Job description

Job Purpose

The main focus of this post is to ensure the integrity and reliability of the University payroll systems, this involves ensuring the correct reconciliation of all payments processed by the department. The postholder is responsible for running the payrolls, making ad-hoc payments to both internal and external customers such as employees, Her Majesty’s Revenue & Customs (HMRC), pension schemes, and courts.

Main Duties and Responsibilities

1. Responsible for validating and running the monthly payroll within the PeopleXD payroll system to make payment to all University, wholly owned subsidiary and customer employees as well as the monthly payment to University of Glasgow Pension Scheme (UGPS) pensioners.

2. Checking, processing, and paying all on-line weekly expenses though Core, generating a bacs file for payment and costing file for Agresso on a weekly basis. Updating Core Expenses currency rates on a weekly basis

3. Transfer of monthly payment files generated from payroll system to individuals bank accounts to ensure all salary payments received correctly and on time. Transmission of additional weekly bacs payments to rectify and correct erroneous or missing payments generated. Files are either generated from the payroll system or generated manually from information provided by payroll or pensions teams. Files are processed through Bottomline BACSTEL-IP software direct to individuals’ bank accounts.

4. Ensuring that all weekly & monthly payroll data from the PeopleXD system is transferred into the University’s General Ledger system (Agresso) to allow for costing of expenditure at both a macro and a micro level.

5. To correctly identify business entertainment expenses outside the expenses policy and note these for the PSA settlement and register all benefits-in-kind expense claims for inclusion in the P11d return for HMRC.

6. Ensure all corporate credit card holders have correctly logged their expenses through MiVision portal. This involves checking items are correctly receipted and coded on time and picked up for automatic input into the University’s General Ledger system (Agresso)

7. Producing payroll journals for the Agresso ledger system and ensuring the sub-project codes are correctly charged with payroll costs on occasions when payroll staff notify the post holder of erroneous entries and corrective action is required. The post holder calculates the revised entries and enters the information as a journal entry into the Agresso system.

8. Reconciling payroll accounts within the Agresso ledger system, identifying invalid entries and determining corrective action to ensure the University’s general ledger is correct.

9. Reconciliation of all additional payroll amounts generated out-with the routine monthly cycle to make sure that all monies paid out are properly recovered and accounted for.

10. Administration of year-end returns in respect of all payrolls and all pension schemes. Ensuring that system held year-end totals match the totals held externally. This check is necessary for PAYE income tax, National Insurance contributions and all pensions contributions.

11. Reconciliation of statutory and voluntary deductions. Ensuring that all payroll deductions are paid over to the appropriate statutory body at the specified time within the regulatory framework.

12. Provision of payroll and pensions information for incorporation in the University’s annual accounts and to external auditors for compliance checking.

Knowledge, Qualifications, Skills and Experience

Knowledge/Qualifications

Essential:

A1 Ability to demonstrate the competencies required to undertake the duties associated with this level of post having acquired the necessary knowledge and skills in a similar role. Or Scottish Credit & Qualification Framework level 7 (Advanced Higher / Scottish Vocational Qualification level 3, Higher National Certificate) or equivalent.

A2 Good understanding of the principles of bookkeeping.

Skills

Essential:

C1 High degree of numerical accuracy.

C2 Aptitude to operate a variety of windows-based software.

C3 Excellent IT skills including Word, Excel, and Outlook.

C4 Effective oral and written communication skills.

C5 Ability to use own initiative and possess excellent interpersonal skills.

C6 Commitment to continuous improvement and a proactive approach to preventing and solving problems.

C7 Must be able to multi-task, have an investigative mind and be able to prioritise workload, performing duties with minimum supervision.

Experience

Essential: