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.
1. 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.