Payroll Manager (Human Capital Services)

Apr 05, 2017
Institution Type
Four-Year Institution

General Description of Position: The Payroll Manager administers and coordinates the daily payroll operations within Human Capital Services (HCS) using the Human Resource Information System (HRIS).  Processes and submits the University payroll to the Division of Accounts and Reports in Topeka and is responsible for interfaces to the Financial Information System (FIS) and the K-State Student Information System (KSIS).  Also, supervises the payroll for three affiliated corporations (i.e, Intercollegiate Athletics, Inc., K-State Student Union and Student Publications). 

Interprets guidelines and resolves challenging payroll issues insolvable by other HCS staff and the campus community.  The incumbent provides guidance to the university community on taxability issues and has a high degree of knowledge in HRIS queries (non-standard reports) as well as system interface requirements.  Incumbent is required to do the appropriate research and analysis to ensure the resolution provided is lawful. 

Diversity and Inclusion: Kansas State University embraces diversity, and promotes inclusion in every sector of the institution. The university established the Office of Diversity, led by the associate vice provost for diversity and a dedicated staff.  Additionally, each college has a designated Diversity Point Person to provide insight and guidance.  

Kansas State University received the prestigious Higher Education Excellence in Diversity, or HEED, award from Insight Into Diversity magazine for the past three years.  Multicultural students account for 15 percent of our student population, a university record and continuing trend.

