Position Description: Payroll Manager

Reports to: Director of Human Resources

Position Summary

This position oversees the payroll department, ensuring payroll is accurately processed on a timely basis. Prepare management reports which will assist department managers to effectively and efficiently utilize their personnel. Work closely with other departments in training and ensuring they properly process and use the time entry program. Identify areas of concerns through thorough review of the bi-weekly payroll process. Identify areas within processing in which higher efficiency and accuracy levels can be attained.

Essential Duties and Responsibilities

Bi-weekly Payroll Processes

• Develop and administer payroll rules and controls
• Ensure payroll policies & procedures are adhered to
• Monitor payroll levels, identifying excessive wage and hours incurred
• Ensure issues are resolved and/or are brought to the attention of those at the level of responsibility
• Biweekly activities to include the following: inputting weekly hours, voiding checks/ manual check as required. Exporting payroll from time management system and importing into the HRIS system. Distributing paychecks. Preparing bi-weekly payroll budget analysis (Actual vs. Budget) including ensuring that all employees are classified in their proper departments
• Maintain and be highly knowledgeable of the payroll and peripheral systems linked to the payroll system
• Administer the security of the system as well as manage data, system maintenance, definition and table maintenance.
• Execute pay policies, existing and new, that may impact the pay for numerous employees
• Control and manage all payroll projects
• Ensure projects are efficiently managed and executed
• Work closely with all departments to ensure the department payroll needs are met and addressed in the project
• Payroll processing for all Roberts entities as well as Roberts-related entities
• Work closely with UKGPro ensuring efficient and accurate payroll processing
• Assist in identifying system processing changes and/or revisions
• Work closely with UKGPro ensuring the proper reconciliation of tax filings as well as W-2 and 1095-c filings at year end. Update all appropriate system fields to accurately produce W-2’s, amending errors as needed.
• Work closely with all system vendors ensuring the systems are properly maintained and the proper support is being received
• Review the effectiveness of using outside vendors in any piece of the payroll process on a consistent basis to ensure outside vendors are the most efficient, cost effective method of processing payroll
• Correspond with inter-company administration to ensure all necessary information is transmitted accurately and timely
• Upgrade system as new rollouts are offered through UKGPro
• Register Verification (bi-weekly) – Scrutinize payroll register of all entries made throughout processing
• Contact supervisors / employees if rejections / errors are detected
• Process Notice to Personnel Forms (“NTP”)’s and Payroll Change Authorization Forms(“PCA’s”) if necessary for adjustments
• Contact UKGPro if the Payroll Mainframe data needs changes that cannot be completed through the HRIS interface
• Ensures compliance with all federal, state and local employment laws.
• Journal Entries - Enter journal entries for processed payrolls as well as preparing the General Ledger (“GL”) file for interfacing with accounting software.

Management

• Supervise the payroll team of up to two payroll specialists and/or administrators.
• Plans, organizes and controls all activities of the department. Participates in developing department goals, objectives and systems.

Monthly Processes

• Vacation / Sick Accruals (monthly)
• Calculate monthly vacation and sick accruals by company / department and create journal entries as necessary for GL department
• System Upgrades & Updates (monthly) – Install tax updates monthly provided by UKGPro
• Deduction Reconciliation (monthly) – Reconcile payroll deductions items on monthly basis
• Research outstanding items and process journal entries to balance account

Quarterly Processes

• Payroll Tax Reconciliation and Maintenance (quarterly)
• Reconcile tax withholdings, payments and refunds
• Correspond with UKGPro Tax Service and government agencies to resolve any tax related issues and to update the system with any changes in tax calculation.
• Follow-up to ensure that items are closed
• Prepare necessary journal entries for adjustments made
• Third party sick pay maintenance (quarterly)
• Gather, record, and file temporary disability insurance (“TDI”) benefit payments information from Pacific Guardian Life Insurance (“PGLI”).
• Process Tax Summary Reports (“TSR”)’s for UKGPro Tax Filing.
• Input TDI info monthly into the HRIS and reconcile inputted information from payroll register
• Request TDI checks from Accounting to pay PGLI’s statement

Reporting

• Financial Analysis (upon request) – Generate and analyze payroll data for finance department, providing managers with information as needed for decision making
• External requests for information – provide timely and accurate responses to authorized third party requests for information, including subpoenas, mandatory filings, reports to support bids for contracts and more.
• Financial Reporting (bi-weekly) – Create financial reports for managers upon requests incorporating payroll hours, wages and employee data
• 1095-c ACA Reporting – Compile data to complete the 1095-c tables for 1095-c production prior to year-end payroll processing
• Joint Experience Rating Account (“JERA”) – compile documents and reports for JERA calculation incoordination with third party accounting firm to file request for favorable state unemployment rate changes under JERA program.

Systems and Other

• Insurance Audits – Prepare information needed to accurately complete insurance audits. Correspond and accommodate auditors with payroll and HR information as needed
• System conversions – Initiate and support UKGPro to create and implement future projects, i.e. Company additions, standardizations, new systems, etc.
• HRIS/Payroll platform migration projects – Provide expertise and manage configuration and implementation efforts for HRIS/Payroll platform migration projects.
• Other duties/projects as assigned

Requirements:

• Bachelor’s degree (BA) from four year college or university or one to two years related experience and/or training or equivalent combination of education and experience
• Ability to calculate figures and amounts such as discounts, interest, commissions, percentages, proportions, area, etc.
• Must have basic understanding of computers and use of applications, format basic letters, data entry to set forms and email
• Able to work with various office machinery

Specified Skills, Aptitudes & Abilities:

• Effectively present information and respond to questions from groups of managers, clients, customers and the general public
• Write reports, business correspondence and procedure manuals
• Read, analyze and interpret general business periodicals, professional journals, technical procedures or government regulations
• Work with mathematical concepts such as probability and statistical inference
• Apply concepts such as fractions, percentages, ratios and proportions to practical situations
• Able to define problems, collect data, establish facts and draw valid conclusions
• Positions requires sitting for long periods of time and manual dexterity – hand/eye coordination
• Able to adjust to a fast-paced environment with varying deadlines

The above information on this job description has been designated to indicate the general nature and level of work performed by an employee in this classification. It is not to be interpreted as a comprehensive inventory, of all duties, responsibilities, and qualifications of employees assigned to this job. Reasonable accommodations will be made to enable qualified individuals with disabilities to perform the essential functions. An Equal Employment Opportunity.

EOE/M/F/Vet/Disabilities