Weekly
• Uses the Banner system and interfacing time and activity recording systems to capture, review, and validate all payable time worked by exempt and non-exempt, hourly, term, and temporary Middlebury College and Monterey Institute employees.
• Resolves all time, pay, and benefits eligibility issues with Human Resources in advance of payroll runs.
• Inputs all relevant rate/time data for special one-time pay and for other employees not using electronic time submission.
• Inputs special data related to car use by Facilities employees. • Sets up, inputs and reviews special employee deductions for Golf & Ski pass purchases, mortgage subsidies, College rental housing, payroll liens, United Way, and College gifts.
• Runs tests of gross and net pay and performs specific review of highly compensated employees.
• Produces payroll documents (checks and direct deposit stubs); inserts into envelopes, sorts, batches and distributes for mailing and departmental pick-up.
• Transmits electronic files for each payroll to Banknorth (Middlebury College) and First National Bank of California (Monterey Institute).
• Runs payroll tax reports for federal and state taxes; prepares vouchers for remittance to tax authorities; completes electronic filings for tax withholdings and employer matching with tax authorities: IRS, State of Vermont, California and other states with Middlebury/Monterey employees.
• Transmits retirement benefits data from Banner to TIAA, prepares vouchers to assure deposit of pension withholdings and College contributions into employee accounts.
• Prepares and reconciles spreadsheets tracking tax withholdings and remittance liabilities (including inter-payroll adjustments) for quarterly 941 College tax filings.
• Initiates and completes relevant electronic feeds of pay event data to accounting ledger(s) within the Banner software system.
• Completes all specialized reporting relative to non-US citizen employees.
Ongoing/Periodic
• Works with Assist. Controller for Taxation: to review tax reporting with respect to quarterly 941 filings; assists in resolution of any tax filing issues; keeps current on changes in tax law at federal and state level with respect to payroll statutes and incorporates any requisite changes/updates into payroll preparation and reporting procedures; assures that non-US personnel are correctly treated on Middlebury and Monterey payroll within the requirements of all state and federal US laws.
• Works with Human Resources on a regular basis to assure complete co-ordination of efforts and procedures with pay, deduction, and benefits codes used for payroll production, tracking and reporting within the Banner payroll system and that employees reporting time are properly coded within Banner system to allow timely payment and reporting.
• Works with relevant departments (and Human Resources/Assistant Controller for Taxes) to plan and execute employee set-up and payroll process for all College summer sessions.
• Works with Information Technologies personnel to resolve any and all payroll systems issues within Banner and helps coordinate all system upgrades which impact the payroll modules within the Banner system.
• Reconciles all payroll-related accounts to general ledger.
• Prepares relevant year-end forms for IRS including W-2 worksheets and control totals.
• Works with tax manager to resolve all employee / independent contractor issues.
• Manages 1099 reporting for taxable fringe benefits and 1098 reporting.
• Processes all redistribution of labor charges within Banner budgets / ledge
C.) Allocation of Responsiblities:
70% Administration and execution of bi-weekly payrolls for Middlebury College and Monterey Institute.
30 %Maintenance of payroll systems/data and administration of payroll files and reporting.
D.) Relationships: The groups of people inside and outside of the College with whom the position incumbent must interact as an integral part of her/his job responsibilities.
• Staff/Faculty - Respond to generic and individually specific questions about payroll and resolve issues raised by employees promptly and with tact and diplomacy.
• Assistant Controller - Collaborate with Assistant Controller to assure full coverage and timely reporting within the payroll function during absences/vacations and to keep Assistant Controller (and Controller) apprised of current or upcoming issues which might affect the efficiency or integrity of the payroll function.
• Fiscal Auditors - Provide timely data, information, and reports in reponse to auditor requests.
• Tax Authorities - Report all required tax information timely to relevant tax authorities and assure timely remittance of all payroll-related tax obligations.
• Human Resources - Collaborate with Human Resources to ensure quality and, as necessary, correct any defects in HR/Payroll process.
• Assistant Controller for Taxation - Collaborate with Assistant Controller to assure reporting integrity and full legal compliance by the College in all tax matters related to payroll and employment.