Main Responsibilities and Required Skills for Payroll Supervisor

A Payroll Supervisor is responsible for preparing and processing payroll for employees. They ensure compliance with relevant laws and internal policies and respond to inquiries from employees regarding payroll. In this blog post we describe the primary responsibilities and the most in-demand hard and soft skills for Payroll Supervisors.

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Main Responsibilities of Payroll Supervisor

The following list describes the typical responsibilities of a Payroll Supervisor:

Apply

Apply company policies, procedures, and internal payroll controls at all levels of required work.
Apply documented payroll processes to execute day-to-day work procedures.

Approve

Approve monthly payment requests (i.e. dues, taxes, pension, savings plans).

Assess

Assess and resolve escalated payroll issues and discrepancies.

Assist with

Assist Controller with resolving problems related to payroll accounts.
Assist in establishing payroll procedures and guidelines as well as troubleshooting payroll problems.
Assist in the hiring process for each corporate department, as necessary.
Assist in the processing the head office payroll.
Assist manager in scheduling periodic audits to ensure that payroll data is accurate and current.
Assist the Director of Payroll with additional tasks and projects.
Assist with Benefits administration.
Assist with budget preparation and outcome analysis.
Assist with monitoring of quarterly tax filings.
Assist with reconciliation of Payroll yearend reporting (e.g. 941, W - 2, etc.).

Assume

Assume responsibility for related duties as required or assigned.

Audit

Audit payroll processes to ensure data integrity.

Balance

Balance payroll accounts by auditing information.
Balance the payroll accounts by resolving payroll discrepancies.

Calculate

Calculate and process member dues.
Calculate and verify retroactive payments and adjustments.
Calculate disbursements and payroll calculations for multi-provincial employees.
Calculate vacation and terminations.

Collaborate

Collaborate with Human Resources (HR) and accounting teams.
Collaborate with Payroll team with annual reporting requirements for Finance, auditors, etc..

Communicate

Communicate any changes in payroll / benefit processes to employees, as applicable.
Communicate openly and effectively in both formal and informal settings.

Complete

Complete all payroll accounting including monthly journal entries and reconciliation.

Comply with

Comply with federal, state, and local legal requirements by studying existing and new legislation.

Conduct

Conduct appropriate reconciliations (401 (k) , etc).
Conduct payroll analysis as required.

Configure

Configure payroll reports utilizing Ceridian's report writer as required.

Coordinate

Coordinate the creation and issuance of ROEs.
Coordinate timekeeping and payroll systems.
Coordinate year-end payroll activities.

Create

Create, modify, and utilize spreadsheets to administer various payroll transactions.
Create spreadsheets for Sessional and Continuing Studies faculty contracts used for payments.

Determine

Determine the need for new accounts and revisions in the account structure.

Develop

Develop plans to achieve short-term team goals and complete assigned projects.

Distribute

Distribute tax forms to employees and remits appropriate documentation to Revenue Canada.

Enforce

Enforce established payroll related policies, procedures and regulations.

Ensure

Ensure accounting close deadlines are met and accounts are reconciled.
Ensure accuracy and compliance for multi provincial payroll for both salaried and hourly employees.
Ensure accuracy of reports and adherence to regulatory requirements.
Ensure all Garnishment Orders and Third-Party demands are processed when served.
Ensure Company compliance with all applicable wage and hour and payroll tax related laws.
Ensure compliance with federal, state, and local payroll, wage, and hour laws and best practices.
Ensure compliance with relevant laws and internal policies.
Ensure compliance with state and local payroll tax requirements.
Ensure data accuracy for newly on boarded employees, subcontractors and associated equipment...
Ensure payroll documentation on the University website is up to date.
Ensure payroll information is accurate and in place for transmission of payroll as scheduled.
Ensure proper follow-through on all directive from the Corporate Office and the Director of Payroll.
Ensure remittance to all third-party vendors are processed in a timely and accurate manner.
Ensure the compliant reporting of T4, T4A and T2200 reconciliation and filing.

Establish

Establish and maintain good vendor relations for those who supply payroll support systems.
Establish and maintains effective business relations with vendors, and outside auditors.
Establish internal department procedures and policies in conjunction.

Export

Export and import of daily field tickets from field ticketing software (Aimsio).

Facilitate

Facilitate audits by providing records and documentation to auditors.

Follow-up

Follow-up on CRA, EI and FMEP requests for information.

Form

Form systems and protocols to direct the collection, calculation and entering of pay data.

Fulfill

Fulfill wage garnishment requirements by completing forms.

