Payroll Manager

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Curriculum Vitae Lukas Marthinus Swart Identity Number 610-***-**** 082

SA Citizen with Code 08 (EB) Driver’s License

OBJECTIVE

GENERAL

EXPERIENCE

It is my intention to utilise my Payroll / HR / Finance experience of 30 years, working for a multi- national corporation where my proven management and leadership skills can be fully utilized, in dealing with future challenges.

I started my financial/payroll career by working for a company where we were processing the salaries/wages of 19 000 employees on a monthly/weekly basis. I worked myself up and became the Head of the Payroll Department, overseeing 44 employees as being part of my daily duties. At this company, I was at times chairman, when DC cases in the HR Department on an adhoc basis was held. The Head Office of the above company, later implemented a new HR/Payroll system for the whole group (50 000 employees) As part of a group of 6 employees, in conjunction with PriceWaterhouseCoopers, (who specializes in the re-engineering of HR and Payroll practices), “Best Practice” was incorporated into the new system. We were responsible for the integration, automation and the implementation of the HR and Payroll (IBM running on an ACL Platform similar to QPac Payroll and VIP using Cobol, C++ and Java running on a Windows platform) into a newly adopted payroll system called Symplexity (SQL based running on a Windows NT/2000 Platform). Herewith my Curriculum Vitae in a nutshell: I started at Barclays Bank, then worked at Goldfields – where I gained union experience (NUM), then worked at SAGE VIP, then Supply Chain Services (who was sold twice, and had a name change twice) – where I gained Bargaining Council experience (NBCRFLI), then started at PMD MS, a company who had a Payroll Bureau and who paid oversees citizens as well. Later I was recruited to work at the Hulumendhe Group - a company who is mainly in telecommunications, for whom I started the HR and Payroll Departments from inception. 1. Hulumendhe Group November 2018 – October 2020

Payroll / HR / Finance / Admin Department

(Position: Finance & HR Manager)

Synopsis:

The company I worked for was started in November 2018. I was recruited from PMD MS to help starting this company. Although I was originally employed to be the Finance Manager, I also managed the HR, the Payroll, and the general administration. Responsibilities:

Payroll: I was in charge of all the payroll processes - (Engagements, Standing Data, and Terminations). Supervising the Payroll via SAGE, using VIP Premier. Checking of the VIP input. Checking of all ad hoc EFT payments. Scheduling of VIP meetings / courses. Liaising with VIP on queries / problems. Maintained the SARS Emp201 and all other 3rd party reconciliations. Assisting with training Payroll Staff. Creating ad hoc Management Reports. Open Data Base Connectivity (ODBC) and V-Lookup were being used by me sporadically as reporting tools to management as well as Excel.

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Human Recourses: I originally created and implemented the necessary HR Procedures and Policies, and since then was in charge to ensure that they were kept updated. Recruiting (Offer Letters, Employee Contracts, etc.), Benefit Administration (Group Life etc.), Absence Administration (Time Sheets, Issuing of Warnings, Disciplinary Cases, CCMA Cases etc.), Employee Relations (Ensuring that harmony is kept in the workplace etc.) and all other general HR Functions. Finance: Certain financial sections were outsourced, mainly due to segregation of duties (Company Statements etc.) I did the Invoicing (Quotations, Purchase Orders, Raising of invoices etc.), the Petty Cash, the Cash Book, Reconciliations, and all Purchases. Administration: I was responsible for the organizational infrastructure as far as the Office Administration (Hardware – like Printers etc.), our Contractual Responsibilities, the general Record Keeping, and if needed, any Physical Distribution and Logistics. 2. PMD MS August 2014 – October 2018

Payroll Department

(Position: Payroll Manager)

Synopsis:

The company I worked for also has a Payroll Bureau, whereby we paid the salaries of various companies, South African as well as overseas companies. Responsibilities:

Monthly: To administer, process, verify and coordinate all the necessary payroll processes -

