Offboarding & Payroll Officer

JOB ACCOUNTABILITY:

The Offboarding & Payroll Officer is a key member of the HR Payroll Administration Unit. This role is in charge of the end-to-end employee offboarding process for resignations, retirements, and terminations, as well as handling essential payroll bookkeeping duties. The officer ensures that all offboarding procedures, financial computations, and ledger recordings are conducted smoothly, accurately, and in strict compliance with bank policies. This role reports directly to the Payroll Administration Head.

MAIN RESPONSIBILITIES:

Offboarding & Clearance Administration:

• Responsible for sending out offboarding requirements to outgoing employees, including the clearance checklist, affidavit of undertaking, and the link to the exit interview.
• Initiate and monitor the routing of clearance forms to the designated clearing units.
• Coordinate with line managers regarding the handover of duties and responsibilities to ensure a smooth transition for departing employees.
• Collaborate with clearing units to ensure all company property (e.g., laptops, mobility kits, access cards, keys, assigned vehicles/motorcycles, and other bank properties) is properly returned.
• Notify and coordinate with respective units (Accounting, Asset Management, Repossession, IT, Employee Loans) and line managers regarding employee accountabilities, such as outstanding loans, car plans, Accounts Receivable (AR), HMO, unliquidated cash advances, and other monetary obligations.

Payroll Computation & Document Preparation:

• Accurately compute the employee's last pay, separation pay, and/or retirement pay based on clearance results and bank policies.
• Prepare necessary legal and statutory documents, including the quitclaim, BIR Form 2316, Certificate of Employment (COE), and clearance certificate.
• Prepare payment requests for check disbursements related to final pay.
• Release final pay claims strictly upon receipt of fully signed offboarding documents and completed clearances.
• Reach out to separated employees who have insufficient final pay to cover their deductions, and arrange proper discussions regarding the terms and conditions for settling outstanding monetary obligations.

Bookkeeping & Reporting:

• Perform general bookkeeping tasks related to offboarding, ensuring all financial transactions regarding final pay and deductions are accurately recorded in the payroll system.
• Prepare and post accurate journal entries for all separation releases, ensuring alignment with the bank’s general ledger.
• Reconcile offboarding-related payroll accounts on a regular basis to identify and resolve any financial discrepancies prior to internal or external audits.
• Prepare and maintain a real-time tracker report of all employee separations via OneDrive.
• Provide a comprehensive monthly report detailing separation statuses and related financial summaries to the Payroll Administration Head and the HRS Head.