Standard Operating Procedures

Payroll Unit
The SOP is a guide to managing payroll operations and not work activities.

PAYROLL PROCESSING
 Salary information is sent by HRBPs/CSS on monthly basis as advised by clients. This must
be approved by the Operation Managers before processing.
 Load cooperative deductions and other loans.
 Processed payroll must be shared for vetting within 24hrs of receipt.
 Send to Finance for invoicing once vetted okay.
 Send to of Operation Managers for payment once vetted okay.

MONTHLY REPORTS
The below reports must be prepared and shared with respective departments.

 Pension report: On completion of all client payroll, a pension report must be generated and
shared with finance for payment on or before 7th of subsequent month. Supporting
documents for all clients should be shared with all HRBPs and CSEs after payment.

 Tax report: This is on two parts, the bank tax report and consolidated tax report. It must be
sent to finance on completion of all clients’ payroll on or before 7th of subsequent month.

 Medical: HMO schedule should be shared with HR department for invoice generation and
serves as list of staff entitle to medical care for the month. This schedule must be reconciled
with payroll to ensure that exited staff do not have access to medical care. This HMO providers
are MB&O, Mediplan, Hygeia, and Roding. Medical reports are shared HRBPs and CSEs for
vetting a day before sharing with HR every 5th of subsequent month.

 Cooperative report: Ensure that a schedule of cooperative contributions and loans is shared
with the cooperative managers after concluding all payroll for the month.

 NSITF: The schedule is downloadable from SAP and the excel clients should be added and
sent to finance for payment on or before the 7th of every month.

 NHF: The schedule is downloadable from SAP and the excel clients should be added and sent
to finance for payment on or before 7th of every month.

IMPORTANT TO NOTE: Statutory reports (TAX, NHF and Pension) for Union Bank must be
prepared and shared with Finance for payment on or before the last day of the Month.

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OTHER ACTIVITIES

Medical
 Medical issues resolution: All medical issues should be attended to immediately. Ensure staff
have access to medical services.
 Communicate updated hospital list, emergency hospitals and medical coverage to client and
staff.
 Escalate medical treatment for new employees to HR (Welfare) and request for approval (This
is required when employee commenced work after medical schedule has been forwarded to
the HMO)
 Escalate on-the-job accidents that are not under the benefit plan through your Line Manager
to HR for approval.
 Follow-up with employees on sick leave to confirm resumption date.

Pension
 Pension Issues resolution: Pension issues such as failure to provide pension pins, Incorrect
pension Information, etc. must be resolved speedily. Verify pension complaints by requesting
for employees’ statement of account and confirming if employee’s name was included on the
monthly pension schedule. Forward genuine complaints to the PFAs providing a background
to the complaint if payment was previously made. In the case where remittance has not been
made, prepare the schedule, and send it to finance for payment.
 Pension Fund Administrators request confirmation of remittance for exited employees. It is
mandatory to confirm the employees’ names as it is stated on our record, date of birth,
date of entry, pension pin, date of exit and their mode of exit.

NHF
 Ensure to receive NHF registration number for every new member of staff and existing staff
from the Onboarding and documentation team.
 If there are any complaints of non-remittance, a proper reconciliation should be made from the
employee’s date of first contribution to date. This is to avoid loss of funds.

Payslip
 Payslip must be shared via SAP platform to individual employees’ email on monthly basis.
However, employees could request for previous months Payslip depending on their needs.

NSITF:
 In the case of any occupational accidents and diseases, the incident must be reported to our
relationship officer via mail attaching a cover letter stating the summary of the accident and
the cause within 21 days of occurrence.
 Where there are claims, all supporting documents including hospital expense receipts, medical
reports from the hospital etc. must be submitted to NSITF.

DOCUMENTS REQUIRED
 FORM ECS.CCF01: NOTIFICATION OF ACCIDENT/OCCUPATIONAL DISEASE/ DEATH
 FORM ECS.CCF02: CLAIM FOR COMPENSATION
 FORM ECS.CCF03: AFFIDAVIT BY EMPLOYEE COMFIRMING ACCIDENT/
OCCUPATAIONAL DISEASE.

