Offboarding and Payroll Officer

City Savings Bank, Inc.; Pasig; On-site; PHP 360,000 - 600,000; Full time

Job summary

City Savings Bank, Inc. seeks an Offboarding & Payroll Officer to manage end-to-end employee offboarding and payroll bookkeeping. You will oversee clearances, asset returns, and final pay in strict alignment with bank policies. The role reports to the Payroll Administration Head in the HR Payroll Administration Unit.

You will compute final pay, prepare required documents, and ensure accurate ledger entries. Real-time tracking and monthly reporting are key deliverables in this position.

Responsibilities

• Send offboarding requirements to outgoing employees, including the clearance checklist and exit interview link.
• Initiate and monitor routing of clearance forms to designated clearing units.
• Coordinate handover of duties with line managers for smooth transitions.
• Ensure return of company properties (laptops, mobility kits, access cards, keys, vehicles).
• Notify units and line managers of obli- gations such as loans, AR, HMO, cash advances.
• Compute last pay, separation pay, and retirement pay based on clearance results.
• Prepare quitclaim, BIR Form 2316, COE, and clearance certificates as needed.
• Prepare payment requests for final payout disbursements.
• Release final pay only after fully signed offboarding docs and clearances.
• Follow up with separated employees on insufficient final pay and settlements.
• Record offboarding transactions in payroll system and perform bookkeeping.
• Prepare and post journal entries for separation releases to GL.
• Reconcile offboarding payroll accounts before audits.
• Maintain real-time tracker of separations via OneDrive.
• Provide monthly report on separation statuses and financials to Head of Payroll and HRS Head.

Job description

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.
• 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.