Job Description: Responsibilities:
  • Directs, coordinates and administers the daily operations of the Payroll unit.  On a daily basis, provides leadership and expertise to unit staff and the campus community by interpreting complex rules, statutes, regulations and policies and procedures.  Resolves payroll related problems and complaints insolvable by other HCS staff.  Proposes and develops policies and procedures changes.  Interprets and tests processes mandated by the State, determines inefficient processes/programming and subsequent design of new computer programs and reports, and evaluates priorities to meet the needs of the university community.  Communicates with agency staff, employees and administrators regarding federal, state and agency statutes, regulations, policies and procedures.  Frequently uses professional judgment to interpret and apply rules to determine appropriate course of action.  Analyzes, recommends and implements ways to be more effective and efficient in meeting the needs of our customers.  Oversees the maintenance of the payroll, benefits and tax table updates in Human Resource Information System (HRIS) in order to ensure accurate paychecks and deductions. Analyzes requests both from internal and external sources to determine if change in procedures and/or programming is necessary and determines appropriate action.  Supervises payroll unit, including approving leave requests.  Provides feedback in the hiring and evaluation of staff not under direct supervision. 
  • Working knowledge of multiple functions within Human Capital Services including personnel, benefits, taxes and payroll in order to ensure the validity of payrolls processed.  Coordinates the calculation of paychecks and pay adjustments on a biweekly basis for approximately 9,000 state employees and 1000 employees for local agencies, which exceeds $250 million (or 60% of total University expenditures).  Performs quality control checks during each payroll cycle, statistically verifying payroll processes, including analyzing adjustments and any unusual payroll processes by visual observation and /or through creation and running of on-line system queries. 
  • Creates ad hoc queries as needed to determine resolution for unusual circumstances. 
  • Shares responsibility for running computer programs associated with on-cycle payroll processing.  Performs staff's critical duties during absences or vacancies.  When problems arise, determines resolution by analyzing alternatives and receiving input from staff and other constituents.  If time allows, contacts appropriate departmental, campus, systems and state personnel prior to taking any corrective action to ensure other programs, procedures or staff will not be adversely effected; otherwise immediate action must be taken based on personal knowledge, judgment and experience.  Normal protocol is to obtain supervisor's signature for programming changes, but has the authority to go directly to ISO staff to prevent violation of Federal and State labor regulations and policies.  Work is reviewed only in new or unusual circumstances.
  • Oversees the submission of payrolls to the State Division of Accounts and Reports (A&R).  Balances the Pay Detail file by fund and index with the state accounting systems prior to submission for printing of paychecks and updating of the state accounting system.  Works in conjunction with Accounts and Reports (A & R) accounting staff in submission and approval of payroll files.  Follows up to determine payroll acceptance or rejection of status.  In the event of payroll file rejections, determines action to take to resolve problems and then coordinates timely resolution.  Notifies payroll accounting staff when payroll files are approved to ensure data is also reflected in the KSU accounting systems.  Ensures that remittance files are reconciled with the State accounting system and submitted to A&R for payment to third party.  Ensures that accurate payroll data is maintained at both the agency and state level.  Responsible for running delivered and developed reports that identify discrepancies in employees' tax balances.  Creates ad hoc queries as needed to determine resolution for unusual circumstances.  Analyzes and researches differences between HRIS and SHARP and initiates correcting entries to ensure accurate paycheck, W-2's, 1042's and premium payments to benefit providers.  Collaborates with payroll accounting staff to resolve accounting issues and advises them of corrections to be made or of potential payroll accounting problems.  Also coordinates with appropriate HCS staff when processing and reporting begins and ends.  Work is reviewed only in new or unusual circumstances.
  • As needed, designs, tests and implements new HRIS payroll reports for department liaisons and/or accountants by working with technical staff.  Also, develops ad hoc queries for HCS staff and the campus community as needed. 
  • Works with both functional and technical staff on special HRIS projects and ensures that any changes to the current and future versions of HRIS are in compliance with the policies, procedures, and guidelines which govern the University.  This involves any changes to the database for the processing of payroll transactions.  In addition, should new business processes need to be developed to accompany a system change, the incumbent is responsible for determining, documenting and educating the campus community of the changes. 
  • Supervises balancing and reconciling the KSU Payroll Suspense clearing accounts. Compiles spreadsheet to identify any discrepancies or outstanding adjustments.  Determines what adjustments are needed and then assigns to the payroll specialist for processing.  Creates and maintains HRIS payroll processing training manual to provide documentation of payroll processing procedures and processes.  Administers payroll payments by account, balances and processes adjustments for out-of-state employees and processes summer group health and optional life insurance for 9-month employees on leave of absence.  Also coordinates disability retirement payments for employees participating in regent's retirement and the exclusion of FICA and SUT on employees on medical leave with pay.  Manually adds, deletes or corrects the HRIS chart of accounts as needed.  Processes moving, vehicle, and club due expenses for the campus community and runs payroll payment reports for Alumni.  Work is reviewed only in new or unusual circumstances.
  • Special projects as assigned (i.e., BOR, KSU and SOK reports, special requests, etc.).
Required Minimum Qualifications:
  • Bachelor's degree in accounting, business, or a related field; or equivalent work experience
  • Experience using an automated human resource database system to process payroll
  • 3 - 5 years experience managing a payroll unit
  • Ability to meet frequent demanding deadlines and manage multiple simultaneous tasks
  • Customer service oriented and ability to work independently 
Preferred Qualifications:
  • Proficient at MS Office, especially Excel
  • Working knowledge of State and Federal regulations and laws pertaining to payroll, knowledge of the Board of Regent's and Kansas State University payroll systems 
  • Working experience with payroll tax at the federal, state and local levels
  • Knowledge and skills to work with benefits administration
  • Experience in the overall design and testing of personnel/payroll systems (PeopleSoft).
  • Demonstrated ability to manage highly confidential information
Special Instructions to Applicants: To apply, please submit cover letter, detailed resume. 

Applicants must be currently authorized to work in the United States at the time of employment.

Screening of Applications Begins: Screening of applications begins immediately and continues until position is filled. Salary Range / Pay Rate: $ 53,515 - $ 85,623 annual salary Equal Employment Opportunity: Kansas State University is an Equal Opportunity Employer of individuals with disabilities and protected veterans and actively seeks diversity among its employees. Equal Employment Opportunity is the Law.  Background Screening Statement: In connection with your application for employment, Kansas State University may procure a Background Screen on you as part of the process of considering your candidacy as an employee. 

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