Payroll Coordinator

Perform payroll functions, from time entry review to ADP file submission for payments to employees as well as required wage and tax reporting. Enter and maintain records for all payments to foreign entities for compliance with IRS and INS payment regulations and treaty benefits. Balance assigned payroll related general ledger accounts monthly.

Duties:

Process campus-wide payrolls

• Capture, review and validate all payable time worked by exempt, non-exempt, temporary and student employees on a biweekly cycle
• Audit payroll/employee data as entered in Oracle by Human Resources for accuracy.
• Input and maintain payroll deduction records regarding federal and state garnishments, child support payments, rent/land lease deductions, and miscellaneous accounts receivable.
• Enter non-cash benefit items for service awards, gift cards, and personal mileage for W-2 reporting purposes. Balance and remit health savings funds.
• Update element codes and costing as needed in Oracle.
• Serve as primary contact for all payroll/time entry related questions and problems.

Verify Tax and Wage reporting processed via ADP.

• Use Oracle reporting to confirm and reconcile what is being transmitted by ADP so that taxes are timely filed and paid.
• Prepare Journal entries for taxes remitted by ADP.
• Process all court-ordered or tax levied wage garnishments and ensure timely payment online. Prepare journal entries to record garnishment payments.
• Prepare quarter reports in Oracle to submit to ADP, verify reporting from Oracle with reporting in ADP.
• Annually prepare year end reporting to submit to ADP, verify reporting from Oracle with ADP for W2/W3 filing, and employee access to W2's.

Foreign Entities:

• Enter and maintain immigration and Visa information in Sprintax Calculus Software for all foreign entities paid through payroll or accounts payable. Foreign entities include individuals paid as employees, students, independent contractors or foreign corporations.
• Determine tax implications based on residency status, treaty benefits, and type of payment for each entity.
• Utilizing the Sprintax Calculus Software, collaborate with departments on campus regarding tax implications for payments to foreign entities. Payments include, but are not limited to, scholarships (qualified and non-qualified), grants, reimbursements, product purchases, etc,
• Prepare 1042-S forms for payments to Foreign Entities, submit 1042-T to the IRS.
• Assist Foreign National students with filing their 1040-NR tax returns.
• Keep informed of governmental changes that impact the payroll operation and participate in the planning and implementation of programs to affect those changes.

Other:

• Reconcile all payroll-related accounts to general ledger.
• Maintain and update Payroll Procedures Manual as needed.
• Assist with the testing and implementation of Oracle upgrades.
• Assist with audits and other projects and tasks assigned by departmental management.

Requirements:

Bachelor's Degree with at least 5 years of experience in accounting and/or payroll; higher education is a plus. Oracle experience is a plus.

Strong preference for experience with payments to Foreign National entities and non-resident alien tax compliance.

Ability to work with a broad group of colleagues campus-wide and handle confidential information with discretion

Strong communication skills and interpersonal skills

Excellent organizational and time management skills.