Associate Director, Payroll Services

Job Description

The Associate Director, Payroll Services, is responsible for the production and timely delivery of three payrolls (approximately 7,750 Form W-2s) (faculty/staff biweekly payroll, student biweekly payroll, and international monthly payroll) in accordance with University policies and procedures, instructor pilot union contract (Daytona Beach campus) and other applicable state and federal laws and regulations. The Associate Director assures proper tax treatment, accounting, and disposition of withholdings, such as taxes, deductions for benefits, charitable contributions, retirement contributions, other savings, etc. The Associate Director works closely with Human Resources, Student Employment, IT Support Services, Accounts Payable, Office of Sponsored Research Administration, Budget Office, and other University departments, as well as state agencies, TIAA, Internal Revenue Service, Social Security Administration, and other recipients of payroll deductions. The Associate Director works directly with the Director, Payroll Services, to continuously improve processes and procedures to ensure accurate and timely payment, to comply with government regulations and University policies, and to provide exceptional customer service.

Primary Job Functions, Duties, or Accountabilities:

• Plan, manage, and oversee the daily functions, operations, and activities of the Payroll Services Department for proper payment of wages and salaries by supervising the preparation of three payrolls (ERAU Inc., ERAU Europe and ERAU Asia), assuring that the in-house payroll system (Workday) is correctly processing salaries, faculty contracts and reported hours worked, the utilization of paid leave and holiday pay, the accrual of compensatory time, garnishment withholdings, proper federal, state, and local taxation, and correctly computing overtime. Work with departments and individuals to resolve payroll issues.

• Assure Workday HCM/Payroll is working as intended and in compliance with federal, multi-state, and local laws, rules, and regulations by designing, documenting and maintain appropriate processes and internal controls to ensure payroll transactions are appropriately reflected on the general ledger. Monitor results, and collaborate with Human Resources and IT Support Services to modify and adapt programming, processing methods, and reporting in response to changes in regulations, withholding rates, reporting needs, etc. Coordinate with IT to maintain the security and integrity of payroll data.

• Monitor the database for system integrity including solving problems by contacting the action line, testing solutions, implementing payroll upgrades, researching payroll capabilities, and developing more efficient ways of systems utilization.

• Reconcile and/or prepare periodic reports on retirement, Old Age Survivor and Disability Insurance (OASDI), federal withholdings, multi-state withholdings, unemployment compensation, garnishment disbursements, and other related reports of expenditures and balances of various accounts by compiling, researching, and analyzing data regarding these program expenditures. Remain current on related union contract provisions.

• Address audit compliance requirements - internal, external, retirement, Workers’ Comp, and various state requirements. Advise management on needed action.

• Provide functional and technical time and payroll expertise and oversight in implementing industry best practices. Work with stakeholders and management to implement, manage, and support time and attendance payroll solutions. Works under limited supervision, with considerable latitude for the use of initiative and independent judgment to troubleshoot payroll related issues; recommends and helps implement new or modified administrative processes, including Workday configuration changes and testing.

• Perform tax research and analysis of tax laws and regulations regarding payroll and compensation taxes both in the United States and internationally. Oversee and monitor the eligibility to work in the United States and proper tax treatment of wages of international employees.

• Oversee quarterly and year-end tax filing processes and ERAU Inc. and ERAU Asia Form 990, Part VII and Schedule J.

• Oversee and monitor employee’s eligibility to work in the United States and proper tax treatment of salaries/wages of international employees. Manage and process IRS Form 1042, Annual Withholding Tax Return for U.S. Source Income of Foreign Persons, and Form 1042-S, Foreign Person's U.S. Source Income Subject to Withholding, tax documents. Collaborate with the University's International Programs offices (Daytona Beach and Prescott campuses) on communications to international students and returns filed via Sprintax tax preparation software.

• Manage the maintenance of accurate payroll records according to document retention regulations. Ensure accuracy of information on the Payroll Services/Controller's Office webpage and participate in employee information/orientation sessions as they relate to payroll. Prepare payroll-related communication to the campus community as needed. Perform other duties and special projects as assigned.

Qualifications

Required Education: Bachelor's degree with an area of concentration of accounting, finance, business or related field.

Required Experience: At least 5 years of payroll experience

Required licenses, certificates, and/or security clearances: Certified Payroll Professional Certification desired. Workday Pro Certification preferred.

Required skills, knowledge, abilities:

• Qualified candidates must have a minimum of five years of work-related experience leading the payroll function or an equivalent combination of education, training and experience

• Demonstrated success supervising payroll staff

• Expertise managing complex employee pay, payroll processes, and technical issues

• Knowledge of international, federal, state and local tax regulations, and demonstrated experience developing and implementing payroll processes in compliance with payroll standards, legal compliance and best practices

• Experience managing system interfaces and account reconciliations

• Experience successfully completing audits from the federal and state level

• Demonstrated commitment to working within a diverse environment and interacting collegiately with individuals of different backgrounds

• Exemplary customer service skills

• Strong business acumen with an understanding of the connection between mission and operational and fiscal drivers

• Ability to navigate sensitive and highly confidential situations involving payroll

• Must possess a high degree of integrity and inspire trust of the position

• Excellent attention to details, analytical skills and communication skills – at all levels of the organization and across multiple campuses – in the United States and internationally

Additional comments regarding education/experience requirements: Experience in Workday Payroll and Time Tracking and ADP is highly desirable. Payroll experience in a higher education setting preferred. The candidate shall possess multi-state payroll and knowledge of state and federal tax law and regulations. The candidate must also understand generally accepted accounting principles.