(Engagements, Standing Data, and Terminations). Supervising the Payroll, processing the payroll via 7 different payrolls, using VIP Classic. Checking of the VIP input. Checking of casual wages payments. Checking of all ad hoc EFT payments. Scheduling of VIP meetings / courses. Liaising with VIP on queries / problems. Creating ad hoc Management Reports. Assisted with the training of Payroll Staff. Doing the Overseas payrolls, myself. I am also did the invoicing and statements of various companies whereby using SAGE Pastel Evolution software. ERS Biometrics was being used as a clocking system, of which we imported the raw data into our payroll. Open Data Base Connectivity (ODBC) and V-Lookup were being used by me sporadically as reporting tools to management as well as Excel. Month-end: Checked the input. Created Monthly Reports. Start of new Period of the Payroll and all other ad hoc duties which are attached.

3. Self-employed May 2013 – August 2014

After I left Imperial Truck Services, I worked at a General Dealer Shop which belonged to a friend of mine, where I managed the business.

4. Imperial Truck Systems (Supply Chain Services) February 2013 – April 2013 Payroll Department

(Position: Payroll Supervisor)

Synopsis:

My previous employer, RTT Essentials, was taken over by Imperial during January / February 2013, whereby my staff and I together with all of the RTT Essentials personnel files, were moved from Yaldwyn Road Boksburg where we were based, to Imperial Truck Systems in Kelvin Road Spartan. There I reported to the Payroll Manager.

Responsibilities:

From February 2013 to end April 2013, I was assisting in incorporating the RTT Essentials payroll into the Imperial payroll. Thereafter I was notified that my position as Payroll Supervisor was redundant. I was offered a lower occupation, declined the offer, and resigned. . 3

5. RTT Essentials (Supply Chain Services) August 2011 – February 2013 Financial Department

(Position: Payroll Supervisor)

Synopsis:

While I was consulting for RTT Essentials (Supply Chain Services), the Financial Director made me an offer to return to RTT Essentials in the capacity of Payroll Supervisor. Responsibilities:

Monthly: I supervised 7 (seven) payrolls consisting of 790 employees. This consisted of the checking of all input into the payroll system, the checking of all ad hoc EFT payments, the scheduling of VIP meetings / courses, and the liaising with VIP on queries and/or any problems. Creating ad hoc Management Reports. Balancing of the PAYE. Assisting with training Payroll Staff. Administration of EWP; Leaves; Service Certificates; Staff Movements; Workback agreements; Education Assistance co-ordination; Study Loans etc. I had to ensure the payroll was submitted to Finance within the agreed timeframes. I had to manage all statutory and 3rd party returns and payments by required deadlines. I had to ensure that maintenance and updates were carried out on the payroll system, including security access for the Payroll subordinates. I also had to ensure all IRP5s were created and submitted within the required timeframes.

Month-end: Checking of the Variance Reports and then the normal Download of the Payroll, the EFT Payment thereof as well as all Monthly Reports. Ensuring that MIS Department does the back-up. Start of new Period of the Payroll and all other ad hoc duties which are attached. Liaising with the Accountant designated to check the Payroll Reconciliations which I did by using Microsoft GP. (Due to segregation of duties)

6. Cosmos Administrative Solutions February 2011 – July 2011 Private Business

(Position: Payroll / HR Consultant)

Synopsis:

After I left RTT Essentials in January 2011, I started my own Enterprise Administration (Registering Companies etc.) / Payroll and HR Consultant Business. During this period which lasted 6 months, I did consultation work for RTT Essentials as a Payroll Supervisor. I also did Enterprise Administration. Responsibilities:

Monthly: I consulted in the capacity of Payroll Supervisor for RTT Essentials and also did Enterprise Administration for various other companies (i.e. RTT). Month-end: Checking of the Variance Reports and then the normal Download of the Payroll, the EFT

(FNB NAPS) Payment thereof as well as all Monthly Reports. Ensuring that MIS Department does the back-up. Start new Period of the Payroll and all other ad hoc duties which are attached. Liaising with the Accountant designated to check the Payroll Reconciliations which I did by using Microsoft GP.

