salaries and Payroll Information Services Section
Everlyne C. Kimibei Title: Computer Operator.
The Salaries and Payroll Information Services Section is responsible for:
Processing all employee transactions submitted via payroll profiles, Pay Change Advise forms, personal information profiles, and other payment forms and ensuring that these transactions are consistent with university policies, procedures and/or applicable collective bargain agreements prior to processing;
• Wage and salary administration
• Calculating net pay for all employees;
• Administering the payroll processes and producing the payroll direct deposits.
• Preparing statutory documents such as P9 forms, Records of Employment, Kenya Revenue Authority (KRA) forms.
• Calculating statutory deductions such as Income Tax, NHIF and NSSF
• Preparing remittances to SACCO, various Banks, various unions, etc.
• Calculating special earning and deduction items;
• Responding to a wide range of enquiries as well as requests for ad hoc or specialized reports;
• Maintaining the confidentiality of employee information.
HUMAN RESOURCE SYSTEM PROCESSING
(i) Forms Completion
The Salaries and Payroll Information Services Section is responsible for processing all payroll-related forms (e.g. Payroll Profile, Payroll Change Form, Exception Payment Form) for the monthly payrolls. It is the responsibility of the hiring unit to ensure that the payroll forms are filled out completely and accurately.
(ii) Cut-Off Dates for Payroll Processing
It is the responsibility of departments to ensure that Payroll and Information Services is advised of all employee changes in a timely manner. In the case of newly appointed employees, University services cannot be extended to you until the employee record is established on the Payroll and Human Resource System. It is not necessary or desirable to wait until the cut-off deadline to submit paperwork to the Unit for processing.
In order for the Section to have sufficient time to process forms for the various payrolls, cut-off dates have been established as follows:
Monthly: Normally not later than the 10th of the month.
Due to the large volume of transactions processed by the Unit the deadlines must be strictly enforced.
Salary payment is made by direct deposit.
Monthly paid employees are normally paid on the last day of each month, unless this coincides with a holiday or weekend, in which case salary is deposited on the last working day preceding the end of the month. Salary payment is issued earlier in December on a date announced annually.
2. SALARY ADMINISTRATION
Salary policy is set out in the applicable collective agreements with the various bargaining units. Salary policy for those not included in a bargaining unit is determined annually by the senior officers of the University and the University Council’s advise.
The Unit is responsible for administering the University’s salary policies and procedures for the various employee groups.
Unit staff may be contacted for assistance regarding the application of the salary provisions of the various collective agreements.
(ii) Salary Upon Initial Appointment
Upon receipt of the Payroll Profile or a copy of the Letter of Appointment from HR Services, the Unit verifies that the appointment has been duly authorized and that the initial salary/wage rate conforms to applicable collective agreement, University policy and/or statutory requirements prior to processing the initial salary payment.
Where applicable, the employee’s anniversary date for annual step/service increments is determined and recorded on the Human Resources System.
(iii) Annual Salary Adjustments
The annual adjustment of individual salary rates is initiated and implemented by the Unit in accordance with the terms of the various collective.
4. PAYROLL DEDUCTIONS
The University makes payroll deductions for:
• Statutory items such as Income tax, NHIF, Pension and NSSF contributions;
• Mandatory benefits required as a condition of employment;
Other deductions are made in the payroll on reception of Pay Change Advice. This is generated on request from the various service departments or Sections and may vary from month to month. These may include:
• SACCO Deductions
• Loans, Insurance etc.
• Expense items e.g. Medical, Farm etc.
SALARIES AND PAYROLL FREQUENTLY ASKED QUESTIONS
I’m a new employee, what do I need to do to get paid?
Your department administrator will submit the necessary paperwork to get you set up for payment in the Payroll system.
You will receive Specific HR forms from the University Main registry. Those forms should be completed as soon as possible and returned to same Office at the earliest opportunity.
The HR Office will review the forms and advice you through a Pay Change Advice (PCA). This is the document that informs you that your records are accepted and have been submitted to the Salaries Section for inclusion in the Payroll. So as to be included in the payroll, the PCA should reach the Salaries section before 10th day of the month.
When is payday?
Staff payday is the last business day of the month. If the last day of the month falls on a weekend or a holiday, the last business day is the day prior. We always try to make the payday to fall as close as possible to the end of any given month.
Where do I pick up my Payslip?
The Payslips will be sent directly to the relevant Offices/Departments on the day payment is released to the bank.
How do I find out what my Leave Allowance is?
Payroll leave allowance is paid at the start of the calendar year and it is per grade. Information can be found at the Salaries Office.
How do I get a new Payslip if I lost one?
The Payslips are printed in specific copies with limited possibility of more copies later to limit wastage and for document security reasons; you are therefore advised to make necessary copies once you receive a Payslip.
Can I get an advance on my salary for financial hardship?
Salary Advances are processed at the finance office and information can be obtained directly from that office
Can I set up a deduction from my pay check to pay my loan, insurance etc?
What is direct deposit?
Direct deposit is a safe and confidential way to have your salary payment electronically transferred into an account at the financial institution of your choice in the Kenya. You must be very careful to present the right Bank Branch and Bank Account.
Is direct deposit required for all KSU employees?
Yes. All new employees must submit Bank Account information on paper when they are hired. This policy applies to all employees excluding those who are not in the payroll.
What if I do not have a bank account?
Because direct deposit is required for all employees you will need to open a bank account to deposit your salary payment.
How will I know when my salary payment has been deposited or the amount that was withheld from my paycheck?
You will continue to receive a complete earnings statement each payday, which will indicate the amount transferred to your designated bank account as well as how much was deducted for taxes and other items. Your salary payment will already have been deposited in your account. The amount of the deposit will also appear on your bank statement.
When will I have access to my salary payment?
Your salary payment will be accessible earlier because you don’t have to wait for your paycheck to clear. Typically, your financial institution will credit your account on a day after payday. In addition, most banking institutions will give you access to your salary payment through the use of your ATM card on the afternoon of the day after payday.
What happens if I change financial institutions or want my paycheck deposited in a different account?
You can update your bank information anytime before 10th of any month by making a formal change advice to the SAR Admin.
What is a salary step?
A salary step is an incremental increase in salary based on previous qualifying professional experience.
Each hired employee is assigned a salary step and equate date and will automatically advance to the next salary step once each year on January 1st or July 1st. Depending on your date on engagement.
What happens after I reach the maximum salary step?
After the maximum step is reached, the University Management will contact you to inform you the next course of action.