CPA Ronald Mecha, CPA (K), CS (K) MBA Fin. – Officer In-charge
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, HELB Pension 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.
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.
University services cannot be extended to an employee unless a record is established on the Payroll,
In order for the department to have sufficient time to process forms for payroll, cut-off dates have been established as follows:
Monthly: Normally not later than the 20th of the month.
Due to the large volume of transactions processed by the Unit the deadlines must be strictly enforced.
2. Salary Administration
(i) General
Salaries unit enforces the policy as in regard to salary 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 advice.
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 Payment.
The department facilitates monthly payments to employees by direct deposit, 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.
(iii) 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..
(iv) 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 bargaining units.
- Payroll Deductions
(i) General
The University makes payroll deductions for:
Statutory items such as Income tax, NHIF, Pension, HELB, and NSSF contributions.
There are other deductions also made for instance benevolent deductions and union deductions which in this case are KUSU,UASU AND KUDHEIHA at rates stipulated in the various bargaining agreements.
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 department takes the initiative of online submission of NHIF, HELB and NSSF contributions to the relevant bodies and generating e-slips for the purpose of payment by cheque. These submissions are carried out before 10th of every month.
- P9 forms and payslips.
The department generates payslips for employees every month and uploads them to the self-care platform for accessibility by employees at their convenience.
The department also generates P9 tax forms annually and uploading of the same to the self-care platform for employees to file their annual returns at their convenience.
For payslips the department undertakes certification of slips in case it is needed by the third-party institutions.
5.Ad-hoc.
The department undertakes general maintenance of the payroll including but not limited to posting new allowances, employee contract renewal, ensuring termination where employee contract has not been renewed and dismissed employees are removed from the payroll.
The unit also generates payroll reports as may be required by management or university council for decision making.
The department also undertakes calculation of service gratuity for exiting members who have served the institution as stipulated in various bargaining agreements.