(Due to segregation of duties)

7. RTT Essentials (Supply Chain Services) October 2008 – January 2011 Payroll Department

(Position: Payroll Supervisor)

Synopsis:

While I was working on contract at Supply Chain Services in the Principal Accounts Department, a vacancy opened, and I applied for the Payroll Supervisor position. Supply Chain Services was later bought over by RTT

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Responsibilities:

Monthly: Supervising three Payroll employees, processing salaries and wages for 1700 employees. Checking of the VIP input. Checking of casual wages payments. Checking of all ad hoc EFT payments. Scheduling of VIP meetings / courses. Liaising with VIP on queries / problems. Creating ad hoc Management Reports. Assisting with training Payroll Staff. Checking of Senior Staff clocking by using the Beget Time & Attendance clocking system. Medical Aid and 3rd Party administration. Here we used Employee Self Services as well. (ESS)

Month-end: Checking of the Variance Report and then the normal Download of the Payroll, the EFT

(FNB NAPS) Payment thereof as well as all Monthly Reports. Ensuring that MIS Department does the back-up. Start of new Period of the Payroll and all other ad hoc duties which are attached. Liaising with the Accountant designated to check the Payroll Reconciliations which I did by using Microsoft GP.

(Due to segregation of duties)

8. Supply Chain Services March 2008 – September 2008 Debtors Department – situated in Yaldwyn Road, Boksburg

(Position: Principal Accountant – on contract / probation) Synopsis:

Originally, I was contracted to simplify certain sections of the accounting system in the Principal Accounts department and then to streamline the accounting processes. Not much of the above was achieved, as the company was behind schedule in their normal line of work because of various factors including personnel who left suddenly, so nine debtor accounts in the Principal Debtor’s section was allocated to me, where I mainly did Inventory Control. Two software systems were in use, namely an accounting package called Magic: version 12.3n, which runs on Linux (sales, invoicing etc.) which I used in conjunction with Microsoft Excel, as well as Microsoft Dynamics GP (Great Planes) the General Ledger leg of the accounting system, where the control accounts, the trial balance etc. were being kept.

Responsibilities:

I was busy with the preparation of the current system for auditing purposes – bringing up to date various reconciliations. On a monthly basis, I was also responsible for a portion of the Income Reconciliation, as well as the following functions for the nine debtor accounts that was allocated to me: Invoicing, credit notes and payments; Journals, sub journals and reallocation journals; Settlement-, rebate-, creditors-, buying variance-, stock-, debtors cash- and advertising reconciliations; and anything else pertaining to the above debtors accounts. 9. SAGE VIP Head Office September 2007 – February 2008 VIP placements (Position: Payroll Administrator – on contract at VIP Customers) Synopsis:

I performed work for VIP on a contract basis at their clients. I enrolled at VIP Academy on the 3rd of September 2007 for a 2-week crush course to enhance my payroll abilities. This has been a very comprehensive course that covered the following laws: BCEA, Income Tax Act, Skills Development Act, Unemployment Insurance Act and the Occupational Injuries and Disease Act. Four theoretical exams where written and four practical assessments on my payroll abilities were done. Each lasted one and a half hour and all aspects of payroll were assessed in detail. These exams were taken at their Pretoria and Rivonia offices during September 2007. Responsibilities:

The full VIP payroll function which included EFT payments by making use of Standard Bank CATS and the bookkeeping and reconciliations thereof by using AccPac. I left VIP Placements because pension and medical aid were not part of the remuneration package. 5

10. Self-Employed January 2004 – August 2007

Manufacturing and the installation of Cupboards. After my contract with Goldfield ended, I wanted to do something different in my life and tried the private sector. 11. Goldfields Ltd March 2003 – December 2003

Gross Remuneration Project

(Position : Payroll Accountant – on contract) – situated at the Goldfields Ltd Head Office Synopsis:

Co-ordinated numerous new development actions between the Gross Remuneration Project and the Symplexity Payroll Project (new payroll project). This consisted of the daily liaison with various groups, i.e. management teams at the operations, task teams and technical personnel and outside companies.

