Payroll Specialist

Job Title- Payroll  Specialist

Location-Mumbai HO

Role Purpose: End to End India Payroll Operations Delivery and ensuring enhanced employee experience. Controlling Execution of blue-collar and white-collar payroll, full and final settlement, reconciliations, audits, compliances etc.

Key Responsibilities:

• Payroll management & processing, Statutory Compliances, Audit and Reporting across India Blue Collar and White-Collar employee groups.

• Support for the projects work and audits proactively.

• Validation and Reconciliation of salaries, rate changes, and retroactive adjustments accurately

• Handled statutory payments and filings, ensuring timely compliance

• Responsible for labor compliance, including filing statutory returns and ensuring adherence to regulations.

• Responsible for the monthly end-to-end payroll administration, statutory compliances (PF, Professional Tax, Labor Welfare Fund, Income Tax), annual investments cycle, managing stakeholders, vendors and audits.

• Ensure accurate and timely regulatory reporting across various government jurisdictions, maintaining upto-date knowledge of local requirements.

• Conduct thorough checks and audits of payroll processes to ensure compliance, as well as accurate internal reporting. Maintain strict adherence to Internal & External Audit processes and proactively engaged with Audit Partners on daily operational procedures.

• Ensure correct wage category mapping (skilled/unskilled – blue collar employees)

• Ensure correct data from KRONOS / T&A system for payroll processing

• Analyze risks associated with non-compliance of labour laws, especially CLRA and minimum wage violations.

• Managed CTC reimbursement (FBP) proof collection, validation, and tax exemption reporting.

• Define clear terms and responsibilities within Service Level Agreements with all associated vendors related to payroll functions 

• Working on various projects, including vendor onboarding, process improvement initiatives, and standardization of payroll systems.

• Serve as the primary point of contact for management and employees regarding pay-related inquiries, ensuring timely and accurate resolution.

• Review and reconciled monthly General Ledger salary journals and support finance for any queries in reconciliations

• Ensure timely and accurate tax year-end reporting and overall compliance across all payroll jurisdictions.

• Review and reconcile summaries to ensure accuracy.

• Manage the payment process by directing the production and issuance of pay checks or electronic transfers to employee bank accounts.

• Negotiation with vendor, vendor performance governance on their contracts, resolving issues, and ensuring regulatory compliance.

• Stakeholder Engagement and Relationship Management with internal and external stakeholders such as HR, Finance, Vendors, Delivery Team to address payroll related requirements proactively and resolve inquiries

• Manage helpdesk / queries for employee for positive employee experience and implement initiatives to improve employee satisfaction. resolve concerns related to India Salary Break up, Taxation, EPF, Gratuity, Bonus, Professional Tax, LTA, medical and other payroll recoveries.

• Share day to day coaching to team on a variety of action including payroll issues, policy interpretation and application, input v/s output analysis, variance analysis etc

• HCM and HRIS Tool Implementation (Transition) - Project Kick-of, UAT, Analyze Issue to avoid any challenge in Go-Live

• Handle ETDS quarterly and annual filing

• Resolve compliance notices related to PF, PT, LWF, and TDS filings.

• Manage compliance filings related to Gratuity, Holiday, etc

• Lead the transition during a payroll vendor change adding value for future process design and documentation

• Implement end-to-end payroll processes with the new payroll vendor.

• Support payroll activities during an acquisition closure (TSAs etc)

• Share the required data to accounting team for Audit closure.

• Full and Final settlement processed for movement / transferred employees.

• Share the required details on payroll setup for movement employees. 

Year End Activities:

• Form 16 reconciliation between Part A V/S Part B

• Form 16 generation and validation

• IPSF proofs verification

• TDS Reconciliation

• CTC Reconciliation

• Reimbursement Reconciliation

• TDS exemption Reconciliation

Skills:

• Should have an excellent understanding and experience in Workday, Neeyamo Pay, ADP, SAP, Alight or other Payroll Systems

• Should be tech savvy and have an analytical and logical mind, good with numbers and excel.

• Interact and engage with HR and Business stakeholders and teams

• Own data accuracy and maintenance of the data in the system

• Support any internal and external audit requirements where data from the HR/Payroll systems is required, and ensure all findings are investigated and resolved.

• Ensure that all standard reporting requirements into the business are delivered on time and accurately

• Strong organisation skills as well as attention to detail and due diligence

• Excellent communication skills (Verbal/Non-Verbal) and well versed with MS Office package.

• Customer Service Centric mindset and exhibits cultural fit with organization.

Qualifications & Preferences:

• Minimum of a Bachelor's degree or equivalent

• Any specialisation in HR, Finance courses is added advantage

• 2-8 years of relevant experience in India Payroll with MNC, FMCG, factory setup organisation

• Ability to anticipate needs, advise and solve problems proactively

• Ability to work independently and deliver results

• Collaborative team player with global mindset

• Genuine interest in new systems and technologies and tools, and tech savvy

• Strong organization skills as well as attention to detail and diligence