Payroll Manager

The Payroll Manager is a stand-alone, highly autonomous role responsible for the full end-to-end payroll function for Empire Auto Parts' 1,000 employee workforce across more than 25 states. This individual serves as the company's sole subject matter expert for all payroll operations, compliance, tax management, and technology — with deep expertise in UKG Pro (formerly UltiPro) and UKG Workforce Management (formerly Kronos). The ideal candidate is a seasoned payroll professional who operates independently, exercises sound judgment and continuously builds and refines processes with minimal oversight.

This is not a team leader or coordinator role. It is a senior individual contributor position requiring mastery-level knowledge of multi-state payroll processing, UKG systems administration, regulatory compliance, and payroll tax accuracy across all jurisdictions in which Empire Auto Parts operates.

Supervisory Responsibilities

None — Stand-Alone Individual Contributor Role

Department

Accounting and Finance │ Reports To: Corporate Controller

Duties │ Responsibilities

Payroll Processing & Administration

• Independently process full-cycle, multi-state payroll for 1,000 employees — including hourly, salaried, and commission-based team members — on a weekly and bi-weekly schedule.

• Maintain and optimize UKG Pro for payroll calculations, earnings and deduction codes, tax tables, pay groups, and employee records that pertain to payroll.

• Review and audit timekeeping data for discrepancies, missed punches, and policy exceptions prior to each payroll run.

• Manage all payroll adjustments, retroactive pay, off-cycle runs, and manual check requests with full documentation.

• Process garnishments, levies, child support orders, and other wage assignments in full compliance with applicable federal and state law.

Multi-State Payroll Tax Compliance & Accuracy

• Own and oversee all multi-state payroll tax compliance — ensuring accurate withholding, remittance, and reporting across every jurisdiction where Empire Auto Parts has employees or established nexus.

• Monitor state income tax (SIT) withholding accuracy for resident and non-resident employees; apply correct reciprocity agreements where applicable and maintain up-to-date work location and domicile records in UKG Pro.

• Manage State Unemployment Insurance (SUI) obligations across all active states — including wage base tracking, rate updates, experience rating notices, and timely deposit schedules.

• Administer state-specific programs including State Disability Insurance (SDI), Paid Family Leave (PFL), and local income taxes (e.g., Pennsylvania EIT, Ohio municipal taxes) with accurate withholding and remittance.

• Establish and configure new state and local tax codes in UKG Pro when the company expands into new jurisdictions, ensuring nexus is properly reflected before the first payroll run.

• Prepare and submit all required payroll tax filings on time — federal 941s, FUTA 940, and all state and local equivalents — with full reconciliation to payroll register totals prior to filing.

• Reconcile payroll tax liabilities for each pay period, resolving discrepancies between UKG Pro calculations, deposits, and general ledger balances before they compound.

• Manage year-end multi-state W-2 production, including employees with multiple state wage boxes, ensuring accuracy of state wages, taxes withheld, and supplemental wages across all jurisdictions.

• Stay current on federal and state payroll tax law changes — wage base updates, supplemental rate changes, new local ordinances — and proactively implement required updates in UKG Pro.

• Coordinate and respond to all federal and state payroll tax agency notices, penalty abatement requests, and audits; serve as the primary point of contact for tax authorities.

• Maintain comprehensive payroll tax records and documentation in accordance with all applicable federal and state recordkeeping requirements.

Finance & Accounting Support

• Assist with payroll-related budget forecasting, accrual calculations, and variance analysis.

• Partner with Finance and Accounting on month-end and year-end close activities related to compensation and benefits costs.

• Benefit and 401K reconciliations, control checks and support with audits.

Employee & HR Support

• Serve as the primary point of contact for employee payroll inquiries — resolving discrepancies, tax withholding questions, direct deposit changes, and related matters promptly and professionally.

• Train managers and supervisors on UKG Workforce Management timekeeping, approval workflows, and self-service features.

• Support new hire onboarding by ensuring accurate payroll setup and tax withholding configuration in UKG Pro.

Required Skills │ Qualifications

• 5 years of progressive, hands-on payroll experience processing payroll for a workforce of 500 or more employees.

• Deep, configuration-level expertise in UKG Pro (UltiPro) — including payroll processing, tax management, earnings/deduction code setup, and year-end processing.

• Deep, hands-on experience with UKG Workforce Management (Kronos/WFM) — including timekeeping rules, accrual policies, scheduling, and payroll integration.

• Demonstrated multi-state payroll experience across at least 5 states, including SIT, SUI, SDI/PFL, and local tax jurisdictions.

• Thorough working knowledge of federal and state payroll tax regulations, wage and hour law, garnishment compliance, and multi-state reciprocity rules.

• Proven ability to operate independently as a stand-alone payroll function — self-directed, resourceful, and fully accountable for outcomes.

• High proficiency in Microsoft Excel (VLOOKUP, pivot tables, data validation, reconciliation models).

• Exceptional attention to detail and a demonstrated track record of payroll accuracy.

• Associate’s or Bachelor’s degree in Accounting, Finance, Business Administration, or a related field preferred.

• Certified Payroll Professional (CPP) designation through the American Payroll Association preferred.

Personal │ Professional Attributes

· Highly self-sufficient and autonomous — operates with confidence as the sole payroll resource for a large, complex, multi-state organization.

· Detail-obsessed with an unwavering commitment to accuracy; understands that payroll errors have a direct impact on employee trust.

· Strong communicator who can translate complex payroll and tax topics for non-technical audiences including HR, Finance, and employees.

· Proactive and forward-thinking — anticipates regulatory changes, system needs, and compliance risks before they become problems.

· High integrity and discretion when handling confidential compensation and personal employee data.

· Continuous improvement mindset; consistently looks for ways to streamline processes and leverage UKG system capabilities more effectively.

· Adaptable and composed under pressure, particularly during peak periods such as year-end, audits, or system upgrades.

· Collaborative partner to HR, Finance, and Operations — willing to roll up their sleeves while also contributing strategically.