Responsibilities:

Documentation / information generated across all the Services Functions for data to be used for this project. This role involved dealing with Goldfields Senior management across both Human Resources and Payroll functions. The main focus of my role had been one of changing and adopting the SYMPLEXITY specifications, which I originally assisted in, to cater for the Gross Remuneration. 12. Goldfields Ltd September 1999 – February 2003

SYMPLEXITY Payroll Project (Prior to 2005 called Solit ARMS) – a Gold Fields Head Office Project

(Position : Payroll Accountant – on contract)

Synopsis:

As part of a group of 6 Gold Fields employees; responsible for the integration, automation and the implementation of the HR and Payroll of 50 000 employees (IBM running on an ACL Platform similar to QPac Payroll and VIP using Cobol, C++ and Java running on a Windows platform) into the newly adopted SYMPLEXITY System (SQL based running on a Windows NT/2000 Platform). Responsibilities:

The testing of Reports & Forms, Interfaces and Cubes for the Payroll environment for Goldfields Mining Sections in the Witwatersrand.

The generation of documentation across all the Services Functions for data capture, cleanup and conversion into the SYMPLEXITY System. This role involved dealing with Goldfields management across both Human Resources and Payroll functions. Cleanup and conversion encompassed the use of workflow processes and procedures across the spectrum of the current Human Resource System, VIP Payroll System, Cycle Pay System and Mine’s Pay System in the Witwatersrand.

The main focus of my role had been one of consultation with the different stakeholders, advising and guiding on the processes required for the data capture and cleanup elements of the process prior to data conversion and the writing and compiling of the new Payroll Training Procedures.

Furthermore, I need to stress the fact that MS Project, MS Word, MS Excel and Visio 2000 had been used extensively as the primary tools during this project.

Being a Contracted Person full-time on that project, my expertise in the Payroll Environment was being used daily on different sections of that project simultaneously. 6

PROJECT – START UP

I was involved (as part of a group of six individuals) in decision-making regarding the selection of a suitable vendor for the Goldfields HR/Payroll replacement. Various companies (SAP, Cyborg etc) were assessed and analyzed. A gap analysis (Complexed Mining Environment i.e. shifts, clocking systems) was performed before a suitable vendor was chosen.

I had direct responsibility and input in the project over the last two years in the following processes which had to be adapted, modified and, in some instances, re-written in order to achieve configuration and conversion standards for the new SYMPLEXITY System. During this exercise “Best Practice” was incorporated with the assistance of an outside company (PriceWaterhouseCoopers) who specializes in the re-engineering of HR and Payroll practices: Human Resources

Strategic processes: Manpower planning, budgeting, organisation structure, employment equity, job evaluation

Recruitment: Source – job profiles, requisitions, advertisements, psychometric testing Development: Induction, mentoring, coaching, career analyses and design, performance management, training & development, succession planning Redeployment: Transfers (internal & external), acting, relieving, leave, promotions, demotions, secondments

Counselling: Grievances, disciplinary, medical testing Health & Safety: Accidents, ill health, death, medical Protection services: Security screening

Exit management: Deaths, dismissals, retirements, resignations, retrenchments Payroll

Maintain Standing Data: Engagements, status changes, terminations Calculation of Gross Pay: Timekeeping, leave, allowances, once-off payments, bonuses, accidents, forecasting

Calculation of Net Pay: Statutory and non statutory deductions Month End and Year End Processes: Payslip handling, reconciliations, third party payments, reporting, IRP 5’s, provisions

Queries and Consultation: Queries

13. Goldfields Ltd February 1987 – August 1999

Payroll Department – East Driefontein Gold Mine, Carletonville

(Position: Payroll Accountant – as the Payroll Manager was called during those days within the mining environment)

Synopsis:

Managed two payroll systems (namely a Cycle Pay - Unskilled Payroll / Weekly Paid Employees and a Mines Pay – Skilled Payroll / Monthly Paid Employees) and supervising forty-four (44) subordinates on East-Driefontein Gold Mine (encompassing the monthly processing of 19 000 employees) in the Witwatersrand region.

