PSIber Group (Pty) Ltd

Employee Take-on

Blueprint Summary

This document illustrates the process that is followed to gather, verify and load the financial and non-financial details of a new employee.

Take-on Pack
  • The new employee receives a Take-on Pack with all the relevant documentation to complete in full. The completed Take-on Pack is then send to the HR Department  that initiates the capturing of the new employee on the HR and Payroll System.
  • As custodian of People Information, the HR Department ensures that all of the requirements have been met as stipulated in the Take-on Pack.
Non-Financial Details
  • The completed Take-On Pack with the employee’s non-financial details (detailed requirements to follow) are captured and/or uploaded to an Applicants Database within PSIber 2.0.
  • The HR Department initiates an Authorisation Request for the employee to be transferred from the Applicants Database to the live payroll.
  • The Authorisations Request is authorised by the responsible Payroll Representative before the employee is transferred into the live payroll.
  • This Authorisation Request contains the employee’s non-financial details and supporting documentation as well as the payroll where the employee needs to be allocated to.
  • A Payroll Representative reviews all of the content within the request and either approve or reject the request.
Financial Details
  • Once the employee has been accepted into a live payroll, an automatic notification is generated by PSIber 2.0 to inform predefined parties of the new engagement.
  • A Payroll Representative proceeds to complete the appointment with loading all of the employee’s financial details accordingly.

Process flow



Process Specification

Process Owner

Stakeholder(s)

Recording Requirements

Storage Requirements

  • HR Department for Non-Financial Information
  • Payroll Department for Financial Information and Payroll Processing
  • New Employee
  • Line Manager
  • HR Department
  • Payroll Department
  • All Information as required by the Take-on Pack to be captured where possible and supporting documentation uploaded (details mentioned in task section below)
  • Employee information captured, uploaded and categorised individually in PSIber 2.0. Information to be stored indefinitely

Reporting Requirements

Audit Requirements

Notifications

Reminders

  • Number of Appointments
  • Biographical information of appointments
  • The above reporting requirements has a direct impact on the unKAPped Dashboards
  • Availability of all supporting documentation as prescribed
  • Availability of appointment statistics as prescribed.
  • Authorisations Request
  • Extensive list of notifications available for Divisional selection
  • Extensive list of reminders available for Divisional selection.

Transparency & Communication

Knowledge & Skills

System

Workflows

  • Defined roles and responsibilities between employee, Line Manager, HR Department and Payroll Department
  • In depth knowledge of applicable legislation
  • Policies and Procedures informing scope of responsibilities
  • Proficient on Psiber 2.0 system to perform required tasks within scope of responsibility
  • Understanding by Payroll of HR Processes
  • Understanding by HR of Payroll Processes.
  • Fully driven by PSIber 2.0
  • E-Recruitment Systems
  • Workflows between Applicants and Live Payrolls

Legislation & Governance

Templates, Forms, Guides and Work Instructions

  • Protection of Personal Information Act
  • Basic Conditions of Employment Act
  • Income Tax Act
  • Unemployment Insurance Fund Act
  • Skills Development Levies Act
  • Bargaining Council Collective Agreements
  • Shop Floor Wage Agreements
  • Salary Benchmark Framework
  • Organogram
  • Group Naming Conventions
  • Saving Documents Framework
  • Payroll Policies
  • Employee Take-on Pack
  • Employee Take-on Checklist


THE Process

The Process

Inputs are all of the Elements deemed necessary to complete the process successfully.

  • Employee Take-on Pack
  • Authorisation Request to transfer electronic employee into live payroll

Outputs are all of the desired Outcomes when the Process has been completed successfully.

  • Completed Employee Take-on Pack
  • Approved Authorisations Requests
  • PSIber 2.0 notifications of Employee Take-on
  • Supporting documentation saved to employee’s profile
  • Take On Pack contents accurately captured in system

Tasks are the Step-by-Step Actions to be taken to complete the Process.

  • The employee fully completes all the documentation in the Take-on Pack  – No Blank Spaces Allowed.
  • Take-on Packs should include:
    • Signed Letter of Appointment
    • Proof of identity (RSA ID Document, Passport or other identification in non RSA countries)
    • Foreign employees: valid visas and work permits as established by immigration laws
    • Employee Take-on Form
    • Proof of banking details
    • All applicable third party forms (i.e. Medical Aid, Provident Fund Beneficiary Details, Group Life, etc.)
  • Once completed, the employee should submit the Take-on Pack and all supporting documentation to the relevant Line Manager/ HR representative.
  • The HR Representative should evaluate if the contents of the Take-on Pack received aligns with the requirements as set out in the Take-on Checklist.
  • If the requirements are not met the Take-on Pack needs to be rejected and sent back to the employee to complete and/ or provide any missing information and/ or documentation.
  • Once completed, the reviewed Take-on Pack needs to be submitted to the HR Department.
  • The HR Department will load the employee’s non-financial details in an Applicants Payroll on PSIber. This include capturing of information and uploading supporting documentation in electronic personnel file.