Generate

Generate reporting as required for the internal team and the business.

Handle

Handle all compliance related matters to ensure proper internal controls.
Handle discipline and termination of employees in accordance with company policy.

Help

Help to create and maintain strong team spirit and mutual support within the department.

Identify

Identify and resolve payroll discrepancies and irregularities.
Identify process improvement initiatives and define standards for new processes.

Improve

Improve and optimize payroll processes and seeks efficiencies wherever possible.

Input

Input annual employee salary scales into Colleague in accordance with contract agreements.
Input benefit information into Colleague HR / Payroll module.

Issue

Issue ROEs and prepare financial reports.

Lead

Lead annual reporting requirements for Finance, auditors, etc..
Lead, mentor, and support a team of payroll administrators.
Lead projects to improve and streamline payroll processes.

Liaise with

Liaise with supervisors and / or managers to clarify discrepancies with timesheets.
Liaise with auditors and manage payroll tax audits.

Maintain

Maintain absolute confidentiality of payroll within the procedures of the company.
Maintain accurate records and prepare reports.
Maintain employee confidence and protects payroll operations by keeping information confidential.
Maintain or oversees the maintenance of employee records.
Maintain payroll guidelines by writing and updating policies and procedures.
Maintain payroll information by designing systems.
Maintain professional and technical knowledge by attending educational workshops.
Maintain professional knowledge of all payroll legislative changes.
Maintain the integrity of the payroll system and records (soft and hard copy).

Manage

Manage payroll accounting functions.
Manage pension and benefits plans including enrolment, termination and maintenance.
Manage production of all requisite reports regarding wages and related information.
Manage the day-to-day relationship with the company's payroll platform and payroll services provider.
Manage the performance and promotes the development of team members.
Manage the relationship with CRA, MRQ, WCB and Health Tax government agencies.

Meet

Meet payroll financial standards by providing annual budget information.
Meet payroll operational standards by contributing information to strategic plans and reviews.

Monitor

Monitor payroll taxes, liens, garnishments, 401 (k) and other reconciliations.

Observe

Observe and support all safety guidelines and regulations.

Oversee

Oversee and assist the Sr. Payroll Accountant with the RSU, Dividends and PSU process.
Oversee maintenance of employee payroll allocations in payroll system.
Oversee maintenance of payroll files as required by law and company policy.
Oversee processing of payroll changes (e.g. new hires, terminations, raises) and system upgrades.
Oversee response to outside information requests as appropriate.
Oversee the daily workflow of the department.
Oversee the timely and accurate processing of payroll data using Dayforce and UltiPro for Canada.
Oversee the administration of multiple bi-weekly payrolls in a unionized environment.
Oversee third party audit requests as they relate to payroll accounts and remittance.

Oversight

Oversight and full accountability of all activities related to payroll processes.

Participate

Participate in annual policy reviews and retirement and benefits committee.

Pay

Pay employees by compiling and processing payroll information.

Perform

Perform all activities necessary to process payroll runs scheduled and off-cycle.
Perform a variety of payroll analyses.
Perform monthly payroll account reconciliations and adjusting entries.
Perform other duties as assigned.
Perform the reconciling of all payroll accounts, including taxes and third-party payments.

Prepare

Prepare and issues records of employment.
Prepare and process payroll for both Canadian and US employees.
Prepare and review reports filed with EDD, IRS and other governmental entities related to payroll.
Prepare and submit all annual returns in a timely manner (T4, T4A's, Releve1, EHT, WCB).
Prepare annual payroll schedule and communicates payroll deadlines to staff on a regular basis.
Prepare bi-weekly payrolls for company.
Prepare manual payroll cheques, as required.
Prepare monthly bank reconciliations.
Prepare new payroll wage type work requests as required.
Prepare pay by verifying time records.

Process

Process all incoming mail associated with payroll and payroll remittance and queries.
Process bi-weekly payroll of 200 employees.
Process full cycle in-house payroll using our ERP system (Explorer).
Process semi-monthly payroll for salaried, hourly and piece-rate employees.
Process source deductions accurately and in accordance with the remittance schedule.
Process third party deductions and garnishments.
Process US state withholdings for travelling personnel who enter the applicable jurisdiction.

Produce

Produce accurate and timely end-of-period request for payments within the required timeframes.

Promote

Promote modeling of core behaviors by setting an example.

