SAQA All qualifications and part qualifications registered on the National Qualifications Framework are public property. Thus the only payment that can be made for them is for service and reproduction. It is illegal to sell this material for profit. If the material is reproduced or quoted, the South African Qualifications Authority (SAQA) should be acknowledged as the source.
SOUTH AFRICAN QUALIFICATIONS AUTHORITY 
REGISTERED UNIT STANDARD: 

Record and validate input variations on employee records 
SAQA US ID UNIT STANDARD TITLE
263378  Record and validate input variations on employee records 
ORIGINATOR
SGB Administration 
PRIMARY OR DELEGATED QUALITY ASSURANCE FUNCTIONARY
-  
FIELD SUBFIELD
Field 03 - Business, Commerce and Management Studies Office Administration 
ABET BAND UNIT STANDARD TYPE PRE-2009 NQF LEVEL NQF LEVEL CREDITS
Undefined  Regular  Level 4  NQF Level 04  20 
REGISTRATION STATUS REGISTRATION START DATE REGISTRATION END DATE SAQA DECISION NUMBER
Reregistered  2018-07-01  2023-06-30  SAQA 06120/18 
LAST DATE FOR ENROLMENT LAST DATE FOR ACHIEVEMENT
2024-06-30   2027-06-30  

In all of the tables in this document, both the pre-2009 NQF Level and the NQF Level is shown. In the text (purpose statements, qualification rules, etc), any references to NQF Levels are to the pre-2009 levels unless specifically stated otherwise.  

This unit standard replaces: 
US ID Unit Standard Title Pre-2009 NQF Level NQF Level Credits Replacement Status
110094  Record and validate input variations on employee records  Level 4  NQF Level 04  20  Complete 

PURPOSE OF THE UNIT STANDARD 
Learners who are competent in this unit standard will be able to carry out the basic procedures of maintaining an ongoing check on employee records and the implementation of variations to payroll records. These learners will also be able to complete records manually or electronically in accordance with the organisation's procedures.

The qualifying learner will be capable of:
  • Verifying and recording employee personal data.
  • Verifying and recording employee remuneration contract terms.
  • Maintaining payroll records.
  • Processing records of employee movement.
  • Implementing instructions from external agencies. 

  • LEARNING ASSUMED TO BE IN PLACE AND RECOGNITION OF PRIOR LEARNING 
    It is assumed that learners has the following knowledge and skills:
  • Communication at NQF Level 3.
  • Mathematical Literacy at NQF Level 3. 

  • UNIT STANDARD RANGE 
    N/A 

    Specific Outcomes and Assessment Criteria: 

    SPECIFIC OUTCOME 1 
    Verify and record employee personal data. 

    ASSESSMENT CRITERIA
     

    ASSESSMENT CRITERION 1 
    All personal data required by statute and by the organisation is verified and recorded. 
    ASSESSMENT CRITERION RANGE 
    Statutory data includes but is not limited to name, title, address, date of birth, identity number, tax number, starting date, leaving date, pension/provident and medical aid clearance codes.
     

    ASSESSMENT CRITERION 2 
    Confidentiality and security of data is maintained at all times. 

    ASSESSMENT CRITERION 3 
    Any discrepancies in, or unusual features of, the data are investigated and resolved. 

    ASSESSMENT CRITERION 4 
    Resolutions not falling within the discretion of the candidate are referred to the appropriate person. 

    ASSESSMENT CRITERION 5 
    All organisational and statutory time scales are complied with. 

    SPECIFIC OUTCOME 2 
    Verify and record employee remuneration contract terms. 

    ASSESSMENT CRITERIA
     

    ASSESSMENT CRITERION 1 
    All employees are correctly classified in accordance with the specified practice of the organisation and allocated to the appropriate payroll and financial code. 

    ASSESSMENT CRITERION 2 
    Working hours, pay rates and entitlements are correctly recorded for all employees. 

    ASSESSMENT CRITERION 3 
    All contractual entitlements and payment methods are checked for proper authorisation and for consistency with the organisations pay policies and statutory regulations. 

    ASSESSMENT CRITERION 4 
    Entitlements not consistent with policy or statutory regulations are to the appropriate person for resolution. 