One of my responsibilities was to liaise with all outside parties, which included the South African Revenue Services and other third parties. My role also involved dealing with all Goldfields Limited’s management across both Human Resources and Payroll functions, assuming responsibility for the notification and implementation of any new or revised legislation, rules, and regulations as well as statutory doctrines. Segregation of duties within the Payroll environment did not exist at that stage yet, so all payroll related reconciliations were done by me (Manual System and later the FIS System). Month end, as well as taxation/IRP5/IT3A was taken care of by me.

I was also involved in the IR Department; were I was occasionally the chairman when disciplinary committee cases had to be held.

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Overview of responsibilities during my period as Payroll Accountant / Payroll Manager:

Managed the Payroll Office: which consisted of two Assistant Payroll Accountants, six Senior Bookkeepers and thirty-six clerks.

Liaised with all outside parties: pertaining to adjustments to laws and rules and implementing new legislation.

Updating: notified management and implemented new or revised laws, rules and regulations, statutory doctrines and 3rd Party payments.

Company Law: sound knowledge of Company Law and the BCEA Act (which started 1997), Income Tax Act, Skills Development Act, Unemployment Insurance Act and the Occupational Injuries and Disease Act.

Liaised with Internal and External Auditors: ensured that checks, controls and procedures were adhered to.

Staff development and training: identified and allocated employees to attend training courses to develop their specific needs and conducted their Performance Ratings.

Program Development: identified the need for additional programs for Payroll

HR: Chairman of Appeal cases

Management information: reported to the Financial Manager.

Reconciliations: solely responsible and certified the correctness of Payroll reconciliations Overview of courses done prior to my appointment as Payroll Accountant:

Completed a Secretarial Trainee Course (recognised Goldfields in house course) over six months. The curriculum included Procurement (Stores), Stores Accounts and Mine Accounts

(Ledgers, Cost and Statistics, Reports to outside parties etc.) where I gained extensive knowledge at the accounts department prior to my transfer to the payroll department.

Attended the following courses during my mining career: Badge Reader System (The electronic time and attendance system – a clocking system which made use of SACO)

Basic Timekeeping (Payroll)

Course Assertiveness

FIS (Financial Information Systems) Basic

Loss Control (Safety)

Microsoft End User Products (Excel, Word, Power Point etc.) Productivity

14. First National Bank (Barclays Bank) August 1980 – January 1987

(Position : Teller 1)

Synopsis:

During this period at FNB I also did my 2-year compulsory National Defence Force service. Responsibilities:

Foreign Exchange, Insurances, Teller

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QUALIFICATIONS

SCHOOL ATTENDED High School Zeerust

HIGHEST STANDARD PASSED Matriculation Exemption (1979)

TERTIARY EDUCATION

NATIONAL DIPLOMA : ACCOUNTING ( TECHNIKON SA) (1996)

(Never finished the academic component)

SUBJECTS COMPLETED: SUBJECTS TO COMPLETE:

Financial Accounting 1 Financial Accounting 3

Financial Accounting 2 Taxation 1

Company Law Cost and Management Accounting

Management Economics

Principles of Management

Business Communications

Introduction to Information Systems

Auditing 1

Communications

Corporate Procedures

The practical component of the above course was completed through The Institute of Accounting Technicians of South Africa (Ref: JR/91438) dated 22 July 1991 NATIONAL CERTIFICATE : MANAGEMENT (NQF Level 5) (2009) I enrolled in 2009 for the above course which I completed within 12 months through Services SETA

PAYROLL QUALIFICATIONS

VIP Academy Certificate (2-week Payroll Administrator's course) (2007) VIP Payroll Reconciliation Workshop (2009)

VIP Payroll Manager Workshop (2009)

VIP ODBC Workshop (2009)

VIP Comprehensive Tax Year End Workshop (2011)

VIP August PAYE Submission Workshop (2011)

REFERENCES

Johan Britz Eleanor Purdy Amanda Turner James Jackson Snr HR Manager Financial Director Director / HR Operations General Manager GOLDFIELDS Ltd RTT Essentials PMD MS Hulumendhe Group Tel 018-***-**** Cell 082-***-**** Tel 012-***-**** Cell 083-***-****

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