Provide

Provide assistance with respect to the annual audits (e.g. 401 (k) , Pension, KPMG, etc).
Provide back up support for Accounting Supervisor as needed.
Provide constructive and timely performance evaluations.
Provide information and payroll-related data and reports required for corporate decision making.
Provide input into department goals and objectives.
Provide input to annual business plans and budgets and manages resources accordingly.
Provide leadership in system / process / policy improvement or implementation initiatives.
Provide leadership on internal and external issues and problem resolution.
Provide oversight, direction, problem solving and troubleshooting for all daily payroll inquires.
Provide oversight, direction, problem solving and troubleshooting for all daily payroll operations.
Provide payroll information by answering questions and requests.
Provide support for HR systems administration, digital HR and HR analytics projects.
Provide supporting documentation and analysis to external auditors upon request.
Provide training to staff, as required.
Provide weekly, monthly and yearly reporting to management as required.

Purchase

Purchase savings bonds by maintaining deduction records.

Reconcile

Reconcile Payroll Liability G / L accounts monthly and make required adjustments.
Reconcile payroll net and tax reporting after each pay run to ensure accuracy by service provider.
Reconcile payroll tax and garnishment liability accounts to the general ledger.
Reconcile all annual filings such as T4 and EHT returns.
Reconcile payroll transaction proof to source documents.

Record

Record increases, taxable benefits, allowances and retro-active payments.

Register

Report

Report the KPI process and the regular schedule for reporting requirements to Senior Management.

Research

Research and reconciliation of payroll taxes from prior periods.
Research and recommend enhancements to payroll processes.

Resolve

Resolve issues and answer payroll-related questions.
Resolve issues within the Payroll and Time Management System for employees and managers.

Respond to

Respond to employee / management requests for information and reconciliations on a timely basis.
Respond to payroll inquiries from multiple stakeholders.

Review

Review all credit balances, refunds, claims and apply adjustments, holds and / or corrections.
Review all reconciliations of the payroll general ledger accounts.
Review and approve bi-weekly payment runs, ensuring proper support and approvals have been included.
Review and approve payroll transactions.
Review and maintain company forms, hire packages, policies and procedures.
Review and perform audits on the payroll data entry in Dayforce.
Review and perform audits on the payroll data entry in Dayforce and UltiPro.
Review and recommend improvements to existing payroll procedures.
Review and sign-off on all master-file changes for corporate completed by the Payroll Specialist.
Review annual W - 2 preparation and quarterly and annual payroll tax return filings.
Review final payrolls for accuracy and submission to the bank.
Review month-end journal entries.
Review payroll for hourly employees paid on a bi-weekly basis as prepared by Payroll Administrator.

Set

Set up, update and terminate employee information within the payroll system.

Supervise

Supervise and assist with the payroll process.
Supervise and coach payroll clerks and assistants.
Supervise and direct a team of four to six payroll administrators.
Supervise Payroll staff and manage work schedules to ensure appropriate coverage.
Supervise, plan and coordinate work assignments and the administration of payroll services.
Supervise the monitoring and distribution of payroll forms.
Supervise the reconciliation of statutory Federal / Provincial CPP and EI on a semi-monthly basis.
Supervise the preparation and filing of Records of Employment.
Supervise, train and mentor the payroll department.

Support

Support accounting and finance team with year-end calculations and reconciliations.
Support external auditors in respect of year-end audits.
Support other team members as appropriate with the process of the payroll.
Support other team members as appropriate with the process of the payroll / Time Management cycle.
Support the creation of the new annual payroll calendar.
Support the Manager on cross-functional projects and improvement efforts.
Support the Payroll Coordinators with payroll processing, as required.
Support the Payroll Manager on cross-functional projects and improvement efforts.
Support the Payroll Team with hands on payroll processing – biweekly semi monthly.
Support the updating of the payroll portals to ensure messages and aids are relevant and accurate.

Track

Track pension enrolment eligibility.

Train

Train and provide guidance to payroll team, coach on best practices.
Train team members on new or enhanced operational procedures and policies.

Update

Update payroll policy and procedure documents.
Update and maintain all employee positions, wage records and benefits.

Work with

Work closely with different departments and retail locations.
Work collaboratively with each department to process payroll, timesheets and daily field tickets.
Work well under pressure and manage tight deadlines.

Most In-demand Hard Skills

The following list describes the most required technical skills of a Payroll Supervisor:

Accounting
Payroll
Supervisory

Most In-demand Soft Skills

The following list describes the most required soft skills of a Payroll Supervisor:

Written and oral communication skills
Interpersonal skills
Organizational capacity
Analytical ability
Leadership
Attention to detail
Time-management
Problem-solving attitude