    SPECIFIC OUTCOME 3 
    Maintain payroll records. 

    ASSESSMENT CRITERIA
     

    ASSESSMENT CRITERION 1 
    Source documentation is filed in accordance with the requirements of the organisation. 

    ASSESSMENT CRITERION 2 
    The statutory documents are updated and filed in a logical and orderly manner. 

    ASSESSMENT CRITERION 3 
    All organisational and statutory requirements relating to the storage of personal data are complied with. 

    SPECIFIC OUTCOME 4 
    Process records of employee movement. 

    ASSESSMENT CRITERIA
     

    ASSESSMENT CRITERION 1 
    Proper authorisation of every appointment and temporary or permanent termination of employment is obtained before payroll is amended. 

    ASSESSMENT CRITERION 2 
    All personal and contract details are correctly recorded for new employee record. 

    ASSESSMENT CRITERION 3 
    All statutory regulations and time frames are met. 

    ASSESSMENT CRITERION 4 
    New employees are allocated to correct payroll, payment method and financial code. 

    ASSESSMENT CRITERION 5 
    All necessary details from, and adjustments to, core payroll information are correctly executed. 

    ASSESSMENT CRITERION 6 
    Documents required to facilitate termination of employment are completed accurately and promptly. 

    ASSESSMENT CRITERION 7 
    All organisational and statutory time scales are met. 

    SPECIFIC OUTCOME 5 
    Implement instructions from external agencies. 

    ASSESSMENT CRITERIA
     

    ASSESSMENT CRITERION 1 
    Instructions accompanied by a due date are acted upon within the time scale specified. 

    ASSESSMENT CRITERION 2 
    All other instructions are applied promptly and in accordance with statutory and organisational requirements. 

    ASSESSMENT CRITERION 3 
    Where deductions are non-statutory, requests are checked against organisational policy. 

    ASSESSMENT CRITERION 4 
    All non-statutory deductions are authorised by the employee(s) concerned. 

    ASSESSMENT CRITERION 5 
    No request for deduction is implemented unless complies with the parameters of the payroll processing system. 

    ASSESSMENT CRITERION 6 
    All discrepancies are resolved directly or by reference to the appropriate organisation or person. 

    ASSESSMENT CRITERION 7 
    All properly authorised deductions-are correctly processed. 

    ASSESSMENT CRITERION 8 
    Security and confidentiality of sensitive information is maintained at all times. 

    SPECIFIC OUTCOME 6 
    Evaluate and record permanent and temporary variations to payroll. 
    OUTCOME RANGE 
    Permanent variations refers but is not limited to status (promotion, demotion, change of grade), nature of employment (temporary to/from permanent), contract hours, pay rate, payment method, payment frequency, voluntary deduction (pension/provident contributions, medical aid contributions, subscriptions, savings, loans), allowance, changes in personal circumstances (marital status, name, address, bank details).

    Temporary variations refers but is not limited to absence from work (sickness, holiday, industrial action, maternity leave), variations in hours worked (overtime, on-call time, shift variations), retrospective pay adjustments, variations in output (piecework, commission, bonus), special payments (expenses, subsistence, travel costs, reimbursements), extra duty payments. 

    ASSESSMENT CRITERIA
     

    ASSESSMENT CRITERION 1 
    All data received is evaluated for accuracy and reasonableness. 

    ASSESSMENT CRITERION 2 
    Unrealistic and unreasonable data received is analysed and queried. 

    ASSESSMENT CRITERION 3 
    All data received is checked for proper authorisation. 

    ASSESSMENT CRITERION 4 
    Permanent variations to core payroll data are correctly processed. 

    ASSESSMENT CRITERION 5 
    Temporary variations are actioned in an accurate and timely manner. 

    ASSESSMENT CRITERION 6 
    Records supporting variations are retained in accordance with organisational policy and statutory requirements. 

    ASSESSMENT CRITERION 7 
    All retained documents are filed in a logical and accessible manner. 


