Employee details
Identity and tax numbers, contact information, banking details, start date, job information and payment method.
Accurate payroll, clear records and dependable monthly deadlines
Payroll is more than calculating net salaries. Every pay run must bring together employee information, working time, leave, overtime, allowances, deductions, benefits and statutory taxes. Orion Moon provides an outsourced payroll process designed to give business owners accurate payslips, reliable reports and organised records for SARS and employee queries.
Our service can support weekly, fortnightly or monthly payrolls and is tailored to the employer’s pay cycle, workforce structure, bargaining-council requirements and internal approval process.
Monthly payroll processing
Capture new employees, terminations and approved changes to employee information.
Process basic salaries, hourly wages, overtime, commissions, bonuses, allowances and reimbursements.
Apply authorised deductions such as loans, garnishee orders, retirement-fund contributions and medical aid.
Calculate PAYE, UIF and SDL using the applicable payroll information and statutory rules.
Process unpaid leave, paid leave and other approved attendance adjustments.
Generate confidential payslips and final payroll reports for approval before payment.
Prepare bank-payment information or payment schedules according to the agreed process.
Maintain payroll records and month-to-month audit trails for changes and corrections.
Employee setup and payroll onboarding
A reliable payroll begins with complete employee records. During setup, we review the available information and identify missing items before the first live pay run.
Employment terms
Basic pay, ordinary hours, pay frequency, overtime rules, allowances, benefits and authorised deductions.
Opening balances
Year-to-date remuneration, PAYE, UIF, SDL, leave balances, loans and other payroll balances when moving systems.
Payroll compliance and employer submissions
Orion Moon can connect payroll processing to the employer’s statutory submission cycle so that payroll values and SARS declarations reconcile.
EMP201: Monthly declaration support for PAYE, UIF and SDL based on the final approved payroll.
EMP501: Interim and annual employer reconciliation support, including comparison of payroll records, declarations and payments.
IRP5/IT3(a): Employee tax-certificate preparation and checking at the applicable reconciliation period.
UIF records: Payroll information required for employer declarations and employee benefit processes.
COIDA support: Payroll earnings information used when preparing the annual Return of Earnings.
Submission and payment responsibilities, approval deadlines and access permissions are agreed during onboarding. Payroll information must be supplied and approved on time for submissions to be completed accurately.
Reports provided with the payroll
Payroll summary showing gross remuneration, deductions, employer contributions and net pay.
Employee payslips and payroll register.
PAYE, UIF and SDL control totals.
Department, cost-centre or branch reports where the payroll structure supports them.
Leave, overtime, deduction and variance reports where included in the agreed service.
Accounting journal or payroll-cost breakdown for posting to the general ledger.
Payroll controls that reduce errors
We use a structured cut-off and approval process. The employer submits changes and supporting records by the agreed deadline; Orion Moon processes the payroll and provides reports for review; an authorised person approves the final figures before payslips, payment information or statutory values are released.
Written approval for salary changes, bonuses and once-off deductions.
Comparison with the previous period to identify unusual movements.
Review of new starters, terminations, negative pay and duplicate banking details.
Reconciliation of payroll totals to EMP201 and accounting records.
Controlled handling of confidential employee and banking information.
What the employer still needs to provide
Outsourcing payroll does not remove the employer’s responsibility for accurate source information and lawful employment practices. The employer must provide approved hours, leave, overtime, employee changes and supporting instructions by the agreed cut-off date and must review the payroll before final approval.
Who our payroll service is suited for
Our payroll support is suitable for owner-managed businesses, growing SMEs, schools, retailers, professional firms, transport operators and employers that need more structure than an internal spreadsheet or last-minute monthly process can provide. The service can scale as employee numbers, branches and reporting requirements grow.
Frequently asked questions
Can Orion Moon take over an existing payroll during the tax year?
Yes. A mid-year transfer is possible, but opening and year-to-date balances must be checked carefully so that later EMP501 reconciliations and employee tax certificates remain accurate.
Does outsourced payroll include paying employees?
The agreed scope determines whether Orion Moon prepares a bank-payment file or payment schedule. Final authorisation and release of funds should remain with the employer’s authorised banking user.
When must payroll information be submitted?
A cut-off date is agreed for each payroll cycle. Information received after cut-off may require a correction run or be processed in the next period, depending on urgency and the approved process.
Can payroll and HR work together?
Yes. Payroll is more accurate when contracts, leave, working hours, increases, disciplinary deductions and termination information are managed through a consistent HR process.