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 THAT HAS PASSED THE END DATE: 

Record and validate input variations on employee records 
SAQA US ID UNIT STANDARD TITLE
110094  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-Fundamental  Level 4  NQF Level 04  20 
REGISTRATION STATUS REGISTRATION START DATE REGISTRATION END DATE SAQA DECISION NUMBER
Passed the End Date -
Status was "Reregistered" 		 2006-11-07  2009-11-07  SAQA 0160/05 
LAST DATE FOR ENROLMENT LAST DATE FOR ACHIEVEMENT
2010-11-07   2013-11-07  

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 is replaced by: 
US ID Unit Standard Title Pre-2009 NQF Level NQF Level Credits Replacement Status
263378  Record and validate input variations on employee records  Level 4  NQF Level 04  20   

PURPOSE OF THE UNIT STANDARD 
This Unit Standard is intended for all people who are employed in a Payroll environment.

Persons credited with this Unit Standard will be able to:
  • Verify and record employee personal data.
  • Verify and record employee remuneration contract terms.
  • Maintain payroll records.
  • Process records of employee movement.
  • Implement instructions from external agencies.
  • Evaluate and record variations to payroll. 
    		•

    LEARNING ASSUMED TO BE IN PLACE AND RECOGNITION OF PRIOR LEARNING 
    Learners accessing this Unit Standard should be competent in:
  • Communication at NQF Level 3
  • Mathematical Literacy at NQF Level 3
  • Computer Literacy Level 3 
    		•

    UNIT STANDARD RANGE 
    The range includes, but is not limited to:

    Pay periods:
    Weekly, fortnightly, monthly, quarterly, supplementary payroll, irregular pay periods.

    Pay types:
    Hourly, weekly, monthly, salary, annual, piecework, commission.

    Enhancements, allowances and deductions:
    Performance bonus, shift pay, unsociable hours, performance-related pay, motor vehicles, payments in kind, expense entitlements.

    Other entitlements:
    Statutory benefits, sick pay, maternity pay, annual leave/holiday pay, fringe benefits.

    Recording systems:
    Manual, computerised.

    Methods of payment:
    Cash, cheque, EFTs.

    Documentation:
    Authorised signatory list, starting date, change of status and termination forms, Tax, UIF, evidence of appointment, bank mandate, birth certificate, evidence to support change of name, bank details, payslip destination, payment destination, payday and date, pension/provident status, duration of contract, skills development levy, Pay c Court orders, SARS documentation, UIF, OID, SDL, time sheet, clock card, swipe card.

    Statutory data:
    Name, title, address, date of birth, identity number, tax number, starting date, leaving date, pension or provident and medical aid clearance codes.

    Non-statutory data:
    Marital status, employee number, number of dependants.

    Permanent variations:
    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), allowances, changes in personal circumstances (marital status, name, address, bank details).

    Temporary variations:
    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.

    Statutory agencies:
    South African Revenue Service (SARS), UIF.

    Non-statutory bodies:
    Pension/provident fund, Medical Aid fund, bargaining councils and associations, financial institutions, third party payments. 

    Specific Outcomes and Assessment Criteria: 

    SPECIFIC OUTCOME 1 
    Verify and record employee personal data. 

    ASSESSMENT CRITERIA     

    ASSESSMENT CRITERION 1 
    1. All personal data required by statute and by the organisation are verified and recorded in accordance with organisational and statutory procedures and policy. 

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

    ASSESSMENT CRITERION 3 
    3. Any discrepancies in, or unusual features of, the data are investigated and resolved to prevent hold up of payment. 

    ASSESSMENT CRITERION 4 
    4. Discrepancies that fall outside the discretion of the candidate of the candidate are referred to the appropriate person. 

    ASSESSMENT CRITERION 5 
    5. Time scales and deadlines are complied with in terms of organisational and statutory procedures and policies. 

    SPECIFIC OUTCOME 2 
    Verify and record employee remuneration contract terms. 

    ASSESSMENT CRITERIA     

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

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

    ASSESSMENT CRITERION 3 
    3. All contractual entitlements and payment methods are checked for proper authorisation and for consistency against the organisation`s pay policies and statutory regulations. 

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

    SPECIFIC OUTCOME 3 
    Maintain payroll records. 