    UNIT STANDARD ACCREDITATION AND MODERATION OPTIONS 
  • An individual wishing to be assessed (including through RPL) against this Unit Standard may apply to an assessment agency, assessor or provider institution accredited by the relevant ETQA, or an ETQA that has a Memorandum of Understanding with the relevant ETQA.
  • Anyone assessing a learner against this Unit Standard must be registered as an assessor with the relevant ETQA or with an ETQA that has a Memorandum of Understanding with the relevant ETQA.
  • Any institution offering learning that will enable achievement of this Unit Standard or assessing this Unit Standard must be accredited as a provider with relevant ETQA or with an ETQA that has a Memorandum Of Understanding with the relevant ETQA.
  • Moderation of assessment will be conducted by the relevant ETQA at its discretion. 

  • UNIT STANDARD ESSENTIAL EMBEDDED KNOWLEDGE 
    A working knowledge of statute law affecting payrolls:
  • Labour Relations Act, Act NO 66 of 1995.
  • Basic Conditions of Employment Act.
  • Income Tax Act, Act NO 11 of 2002.
  • Regional Services Council Act, Act 109 of 1985.
  • Occupational Injuries and Diseases Act, Act 130 of 1993. 

  • UNIT STANDARD DEVELOPMENTAL OUTCOME 
    N/A 

    UNIT STANDARD LINKAGES 
    N/A 


    Critical Cross-field Outcomes (CCFO): 

    UNIT STANDARD CCFO IDENTIFYING 
  • The learner is able to identify and solve problems relating to employee records and contracts and how the personal data will affect payslip, using critical and creative thinking processes. 

  • UNIT STANDARD CCFO WORKING 
  • The learner is able to work effectively with others as a member of a team, group, organization or community in order to ensure correct understanding of employee records and inputs. 

  • UNIT STANDARD CCFO ORGANISING 
  • The learner is able to organize and manage oneself and one's activities responsibly and effectively in order to ensure that all inputs and variations are timeously loaded onto payroll system. 

  • UNIT STANDARD CCFO COLLECTING 
  • The learner is able to collect, analyse, organise and critically evaluate information relating to employee records and contracts. 

  • UNIT STANDARD CCFO COMMUNICATING 
  • The learner is able to communicate effectively using visual, mathematical and/or language skills in the modes of oral and/or written persuasion in order to correctly incorporate employee contract terms and records into payroll system. 

  • UNIT STANDARD CCFO SCIENCE 
  • The learner is able to use science and technology effectively and critically to process employee records and contract terms in payroll, showing responsibility towards the environment and health of others. 

  • UNIT STANDARD CCFO DEMONSTRATING 
  • The learner is able to demonstrate an understanding of the world as a set of interrelated systems by recognizing that problem-solving contexts do not exist in isolation and that employee data and contracts will impact on payroll reporting. 

  • UNIT STANDARD ASSESSOR CRITERIA 
    N/A 

    REREGISTRATION HISTORY 
    As per the SAQA Board decision/s at that time, this unit standard was Reregistered in 2012; 2015. 

    UNIT STANDARD NOTES 
    This unit standard replaces unit standard 110094, "Record and validate input variations on employee records", Level 4, 20 credits. 

    QUALIFICATIONS UTILISING THIS UNIT STANDARD: 
      ID QUALIFICATION TITLE PRE-2009 NQF LEVEL NQF LEVEL STATUS END DATE PRIMARY OR DELEGATED QA FUNCTIONARY
    Core  93995   Further Education and Training Certificate: Payroll Administration Services  Level 4  NQF Level 04  Reregistered  2021-06-30  As per Learning Programmes recorded against this Qual 


    PROVIDERS CURRENTLY ACCREDITED TO OFFER THIS UNIT STANDARD: 
    This information shows the current accreditations (i.e. those not past their accreditation end dates), and is the most complete record available to SAQA as of today. Some Primary or Delegated Quality Assurance Functionaries have a lag in their recording systems for provider accreditation, in turn leading to a lag in notifying SAQA of all the providers that they have accredited to offer qualifications and unit standards, as well as any extensions to accreditation end dates. The relevant Primary or Delegated Quality Assurance Functionary should be notified if a record appears to be missing from here.
     
    NONE 



    All qualifications and part qualifications registered on the National Qualifications Framework are public property. Thus the only payment that can be made for them is for service and reproduction. It is illegal to sell this material for profit. If the material is reproduced or quoted, the South African Qualifications Authority (SAQA) should be acknowledged as the source.