Date:	July, 2015
Reports to (Job Title):	Payroll Manager
Jobs Reporting (Job Titles):	None
Department:	Human Resources
Location:	Main Campus
Grade:	USG 4 - 6 35 hr/wk

Primary Purpose

The Payroll Administrator provides customer service to both internal and external customers, enters payroll related information, and verifies gross to net payroll data in an accurate and timely fashion in accordance with government legislation, University policy and established processes and procedures.

Key Accountabilities:

1. Accurately calculates and enters pay related information in PeopleSoft or service provider portal (for International Payroll).

Review pay related submissions for completeness and compliance with government legislation and University policy.
Follow up with HR Admin or departments where data is incomplete or non-compliant, or where clarification is needed.
Calculate payments such as retroactive earnings and top-up payments for eligible employees on maternity/parental/adoption leave.
Enter payroll data such as voluntary and involuntary deductions, retroactive and additional pay items, payments on termination, manual transfers, special letters, and CPT30 forms.
Prepare foreign fund payments for processing in coordination with Finance department.
Ensure accuracy of entry by reviewing audit reports and making corrections as necessary. Ensure GL accounts are setup correctly and resolve as necessary in coordination with Finance.

2. 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, review earning, deduction, and tax data and compare to supporting documentation to verify accuracy.
Make corrections in PeopleSoft where necessary, or coordinate with HR Admin team to have corrections made.
Organize, maintain and file documentation related to the payroll function for audit purposes after the pay cycle is complete.
Produce off-cycle payments or adjustments as required.

3. Communicate with internal and external customers in person, via the telephone and through email.

Respond to inquiries in a timely fashion as per Human Resources’ service standards.
Perform research where necessary to provide an accurate answer.
Communicate policy and legislative requirements as appropriate to support the payroll function.
Deal with sensitive or personal information in a confidential and professional manner.
Confer with, or escalate matters to, senior level team members as appropriate.

4. Other duties include, but are not limited to:

Look for continuous improvement opportunities related to efficiency and payroll best practice and bring forward to Payroll Manager.
Ensure consistent application of University policy and standard operating procedures and compliance with legislative requirements.
Prepare cheque requests for government remittances, garnishments, general deductions, etc., and forward to Finance.
Prepare and file Records of Employment (ROEs) 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 HRMS functionality as required.
Contribute to creation and maintenance of standard operating procedures.
Assist with training of new team members as required.
Special projects as assigned.

Position Requirements

Education:

2-3 year post-secondary education in business accounting or similar course of study. Working towards Canadian Payroll Association Payroll Compliance Practitioner certification (PCP).

Experience:

2 - 5 years of progressive payroll experience in a large-scale fast-paced environment. Key competencies include strong customer service and communication skills, ability to work as a member of a team, accuracy in work, and strong attention to detail.

Technical:

MS Word	Excel	PowerPoint	Other
Basic	Intermediate	Basic	Experience with PeopleSoft HRMS or other in-house payroll system

Nature and Scope

Interpersonal Skills:

Communicates internally with customers across all areas (Faculty, Staff, CUPE, Students) to obtain information where clarification is needed regarding pay related submissions; to answer inquiries; or to resolve payroll related issues. Communicates with team members and others in HR on a regular basis to coordinate and execute payroll functions. Communicates externally with banks and other agencies, such as the Canada Revenue Agency and Service Canada, to investigate direct deposit discrepancies, respond to requests for information, etc. Deals with sensitive or personal information in a confidential and professional manner.

Level of Responsibility:

Participates in all aspects of payroll data entry and verification. Reviews submissions for accuracy and compliance, ensuring government legislation and University policy is adhered to. Communicates complex legislative and policy requirements to internal customers. Provides basic instruction on the use of myHRinfo to the campus community. This job has specialized and routine tasks and, although most work is performed independently, receives direct supervision.

Decision-Making Authority:

Investigates pay related issues, providing information and explanation to those involved and makes adjustments/corrections as necessary (ie. missing hours, wrong account charged, calculation of taxes, etc.). In times of uncertainty raises issues with senior level team members.

Physical and Sensory Demands:

Moderate sensory demands typical of a position in a very busy, customer focused office environment with constant interruptions.

Working Environment:

As a front line customer service position, there is moderate exposure to disagreeable conditions in the form of angry/confrontational customers. Regular interruptions to deal with customers are to be expected.

May be required to work additional hours during peak times and year end or in relation to system related emergencies.