    ASSESSMENT CRITERIA     

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

    ASSESSMENT CRITERION 2 
    2. The statutory documents are updated and filed in accordance with the requirements of the organisation. 

    ASSESSMENT CRITERION 3 
    3. Personal data is stored in accordance with organisational and statutory requirements. 

    ASSESSMENT CRITERION 4 
    4. The information is gathered and completed according to specified procedures. 

    SPECIFIC OUTCOME 4 
    Process records of employee movement. 

    ASSESSMENT CRITERIA     

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

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

    ASSESSMENT CRITERION 3 
    3. Time scales and deadlines are complied with in terms of organisational and statutory requirements. 

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

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

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

    SPECIFIC OUTCOME 5 
    Implement instructions from external agencies. 

    ASSESSMENT CRITERIA     

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

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

    ASSESSMENT CRITERION 3 
    3. Non-statutory deduction requests are checked against organisational policy. 

    ASSESSMENT CRITERION 4 
    4. Non-statutory deductions are authorised by the employees concerned. 

    ASSESSMENT CRITERION 5 
    5. Deductions that do not comply with the parameters of the payroll processing system are not implemented. 

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

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

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

    SPECIFIC OUTCOME 6 
    Evaluate and record variations to payroll. 

    ASSESSMENT CRITERIA     

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

    ASSESSMENT CRITERION 2 
    2. Unrealistic and unreasonable data received is analysed and queried to avoid incorrect data being retained and used. 

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

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

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

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

    ASSESSMENT CRITERION 7 
    7. All retained documents are filed in accordance with organisational policy and statutory requirements. 


    UNIT STANDARD ACCREDITATION AND MODERATION OPTIONS 
    Accreditation for this Unit Standard shall be obtained from the relevant Education and Training Quality Assurance Body, through summative and formative assessment by a registered assessor.
  • Assessors must be registered as an Assessor with the relevant ETQA or with an ETQA that has a Memorandum of Agreement with the relevant ETQA.
  • Moderators must be registered as assessors with the relevant ETQA, or with and ETQA that has a Memorandum of Agreement with the relevant ETQA.
  • Training providers must be accredited by the relevant ETQA, or with and ETQA that has a Memorandum of Agreement with the relevant ETQA.

    Moderation should include both internal and external moderation where applicable. 
    		•

    UNIT STANDARD ESSENTIAL EMBEDDED KNOWLEDGE 
    A working knowledge of statute law affecting payrolls:
  • Labour Relations Act
  • Basic Conditions of Employment Act
  • Occupational Injuries and Diseases Act (OID)
  • Regional Services Council Act (RSC)
  • Income Tax and amendments

    A detailed understanding of:
  • The functional position of payroll in the workplace
  • Procedures for the security and confidentiality of information
  • Organisational requirements for information and the relevant sources
  • External agency requirements for information
  • Procedures for verifying information
  • Sources of information for the resolution of discrepancies
  • How to record, store and retrieve data manually or electronically
  • Types of information input from external agencies
  • Signatories and authorisations
  • Time scales and schedules for updating, presenting and dispatching data
  • Information flows within the organisation 
    		•

    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. 

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

    UNIT STANDARD CCFO ORGANISING 
    The learner is able to organise and manage him/herself and his/her 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 skill in the modes of oral and/or written persuasion in order to correctly incorporate employee contract terms and records into the 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 recognising 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 

    UNIT STANDARD NOTES 
    This unit standard has been replaced by unit standard 263378, which is "Record and validate input variations on employee records", Level 4,20 credits.

    Legal:
  • Labour Relations Act
  • Basic Conditions of Employment Act
  • Occupational Injuries and Diseases Act (OID)
  • Regional Services Council Act (RSC)
  • Skills Development Levies Act (SDL)

    Terminology:
  • Financial codes - company specific financial codes to which employee payroll costs must be allocated, e.g. cost code, general ledger code, cost centre, department. 
    		•

    QUALIFICATIONS UTILISING THIS UNIT STANDARD: 
      ID QUALIFICATION TITLE PRE-2009 NQF LEVEL NQF LEVEL STATUS END DATE PRIMARY OR DELEGATED QA FUNCTIONARY
    Core  35927   National Certificate: Payroll Administration Services  Level 4  Level TBA: Pre-2009 was L4  Passed the End Date -
    Status was "Reregistered"     		 2009-11-07  Was SERVICES until Last Date for Achievement 


    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.