Accounting Specialist - GPS Payroll Services

Role Purpose

Process Payroll Reconciliations, Payroll Accounting transactions in accordance with defined Service Level Agreements guided by appropriate financial & human resources policies and procedures for assigned area. Provide support on Payroll Accounting within the Finance systems, payroll, taxation or functional area designated. Ensure that all data is to the highest integrity through regular self-audits, SOX audit and feedback. Contribute to the continuous improvement of processes to maximize efficiencies and eliminate redundancies. Track and report defined Service Level Agreement requirements and metrics.

Key Accountabilities

Accounting

Ensure timely receipt, interpretation, validation, and accurate loading of payroll General Ledger (GL) files into the IHG finance system, in accordance with agreed timelines.

Guarantee the accurate upload of financial and headcount data for all payrolls into the Finance systems, maintaining compliance with internal controls and reporting standards.

Accurately enter all payroll-related accruals within the scope of Global People, Technology & Services (GPT&S) into the Finance systems.

Manage the billing process and cross charges, including the timely issuance of invoices to hotels where appropriate.

Oversee the end-to-end processing and accounting of expatriate payrolls, ensuring compliance with company policies and international tax regulations.

Complete comprehensive payroll reconciliations, including reconciliation of payroll-related balance sheet accounts, bank accounts, and payroll registers against the General Ledger.

Payroll

• Oversee the delivery of payroll services to all corporate, reservations and hotels employees through outsourced vendors, covered within the regional scope of services.
• Support the provision of payroll services through the processing of time and attendance data to the outsource vendor.
• Administer the processing of variable components of pay i.e. paid time off, bonuses, deductions etc. through a defined process agreed with outsource vendor.
• Ensure that all changes to employee records with direct impact on payroll, general ledger are completed, updated in systems and communicated to respective outsource vendor timely. For example, cost centre changes, pay rate changes etc.
• Oversee the payment of all payroll taxes to be timely and accurate for each of the countries supported by the payroll service.
• Complete the forecasting and transfer of funds to the payroll vendor or banks for each payrolls supported as per the agree payroll calendar
• Handle any payroll queries from employees, managers or escalated by the outsource vendor.
• To ensure that new employee payroll and banking details are collected accurately and entered in the appropriate system and those new employees are informed about their payroll and payment processes.
• Facilitate the production of Annual Pay statements as per local country requirements, ensuring these are processed and distributed timely. Includes the reporting of additional taxable earnings i.e. Fringe benefits Taxes, Host Country updates, Stock distributions etc.
• Oversee local tax filing, statistics, labor reporting and/or payments as per government compliance in the respective country covered in the regional scope of services.
• To work with PWC on taxes for expatriates ensuring that they are accurate at the end of an assignment and that the tax affairs are settled with the Host Country’s tax authority

Systems / Reporting

• To provide reporting from HR & payroll systems as required by the business.
• Participate in system related projects as required, providing a level of expertise from a system and functional perspective.
• Responsible for the analysis and delivery of reporting requirements across the internal customer base, providing ad-hoc and regular reports to agreed service levels.
• Identify discrepancies and data integrity issues, perform route-cause analysis, establish and implement plans to address such issues and act as a conduit between functional users and outsource vendor.

Miscellaneous / Audits

• Compliance with SOX guidelines.
• Provide adequate support for completing the Internal, External, Statutory Audits.
• Provide support to the HR Shared Service team by acting as a back-up to other roles and answering employee queries on all services supported by HRSS.
• Maintain a consistent, high quality customer-focused orientation. Listens to and communicate with customer / call center to obtain all required information necessary to determine and address their specific needs; tactfully explain why, if service cannot be provided. Respond to individuals in manner and timeframe promised or follow-up to explain status. Effectively communicate findings and recommendations to appropriate staff.
• Provide clear, accurate information; explain procedures or materials or provide supplemental information; anticipate problems or questions.
• Ensure that external service level agreements are met by monitoring all reports and service incidents and alerting both the vendor and the team Director.
• Proactively monitor customer satisfaction and quality of service offered in line with the agreed Service Level Agreement. Contribute to the continuous improvement of all areas in process scope.
• Hunger to Learn
• Review the process carefully and identify the areas of improvements if any.

Key Skills & Experiences

Education –

Associate Degree or Bachelor's Degree in Commerce or technical institute degree/certificate in Accounting

Experience –

5+ years progressive work related experience in Financial Accounting / Financial & Statutory Audit with demonstrated proficiency.

Required Skills –

• Finance, Payroll systems and processes
• Experience in Reconciliations
• Handle various Audits
• Knowledge of accounting principles including general ledgers and journal entry.
• Experience in PeopleSoft Finance system is preferable.
• Accurate data entry
• Knowledge of HR systems would be an advantage
• Analytical and problem solving skills

Technical Skills and Knowledge –

• Microsoft Word & Excel
• Demonstrated knowledge of People Soft or other E.R.P. finance system
• Demonstrated proficiency in accurately populating databases with necessary information in designated time periods
• Demonstrates clear, concise, and succinct communication skills including adapting both verbal and written communication to the needs and level of the user

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