(Please refer to the Take-on User Guide for detailed instructions on what and how to populate these sections)

  • Employee Non-Financial Details will consist of the following categories:
    • Personal Information
      • Personal Information 
      • Banking Details
      • Address Details
      • Spouse and Marital Details
      • Employee Contact Information
      • Pension Fund Beneficiaries
      • Provident Fund Beneficiaries 
    • Employment Details
      • General Details
      • Employment Contracts
      • Employee Inductions
      • Previous Employment Details
    • Organisation Details
      • Job Grades and Titles
      • Costing and Location Details
      • Positions
      • Contracts and Projects
    • Reporting Identifiers
      • Group
      • Division
      • Sub-Division
      • Company
      • Business Unit
      • Country
      • Region
      • Contract
      • Bargaining Unit
    • Competencies
      • Languages
      • Skills and Experience
      • Education
    • Asset Allocations and Licenses
      • Licenses
      • Company Car Details
      • Private Vehicles
      • Traffic Fines
      • Equipment
      • Clothing
      • Employee Accomodation
      • Housing
    • Passport and Travel Documents
      • Employee Passports
      • Employee Visas
    • Memberships
      • Unions
      • Professional Bodies
      • Interests
    • Employee Medical Details
      • Employee Medical Details
      • Allergies
      • Disabilities
      • Medicals
  • The following documents need to be uploaded on PSIber by the HR Department during this process:
    • Employee Take-on Pack
    • Employee Letter of Appointment
    • Any forms completed registering with third parties or proof of membership
    • Copy of identification documentation
    • Proof of banking details
    • Any documentation completed and submitted during the Recruitment Process
  • Once all non-financial details have been loaded for the new employee, the HR Department will send an Authorisation Request to the Payroll Department through means of initiating a Transfer from the Applicants Database to the required live Payroll.
  • The Authorisation Request needs to be approved by the Payroll Department before the employee will be carried over to the live Payroll.
  • On receipt of the Authorisation Request, the Payroll Department needs to evaluate the contents of the request and either reject or approve the request. If a request is rejected, it is necessary to add a comment on the reason for the rejection.
  • Elements to be verified:
    • Letter of Appointment is signed by all required parties
    • Employee personal details
    • Bank details correct as per attached proof of banking details
    • That all the required attachments (as listed above) have been included
  • On approval of the request, the employee will be transferred to the applicable Live Payroll and PSIber will send an automatic notification to specified parties alerting them of the new engagement.
  • On rejection of the request, PSIber 2.0 will send an automatic notification to the HR Department who will need to complete any missing information and re-initiate the transfer.
  • The Payroll Department then needs to capture the following employee details:
    • If the business uses Employee Self Service (ESS):
      • Link employee to the Employee Notification structure.
      • Create an ESS/MSS user for the employee and send login details.
      • Send through a guide or provide training on how ESS should be used.
    • Complete Employment Financial Details (Any information not included in the Take-on process).
    • Complete Organisational Details (Any information not included in the Take-on process).
    • Complete Employee Pay Information where necessary.
    • Complete Employee Loans, Garnishees & Savings where necessary.
    • Capture employee’s package information on PSIber using Pay Info, Package & Structuring:
      • Pay info and Rate of Pay (ROP)
      • Normal Earnings
      • Allowances
      • Fringe Benefits and Funds
      • Company Contributions
      • Deductions
    • Package entry types are regulated for group reporting purposes.
      • If the package entry type required is not available on PSIber, refer to the Entry Type Naming Convention List to find an appropriate entry type on the list and contact your allocated LPS consultant for assistance.
      • Note that no entry type is allowed to be added without Group Level the approval. Please refer to the System Governance Blueprint for more information.
  • Verify that all statutory deductions and contributions are calculating as per legislation of the applicable country. For South Africa it would be the following requirements:
    • Income tax (PAYE) is deducted from employee’s income at a rate that aligns with their income.
    • Other statutory contributions include:
      • Unemployment Insurance Fund contributions for both the employer and employee
      • Skills Development Levies contribution for the employer
      • Occupational Injuries and Diseases contribution for the employer (this value is typically is only paid over once per year and for that reason normally does not reflect on the employee’s payslip)

Verify that all approved deductions are calculating as per fund rules.

  • Revision Number 02
  • Created by: Maartin van der Schyff
  • Approved by: Zene Olivier
  • Date: 01/07/2018