Payroll Administrator

5 months ago

Waterloo, Canada University of Waterloo Full time

Overview:
**Term: 1 year**

**Responsibilities**:
Accurately calculate, enter and review pay related information in Workday
- Review pay related submissions for completeness and compliance with government legislation, University policy, and established processes and procedures
- Follow up with other teams within HR or campus departments where data is incomplete or non-compliant, or where clarification is needed
- Validate retroactive earnings and deductions, and calculate and validate top-up payments for eligible employees on maternity/parental/adoption leave
- Enter payroll data such as voluntary and involuntary deductions, retroactive pay items not handled by Workday’s retro functionality, additional pay items, payments on termination, pre-paid benefit amounts, manual salary transfers, garnishments, special letters, and CPT30 forms

Review and balance the bi-weekly and monthly payrolls to ensure employee pay data is accurate before the pay is confirmed and released
- In coordination with other members of the payroll team, run payroll calculations, incoming interfaces, and balancing and audit reports
- Review earning, deduction, and tax data and compare to supporting documentation to verify accuracy
- Make corrections in Workday where necessary, or coordinate with other teams within HR to have corrections made
- Run outgoing interfaces and distribute deduction reports once pay processing is complete
- Organize, maintain, and file documentation related to the payroll function for audit purposes
- Produce off-cycle payments or adjustments as required

Process bi-weekly and monthly payrolls from beginning to end in coordination with the Assistant Payroll Manager while adhering to strict deadlines (Senior Payroll Administrators)
- Run all processes in Workday needed to facilitate data entry, verification, confirmation and transmittal of the pays
- Coordinate production and distribution of pay advices, cheques, payroll registers and remittance reports, etc.
- Transmit electronic credit and debit files to the bank, verify acceptance, and deal with any rejected deposit amounts as required
- Place bank recalls for direct deposit amounts and stop payment requests for cheques as necessary
- Respond to inquiries in a timely fashion as per Human Resources’ service standards
- Perform research where necessary to provide an accurate answer
- Communicate policy, procedural, and legislative requirements to customers who often have little or no understanding of payroll
- Provide functional assistance with regard to Workday Payroll self-service features and Time Tracking data entry
- Deal with sensitive or personal information in a confidential and professional manner
- Confer with, or escalate matters to, senior level team members as appropriate

Other duties include, but are not limited to:

- Prepare cheque requests for government remittances, garnishments, general deductions, etc., and forward to Finance
- Process pay reversals and adjustments in Workday to maintain accuracy of employee records
- Prepare foreign fund payments for processing in coordination with Finance department
- Prepare and file Records of Employment (ROEs) electronically with Service Canada for employees who terminate or have a break in service
- Assist with year-end adjustments and corrections as required and respond to customer inquiries related to year-end slips
- Participate in annual and adhoc audits, providing back-up paperwork and commentary on process where necessary
- Participate in user acceptance testing for upgrades, updates and implementation of new functionality as required
- Contribute to creation and maintenance of standard operating procedures
- Assist with training of new team members and co-op students as required
- Look for continuous improvement opportunities related to efficiency and payroll best practice and bring forward to Payroll Manager
- Special projects as assigned

Qualifications:

- 2-3 year post-secondary education in business accounting or similar course of study
- Has attained, or is working towards, Canadian Payroll Association Payroll Compliance Practitioner certification (PCP)
- Must be willing to participate in professional development in order to keep a breast of changes in the field and maintain certification once attained
- 2-5 years of progressive payroll experience in a large scale, fast paced environment
- Experience in the Higher Education sector preferred
- Strong knowledge of Canadian tax provisions, provincial/federal programs including CPP, EI, provincial healthcare, workers compensation, etc., and provincial employment standards
- Strong customer service, and oral and written communication skills
- Ability to work as a member of a team
- Accuracy and attention to detail in work, proven analytical and problem-solving skills
- Ability to multi-task and prioritize work, at times with conflicting priorities
- Experience with Workday Payroll and Time Tracking or other in-house payroll system
- Interme

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