Plant HR Executive

1. Responsibilities

The Payroll and Statutory Specialist is responsible for:

· Ensuring timely and accurate payroll processing.

· Calculating statutory deductions (e.g., taxes, social security, pension, etc.).

· Managing employee benefits and statutory entitlements.

· Ensuring compliance with labour laws and tax regulations.

· Preparing and submitting statutory filings to relevant authorities.

· Responding to payroll-related inquiries from employees.

· Maintaining confidentiality and data protection standards.

2. Payroll Process

2.1 Data Collection

· Employee Data Verification: Ensure all employee data is current (e.g., bank account details, tax status, benefits selection).

· Timesheet Collection: Collect all timesheets and attendance records for hourly, salaried, and overtime employees by [day/date] of each month.

· Leave Balances: Verify employees' leave balances (sick leave, vacation days etc) and ensure accurate deductions are made.

· New Joiners and Terminations: Ensure all new hires, promotions, transfers, and terminations are updated in the payroll system.

2.2 Salary Calculation

· Salary and Wages: Ensure all salaries are calculated accurately based on agreed terms, including overtime, commissions, and bonuses where applicable.

· Deductions: Calculate statutory deductions (income tax, national insurance, pension contributions, etc.) as per legal requirements.

· Allowances: Include any approved allowances (travel, meal, etc.) and reimbursements.

· Tax Calculations: Apply the correct tax bands and calculate withholding taxes for employees based on the latest tax laws and employee tax status.

2.3 Payroll Review

· Review Calculations: Double-check all payroll calculations for accuracy, including salary, bonuses, deductions, and statutory contributions.

· Approval: Submit the payroll draft to the HR Manager or Finance Manager for review and approval before processing.

· Corrections: Implement any necessary corrections based on feedback and resubmit the payroll for final approval.

2.4 Payroll Disbursement

· Disbursement Method: Process payroll through the approved disbursement method.

· Payment Confirmation: Ensure all payments are processed on or before the agreed payday (e.g., last working day of the month).

· Payslip Distribution: Distribute payslips to all employees via the payroll system or through physical copies (whichever is applicable).

· Record Keeping: Maintain a record of all payroll transactions, including any changes in employee data, payments, and deductions.

3. Statutory Compliance

3.1 Statutory Deductions

· Income Tax: Ensure all employees have the correct income tax deductions based on current tax laws and their personal tax status.

· Social Security Contributions: Calculate and deduct mandatory social security contributions based on employee earnings.

· Pension Fund Contributions: Deduct and remit pension contributions (employee and employer share) to the appropriate pension schemes.

· Other Deductions: Apply any other statutory deductions, such as healthcare contributions, etc., as required by local regulations.

3.2 Filing and Reporting

· Tax Filings: Submit payroll tax filings (e.g., monthly, quarterly, annually) to tax authorities within the required deadlines.

· Employee Benefit Filings: Ensure timely submission of any required forms related to employee benefits (e.g., health insurance, retirement plans etc).

· Regulatory Compliance: Ensure compliance with all local labour laws and regulations regarding minimum wage, statutory holidays, overtime, etc.

· Audit Preparation: Maintain records of payroll and statutory filings to support internal and external audits.

3.3 Reporting

· Internal Reports: Prepare monthly payroll reports for management review, showing total payroll expenses, statutory deductions, and any discrepancies.

· Government Reporting: Submit statutory reports to the relevant authorities on time, including tax filings, social security contributions, and pension fund payments.

· Payroll Reconciliation: Reconcile payroll-related accounts to ensure that all deductions and payments are properly accounted for in financial statements.

4. Payroll System Management

· Software Maintenance: Ensure that payroll software and systems are up-to-date and compliant with any regulatory changes.

· Data Backup: Perform regular backups of payroll data to ensure that records are secure and retrievable.

· System Access Control: Maintain confidentiality by limiting access to the payroll system to authorized personnel only.

5. Employee Inquiries and Support

· Payroll Inquiries: Address any payroll-related inquiries from employees in a timely and professional manner. This may include questions regarding pay discrepancies, deductions, or benefits.

· Record Maintenance: Maintain accurate and up-to-date employee records, including pay rates, deductions, and benefits.

· Corrective Actions: If an error is found in an employee’s pay, rectify the mistake immediately, issue an updated payslip, and provide any necessary back-pay.

6. Confidentiality and Data Security

· Confidential Information: Ensure all payroll and statutory-related information is kept confidential and shared only with authorized personnel.

· Data Protection: Adhere to data protection laws (e.g., GDPR, HIPAA) by ensuring that personal data is stored securely, and access is restricted.

· Data Retention: Keep payroll records and supporting documents for the legally required duration, after which they should be securely disposed of.

7. Audits and Reviews

· Internal Audits: Perform internal audits of payroll records at least twice a year to ensure compliance with internal policies and statutory requirements.

· External Audits: Provide required payroll data and reports for external audits, ensuring full compliance with legal requirements.

· Corrective Actions: Take immediate action to correct any discrepancies identified during audits, including updating records and reporting errors to relevant authorities if necessary.

8. Exceptions and Error Handling

· Overpayment or Underpayment: In the event of overpayment or underpayment to employees, issue corrective payments or recover overpayments as per company policy.

· Dispute Resolution: Resolve any disputes regarding payroll discrepancies by investigating the issue, gathering relevant documentation, and communicating with the employee to reach a resolution.

Job Type: Full-time

Pay: ₹22,000.00 - ₹35,000.00 per month

Benefits:

• Health insurance

Schedule:

• Day shift

Language:

• English (Preferred)

Work Location: In person

Application Deadline: 10/07/2025
Expected Start Date: 08/07/2025