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  FORM ECS.CCF04: RESUMPTION REPORT/ CLAIM FOR LOSS OF PRODUCTIVITY.
 FORM ECS MR01: MEDICAL REPORT
 TWO PASSPORTPHOTOGRAPHS OF ENJURED EMPLOYEE
 PHOTOGRAPHS OF INJURY/PICTORIAL EVIDENCE OF INJURED EMPLOYEE
 DEATAILED MEDICAL BILL BREAKDOWN I.E (DOSE(S) OF MEDICINES ADMINISTERED
AND UNIT COSTS
 HEALTH CARE BILL, RECEIPTS, AND INVOICES (ORIGINAL COPIES)
 DOCTOR'S REPORT (STAMPED AND SIGNED)
 3 MONTHS PAYSLIPS OF THE INJURED EMPLOYEE PRIOR TO DATE OF INCIDENT
 3 MONTHS ECS PAYMENT SCHEDULE AND RECEIPTS/REMITTA PRINT OUUT
 ACCOUNT DETAILS/SORT CODE OF THE EMPLOYER
 ORIGINAL COPY OF POLICE REPORT IN CASE OF ROAD ACCIDENTS/ ROBBERY
ATTACK
 I.D CARD OF EMPLOYEE
 HAND-WRITTEN LETTER BY THE EMPLOYEE STATING HOW MUCH WAS PAID TO
HIM/HER AS SALARY WHILE OFF DUTY DUE TO THE
ACCIDENT

PENDING CLAIMS FROM NSITF

S/N EMPLOYEE NAME CLIENT TYPE OF ACCIDENT STATUS

BAGCO INDUSTRIAL ACCIDENT

1 PETER SUNDAY AWAITING MEDICAL RECEIPTS

ALABA RAHEEM GPC AGBARA INDUSTRIAL ACCIDENT

2 RAZAQ HRBP YET TO RETURN CLAIM FORMS

IKEJA
AKINWUNMI ABRAHAM INDUSTRIAL ACCIDENT
ELECTRIC
3 AKINLOYE HRBP YET TO RETURN CLAIM FORMS
ROAD ACCIDENT
BAGCO
4 ELKANAH DANIEL HRBP YET TO RETURN CLAIM FORMS

INDUSTRIAL ACCIDENT,
FMN
FELL ON STAIRCASE
5 SAMUEL OLADELE HRBP YET TO RETURN CLAIM FORMS
IKEJA INDUSTRIAL ACCIDENT,
ELECTRIC STABBED ON DUTY
6 KEHINDE FABUSUYI HRBP YET TO RETURN CLAIM FORMS

FRACTURE ON HIS RIGHT

FMN
LEG
7 SULAIMON KASALI AWAITING DETAILED ACCIDENT REPORT FOR NOTIFICATION
JOSHUA
IKEJA INDISTRIAL ACCIDENT,
CHUKWUEBUKA
ELECTRIC ELECTRIC SHOCK
8 JOHNSON HRBP YET TO RETURN CLAIM FORMS
ADEBIMPE
DEATH; FATAL MOTOR
OYINDAMOLA ARISE
ACCIDENT
9 ADESOLA DEATH CERTIFICATE SUBMITTED
INDUSTRIAL; CAUSTIC
JONATHAN NIVEA SODA SPLASH TO THE
10 BENARDSON OHUE EYE REPORTED

MOTOCYCLE ACCIDENT -
BAGCO
HIT & RUN
11 SADI SALISU REPORTED

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NHF PENDING TASKS

Sequel to multiple complaints about non remittance of NHF contribution. The officials of FMBN Marina
office were contacted to schedule a meeting a on the way forward. The meeting was canceled for a
later date. See contact of MacTay and Global manpower in FMBN at the end of this note.

NEW PAY STRUCTURE:

 Generation of pay structure for new clients or bids.
 Generation of pay structure for existing clients or new role.
 Generation of pay structure for salary review as requested by client.

Below are contact details.

 SAP Consultant (Payroll Backend Support): Ms. Mariam Layeni - Layeni.mariam@yahoo.com
08093136225

 SAP Consultant (SAP I.T Backend Support): Mr. Dayo Ogunsanya

dogunsanya@earlywatchng.com

 NHF relationship officer: Mrs. Obisanya Adesodun – adesodun.obisanya@fmbn.gov.ng

08033186478

 NSITF relationship officer: Mrs. Uzochi Okwunakwe – uokwunakwe.nsitf@gmail.com

07065339889

Prepared by Abidemi Aremu