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DUTIES ANDRESPONSIBILITIES:
The incumbent ensuresaccurate and, timely processing of full cycle payroll activities while ensuringthe College is in compliance with the Canada Revenue Agency (CRA), CAAT, OPSEUUnion and other governing agencies. The incumbent works as a key team player inadministration and processing in the payroll department.
The primarytasks/responsibilities of this role are coordination and administration ofbiweekly payroll functions to ensure payroll runs successfully. Responsible forthe critical function of analysis and verification of payroll data received forprocessing to ensure preparation and accurate processing of all employees.
The Payroll Specialist performsa variety of payroll tasks which are high volume, deadline sensitive andrequire sound decision making. the position is accountable for managing directdeposits, benefits withholdings, payroll deductions, garnishments, variousmanual calculations, retro adjustment of pay and other payroll entries. Thepayroll input activities are processed using ADP and data validations arecompleted to Colleges ERP systems (Banner and EPAF).
The incumbent consistentlyliaises with finance to ensure data accuracy of financial transactionsconsisting of payments made, along with ongoing analysis of all mandatorydeductions (Revenue Canada, CAAT Pension, Sun Life) and is steady incommunication with Human Resources to ensure employees are paid on time andaccurately. Responsible for analysis, reconciliation and finalization of allpayroll data for year-end reporting of T4 and CAAT annual Data Collection. Inthe role of Payroll Specialist, the incumbent assesses sensitive andpotentially critical situations, ensuring appropriate direction and action istaken.
PayrollProcessing:
Regular Duties: Daily/Weekly- Collect, inquiry, process and communicate payroll information adhering to the service level standard, business policies and standards, seeking clarification on processing earnings, deductions as required.Input and validation of all payroll processing file changes into Payroll system, ensuring data integrity, accuracy of information and reconciliation of data across systems. Modify entries where necessary
Bi-weekly/Monthly. Prepare, maintain and process salaried and hourly payrolls and ensure timely preparation and verification of employee pay statement. This information will include, but is not limited to: appointment notices, terminations, benefits setup, leaves of absence, reduced workloads, reclassifications, temporary positions, benefit changes, timesheets, contracts changes, TD1's, tax waivers, sabbaticals, secondments, salary changes, garnishees, etc. Perform complex manual calculations for various payroll requests, balance salary of entitlement, retroactive rate increases, late timesheet data, etc. Balance and confirm register totals to input batches and investigate and reconcile any discrepancies.
An in-depth understanding of the differences between full-time and part-time payrolls is required as is an in-depth understanding of multiple collective agreements and all statutory and non-statutory deductions and their calculations programming within ADP for T4 population.
Post Payroll processing- Prepare & submit accurate reporting to Service Canada for ROE (excess of 400 ROE's certain times during the year), Garnishment and other reporting requirements. Ensure AP requisitions (Union, Garnishments, FRO, etc.) are forwarded by the due dates required. Submit online reporting to CAAT, FRO, and OPSEU monthly. Prepare journal entries to record funding of payroll as well as completed AP requisitions.Setup and process special payroll runs (off cycle) maintain pending files to ensure accuracy of future adjustments to payroll. Payroll Bank reporting and reviewing activities and acting as needed.
Communication: Respond promptly to all payroll requests internally and externally - emails, direct mail, voicemails, employee drops in for inquires etc.
Research discrepancies of payroll information and/or documentation (i.e., salary, timesheets, leave time and etc.) for the purpose of ensuring accuracy prior to processing. Payroll other: Actively participate in payroll process improvements and maintain checklists, signoff sheets, processes & procedures manual as required.
Disbursements/Reconciliations:
Calculate and prepare documentation for varied payroll remittances such as union dues, WSIB, CAAT pension and garnishees, on a biweekly and monthly basis.
Process manual payments to staff due to missing documentation and update YTD figures in ADP system and validate the pay information.
Biweekly file created for Financial Aid work study hours and distributed to ensure excess hours not charged to work study
Review SIN file monthly for international employees (SIN beginning with a 9) and follow up with HR for expiry dates.
Month end account reconciliations to ensure all funds cleared from respective accounts.
Balance CAAT pension reports on a biweekly basis.
Quarterly - Audit T4 payroll items and balances test T4's to ADP master control totals. Sample calculation to ensure payroll is calculating correctly, compliance with CRA and company policies.
Annually - Audit items aligned with Payroll reporting. Assist in preparation and distribution of T4 and provide copies when requested. Compile, validate and balance full data import CAAT DCT filing. CAAT DCT filed earnings, contributions, service and Pension adjustment is used populate CAAT member annual statements for accrued future pension payments.
OtherDuties:
Respond to daily inquiries from employees, Employment Insurance, TD1 taxes, CPP election to stop CPT30, OPSEU monthly remittances, PIER reports from Service Canada, WSIB staff reimbursements, etc.
Work with staff on issues to access Web Time Entry (WTE), and follow up with HR/HRIS as required to ensure access corrected
Assist managers biweekly with all WTE access and approval issues for sign off.
Work with Finance and HR when overpayments occur for repayment and adjusting entries - Amend T4 if required.
Reply to all emails within payroll department inbox at the set service levels of within 24 hours.
Verify annual registers and other documentation for accuracy.
Prepare annual pension adjustments.
Provide back-up support for coworkers in case of absence.
Review weekly transactional report received from HR to ensure the data ready for processing and then follow up on missing paperwork/information.
Calculate missed pension contributions due to late enrolments into the CAAT pension plan.
Complete CAAT documentation for Termination / Retirement application, and Change of Employment.
Provide support to the manager by assisting with allocation of work assignments; providing support and solutions to coworkers when required; ensuring staff coverage.
Determine when issues are to be escalated to the manager for resolution.
Provide recommendations to the manager regarding implementation of new processes and procedures. Other duties as assigned
Process CAAT non-contribution listing files 3 times per year for DB plus as per due dates set by CAAT.
Assist staff with ADP login issues and distribute T4's as requested.